Job Aid using-q-and-a-tab-within-a-commbuys-bid~9.pdf

Job Aid:

Using the Q&A Tab within a COMMBUYS Bid

JA_Vendors_Using-Q&A-Tab-In-COMMBUYS _2016-10-03 1

This Job Aid shows how to:

Access the Bid Q&A tab via the Bids tab

Electronically submit questions to a buyer who has posted a bid in COMMBUYS

View answers to questions within the Q&A tab of a bid

Of Special Note:

The Bid Q&A functionality allows bidders and the buyers to converse via COMMBUYS before the vendor commits to submitting a quote. If the buyer/agency flags the Q&A to “Show on Web,” all vendors will be able to see the dialogue.

Not all bids allow for Q&A. Questions may only be entered into the Q&A tab if buying agency has activated this feature.

Questions can be entered up until the Bid Opening Date. However, in their RFRs, agencies may set a date/time after which they reserve the right not to respond to questions.

If a department accepts written questions regarding a bid, all accepted written questions and answers must be published as part of the bid record in COMMBUYS. This requirement may be met by uploading Q&A document to the bid’s Attachments tab or by using the COMMBUYS Bid Q&A functionality.

Only users with Seller privileges can utilize the Bid Q&A functionality in COMMBUYS. These instructions assume the logged in user has Seller credentials.

Screenshot Directions

Step 1: Launching COMMBUYS

1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.

2. Once the COMMBUYS landing page displays click on the Sign In button.

3. Enter your Login ID and Password and sign in to COMMBUYS.

file:///C:/Users/pgmartin/Documents/commbuys.com

JA_Vendors_Using-Q&A-Tab-In-COMMBUYS _2016-10-03 2

Step 2: Accessing Bids

1. From the Homepage click on the Bids tab to view bids that have been sent to your company.

Step 3: Opening Bids

1. Click on the hyperlinked Bid # to open and review a bid in the Bids/Bid Amendments (Un-Acknowledged), Open Bids, or Open/Rolling Enrollment Bids sections.

2. To immediately access a bid’s Q&A without reviewing the details of the bid, click on the blue View hyperlink under the Bid Q&A column of the bid.

Step 4: Acknowledging Receipt of Bids

1. If the bid was not previously opened and acknowledged, a new page will open with a message requesting acknowledgement of the bid. Click the Yes button to acknowledge and access the bid.

Note: In this acknowledgement you agree to receive any future correspondence regarding this bid.

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

JA_Vendors_Using-Q&A-Tab-In-COMMBUYS _2016-10-03 3

Step 5: Accessing the Bid Q&A

1. A Summary of the bid will be displayed. Scroll to the bottom of the page and click on the Bid Q&A button to access the Bid Q&A tab.

JA_Vendors_Using-Q&A-Tab-In-COMMBUYS _2016-10-03 4

Step 6: Reviewing Q&A Dialogue and Submitting Questions

1. The Q&A screen opens up. Review the top half of the screen to view questions submitted by other bidders, and the buyer’s responses.

2. To submit a question regarding the bid, enter a subject for the question in the Question Subject column and then type the question in the Question column. The character limit for the Question field is 2000.

3. Click Save & Continue to save your newly added question and remain on the Q&A screen to add another question. Click Save & Exit to save your question and exit the Q&A screen. Clicking either button sends the question to buyer/agency.

Note: For each question asked through the Q&A functionality, COMMBUYS displays the name of the bidder who asked it. In cases where displaying the names of bidders may undermine the fairness or competitiveness of a procurement, the agency may choose to post questions and answers as a document attached to the bid.

Step 7: Printing Q&A Dialogue

1. Because there is no Print button on the Q&A screen, printing may be done using one of the following methods:

Using your mouse, right-click in the browser window and select Print from the menu that appears.

On your keyboard, press CTRL + P, and click Print.

Press the Print Scrn key on your keyboard to take a screenshot of the information displayed on your monitor.

Paste the screenshot into a program such as Word, and then print the document.