RFP_Att-C_OregonBuysVendor_How-to_Guides.docx

RFP Attachment C OregonBuys Vendor How-to Guides

Disclaimer:

This guide is being provided to Proposers as a curtesy for reference-purposes only. Agency is not responsible for any inaccuracies or interpretation issues related to this attachment.

Contents

Registering in OregonBuys

1. To start Click on the Blue Register Button located at the top right of the screen.

This will bring up a screen asking for:

Tax ID Company Name Email Address

2. Click the Green Register button located In the middle of the screen.

3. This will take you to a new screen with multiple tabs.

A. Company Information:

This tab is where you enter the basic information about your company (Vendor Name, Address, Tax ID, etc.)

B. Administrator:

This tab is where you enter information about the Administrator (owner) of the account, it is also where you will create your Login ID and Password for the account.

C. Address:

This tab is where you enter your company address, a secondary address can be added, if needed.

D. Terms:

This tab is where you enter your company’s Payment terms, Freight Terms and Shipping terms.

E. Categories & Certifications:

This tab is where you accept the Terms of Use. (Note: all of the Categories in bold on this tab are not able to be selected. They are for internal use only.).

F. Commodity/Service Codes:

This tab is where you select the NIGP codes that fit the services that your company provides. If you are not sure what Commodity code to choose you can use a keyword to search for codes (example: if your company sells spark plugs, you can type in Spark plugs into the NIGP Keyword Box and click the “search” button. Codes that match that product will come up, you can then select the code that best fits your service/Product and click “save and continue” or you can “save and add more”).

G. Summary:

This tab is a summary of all the above information that you have entered into your profile. After you have reviewed the information for accuracy, click the “Complete Registration Button” located at the bottom of the screen. After a few moments you will be redirected confirmation screen thanking you for registering in OregonBuys.

You have successfully registered in OregonBuys!!!!!

Viewing the RFP and Submitting Questions Homepage The purpose of the Homepage is to present documents the Seller may take action on (e.g., Open Solicitations and Purchase Orders) or that the Seller has created in the past (e.g., Quotes and Invoices). The Homepage also presents the latest news items or updates regarding the system.

If the user's Homepage does not look like the one above, the user should navigate to the Seller role.

To change roles, follow the steps shown below.

Step 1: Click the Account Icon in the upper right of the Homepage Step 2: Click the down arrow under the Username Step 3: Select Seller

Step 1: Select the Bids tab Step 2: Scroll to the Open Bids section to locate the Bid All solicitations that are available for Seller responses are shown in the Open Bids section until the Bid Opening Date and Time. After the Bid Opening Date and Time has passed, the Bids are displayed in the Closed Bids section.

Step 3: Click the Bid # to view the Solicitation Step 4: Acknowledge the Bid Click Yes to receive future notifications regarding the Bid (e.g., Bid Amendments). Click No to view the Bid without receiving future notifications.

Bid/Solicitation The Seller can view the Bid and download attachments after acknowledging the Bid. The Bid is divided into two sections: Header Information and Item Information.

The purpose of the Header information is to document general information regarding the Bid, including any Attachments. Here, the Seller finds important information regarding the solicitation, such as the Bid Opening Date and Pre-Bid Conference information (if applicable to the solicitation). The Seller can also download any Attachments, which often include the terms and conditions and any additional requirements of the solicitation. To download Attachments, click the file name.

The purpose of the Item information is to document the goods or services that the Agency is soliciting. For purposes of this RFP for OCVR Modernization, pricing on the items tab has been disabled and is not required to be completed.

Bid Q&A The purpose of the Bid Q&A is to allow the Seller to ask questions regarding the Bid and to allow the Agency to respond Submit Questions Step 1: Click Bid Q&A The Bid Q&A is found at the bottom of the Bid. If Bid Q&A is not enabled for the solicitation, the Seller will receive a message that "There are no questions and answers for this bid".

Step 2: Complete up to three Questions Step 3: Click Save & Continue After saving, the Seller can enter additional questions. If the Seller has no additional questions, then click Save & Exit. The Seller can click Reset to erase the entered information or click Cancel & Exit to return to the Bid.

View Reponses If the Agency posts answers online during the Bidding period, the Seller may view the answers online. In other cases, all questions are answered by the Agency and posted as a new Attachment to the Bid through the Bid Amendment process.

Step 1: Click View under Bid Q&A

Step 2: View Responses The Seller can view the responses from the Agency as well as other questions posed by other Sellers if the questions are configured to show to all Sellers.

Step 3: Click Cancel & Exit The user can submit more questions on this screen and click Save & Exit to save the questions or click Save & Continue. The user can click Reset to erase the questions entered that you no longer wish to save.

Responding to the RFP General Tab The purpose of the General tab is to capture header level data for the Quote template. Each Quote template is blank when created from scratch. The Seller completes the information to generate a specific Quote number, which is a unique identifier that can be used to locate the Quote in OregonBuys.

Step 1: Complete Required Fields The Seller must complete all required fields, marked with an asterisk (*), before saving the new response.

Step 2: Click Save & Continue Once the Seller saves the Quote, protected fields are auto filled by the system, and the Quote is now searchable in the system, including from the Seller's Homepage.

The following fields are protected, meaning that the Seller cannot update the fields.

After the Seller saves the Quote, validation messages will appear at the top of the Quote. These errors will not prevent the Seller from continuing to complete the Quote. The messages alert the Seller to fields or tasks that should or must be performed before submitting the Quote.

Red validation errors must be addressed before the Seller can submit the Quote. Yellow validation warnings are cautionary and do not prevent the Seller from submitting the Quote.

Step 3: Complete Optional Fields as preferred

Step 4: Click Save & Continue Step 5: Click Items tab

Items Tab Pricing has been disabled on the Items tab by the Agency for this solicitation. Proposers are to complete and attach the Cost Proposal.

Questions Tab The Questions tab will not be used for this RFP.

Notes Tab The purpose of the Notes tab is to capture internal notes applicable to all Items listed on the Bid. Agency users cannot see the Seller's notes. The Seller may also capture notes regarding each Item on the Items Tab/Notes subtab.

Add a Note Step 1: Enter note information in the box Step 2: Click Save & Continue The Seller can click Reset to erase all information entered in the Note field box, prior to clicking Save & Continue. Any note may be deleted after being saved.

Delete a note Step 1: Select the note from the Delete column The Seller can also select Delete All to delete all notes on the Notes tab.

Step 2: Click Save & Continue The Seller can select Reset to undo the delete action.

Step 3: Click Terms & Conditions tab

Terms & Conditions Tab The purpose of the Terms & Conditions tab is to allow Sellers to respond to the terms and conditions associated with the Bid. The Terms & Conditions and all other Bid Attachments are shown on the tab (and in the Bid Attachments). In some cases, the Terms & Conditions will be embedded in one of the Attachments and not be shown as a "stand alone" document. 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 Seller takes action on this tab, a red validation error will appear at the top of the Quote.

NOTE: Regardless of how the Proposer responds in OregonBuys, Agency will use the response to RFP Attachment F (Sample Contract) as the Proposer’s official acceptance and/or exceptions.

Step 1: Answer Terms & Conditions The Seller has the option to select Yes, Yes with exceptions, or No. If the Seller selects Yes with exceptions or No, then the Seller is prompted to enter exceptions in the text box.

Step 2: Click Save & Continue Step 3: Click Attachments tab

Attachments Tab The purpose of the Attachments tab is to capture any supporting documentation related to the Quote that may be helpful to the Purchaser or evaluators of the Seller's Quote. Examples include proposal documents, product specifications, warranty documents and completed/signed forms required by the solicitation.

Files Files are documents that are completed outside of the system, saved, and uploaded to the Quote.

Note: File names that include special characters (e.g., $, %, ~, etc.) are blocked by the system for security reasons. As such, the Seller should rename files on their local device before attempting to upload them to the Quote.

Add new files Step 1: Click Add File Step 2: Click Choose File (Google Chrome) or Click Browse (Internet Explorer, Mozilla Firefox) The Seller clicks Choose File to upload a file from their computer.

Step 3: Select the file Only one file can be selected at a time.

Step 4: Click Open Step 5: Complete the fields The Seller may update the Name for the attachment and enter a description that displays to the Agency user.

Step 6: Click Save & Exit The Seller can click Save & Continue to save the current Attachment and add another one. The Seller can also click Cancel & Exit, and the Attachment will not be saved. The Seller will be returned to the previous screen.

Step 7: Update visibility and order (if applicable) An Attachment that is marked as confidential can not be viewed by the public or other Sellers.

Step 8: Click Save & Continue Update file description Step 1: Click view details Step 2: Update Description Step 3: Click Save & Exit

Delete the file Step 1: Select Delete The Seller may choose more than one file to delete from the Quote.

Step 2: Click Save & Continue

Summary Tab The Summary tab provides an overview of all the information provided by the Seller 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.

Step 1: Scroll to the bottom of the page Step 2: Click Submit Quote This will trigger a pop-up to ensure the Seller wants to submit the Quote.

Step 3: Click OK

Withdrawing or Modifying a Quote The purpose of withdrawing a Quote is to allow the Seller to update their Quote before the Bid Opening Date/Time or to withdraw it entirely. To update the Quote, the Seller must remove the Quote from consideration and reopen it. To be eligible for consideration, the Seller must resubmit the revised Quote before the Bid Opening Date/Time. The Seller cannot withdraw their Quote after the Bid Opening Date/Time.

Step 1: Click the Quotes tab from the Homepage Step 2: Click Submitted Only the first five Quotes are listed. Click View More at the bottom to view other submitted Quotes.

Step 3: Click the Quote number Step 4: Click the Summary tab Step 5: Click Withdraw Quote A pop-up displays "Are you sure you want to withdraw this quote?" to ensure that the Seller wants to withdraw the Quote.

Step 6: Click OK Step 7: Click Reopen Quote The Seller can update any tab on the Quote after it has been reopened.

Step 8: Update the Quote See the section on Responding to a Solicitation for detail on updating the Quote.

Step 9: Click the Summary tab Step 10: Click Submit Quote A pop-up displays "Are you sure you want to submit this quote?" to ensure the Seller wants to submit the Quote.

Step 11: Click OK The Quote will be submitted once again. If desired, the Seller may withdraw, reopen, and resubmit the Quote multiple times before the Bid Opening Date/Time.

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