ESBD_File_317489_Instructions on Creating a Bid Package Response.pdf

e-Builder Bid Response Process

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Last updated 9/2/2022*1

Last updated 9/2/2022*22

The Bidding Process

Contract

Administrator

The Bidding Module eliminates the large paper trail. The system keeps an automatically generated log of all communications and activity, enabling the ability to document all bid activity and associated information exchange. This minimizes risks, decreases liability, and eliminates miscommunication.

Maintaining an online database of Bidders and activity reporting for bids won, bids lost, and responsiveness provides historical references for future reference. Executives or other individuals from the organization requiring visibility into bid activity can automatically generate the necessary bid reports.

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Step 1: Locating the Bidding Link on the ESBD Website

Potential Bidders will access the Project Solicitation from the link provided on the ESBD (Electronic State Business Daily) Website:

txsmartbuy.com/esbd

Please follow the link to the e-Builder website in the Solicitation

Description on ESBD’s Project Solicitation page to be directed to the e-Builder Bid Portal log-in screen.

https://bidders.e-builder.net/landing?bidpackageid=6e87edf5-853c-4136-a3c4-a645aa89d7d6

Once the Bidding goes live, Bidders can directly access the Bid Portal from the ESBD Website.

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Step 2: Signing into the Bid Portal in e-Builder

Existing Users:

• Login with existing e-Builder credentials

• Once logged in, continue to Step 3

New Users:

• Click on Create Account at the bottom of the login screen

• Follow the steps provided to create a new e-Builder account

• The Potential Bidder will receive an email from e-Builder to verify their account once it is created

• Click the Get Started button in the email as shown below

• The Potential Bidder will be prompted to create a password for their e-Builder account

• Once done, continue to Step 3

Once on the e-Builder Bid Portal log-in screen, follow the steps below related to whether the Potential Bidder has an Existing e-Builder

Account or is a New User:

Pictured: Account Verification Email.

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Step 3: Verifying Information

When first logging into an invitation to bid on the

Bid Portal, Potential Bidders must confirm their

Company and Contact Information before proceeding to the Bid Information. To confirm the information, click Save.

Pictured: Email Notification of Bid Invitation.

testemail@email.com

An Email Notification of a Bid Invitation from e-

Builder will also be sent to Potential Bidders once Bidders log-in to the Bid Portal, an example is shown to the right.

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After logging into the e-Builder Bid Portal, the Potential

Bidder will be redirected to the bid to review and respond.

Step 4: View Bid Documents

Before choosing whether to accept or decline the bid, the Potential

Bidder can view the Bid Documents (RFP, RFQ, etc.) in the Invitation

Documents tab under the Package Invitation section.

View the documents by clicking the Download Icon beside the files.

This will download the documents onto the computer to be able to read over the bid package details.

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* Step 5: Accept/Decline Bid

After viewing the Bid Documents, the Potential Bidder can Accept or Decline the bid.

If choosing to Accept, click the blue Accept button. When accepted, a time stamp will show the Date and Time that it was accepted. Once accepted, proceed to Step 6 and follow the instructions within the Bid Documents to prepare the bid response.

If choosing to Decline, click the gray

Decline button. A time stamp will show the Date and Time that it was declined. Once declined, the bid response is finished.

Pictured: (Above) Accepted button with timestamp.

(Below) Declined button with timestamp.

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Step 6: Questions/Responses

The Q&A Board section of the Bid Package allows for electronic tracking and management of questions and bid related responses that occur during the bidding cycle.

Subject:

• Enter the Subject of the question here.

Question:

• Enter the Question here.

After the time frame to submit questions has passed, questions will be collected by the Contract Administrator and addressed in an Addenda.

Once the Addenda is posted, Potential Bidders can submit bid responses.

The time frame to submit questions will be in the Bid Documents located in the Invitation Documents tab (See Step 4).

Once submitted, the question will appear on the Potential Bidder’s screen. An example is shown below:

To submit a question, click on the blue Submit Question button. A pop-up window with fields to ask the question will appear. When done, press the blue

Submit Question button again to submit.

Pictured: Submit Question pop-up window.

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*** If Bidders have already submitted a bid response and an Addenda is posted, e-Builder will kick out your bid and you will need to resubmit. The Contract Administrator will make an attempt to contact you, but it is your responsibility to resubmit the bid. ***

Step 7: Addenda

After the time frame has passed to submit questions, the Contract Administrator will collect the questions submitted and they will be addressed in the Addenda.

A message that an Addenda is available will be located in the Package Invitation section under the Addenda tab. The

Addenda message will alert the Potential

Bidders to view the Addenda Document in the Invitation Documents tab. Potential

Bidders will also receive an email when an

Addenda has been posted.

Addenda 1 has been added to the Bid Documents. Please view Addenda under Invitation Documents Tab. You will need to re-submit your bid if you have already submitted.

Pictured: Email notification that an Addenda has been adding to the bid.

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Step 8: Response Form

After Bidders have reviewed the Addenda and the Bid Response is prepared, fill out the required fields and attach the Bid Response Documents in the

Response Form section. Follow the Steps below to submit the bid:

Step 1 – Bid Form

Fill out the Bid Scope line items below. If filling out the line items is preferred to do in Excel, use the Download and Upload Bid Cost buttons ( ) to do so.

If the Bid is for an RFQ, enter 0 in the Total Cost field (shown below).

If the Bid is for an RFP, fill out all required Bid Scope fields.

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Step 8: Response Form (Continued)

After Bidders have reviewed the Addenda and the Bid Response is prepared, fill out the required fields and attach the Bid Response Documents in the

Response Form section. Follow the Steps below to submit the bid:

Step 2 – Response Documents

Upload the Bid Response Documents using the Upload Box shown above. The Documents must be in PDF Format and all be Combined into one (1) Document.

Once uploaded, Bidders can view/edit the documents as shown below:

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Step 8: Response Form (Continued)

After Bidders have reviewed the Addenda and the Bid Response is prepared, fill out the required fields and attach the Bid Response Documents in the

Response Form section. Follow the Steps below to submit the bid:

Step 3 – Additional Info

Before submitting the Bid Response, Bidders must acknowledge that they have viewed all Addenda items. Check the box confirming that Bidders have Read and Agreed to the terms of the Addenda. If the box is not checked, an Error message will prevent Bidders from submitting the Bid

Response like the one pictured below:

Please leave the Qualifications field blank, as all of the required information will be submitted in the Bid Response documents.

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Step 9: Submit Bid

After the Addenda is posted and all the Response Form steps complete, the Bidders will click the blue Submit button to submit their bid. A time stamp with the Date and Time submitted will be shown. Bidders will also receive an Email Confirmation of their submission.

Pictured: (Above) Timestamp of submitted bid.

(Below) Email confirmation of submitted bid.

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Once selections have been made, Bidders will receive an e-Builder notification from the Contract Administrator of a Bid Award or Bid

Rejection.

If Awarded, Bidder will be contacted directly for further instruction.

After bidding has closed, the Contract Administrator will initiate the process of opening and reviewing the bids on the designated opening date. A Selection

Committee will review the bids outside of e-Builder.

Bid Award/Rejection

Pictured: e-Builder Email Notification of Bid Award.