Responding to a Bid SUD Counselors for the Deaf (Revised).docx

MCDHH GUIDANCE:

Responding to a Bid / RFR / Solicitation on COMMBUYS Updated to Accommodate COMMBUYS Glitch Affecting Open/Rolling Bids Filename "Responding To A Bid SUD Counselors For The Deaf (Revised)" - Page 1 of 5

Resume (see RFR, p. 9) Copies of your Mass. Board of Substance Abuse Counselor Certification (if applicable) and any LADC licenses you hold (See RFR, p. 9)

If you DO NOT have a COMMBUYS Login ID and Password:

1. Go to https://www.COMMBUYS.com

2. Select the "Contract & Bid Search" link and on the next page Select "Bids"

3. Enter the Bid # listed above in the Bid# field and select the "Find It" button

4. In the Results section, select the Bid# hyperlink to open and view the bid record

If you DO have a COMMBUYS Login ID and Password:

1. Go to https://www.COMMBUYS.com

2. Enter your login credentials into the Login ID & Password and select Login

3. If you see a blue "Documents" towards the top right underneath the rotary wheel (settings), questions, and person (profile) icons, click on it to get the drop-down menu.

4. Click on "Bids" and then on "Open/Rolling Enrollment."

5. You will see "Show Bids for Category," a box that says "All," and another box that says GO. Click on the box that says "All." You may get a list of commodity areas. If so, scroll down until you see the category that matches the BID CATEGORY listed in the box at the top of the page. Click on that, and then click on "Go." This will bring you to a page of open bids in the Healthcare Services category. The easiest way to find the bid you are seeking is to look for "Commission for the Deaf and Hard of Hearing" in the "Organization" column.

6. If you do NOT get a list of commodity areas and instead get a list of bids, look for the BID DESCRIPTION of the bid you are seeking, which can be found by looking for "Commission for the Deaf and Hard of Hearing" in the "Organization" column.

7. Click on the Bid# hyperlink on the left of that line to open and view the bid record.

8. If you do NOT see a blue "Documents" towards the top right underneath the rotary wheel (settings), select the Settings icon from the top right of the page, and then Advanced Search

9. In the Document Type drop down box select "Bids", the page will refresh and offer the Advanced Search fields

10. Enter the Bid # listed above in the Bid# field and select the "Find It" button

11. In the Results section, select the Bid# hyperlink to open and view the bid record

Review the RFR, which can be found in the “Attached Files” tab. The RFR can be opened online or downloaded. The RFR describes the contracting opportunity, the bidder qualifications, and the application procedures. It also contains key dates in bidding and contracting.

If you DO NOT have a COMMBUYS Login ID and Password:

1. Go to https://www.COMMBUYS.com and click “Register” to begin

2. Have your legal name, address, email, and tax identification number (EIN or SSN) readily available.

3. All vendors must select at least one United Nations Standard Products and Services Code (UNSPSC) Commodity Code when setting up their vendor profile in COMMBUYS. UNSPSCs identify the goods/ services you offer, and vendors are notified about business opportunities posted in COMMBUYS based on their UNSPSC choices. You should enter AT LEAST the UNSPSC Commodity Code listed above so you will be able to respond to this bid. Note that UNSPSCs may be updated at any time.

4. For additional assistance refer to the COMMBUYS Vendor Registration Job Aid at http://www.mass.gov/anf/docs/osd/commbuys/commbuys-vendor-registration.pdf.

If you DO have a COMMBUYS Login ID and Password, you need to add the UNSPSC Commodity Code associated with this bid:

1. Go to https://www.COMMBUYS.com, Enter your login credentials into the Login ID & Password and select Login

2. Follow the steps on the COMMBUYS Job Aid, “Maintain UNSPSC Commodity Codes for COMMBUYS Vendor Account” which can be found at http://www.mass.gov/anf/docs/osd/commbuys/maintain-unspsc-commodity-codes-for-commbuys-vendor-account.pdf. This involves using the “Seller Administrator” portion of your COMMBUYS vendor account to “Maintain Organization Information” and “Maintain Commodity” information

3. Once you are in the “Maintaining Commodity-EPPs” screen, add the UNSPSC Commodity Code listed above for this bid. Save and exit at the prompts.

4. For additional assistance contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us or -888-627-8283 or 617-720-3197 during standard business hours.

It is helpful to have the COMMBUYS Job Aid, “Create A Quote in COMMBUYS,” http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf, handy when responding to a Bid. The files you need for your application should also be close by.

1. Go to https://www.COMMBUYS.com, Enter your login credentials into the Login ID & Password and select Login.

2. Click on the Bids tab.

3. If you see a blue "Documents" towards the top right underneath the rotary wheel (settings), questions, and person (profile) icons, click on it to get the drop-down menu.

4. Click on "Bids" and then on "Open/Rolling Enrollment."

5. You will see "Show Bids for Category," a box that says "All," and another box that says GO. Click on the box that says "All." You may get a list of commodity areas. If so, scroll down until you see the BID CATEGORY listed in the box on the first page. Click on that, and then click on "Go." This will bring you to a page of open bids in the Healthcare Services category. The easiest way to find the BID DESCRIPTION of the bid you are seeking is to look for "Commission for the Deaf and Hard of Hearing" in the "Organization" column.

6. If you do NOT get a list of commodity areas and instead get a list of bids, look for the BID DESCRIPTION, which can be found by looking for "Commission for the Deaf and Hard of Hearing" in the "Organization" column.

7. Click on the Bid# hyperlink on the left of that line to open and view the bid record. Continue with Step #9.

8. If you do NOT see a blue "Documents" toward the top right underneath the three icons, click on the hyperlinked Bid # that matches the Bid Number to open and view the bid record.

9. When you have opened the bid record, if you get a page asking you to acknowledge and access the bid, click Yes. On the next page(s) select Create Quote at the bottom of the page.

10. On the next page, New Quote, be sure any check mark is cleared from the box “Is ‘No-Bid’.” Update any other fields as applicable, including a promise (start) date, contact information, and comments. Many of these fields may self-populate. When you are finished, click Save & Continue. The system will produce a Quote Number. It may also generate Messages to tell you that specific fields need to be modified. Follow instructions and, again, click Save & Continue. Then click on the Terms & Conditions tab to accept the terms. Click on Items to continue with creating the quote.

11. On the Items tab, select the box(es), “See Quote Attachment(s).” If, when you move your cursor over the box “See Quote Attachment(s)” you see a red circle with a line through it, click on the box “No Charge.” Then click Save & Continue.

12. Click on the Attachments tab. Upload the files you need to apply to this Bid as specified in the RFR, one by one, clicking Add File after each addition. Click Save & Exit to return to the Attachments tab. Files can be removed by checking the Delete box. Click Save & Continue when finished.

13. Review your quote by clicking on the Summary tab and edit as needed. If no updates are required, click on the Submit Quote button. Click OK to confirm quote submission.

14. For additional assistance contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us or -888-627-8283 or 617-720-3197 during standard business hours.