Electronic Submission Instructions.pdf

Electronic Submission Instructions Proposal responses shall be submitted exactly as outlined, and the required information shall be provided in the section under which it was requested by Florida International University (FIU). Respondents may not combine or reorganize the headings and/or requests for information or indicate that the information will be included in another section. Proposal responses shall not refer FIU to any location outside the requested sections noted within the required format below (i.e. External website).

Note: If Respondent’s proposal deviates from these instructions, such proposal may, at FIU’s sole discretion, be rejected.

Upload Instructions

FIU utilizes an online electronic sourcing portal for accepting proposals digitally. FIU’s Public Procurement Portal.

Your submission must be uploaded prior to the Closing Time as indicated in the Calendar of Events. We strongly recommend that you give yourself sufficient time and at least one business day before Closing Time to begin the uploading process and to finalize your submission.

• Each item of Requested Information is instantly sealed (no one from FIU can review) and will only be visible after the Closing Time. You may edit your submission as needed up to Closing Time.

• Respondents may elect to utilize the import/export feature to export questions into Excel in order to work on responses offline and import into the system upon completion.

• Keep in mind that when answering questions in the provided text box within the system (if applicable) there is a limit to the number of characters you can use in your response. The dynamic character limit counter at the bottom of each text box will display the remaining characters available.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. The maximum upload file size is 50 MB.

• Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

• Except spreadsheets, all files should be converted to a Portable Document Format (PDF).

• All files, including spreadsheets, should not be secured or password protected.

• As a naming convention for files to be uploaded, such files must have the name of your firm and question number as name of the file. Please replace the dot “.” found in a question number with an underscore “_” as file names cannot contain dots “.”

DO NOT USE YOUR OWN FILE NAMES.

• Each file uploaded must contain a header to include the question number and question text.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=FIU https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=FIU

• Information submitted that is not requested by FIU may be considered to be supplemental and not subject to evaluation.

Submission Instructions

When all required question and documents have been provided, the following must occur to successfully submit your electronic solicitation:

The message “All sections are now complete, and you may submit your bid below” will appear.

The certification check box can now be clicked.

The “Submit Response” button is no longer greyed out and can be clicked.

Once you submit your electronic solicitation, the screen below should appear to confirm that the submission was successful.

Additional Instructions

• Respondents are solely responsible for replying and following all instructions pertaining to an addendum or amendment. Failure to follow all instructions may result in the electronic submission being rejected by the electronic sourcing portal.

• Even if respondents have submitted their electronic submission ahead of the bid close date, respondents must reply and follow all instructions from messages pertaining to any addendum or amendments up to the bid close date. Failure to follow all instructions will cause the already submitted solicitation to be incomplete, and thus rejected once the competitive solicitation has closed.

• All sourcing event-related communications between Respondents and FIU is managed and tracked through a Question and Answer Board within the Sourcing Event on the Public Procurement Portal. Please check the Question and Answer Board for any changes and/or Addenda and take necessary action prior to close date of the Sourcing Event.

Note: Any issues related to logging in or technical issues, including attachments, questions can be submitted to our third-party software host, Jaggaer via a Support Form found at the link https://www.jaggaer.com/service-support/supplier-support/ or via 1-(800) 233-1121, option 2.

https://www.jaggaer.com/service-support/supplier-support/