commbuys.vendor.revise.quote.after.bid.closed.10.26.18.docx
DOCX document 971 KB Posted
- Attached to
- DEP-BAS-RFQ-G-26-RA Hon Chair-OFF52
- Solicitation number
- BD-26-1045-BAS00-BAS01-125099
- Issued by
- Massachusetts
About this file
This is a job aid document issued by the Commonwealth of Massachusetts' COMMBUYS procurement system that provides guidance to vendors on the process for revising quotes after a bid closing date. The document outlines the procedural steps vendors must follow when responding to quote revision requests submitted by buyers through the COMMBUYS platform. Revision requests may be issued for various purposes, including requests for clarification or additional information, Best and Final Offers (BAFO), or corrections to bidding errors such as changing "No Bid" designations to "No Charge" for specific line items. Vendors are notified of revision requests through automated COMMBUYS-generated emails, with any attached files accessible through the Revisions tab rather than the email itself. The system restricts quote revisions to post-bid-closing periods only when explicitly requested by the buyer, and only users with Seller credentials are authorized to make revisions.
The job aid provides eight sequential steps for vendors to complete the revision process, beginning with accessing the COMMBUYS portal and locating revision requests through the Vendor Communications tab, then identifying quotes requiring revision through the Quotes tab where revision requests are marked with identifiers (R1, R2, R3, etc.). Vendors must reopen the specified quote, confirm they have not yet submitted a revised version, and then make necessary modifications through the General, Items, Questions, or Attachments tabs as directed by the buyer. After saving all changes and reviewing the Summary tab for accuracy and completeness, vendors must resubmit the revised quote and confirm successful submission through the Submitted sub-tab, with final confirmation received via automated email notification from COMMBUYS.
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Text version
Job Aid:
Revising a Quote in COMMBUYS after a Bid Has Closed
This Job Aid shows how to:
· Respond to a quote revision request sent by a buyer after a bid has closed Of Special Note:
Buyers may submit revision requests for various reasons:
· Clarification or additional information is needed
· A Best and Final Offer (BAFO) is requested
· An error in your quote needs correcting (e.g. “No Bid” must be changed to “No Charge” for a specific line item for awarding purposes)
If a buyer requests a revision to your quote, you will be notified through a COMMBUYS-generated email. If the buyer attached any files to the revision request, it will be found within the Revisions tab in COMMBUYS, not the COMMBUYS-generated email. You must save changes by clicking Save & Continue on the tab where the edit was made.
Quotes in COMMBUYS may not be revised after the Bid Opening Date except at the buyer’s request.
Only users with Seller privileges can revise a quote in COMMBUYS. These instructions assume the logged in user has Seller credentials.
| Screenshot |
| Directions |
Step 1: Launching COMMBUYS
1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.
2. Once the COMMBUYS landing page displays click on the Sign In button.
3. Enter your Login ID and Password and sign in to COMMBUYS.
Step 2: Locating Requests for Quote Revisions
1. From the Homepage click on the Vendor Communications tab to view quote revision requests that have been sent to your company.
2. Any files upload with the Revision Request will appear under the Attachments column within the Vendor Communications tab. Click on the blue hyperlinked file name to access the attachment.
Step 3: Locating Quotes that Require Revision
1. Click on the Quotes tab, and then click on the Revision sub-tab to view quotes that need revising.
Note: Each quote that has a revision request will have an identifying marker located at the end of the quote number. The first revision request will be identified with an R1, with subsequent revision requests marked as R2, R3, etc.
Step 4: Reopening Quotes that Require Revision
1. Click on the hyperlinked Quote # to reopen the quote and start the revision process.
Step 5: Acknowledging Quote Revision
1. Click Yes to confirm that your revised quote has not been submitted and to begin editing your quote.
Step 6: Revising Quotes
1. The system will display the General tab. Revise your quote as prescribed by the buyer using any of the following tabs:
· General Tab – modify general quote information such as Description
· Items Tab – add, remove, or edit item information such as Unit Cost
· Questions Tab – answer any questions posed by the buyer (if necessary)
· Attachments Tab – upload or remove files and documents
2. Click Save & Continue on the tab where changes are made.
3. Review for completeness and compliance with the buyer’s requirements.
4. Click on the Summary tab.
Step 7: Resubmitting the Quote
1. Review the information on the Summary tab for completeness and accuracy.
2. Scroll to the bottom of the page and click Submit Quote.
3. Click OK in the dialogue box to confirm your action.
Step 8: Confirming Submission
1. From the Homepage click on the Quotes tab then the Submitted sub-tab to confirm your revised quote was submitted.
Note: You will also receive a COMMBUYS-generated email confirming your revised quote has been submitted.
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File details come from the government source that posted it. Updated .