e-Builder User Guide

GSFIC Procurement e-Builder Registration & Bid Submittal User Guide

Overview

GSFIC will be using the e-Builder Project Management System to accept, review and store vendor bids and supporting documentation. The e-Builder system is a web-based software solution which allows a user to access, submit and review documents from anywhere there is internet connectivity.

GSFIC will continue to advertise construction bid opportunities on the Georgia Procurement Registry. All Bid questions and answers will be handled within the e-Builder system. Vendors who anticipate submitting their bids will have to register through e-Builder prior to submitting bids and documents.

Below you will find instructions on how to register and submit your bids with supporting documentation.

When a bid advertisement is posted to the Georgia Procurement Registry for a project, the documentation will contain a link to e-

Builder’s Bid Portal, which the vendor will use to access e-Builder and submit bids and any appropriate documents. Each link is project specific.

Questions regarding the e-Builder system can be sent to: support@e-builder.net or call 888-288-5717.

mailto:support@e-builder.net

Registration and Login The advertisement package posted on the Georgia Procurement Registry will contain a link to the e-Builder Bidding Portal. You can click on the link or copy and paste the link in your internet browser.

NOTE: Internet Explorer browser is highly recommended.

Existing e-Builder Users (Registered Users)

1. Enter Username and Password.

2. Skip to Step 7 below.

New e-Builder Users (First time using e-Builder)

1. If you are a first time e-Builder user, click the “register” link.

Figure 1.

New e-Builder Users (cont.)

2. A new registration screen will appear (Figure 2). Fill in all the required fields (red asterisks).

3. Click the Save button

Figure 2.

Once you’ve registered a dialog box will appear, with instructions to check your email for the new e-Builder Username and Password

(Figure 3).

Figure 3.

4. You will receive an email similar to the one found below (Figure 4).

Figure 4. e-Builder Temporary Password & User Account Notification

Create a Permanent Password

5. From the email, click on the “HERE” link (figure 4).

a. Enter Username and the current password from the email (password is case sensitive). You will be taken to the

Change Password window (figure 5).

b. Next create a new permanent password.

6. Confirm or change the Security Questions and click the Save Changes button.

Figure 5.

7. Each time you log in to e-Builder you will be prompted to confirm Company and Contact information (figure 6) before going on to the Invitation to Bid screen (Figure 7).

a. Confirm or Change the information below and click the Save button.

Note: The confirmation screen (figure 6) will appear each time you log in regardless if you are a new registration or existing user.

Figure 6.

Submitting a Bid (Bid Screen)

Now that you are in the Invitation to Bid window, there are some items we would like to point out.

Figure 7. Invitation to Bid Screen Overview

(1) Bidding Status: Bidding Time Remaining; Indicates the number of days, hours or minutes left before a bid closes.

(2) Bid Package Status: Indicates the current bid is open or closed. If the due date and time have passed the status will show closed and you will NOT be able to submit.

(3) Bid Due Date/Time: The date and time the bid is due.

(4) Bid Submitted: When the bidder submits bid the status changes to “Yes” automatically.

(5) Bidding Status: Changes from “Pending” to “Will Bid” once a bidder clicks the

(6) Accept/Decline button. This is simply informational, indicating to GSFIC who will or will not participate. If you select

“Decline” it does NOT prevent you from submitting bid.

(8) Bid Documents: This section is where you can find all documents pertaining to the procurement. These files can be downloaded by clicking the check box next to the file and clicking the Download button

(9) Addenda: If an addendum is added to the project, the details will show on the Addenda tab. You are able to view the addendum number, description, when it was created and any documents made available. After reviewing the addendum details, you will need to view/download bid documentation.

(10) Questions and Responses: You can pose questions here for the bid manager to see and respond to. All bidders will be able to view the questions and responses. Click “Questions/Responses” to submit a question and see figure 9 for instructions on how to enter or post a question.

http://www.e-builder.net/help/vendorportal/viewdownload_bid_documentation.htm

(6) Accept/Decline -Screen

If you click on the Accept/Decline button, in figure 7, the following screen will open (figure 8). This feature is simply a way of indicating to GSFIC your intention to bid. Changing the status from “Pending” to “Will bid” or “Will not bid” does not affect your ability to submit a bid.

Figure 8.

Questions and Responses - Screen

1. To submit a question, click on the Questions/Responses button in figure 7 (9). The screen below will open. (Figure 9)

2. Click the Submit Question button. NOTE: All questions MUST be submitted through e-Builder.

Figure 9.

3. Enter the Subject and the Question and click the Save button (Figure 10). An email will be sent to the appropriate

Procurement contact with your question(s). Once Procurement responds to the question(s) in e-Builder, an email will be sent to the initiator. All bidders will be able to see the Questions and Responses. Bidders will not be able to see who asked a question, however, you will see your own name on questions you submit. (Figure 11)

Figure 10.

Figure 11.

Submitting a BID

This portion of the instructions will guide you through how to submit a bid. Figures 12, 13 and 14 below, are ALL a part of the Bid

Submission section. In order to simplify the guide, we have broken the Bid Submission tab down into three sections.

Section 1: Bidding Information section is the top portion of the Invitation to Bid screen, details of this section can be found page 6, Figure 7.

Figure 12.

Section 2: Base Bid and Alternates is where you will enter the base bid and any alternate amounts, (if applicable) (Figure 13).

To submit a bid click on the Bid Submission tab (Figure12).

1. Enter the base bid amount in the Total Cost field

2. Enter the amount for Alternate(s) in the Total Cost field for alternates. NOTE: If the alternate is titled deduction, bidder shall still enter a positive value; e-Builder will reduce the appropriate amount from the base bid based on a formula prepared by the procurement staff. Not all bids will have an Alternate section. See Figure 13.

3. The Bid Summary section simply captures and amount entered for the base bid and any alternates.

Figure 13.

Additional Information (Figure 14)

The additional information feature is a reminder for bidders to upload any of the mandatory items listed.

NOTE: Not all bids will have an Additional Information

4. Bidder must enter YES or NO to the questions.

a. Be sure to upload ALL of the documents listed in this section. (See also #6 below)

5. If an Addendum has been added an Addenda section will be visible below. You must acknowledge the addenda by clicking the checkbox to the right of the addenda Description. You will NOT be allowed to submit a bid until this box has been checked.

Figure 14.

Attach Documents

6. To attach files to a bid, click the Attach Documents button. A new screen will open. (Figure 15)

a. Click the Browse button and locate your file(s).

b. Click the Upload button.

NOTE: You can upload three files at once. If you need to upload additional files after you have uploaded the first three, repeat steps a and b.

Figure 15

Figure 16 shows the uploaded files

Figure 16.

7. If at any time you need to step away from entering the quote, click Save Draft button. This will allow you to save your changes and come back to it later.

8. Now that you have entered all the information and uploaded all the necessary documents. (Note: documents are not actually uploaded until you click on the “Submit Bid” button) Take a few minutes to review the information. Once you submit your bid, you will NOT be able to resubmit or change or update your bid.

a. Click the Submit Bid button, you will be prompted to enter your e-Builder user password. (Figure 17)

b. Enter the password and click the Submit Bid button.

Figure 17.

Bid Submittal Confirmation

After you have submitted your bid, you will be taken back to the Invitation to Bid screen. A green text will appear indicating you have successfully submitted your bid, see Figure 18.

Figure 18.

The bidding process is now complete.