eSupplier-Bidding,-Contracting,-and-eSignature-Guide-9.2021.pdf

City of Minneapolis eSupplier Bidding and

Contracting and Electronic Signatures

Guide

September 2021

Date here eSupplier Bidding, Contracting and eSignature Guide To jump to an area within the User Guide, select on the topic in the Table of Contents

Table of Contents eSupplier Contracting Opportunities Overview

Bidding on an Event

Reviewing or Modifying your Submitted Bid

Bid Award

Contract Collaboration

Electronic Signatures

DocuSign Assistance

Contact Us eSupplier Contracting Opportunities Overview

Public events for solicitation posted by the City can be found on the Contracting Opportunities icon through the eSupplier Public Page:

The Public Contracting Opportunities will display the event information, when the opportunity was posted and when it ends. Select an Event’s Details to review any additional information:

Bidding on an Event

If the City has invited your organization to bid on a solicitation, an email will be sent inviting you to the event.

1. To bid on the event, you must Sign In to the eSupplier portal.

2. Access the Contracting Opportunities icon from your Secure Supplier Home Page:

3. If you have been invited to bid on an event, you will find the event on the Invited Events tab. All other public events can be found on the Public Events tab:

4. Select an event name to access the event details.

5. On the event details page, you can accept your invitation, to indicate your interest, view the event specifics, and place your bid:

a) From the event details page, Select the View Bid Package hyperlink to view related event documents. You may see duplicated file names if the event is public and you were invited to the event - You can review and use either document. There may be documents that require you to download, complete, and attach to your bid submission:

6. Select Bid on Event. The Event Details display again, and a series of questions for you to answer:

a) Questions marked with a * are required. To attach a file, select the Enter File Attachment Response hyperlink and upload related documents:

b) If you do not complete a required question, the following message will display:

7. Scroll to the bottom of the Event Details Page and enter Your Bid Price Amount:

8. Select Submit Bid

a) You will receive a bid confirmation email and a Bid Confirmation page:

Select the Home icon to Exit this page.

Reviewing or Modifying your Submitted Bid

Access the Event Activity icon from your Supplier Secure Home Page:

1. Locate the event you want to review through the Events Bid On Number or through the Search Criteria – Modify the search to “Events Bid On” and Search:

2. Click on the Event ID when the search results display.

3. Select the View, Edit or Copy from Saved Bids Link:

4. Select the View/Edit hyperlink:

Notice the Posted Bid Status. if you edit your bid and save for later, the Bid Status will change to Saved and will not be considered a valid bid:

5. Make edits as needed and Submit Bid.

Bid Award

When the event submission period has ended, the City’s procurement department will review all bids and award the event to a Supplier. If you receive the award, a notice will be sent to you and you may be contacted further by the City of Minneapolis Procurement Team or Civil Rights Department to gather additional requirements.

Contract Collaboration

Once an event has been awarded, a contract between the Organization and the City of Minneapolis will be drafted.

If the City needs your organization’s review on the contract verbiage, you will receive an email notification, which will direct you to view the contract details within the eSupplier portal.

1. Sign In to eSupplier and access the Manage Contract Documents icon

2. Select the search button to find the pending document. You can leave these fields blank, or put in search criteria, such as a date range:

3. Click the Contract document ID from the above image, to access the contract document.

4. click the view button to review the contract agreement:

5. If you need to make edits, you must save the document to your personal computer and save it with the same file name that it was downloaded as. You can then Select Upload a revised Amendment File.

Electronic Signatures

Once a City of Minneapolis contract is drafted, you will receive an email from the City via DocuSign to electronically sign the contract. The email will look like the one below, and after selecting Review Document, you will be taken to DocuSign for the next eSignature steps:

1. The first time you electronically sign a document, you will need to agree to use electronic signatures by checking the box indicated. The next time you are required to sign a document you will not need to check the box:

2. The continue box will become active.

3. Select the OK button to remove the questions box at the top of the page and begin reviewing the contractual document. Select the Start button, to be taken to your signature space within the Document:

4. Enter your full name as you would like it to appear along with your Initials. You can change the default signature style by selecting the Change Style link, or you could choose to draw your name using either your mouse or smartphone/tablet by pressing the Draw Option:

5. Select Adopt and Sign button to finish signing the document. The document will continue routing to all additional parties that need to sign.

DOCUSIGN ASSISTANCE

You do not need to have a DocuSign account to electronically sign documents.

If you need assistance with electronically signing a contract within DocuSign, feel free to visit DocuSign’s common signing issues webpage at: https://support.docusign.com/en/articles/Common-signing-issues

You can also reach out to the City of Minneapolis contract administrator who sent you the contract for review.

Their email address will be provided upon sending you a contract for review and signature.

Contact Us

If at any point you need further assistance, contact us at: Phone: 612 673-2311 or e-mail:

eProcurement@minneapolismn.gov https://support.docusign.com/en/articles/Common-signing-issues mailto:eProcurement@minneapolismn.gov

Contact Us