OregonBuys Vendor Formal Solicitation Response~3.pdf

OregonBuys: Powered by Periscope

OregonBuys Supplier Bid Solicitation Response

Locate the Bid Solicitation (Option #1):

1. Log into https://oregonbuys.gov/bso/

Make sure you are logged in as the Seller (Select Seller role from top right icon)

2. Click Bids Tab

3. Under the section Open Bids locate the Bid Solicitation number

The Bid Solicitation number is provided in the email sent by OregonBuys

4. Click Create Quote

5. Click Yes (or No) on the Acknowledge Receipt and View Solicitation screen

Clicking Yes opts you into being notified when an amendment occurs against the document

If an amendment occurs, the user who acknowledges receipt of the Bid Solicitation is emailed that a change occurred and needs to log into the system and locate the Bid Solicitation to view the change

You’re directed to the General Tab of the Quote

OregonBuys allows Suppliers to view Bid Solicitations and submit electronic responses called Quotes. These actions are accomplished in the Seller role. As such, a user should navigate to the

Seller role to complete the activities outlined in this guide.

Below details two ways to access Bid Solicitations. Option 1 shows you how to locate Bid Solicitations using the Bids tab, where you’ll find additional open bid opportunities. Option 2 shows a direct way of locating a specific Bid Solicitation via the Advanced Search.

To locate the Bid Solicitation using either option, navigate to the “Create the Quote” section, which walks you through the electronic Quote submission process.

Zoom in to enlarge the screenshot if greater detail is needed.

Locate the Bid Solicitation (Option #2):

1. Log into https://oregonbuys.gov/bso/

Make sure you are logged in as the Seller Administrator (Select Seller Administrator role from top right icon)

2. Click the Settings icon

3. Click Advanced Search

4. Click Bids in the Document Type field

5. Enter the Bid Solicitation number in the Bid # field

The Bid Solicitation number is provided in the email sent by OregonBuys

6. Click Find it

7. Click the Bid Solicitation number

8. Click Yes on the Acknowledge Receipt and View Solicitation screen

Clicking Yes opts you into being notified when an amendment occurs against the document

You’re directed to the Bid Solicitation screen

9. Click Create Quote

You’re directed to the General Tab of the Quote

• If you clicked “No” on acknowledge receipt you will be asked again to respond yes or no before proceeding

Create the Quote:

1. General tab

Captures header level data

• Description field (required): Description of Sellers response

• Delivery Days (optional): Days to deliver items or services

• Discount Percent (optional): Discount percent for all Items

• Is “No Bid” (optional): Checkmark to formally respond to bid without actually bidding on items.

This selection acknowledges you do not want to participate and will not be eligible for award on any items on the bid. If you elect to do this, skip straight to the summary tab after saving this screen.

• Shipping Terms (optional): Configurable dropdown to allow Sellers to identify their preferred Shipping Terms

• Freight Terms (optional): Configurable dropdown to allow Sellers to identify their preferred Freight Terms

• Ship Via Terms (optional): Configurable dropdown to allow Sellers to identify their preferred Ship Via Terms

• Payment Terms (optional): Configurable dropdown to allow Sellers to identify their preferred Payment Terms

• Promised Date (optional): Date to deliver Items to Organization

• Info Contact (optional): Contact information for questions regarding Quote

• Comments (optional): Field to enter in notes to Organization

Click Save & Continue

• The Quote will be saved in the system as In-progress

• The Quote is assigned its own unique document id number

• A red validation error message appears stating the Terms & Conditions needs to be acknowledged. Updating this will be covered below on the Terms 7 Conditions Tab. Until the Vendor takes action on this tab, a red validation error will appear at the top of the Quote.

2. Items tab

Captures the Supplier’s response (e.g., pricing) for each Item on the Bid Solicitation

• Enter the price for each Item being bid against in the Unit Cost field

• Sellers can export all the Items by clicking the Export button located at the bottom of the screen, enter their Price for each Item under the Unit Cost column and removing “Y” under the No Bid column, save the CSV File to their computer, then upload it by clicking the Upload button, and selecting the file from their computer

• Items not being bided against, leave the Unit Cost as $0

Click Save & Continue

Click Notes subtab

3. Note subtab

Allows the Seller to capture internal notes regarding individual Items that may be reviewed by the Seller (or other Sellers in the Supplier’s organization) at a later date.

Organization users cannot see the Seller’s notes.

• Click item number

4. Questions tab

Allows the Seller to answer questions asked by the Organization as part of the Bid Solicitation

If a question is required, the Seller will see a red validation error at the top of their Quote until the question is answered

Provide an answer to the Question

Click Save & Continue

Click Subcontractors tab

5. Subcontractors tab

Allows the Seller to select subcontractor(s) associated with their Quote and enter planned participation information (if requested on the Bid Solicitation). A subcontractor must be registered as a Supplier in the system for the prime Vendor to add the subcontractor to the Quote

Click Lookup & Add Vendors

• Enter the Company’s name in the Vendor Name field

• Click Find it

• Select the Supplier

• Click Save & Exit

• Enter information in the text box

• Click Save & Exit

The Seller may also capture notes applicable to all Items (i.e., the Quote in general) on the Notes tab

Click Questions tab

Select Vendor Category Participation Type

Enter the Estimated Dollars - The dollar amount to be paid to the subcontractor by the vendor

Click Save & Continue

Click Notes tab

6. Notes tab

Allows the Seller to capture internal notes applicable to all Items listed on the Bid Solicitation.

Organization users cannot see the Seller’s notes. The Supplier may also capture notes regarding each Item on the Items Tab/Notes subtab mentioned above.

Enter note information in the comment box

Click Save & Continue

Click Terms & Conditions tab

7. Terms & Conditions tab

Allows the Seller to respond to the terms and conditions associated with the Bid Solicitation. The Terms & Conditions and all other Bid Attachments are shown on the tab (and in the Bid Attachments).

• Any attachment shown on the tab may be downloaded by the Seller.

• The Seller has the option to accept or to not accept the Terms & Conditions of the Bid. Until the Vendor takes action on this tab, a red validation error will appear at the top of the Quote.

Click Yes

Click Save & Continue

Click Attachments tab

8. Attachments tab

Allows the Seller to capture any supporting documentation related to their Quote that may be helpful to the evaluators.

• Examples include: proposal documents, product specifications, warranty documents and completed/signed forms required by the Bid Solicitation.

Click Add File

• Click Choose File (Google Chrome) or Click Browse (Internet Explorer, Mozilla Firefox)

• Select the file

• Click Open

• Complete the fields – The Seller may update the Name for the attachment and enter a description that displays to the Organization user

• Click Save & Exit – Repeat previous steps to add additional attachments

Additional features:

• Confidential – Allows the Seller to make their attachment confidential from the public. Documents containing sensitive information, such as tax information, would be deemed confidential.

º Click Confidential associated with the document

º Click Save & Continue

• Delete – Allows the Seller to delete an attachment

º Click Delete associated with the document

º Click Save & Continue

Click Summary tab

9. Summary tab

Allows the Seller to review all the information entered on the previous tabs for review prior to submitting the Quote.

Once the Quote is submitted, the Seller cannot edit the document; however, the Seller may withdraw the Quote (for editing and resubmission) at any time before the Bid Opening Date and Time.

Click Submit Quote

• Click Ok in the popup window confirming you want to submit your Quote

• The screen refreshes, leaving you on the Summary Tab.

• The status changes to Submitted – The Quote is officially submitted ending the process

Locate a Previously Submitted Quote:

Withdraw and Resubmit a Previously Submitted Quote:

1. Click Quotes tab

2. Click Submitted tab

A list of all submitted Quotes displays in association with the Bid Solicitation they were submitted against

3. Click Quote number

You’re directed to the General tab

You can review an information on any of the tabs

1. Click Summary tab

Zoom in to enlarge the screenshot if greater detail is needed.

2. Click Withdraw

The Withdraw button is located at the bottom of the Summary tab

4. Click Reopen Quote

The Withdraw button is located at the bottom of the Summary tab

5. Click the appropriate tab(s)

Go to any of the tabs that a modification or addition needs to be made

Once all the modifications are made to your Quote, go to the Summary tab to resubmit your Quote

6. Click Summary tab

7. Click Submit Quote

Click Ok in the popup window confirming you want to submit your Quote

The screen refreshes, leaving you on the Summary Tab.

The status changes to Submitted – The Quote is officially submitted ending the process

Your screen refreshes, leaving you on the Summary tab

The status of your Quote changes to In progress

3. Click Ok

A popup window displays asking “Are you sure you want to withdraw this quote?”

Your screen refreshes, leaving you on the Summary tab

The status of your Quote changes to Withdrawn