EXHIBIT B BuySpeed Submittal Instructions.pdf

City of Portland BuySpeed Electronic Submittal Guide

These instructions are for submitting bids to a BuySpeed solicitation. The process is not intuitive, and the language of the system can sometimes be misleading. There are also a number of fields that are not necessary for City of Portland submittals, so these instructions will highlight only those fields that are necessary for City submittals. Please plan at least 30 minutes to submit your proposal, and when possible, submit your bid at least one business day before it is due.

Step 1: log in to the BuySpeed system at https://procure.portlandoregon.gov.

Make sure you are in the “Seller” not the “Seller Administrator” role by clicking on the icon in the top right corner of the page and selecting “Seller” from the drop down menu.

https://procure.portlandoregon.gov/

Step 2: Once the "Seller" role is chosen, you can navigate to the Bids tab. "Bids/Bid Amendments (Un-Acknowledged)" are bids that you were notified of due to matching NIGP code(s) in your vendor profile. "Open Bids" are available for quotes that do not match your NIGP code(s). Click the link under "Bid #" to open a summary page of the solicitation.

A solicitation summary page will appear and should look similar to the image below.

Note: The "Bid Opening Date" is when the system stops collecting quotes. If you don't see "Create Quote" at the bottom of this page, the solicitation has expired and cannot be bid on.

Step 3: Click the "Create Quote" button at the bottom of the page and you will be redirected to the General tab shown on the next page.

Note: "Quote" is a generic term in the BuySpeed system for a solicitation submittal. City solicitation documents generally refer to submittals as "Bid," "Proposal," or "Quote" depending on the type of solicitation.

Step 4: If you would like to insert contact info or comments for your own reference, you can do that in the appropriate boxes, but additional information in this tab is not required. Click the “Save & Continue” button when ready to move to the next step.

Step 5: You’ll now see a warning at the top of the page stating that the terms and conditions are not acknowledged. Ignore that for now as the error will be addressed in step 9.

Step 6: Click the Items tab. This tab is important because there are fields here that must be completed in order to submit a quote.

Step 7: On the Items tab, enter the total amount from your bid, quote or proposal, in the “Unit Cost” field. If your submittal does not include a total amount, use $10 as the value. After entering an amount, click the “Save & Continue” button.

Step 8: Once the page reloads, both the “No Bid” and “No Charge” checkboxes should be cleared, and the “Quote Response Total” should be calculated. Uncheck each checkbox if still checked. Next, click the Terms & Conditions tab.

Step 9: Click the “Yes” radio button to accept the terms and conditions of the solicitation, then click “Save & Continue." You'll see the Terms & Conditions warning message is now gone and only the Quote Validation warning remains.

Step 10: Click the Attachments tab to continue.

Step 11: Once this tab has loaded, click the "Add File" button at the bottom of the page. The "Add File" page will load.

Step 12: Type a description for the file in the “Description” field. Then click the “Choose File” button and navigate to the file location. When the file is attached, click the “Save & Exit” button to upload it. Repeat this as necessary for any additional files.

Step 13: After a document is uploaded, it will appear with its details under the Attachments tab. The number in parentheses appended to the tab label denotes how many files have been uploaded. You can also delete files by clicking the “Delete” checkbox next to the appropriate file and then clicking the “Save & Continue” button.

Step 14: Click the “Summary” tab, and then click the “Submit Quote” button to complete the quote process. Note: If this last step is NOT completed, the quote will not have been submitted. Once sumbitted, you will receive a confirmation email.