How to Respond to Online Bid through Kentucky Vendor Self Service_May2022.pdf

How to Respond to Online Bid through the Kentucky Vendor Self Service (VSS) site

Included in this document:

• SECTION 1 - LOGGING INTO THE KENTUCKY VENDOR SELF SERVICE (VSS) SITE

• SECTION 2 – LOCATING SOLICITATIONS

• SECTION 3 – COMPLETING RESPONSE TO AN ONLINE BID

• SECTION 4 – WITHDRAWING A RESPONSE

SECTION 1 – LOGGING INTO THE KENTUCKY VENDOR SELF SERVICE (VSS) SITE

1. Access the Kentucky Vendor Self Service (VSS) site at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

2. If you already have an account, login using your User ID and Password. If you do not have an account, create one by clicking on the Register button.

YOU MUST BE LOGGED IN TO SUBMIT AN ONLINE RESPONSE.

https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

SECTION 2 – LOCATING SOLICITATIONS

1. Once logged into your account click on Business Opportunities. All (Open, Closed, Awarded) Solicitations that have posted will appear here.

2. Search for Solicitation

• If you know the Solicitation number enter the 10-digit Document ID in the Keyword Search box

• If you are not sure of the number enter a description in the Keyword Search box

• You can also use the Advanced Search to narrow your results o By Category (Agricultural, Architectural, Chemicals, Clothing, etc.)

o By Type (P3 Notice, Request for Bids, Request for Information, Request for Proposals, Request for Quotes) o By Status (Awarded, Closed, Open, Reopened, Cancelled)

SECTION 3 – COMPLETING RESPONSE TO AN ONLINE BID

1. From the Details page, click Respond Online box.

2. Solicitation Response:

• Before submitting your Online Response, read through the Terms and Conditions for each Solicitation

• System will time out after 30 minutes of inactivity. It is recommended that changes are saved frequently. Any changes not saved will be lost if the system times out.

3. Step 1 – Respond to Lines

a) Select your Response Type.

• It will default to “Bid”

• If you do not want to bid on a line please select “No Bid”

• When bidding, with a condition, please select “Bid with Condition”. Enter your condition in the Comments box.

b) Enter either a Unit Price or Contract Amount.

• If there is an attachment on the Solicitation, such as a Bid Sheet, please enter $0.01 as the Unit Price and attach that, with your pricing in Step 3.

• For an RFP, enter $0.00 for either the Unit Price or Contract Amount. Entering anything other than $0.00 will result in an error being thrown.

o You will upload separate attachments for Cost, Technical, and Proprietary in Step 3

c) Enter Delivery Days for each line if you enter a Unit Price.

• This is required. If it is not applicable, please enter 0 for each Commodity Line.

d) Once completed click Save and Go to Step 2.

4. Step 2 – Submission Checklist

• If Response Type Expected is “None” you do not need to enter anything in any of the boxes

• If Response Type is expected, enter in the field of the expected type (text, Yes/No, Date, or Number)

5. Step 3 – Attach Your Files

Attach any files (Annual Affidavit, Bid Sheet, Catalog, etc.) that are pertinent to your bid submission.

• For RFP submissions please attach separate documents for Cost, Technical, and Proprietary.

• Attachment size is limited to 65,000 KB.

a) Attach your files using Internet Explorer Click Attach Files

Click “Choose File” and select your documents (you can do 5 at a time). Type will default to Standard, but if it should be Proprietary select that instead.

Once your file is added, Type is selected, click Attach File

Each file that you have uploaded will appear on the Attach Your Files tab under Manage Your Attachments

• If you need to delete any of these files, click on the scissors. System will confirm (“Are sure you want to delete this line?”) before the file is deleted.

• When you have uploaded or deleted the applicable attachments click Save and Go to Step 4.

6. Step 4 – Discounts/Comments

• Only complete this section if you will be giving a Discount or have an Overall Comment for your Bid.

• If you have nothing to enter for these fields, click Save and Go to Step 5.

7. Step 5 – Review/Submit

a) Response Submitted Successfully

b) You can Review or Edit your “Responses” by going to the “Solicitation Responses” tab.

• Only those with a “Response Status” of “Accepted” have been successfully submitted.

c) If you have Saved, but not Submitted your Response, to continue you will need to click on “Edit” to resume

SECTION 4 – WITHDRAWING A RESPONSE

1. Locate your Response on Solicitation Responses tab

• You can only withdraw a bid where the Status is Open

2. Click on the Response

3. Click on Withdraw

4. A message will pop up verifying that you want to withdraw your Response

5. Click OK

• On your Solicitation Responses tab your Response Status for that bid will be WithDrawn