Electronic Bid Openings FINAL~3.pdf

Electronic Bid Openings

1. Typically bid openings are held at 10:30 am for consistency but that time is not mandatory.

2. Prior to the publication of an IFB/RFP, the Buyer will work with Procurement management to secure use of the department’s WebEx account.

3. Once the account is secured, the WebEx link will be provided to the Buyer for use within the BidBuy bid posting as well as the internal Outlook calendar invite.

4. Once the IFB/RFP has been published, the Buyer will send an electronic Outlook calendar invitation with the WebEx link to the using department, Procurement Management, and the

SPO.

5. In preparation for the bid opening, the IPO will draft the sign-in sheet and bid results form (templates attached hereto and available in Procurement’s SharePoint template files) and upload them to the SharePoint contract file.

6. For IFB’s, the IPO will tailor each bid results form/document to match the award structure of the solicitation, i.e. by group, by line item, by total bid, etc.

7. Promptly at the bid opening time, which is typically 10:30 a.m., the Buyer will initiate the bid opening by opening the WebEx link and starting the meeting.

8. The Buyer will begin by reading aloud the standard bid opening statement (attached hereto).

9. After reading the standard statement aloud, the Buyer will begin opening and reading aloud each electronic bid in BidBuy.

10. For IFB’s, the vendor's name and bid price will be read aloud.

11. For RFP’s, only the vendor’s name will be read aloud as the price opening occurs later after the technical review is completed.

12. As each bid/proposal is read aloud, the IPO documents each bid/proposal read on the bid results form (template attached hereto and available in Procurement’s SharePoint template files).

13. After the bid opening:

a. The IPO will type the bid results as read at the bid opening and publish the document to the Tollway’s website and upload it to the SharePoint contract file.

b. The Buyer will download the attendee list from the WebEx which is considered the sign-in sheet and will upload it to the SharePoint contract file.

c. The Buyer/IPO will download all bids from BidBuy and save them in the SharePoint contract file.

14. The IPO and Buyer will then commence the responsiveness review (see training manual).

15. After the responsiveness review is completed, the Buyer will commence the bid tabulation process (see training manual).

16. For RFP’s, the price opening will occur once all phases of the technical evaluation are completed.

a. Once the technical evaluation is complete, and pricing is ready to be opened, tThe Buyer will work with Procurement management to secure use of the department’s WebEx account.

b. Once the account is secured, the WebEx link will be provided to the Buyer for use within the internal Outlook calendar invite.

c. The Buyer will send an electronic Outlook calendar invitation with the WebEx link to the evaluation committee, Legal representative, Procurement management, and the SPO.

d. In preparation for the price opening meeting, the Buyer will draft the sign-in sheet and bid results/price opening form (templates attached hereto and available in Procurement’s SharePoint template files) and upload them to the SharePoint contract file.

e. At the scheduled date and time, the Buyer will begin opening and reading each electronic bid in BidBuy aloud.

f. As each price is read aloud, the Buyer documents each price read on the bid results/price opening form.

g. After the price opening, the Buyer will:

i. Download the attendee list from the WebEx which is considered the sign-in sheet and will upload it to the SharePoint contract file.

ii. Download all bids from BidBuy and save them in the SharePoint contract file.

iii. Commence the bid tabulation process (see training manual).

BID OPENING

For: IFB/RFP [Insert Tollway Contract Number and Title] / BidBuy Bid B-XXXX

Good morning and welcome to the Illinois State Toll Highway Authority.

Today is [DATE].

It is now 10:30 a. m. there will be no more bids / proposals accepted.

Bids/Proposal announcements are NOT final or binding upon the Illinois Tollway, State of Illinois. They are all subject to review for completeness, accuracy, and compliance with the terms and conditions of the bid/proposal requirements.

All bid results will be posted to the Illinois Tollway web site and all final awards will be posted on BidBuy.

**Read Vendors.

This will conclude our bid opening today.

Thank you for coming

Illinois Tollway

Sign In Sheet Bid Opening Date:

Contract#/Description:

Buyer:

IPO:

Location: 2700 Ogden Ave., Downers Grove, Illinois 60515 Date:

Time:

Name Company Phone/Email

Bid results are read as submitted at the bid opening.

Results are subject to review for compliance to specifications and review of mathematical calculations.

I L L I N O I S T O L L W A Y 2700 Ogden Avenue │Downers Grove, IL 60515 │ Phone: 630.241.6800 │TTY: 630.241.6988 www.illinoistollway.com

BID OPENING RESULTS

IFB

Contract#/Description

Due Date:

Time:

Vendor Name: Total Bid

Procurement Representative: _____________________________________

Signature _______________Date__________________________

Witness:

Name: ________________________________________________

Signature _______________Date__________________________

BID OPENING

For: IFB/RFP [Insert Tollway Contract Number and Title] / BidBuy Bid B-XXXX

Good morning and welcome to the Illinois State Toll Highway Authority.

Today is [DATE].

It is now 10:30 a. m. there will be no more bids / proposals accepted.

Bids/Proposal announcements are NOT final or binding upon the Illinois Tollway, State of Illinois. They are all subject to review for completeness, accuracy, and compliance with the terms and conditions of the bid/proposal requirements.

All bid results will be posted to the Illinois Tollway web site and all final awards will be posted on BidBuy.

**Read Vendors.

This will conclude our bid opening today.

Thank you for coming