ESBD_File_354998_Instructions on Creating a FFE Bid Package Response.pdf

e-Builder FF&E Bid Response Process

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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Maintaining an online database of bidders and activity reporting for bids won, bids lost, and responsiveness provides historical references for future reference.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 Public 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

• You will receive an email from e-Builder to verify your account once it is created

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

• You will be prompted to create a password for your 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 you have an Existing e-Builder Bid Portal Account or whether you are a New User.

* If you have submitted a Bid Response through this e-Builder Bid Portal previously, you can use the same account login information. If this is your first time, you are 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, Bidders must confirm their Company and Contact Information before proceeding to Bid Information. To confirm your 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 Bidders once Bidders log-in to the Bid Portal, an example is shown to the right.

* If Bidder does not ever see a screen to confirm their Company and Contact Information, please contact Alexis Henry, Contract Administrator, at alexis.henry@ttu.edu. Bidder may need a new link sent to them.

mailto:alexis.henry@ttu.edu

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After logging into the e-Builder Bid Portal, the user will be redirected to the bid to review and respond.

Step 4: View Bid Documents Before choosing whether to accept or decline the bid, you can view the Bid Documents 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 your computer for you to read over the bid package details.

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* Step 5: Accept/Decline Bid After viewing the Bid Documents, you can Accept or Decline the bid.

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

If you choose to Decline, click the gray Decline button. A time stamp will show the Date and Time that you chose to decline. Once declined, you are finished with your bid response.

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 your 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, 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 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 bidders to view the Addenda Document in the Invitation Documents tab. 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 you have reviewed the Addenda and your Bid Response is prepared, fill out the required fields and attach your Bid Response Documents in the Response Form section. Follow the Steps below to submit your bid:

Step 1 – Bid Form

Enter the Total Cost of the Bid Package Proposal as shown below:

E.g. $19,000.00

** Note: We understand that the Total Cost of the Bid Package may not include everything that was specified in the Bid due to No Bids. **

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Step 8: Response Form (Continued) After you have reviewed the Addenda and your Bid Response is prepared, fill out the required fields and attach your Bid Response Documents in the Response Form section. Follow the Steps below to submit your bid:

Step 2 – Response Documents

Upload the Bid Response Documents using the Upload Box shown above. Bidders should upload their Bid Proposals (all documents combined into one (1) PDF) and Bid Worksheet (in Excel format) in this section. For a detailed list of what the Bid Proposal must contain, please view the Bid Front End Documents.

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

If Bidder’s Proposal includes Substitutions, Bidders must provide physical finish samples. For submission of any required finish samples, please reference the Bid Front End Documents on how to submit.

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Step 8: Response Form (Continued) After you have reviewed the Addenda and your Bid Response is prepared, fill out the required fields and attach your Bid Response Documents in the Response Form section. Follow the Steps below to submit your bid:

Step 3 – Additional Info

Before submitting your Bid Response, you must acknowledge that you have viewed all Addenda items. Check the box confirming that you have Read and Agreed to the terms of the Addenda. If you do not, an Error message will prevent you from submitting your Bid Response like the one pictured below.

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

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Step 9: Submit Bid After the Addenda is posted and all the Response Form steps complete, the bidder will click the blue Submit button to submit their bid. A time stamp with the Date and Time submitted will be shown, as well as an Email Confirmation of your 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.