Job Aid create-a-quote-in-commbuys~25.pdf

Job Aid:

Create a Quote in COMMBUYS

Last Revised 2014-11-25 1 Create a Quote

This Job Aid shows how to:

Of Special Note:

This job aid will walk a seller through the process of creating a quote in response to a bid in COMMBUYS. It is the Seller’s responsibility to read the bid and any attachments in its entirety prior to creating a quote. OSD recommends you create a bid specific folder that is easily accessible with any completed documents or forms that must accompany the quote. Be sure to follow any file upload instructions that may be indicated by the buyer in the language of the RFR (request for response) i.e. naming convention, file description, file size or other instructions. Upon award there may be additional forms/signatures required to execute the contract.

Screenshot Directions

1. Launch the COMMBUYS Web site by entering the URL https://www.commbuys.com/bso/ in the Browser.

Enter your login credentials and click the Login button on the COMMBUYS home page.

2. Upon successful login, your home page displays with the Navigation and Header bar as well as your Control Center.

The Control Center is where documents assigned to you are located.

Click on the Bids tab to view open and closed COMMBUYS Bids.

https://www.commbuys.com/bso/

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3. Clicking on the Bid tab opens four sections:

Request for Revision: bid revision tab is used to ask a vendor for a quote revision or a best and final offer

Bids / Bid Amendments (Un-acknowledged): sent to the Vendor, require acknowledgment and review

Open Bids: open for response from all Vendors

Closed Bids: no longer available to submit quotes

Click on a Bid # (blue hyperlink) to open and review a bid, either in the Bids / Bid Amendments or Open Bids section.

4. A new page opens with a message requesting you acknowledge receipt of the Bid. Click Yes to acknowledge receipt.

In this acknowledgement you agree to the following:

Receive future correspondence to this solicitation via email

Agree to maintain your vendor profile for accuracy and current contact information

Agree to adhere to COMMBUYS requirements

Agree that the quote MUST be submitted prior to the due date

Agree that an online quote responses in not considered submitted until you are in receipt of a confirmation email stating your response has been received

Agree that a quote submitted electronically that remains “in progress” status at the time of Bid opening will not be accepted (including quotes in the process of uploading attachments)

If you select NO you may still view the bid but will not receive any notifications regarding updates or amendments.

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5. The Bid opens and displays a summary of details.

Information displayed includes:

Bid Number: COMMBUYS generated

Description: could hold different information based on buyer (possible examples are agency’s bid number, short description of the Bid, key words)

Bid Opening Date: date bid is opened for evaluation and closes to quote submission by vendors

Purchaser: contact/creator of the Bid

Organization, Department, Location:

agency information

Type Code: either SW (statewide) or NS (non-statewide, department bid)

Allow Electronic Quote: should always be Yes

Required Date: agency’s request (follow up with Bid contact)

Available Date: date Bid was posted/sent

Info Contract: contact for this bid

Bid type:

o Open: any vendor can respond o Closed: only selected vendors can respond

Informal Bid Flag:

o Yes: indicates buyer can see quotes before Bid Opening date o No: indicates formal bid and buyer must wait until Bid Opening date to review quotes

Purchase Method o Market: one time bid o Blanket: contract

Pre-Bid Conference details

Ship-to and Bill-to Addresses

File Attachments: attachments to the Bid (Be sure to read all attachments and read, complete and/or submit as instructed)

Item Information: item description, UNSPSC code (chosen by the buyer), quantity, unity cost, UOM (unit of measure), and any other criteria entered by the buyer

Last Revised 2014-11-25 4 Create a Quote

7. The lower half of the page provides information about the goods or services the bid is requesting.

If the buyer enables the bid to allow for Bid Questions/Answers, upon selecting the Bid Q&A at bottom of screen you will be able to post your question.

Read the language of the RFR for any special instructions/restrictions for the Bid Q&A.

Click Create Quote to begin.

8. The General tab for a new quote opens.

This page is populated with some information from the bid. Fields available (optional) to update include:

Description: information from the Bid, can be edited

Delivery Days

Discount Percent

Is ‘No’ Bid – select if you will not be submitting a quote for this bid.

Alternate Bid - if this is the second quote for the vendor (if allowed)

Shipping Terms – use dropdown

Freight Terms – use dropdown

Ship Via Terms – use dropdown

Payment Terms – use dropdown

Promised Date – use calendar icon to select date

Info Contact – 400 character field

Comments – 400 character field

Update information as needed. Click Save & Continue to save the changes create the Quote Number.

9. The page refreshes and messages display.

Red messages are errors and must be resolved before quote submission. Yellow messages are warnings and processing may continue.

The following messages are received:

Terms & Conditions is not acknowledged

– to resolve this, click on the Terms & Conditions tab and accept the terms.

Your quote has not been submitted – information message; no action required

Last Revised 2014-11-25 5 Create a Quote

10. Click the Items tab. The Items tab displays showing information about the requested items.

To view additional details about an item, click the item # number (blue hyperlink) to open.

11. The item opens. Input your quote information for the items / services (unit cost, discount %, freight) and click Save & Exit.

The No Bid check box will default:

REMEMBER to enter a unit cost or check No Charge if no dollar amount is required for the quote.

A No Bid is considered a nonresponse.

Once all information has been completed on the Items tab, click the Terms & Conditions tab.

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12. The Terms & Conditions page opens.

Click Yes to accept the terms and conditions.

Then click Save & Continue.

Next click on the Attachments Tab.

13. The Attachments Tab allows you to upload files (files may be documents related to the bid that you have completed and need to attach to your response) and forms.

Examples may be: bidder’s response sheet, W9s, Electronic Funds Transfer form, Supplier Diversity Plan Form and others.

Note: Add Forms is currently not a working function in COMMBUYS.

14. There are a couple steps to follow for adding a file:

Select the Browse button to locate the file you wish to upload and click Open once the correct file is found.

Name is the display name for the file that will appear when posted. It can be different from its saved location name and can contain alphanumeric characters, spaces and special characters up to a maximum length of 200.

The Description field allows you to briefly describe the file.

Select Save and Exit to proceed and return to the Attachments Tab.

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15. Each document must be ‘added’ one at a time. Once you have uploaded all your files and forms and click Save & Continue.

You can view the list to ensure that all your intended document as displaying. If you select the hyperlink, you will be able to open the document.

If you want to remove a document from the list, select the Delete box and click Save & Continue.

Select the Summary Tab to review and submit quote.

16. The Summary tab displays. Review the bid, update if needed. Otherwise, click the Submit Quote button at the bottom of the page.

17. Popup window will display asking for verification on quote submission.

Click OK to submit the quote.

Last Revised 2014-11-25 8 Create a Quote

18. Summary tab redisplays with an updated status for the quote of Submitted.

From the summary tab of a bid, you can Withdraw Quote anytime up until it has been viewed by the Buyer or the Opening Bid Deadline date has NOT passed.

This Job Aid is also available as a presentation on OSD’s YouTube Channel http://www.youtube.com/watch?v=UhUTNokbhfY&list=PL247E2162C4B2F10A&index=8