Rented Equipment Vendor User Manual.pdf

Page | 1 eProcurement for Rented Equipment Vendor User Manual

Table of Contents eProcurement System Registration and REITQ Access

Register your Company in eProcurement

Register your Business Partner Organization

Register Yourself as a User in eProcurement

Update Your ITQ Profile (Submit a Proposal)

Steps to Submit a ITQ Proposal (add to or change current ITQ Profile)

Bidding on RFQs

Qualifying for an RFQ

RFQ Release Email

Searching for RFQs in the RFQ Dashboard

Description of Search Fields:

Quick Start: Bidding on an RFQ

Submitting a Quote

Terms and Conditions Statement

Entering a Quote

Withdrawing Quotes

Cancelled RFQs

Awarding RFQs

Tied Lowest Bids

Getting Help file:///C:/Users/keallen/Downloads/Rented%20Equipment%20Vendor%20User%20Manual.docx%23_Toc121126189

Page | 2 eProcurement System Registration and REITQ Access The eProcurement System Registration and Rented Equipment Invitation to Qualify (REITQ) Access is a two-step process. The first step as a new Vendor wanting to bid on Rented Equipment Requests for

Quotes (RFQs) is to register your company. After completion of the new Vendor registration, each user from your company is required to register to access the system with a User ID and password.

Register your Company in eProcurement Log onto the eProcurment Website https://eprocurement.pa.gov/ Upon first entering the Rented Equipment application, you should see a login panel like this one:

• Click the Register button to begin the registration process

• Select Business Partner as your User type.

• The following screen will display.

o Enter your organization’s name, Federal Employer Identification Number, City and ZIP.

Click Next.

https://eprocurement.pa.gov/

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NOTE: This is the eProcurement Registration.

• If your organization does not yet exist in the eProcurement system, you will receive an error message like the one shown below, as well as a link to register your company as a Business

Partner Organization.

• If your organization does exist in the system, please skip the “Register your Business Partner

Organization” instructions, and proceed to “Register Yourself as a User”

Register your Business Partner Organization

1. Click the “Click here to Register Business Partner Organization” link.

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2. Complete the information on the Business Partner Organization registration form and click Next.

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3. Once all information is completed on the form, you will be asked to acknowledge the Data

Release Agreement. Enter your full name as your electronic signature. Click Finish.

4. Once “Finish” is clicked, the following confirmation message will display

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Register Yourself as a User in eProcurement After your company is registered, you will need to return to the Rented Equipment application to register yourself as an individual user for your company. Upon entering the eProcurement Website https://eprocurement.pa.gov/ you should see a login panel:

1. Click the Register button

2. Select Business Partner as your User type.

https://eprocurement.pa.gov/

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3. Enter your organization’s name, Federal Employer Identification Number, City and ZIP, so that your personal profile will be associated with that of your company. Click Next.

4. Enter your User Profile Information

a. Enter your name and contact information.

b. Enter security questions and answers.

c. Acknowledge the User Release Agreement.

d. Click Next.

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5. Select which type of access role you would like to request

a. “I want access for myself”: Supplier Role: User can utilize all necessary functions of the eProcurement Rented Equipment application for their designated Company (Bidding and updating ITQ Profile).

b. “I want request access as Delegated Administrator to manage users in my organization”:

Delegated Business Partner Administrator Role:

i. User has same functionality as the Supplier Role but also the following:

ii. Delegated Business Partner Administrator authorizes access to subsequent users from your company before they can be added to the system.

It is the Contractor’s responsibility to ensure that only those agents who are authorized to bind the

Contractor response to Requests for Quotes (RFQ) be added to the system. All prices shall be firm and must be prepared and submitted in accordance with the specifications in the RFQ.

Note: The Delegated Business Partner Administrator role can be removed, added, or transferred to another user from your organization, should that be necessary. There can also be multiple Delegated

Admins in an organization.

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6. Click Finish. After processing, you will get another confirmation notice stating that your account is pending approval.

7. Once approved, you will receive two emails (check spam folders if not):

• One email with “Request Approved: Enterprise Business Partner Registration for eProc” containing your new User ID as seen below.

• And another email with your “Business Partners (b-) account information” and a temporary password.

• Note: This is the same email you will receive if you click the “forgot password” link to reset your password. The email will contain a temporary password that will allow access to the system with the user id.

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8. When you return to the eProcurement Rented Equipment application, log in using your new (b-) account user id and your temporary password. You will immediately be asked to set a new permanent password.

Enter a new strong password, confirm it, and click Finish.

You should see a confirmation and be redirected into the Rented Equipment app.

9. Your User ID is now created.

a. If your Company’s ITQ Profile has not already been created in the eProcurement Rented

Equipment system, please follow the “Steps to Submit a Proposal” instructions to finish building your profile in the Rented Equipment app before quoting on any RFQs. Note that the REITQ Application (submitting a Proposal) has to be approved and that could take up to a few weeks.

b. If your Company already has an ITQ Profile in the eProcurement Rented Equipment system (if your company already has another representative registered in Rented

Equipment), you may begin using the Rented Equipment application as a Supplier.

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Update Your ITQ Profile (Submit a Proposal)

Upon entering the eProcurement Website https://eprocurement.pa.gov Navigate to the ITQ Profile by clicking the Profile icon in in the left navigation column

Your Profile will display your most current information (name, contact info, company data) as well as the list of counties you serve and the equipment you have available to rent to the Commonwealth.

Note that some of the information in your Profile is pulled from the PA Supplier Portal (First Name, Last

Name, Company Name, Address, City, State, Zip, Email, Phone, FEIN, and SAP Vendor Number), so those https://eprocurement.pa.gov

Page | 12 fields will always be read-only on the app. The only way to update those data fields is through the PA

Supplier Portal (https://pasupplierportal.state.pa.us).

Steps to Submit a ITQ Proposal (add to or change current ITQ Profile)

• Click the Create ITQ Proposal button.

• Note that the button will be disabled if an existing proposal is pending. Once that proposal has been approved or rejected, a new proposal can be created. There can be only one.

• Contract Agreement: The effective ITQ contract is available for download. Users must acknowledge that they have reviewed Parts I-IV of the ITQ contract before they are allowed to proceed.

• Contact Information: The main Contact Information for the lead company representative authorized to quote RFQs in the Rented Equipment app is read-only in this form. You must go to the PA Supplier Portal (https://pasupplierportal.state.pa.us/ ) to update this contact information. Note that, once the Contact Information is updated in the PA Supplier Portal, an approved Proposal is still necessary to update that information in the Rented Equipment app.

Alternate Contact information may be entered in this form.

• Company Profile: Company Information is read-only in this form. You must go to the PA Supplier Portal (https://pasupplierportal.state.pa.us/ ) to update this information. Note that, once the Company Information is updated in the PA Supplier Portal, an approved Proposal is still necessary to update that information in the Rented Equipment app. Website and Company Description may be entered in this form.

https://pasupplierportal.state.pa.us/ https://pasupplierportal.state.pa.us/ https://pasupplierportal.state.pa.us/

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• County Selection: Click on the Counties field to select all counties for which your company will be providing quotes.

• Equipment Selection: Click on the Equipment Selection field to select all equipment your company will be quoting for rent.

• Review Submission: The entire REITQ Proposal is displayed for review. Use the BACK and NEXT buttons to return to previous steps if there is an item that needs to be changed. The legal acknowledgement must be affirmed before the Proposal can be finally submitted. Once Submitted, the Proposal will be reviewed and Approved or Rejected by an application admin.

The status of this review will be visible on the ITQ Profile page.

Bidding on RFQs

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Qualifying for an RFQ There are three criteria from the ITQ Profile used in assessing a vendor’s qualification for invitation to quote on an RFQ.

1. Counties – Your ITQ Profile must contain at least one county requested in the RFQ.

2. Equipment – Your ITQ Profile must include at least one piece of equipment requested in the

RFQ.

3. Small business status – If the RFQ is slated for small businesses only, your organization must be certified as a small business as of the date the RFQ is released.

If your Company meets the necessary criteria for an RFQ, you will receive a notification email when the

RFQ is released, which will include a link directly to the RFQ in question for bidding. If your company does not meet the criteria above, you will not receive a release notification email and you will not be able to bid on any items in the RFQ.

If your Company has made changes that impact any of the above criteria, you will need to update your

ITQ Profile by submitting an ITQ Proposal. Once this ITQ Proposal is approved, the criteria in your updated ITQ profile will be used to determine your qualification to bid and whether you receive release notification emails.

RFQ Release Email When an RFQ is released for which you are qualified based on the above criteria, an automated email will be sent to the Primary Email and Alternate Email addresses in your ITQ Profile.

The subject line of the email will be “PennDOT Rented Equipment Notification: RFQ xxx Released”, where “xxx” is the RFQ number.

The body of the email will contain the RFQ number, the exact date and time the RFQ was released, and a link to take you directly to the RFQ to analyze the request and begin bidding.

Searching for RFQs in the RFQ Dashboard If you do not have access to the release notification email, you can still locate and bid on RFQs for which you are qualified.

Click the RFQ Dashboard icon in the left navigation column to open the RFQ Dashboard.

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The RFQ list will default to showing all the RFQs available in “Released” status (ready to be bid on). To avoid searching through RFQs you are not qualified to bid on, based on the counties you serve, the equipment you have available, or your small business status, we recommend filtering the list by entering

Search criteria, alone or in combination, and clicking the Search button.

Description of Search Fields:

• RFQ Number: if you know the RFQ number you can enter it here. Clicking Search will bring back that specific RFQ only.

• RFQ Status: Default is “Released”. Only RFQs in this status can be bid on. Selecting “Any” will allow RFQs of all statuses to be displayed. “Awarded” and “Cancelled” will allow you to see read-only versions of RFQs that were already awarded or were cancelled, respectively.

• Counties: Use this field to narrow the RFQ list to only those counties you serve. Click anywhere in the empty field to display a list of counties. Click on a county name to select that county.

Multiple counties can be selected by repeating this process. Click the “X” next to a county name to remove it from your selection, or the “X” at the far right of the field to remove all counties from your selection.

• Equipment: Use this field to narrow the RFQ list to only equipment you offer. Click anywhere in the empty field to display a list of equipment by ID and name. Click on an equipment type to select it. Multiple types can be selected by repeating this process. Click the “X” next to an equipment type to remove it from your selection, or the “X” at the far right of the field to remove all.

• Quote Due Date From: Selecting or entering a date in the field will display all RFQs of the selected RFQ Status with a Quote Due Date no earlier than this date.

• Quote Due Date To: Selecting or entering a date in the field will display all RFQs of the selected

RFQ Status with a Quote Due Date no later than this date.

• RFQ Business Type: Default is “Any”. Use this field to limit RFQs in the list to only those restricted to quoting by a certain business type. Selecting “Small business only” will display only those RFQs that can only be bid on by vendors certified to be Small Businesses as of the Release

Date on the RFQ.

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• Search: Click this button to initiate the search based on all the criteria selected. If no results show in the RFQ List, try modifying or reducing the criteria selected.

• Clear: Clicking this button returns all Search fields to their original default settings.

Note that to locate RFQs on which you could potentially bid, the RFQ Status field must be set to

“Released”.

Submitting a Quote Open the RFQ page by either:

• Clicking the link in the RFQ release notification email.

• Entering the eProcurement Website https://eprocurement.pa.gov o On the RFQ Dashboard, with the RFQ Status field in the Search panel set to “Released” (the default) and a search performed to filter out RFQs on which you can’t bid, clicking the

“Quote” button next to an RFQ in the list.

Quick Start: Bidding on an RFQ 1 Open the RFQ by clicking the link in the Release Announcement email.

2 Click the “Edit Quote” button for each Line Item.

3 If Partial Bid for that Line item = Yes, enter a value in Bid Pieces for the number of equipment pieces you are offering for rental.

4 Enter a dollar value in the Unit Price field for the rental price per piece of equipment per unit of measure (hour, day, lane mile, etc.).

5 Click the “Save” button.

6 Repeat steps 2-5 for each Line item you wish to bid.

7 Click the “Submit Quotes For RFQ” button.

https://eprocurement.pa.gov

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There are three sections to the RFQ page:

• The General Information section, containing the basic description of the RFQ, including the counties involved.

• The Statement of Work section, where any documents associated with the RFQ are displayed

(click the file name to download), as well as any Additional Special Instructions the Purchaser has provided.

• The Line Items section, where all requested pieces of equipment are listed. This section will only display once the terms and conditions statement has been accepted.

Scroll to the bottom of the page and read the terms and conditions statement.

Terms and Conditions Statement

Check the box to acknowledge acceptance of the terms. This will open the Line Items panel, describing:

1. ID and name of each type of equipment requested.

2. SLOC to which the equipment should be delivered on the delivery date. If the equipment will not be delivered to SLOC 001 the delivery location for the equipment will be in the Statement of

Work (SOW).

3. County for which the equipment is requested.

4. Delivery date.

5. Number of pieces of equipment of that type to be delivered.

6. Estimated Quantity of hours, days, etc. for which the equipment is to be rented.

7. Unit of Measure to which the Estimated Qty refers.

8. Whether a Partial Bid is accepted. (If YES, you are allowed to bid any number of pieces up to

Pieces Needed. If NO, you must bid the exact amount.)

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9. On an RFQ of type: “Extended Form – Specific Location”, there will also be a link to View

Location, which describes in closer detail to where the equipment should go. (For example:

what highway sections should be mowed or plowed.)

10. The Pieces Needed, Unit Price, and Total Price that will be entered by you in the quoting process.

a. ESTIMATED QTY is per piece of equipment.Total Price = Unit Price x Bid Pieces x Estimated Qty

11. An Action button, “Edit Quote”, which you will click to enter or change your bid for this line item.

Entering a Quote Clicking the Edit Quote button will reveal the Bid Pieces and Unit Price fields and the Edit Quote button is replaced with Save and Cancel buttons.

• Partial Bids o If Partial Bid is NO, the number in Bid Pieces must be equal to Pieces Needed and can’t be changed.

Page | 19 o If Partial Bid is YES, you may enter any value up to Pieces Needed.

• Enter a value in the Unit Price field. The Total Price for that Line Item is calculated by:

Total Price = Unit Price x Bid Pieces x Estimated Qty.

• Click the “Save” button.

o If the Basis of Award is Line, the Submit Quotes For RFQ button will be enabled. If there are more Line Items, you may continue adding quotes for every Line Item you like.

o If the Basis of Award is Group, the Submit Quotes For RFQ button will only be enabled when you have entered a quote for every Line Item.

• When you have completed entering quotes, click the Submit Quotes For RFQ button.

Withdrawing Quotes After confirming your submission, the “Submit Quotes For RFQ” button changes to “Withdraw

Quotes From RFQ”.

Clicking this button and confirming would allow you to Edit your Quotes again and resubmit. If new quotes were not submitted, no quotes would be considered from your company on this RFQ – it would be as if you never opened the RFQ. You may Withdraw Quotes From RFQ any time (and any number of times) up to the Quote Due Date.

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Cancelled RFQs If an RFQ is cancelled for any reason, an automated email goes out to all qualified vendors to inform them of the cancellation and the reason for it.

Awarding RFQs Bidding closes at the Quote Due Date and time displayed in the General Information section of each

RFQ. Purchasers will then award or cancel the RFQ. Once an RFQ is fully awarded or cancelled, an automated email will be sent out to all qualified vendors. If any Line Items within the RFQ have been cancelled, they will be listed as such in the Awarded email.

This email will also contain a link back to the RFQ, from which a full report of its contents can be downloaded by clicking the Download button at the top right of the RFQ.

In addition to this general announcement, automated emails will also go out to the specific vendors who have been awarded the RFQ or Line Items within it.

Please note that all awards are subject to additional review. The award emails are not a replacement for legal contracts.

Tied Lowest Bids If, upon the close of bidding at the Quote Due Date, the system finds that there is a tie between multiple vendors for the lowest price, an automated email will be sent to your Email and Alternate Email addresses listed in your ITQ Profile. This email is to inform you of the specific bid that was tied as well as the deadline to break the tie by providing a new quote. This new quote should be sent by email as a

Reply to the Tied Bid Notification email. The admin receiving your new quote will amend the RFQ, and the awarding of the contract will continue based on these new quotes.

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Getting Help Questions or concerns about any aspect of the Rented Equipment app can be directed via email to ra-pdoteproc@pa.gov.

mailto:ra-pdoteproc@pa.gov mailto:ra-pdoteproc@pa.gov