Seller_Guidance_Final.pdf
PDF 251 KB Posted
- Attached to
- Polygraph Examination Services
- Solicitation number
- PD-25-605
- Issued by
- California
About this file
This document is a user guide published by the City of Long Beach's Department of Financial Management that provides detailed instructions for vendors responding to contract opportunities through the Long Beach Buys procurement platform. The guide explains the two user roles available in the system—Seller and Seller Administrator—and outlines the complete process for locating bid solicitations and submitting quotes. Vendors can locate solicitations through two options: by clicking the Bids Tab on the homepage and selecting "Create Quote" from the Bid Summary, or by using the Advanced Search function to enter a specific Bid Solicitation number. After acknowledging receipt of the solicitation, vendors must complete several tabs within the quote submission form, including the Line-Item Tab (where pricing is entered for Invitations to Bid), the Terms and Conditions Tab (which requires explicit acceptance), and the Attachments Tab (where required supporting documentation must be uploaded). The guide emphasizes that all red validation error messages must be addressed before submission, and notes that once a quote is submitted, vendors cannot edit it but may withdraw it prior to the Bid Opening Date and Time for editing and resubmission.
The Line-Item Tab functions differently depending on the solicitation type: for Invitations to Bid (ITBs), vendors enter unit costs for each item and must leave items not being bid at $0, while for other solicitation types such as RFPs, RFQs, and Expressions of Interest (EOI), the tab provides descriptions and commodity codes without pricing. The Attachments Tab allows vendors to upload required documentation such as proposal documents, product specifications, warranty documents, and completed forms, with the option to mark attachments as confidential if they contain sensitive information. The guide specifies that all Required Attachments must be uploaded to resolve attachment validation errors and ensure responsive submissions. The Summary Tab provides a final review of all entered information before official submission, and the document notes that amendments to solicitations will be communicated to users who acknowledge receipt and opt into amendment notifications.
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Department of Financial Management 411 West Ocean Boulevard, 6th Floor
Long Beach, CA 90802
(562) 570-6425
Long Beach Buys User Guide: Submitting a Quote
This guide is designed to enhance the user experience on Long Beach Buys by providing detailed guidance on how to respond to a contract opportunity. It aims to address frequently asked questions and streamline the submittal process, ensuring users have all the necessary information they need to navigate the system effectively.
USER ROLES
There are two roles for users in Long Beach Buys:
• Seller – this role allows vendors to interact with the City’s bid solicitations, allowing users to review bid details, download bid attachments, and ultimately create and submit a quote.
• Seller Administrator – this is designated for administrative maintenance of the organization’s account. Any piece of information provided during registration, with the exception of a user’s Login ID, can be updated via the Seller Administrator role.
Please note: The two roles have different homepages. The Seller Administrator homepage does not allow user to view, engage with, or submit a response to a bid solicitation. Please reference the image below detailing how to change roles in the system.
LOCATING THE BID SOLICITATION – OPTION 1
1. Log into Long Beach Buys
2. Click Bids Tab as shown below:
3. Under the Open Bids section, locate the Bid Solicitation number. The Bid Solicitation number is provided in the email sent by Long Beach Buys or can be found on the ‘Open Bids’ page linked on the homepage.
4. Click Create Quote (located at the bottom of the Bid Summary tab)
5. Click Follow and Yes 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.
• The page refreshes and will be directed to the Create a Quote page.
https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml
LOCATING THE BID SOLICITATION – OPTION 2
1. Click the Settings icon
2. Click Advanced Search
3. Click Bids in the Document Type field
4. Enter the Bid Solicitation number in the Bid # field
• The Bid Solicitation number is provided in the email sent by Long Beach Buys
5. Click Find it
6. Click the Bid Solicitation number
7. Click Yes on the Acknowledge Receipt and View Solicitation screen
• This opts you into being notified when there is an amendment to the document.
• You're directed to the Bid Solicitation screen
8. Click Create Quote – page will refresh, and you will be directed to the General tab of the Quote
SUBMITTING THE QUOTE
Validation Errors
Upon creating a quote, validation errors will appear. All red validation error messages that appear will need to be addressed before submitting the quote. Common validation errors include:
• Terms & Conditions is not acknowledged
• Please attach all required attachment(s) before submitting Quote
Line-Item Tab
Pricing will only be provided in the Line-Item tab if the solicitation in question is an Invitation to Bid (ITB). For all other types of solicitations (RFPs, RFQs, EOI) the Line-Item tab provides a description of the opportunity and includes all associated commodity codes in order to notify potential vendors.
For ITBs, the tab will capture the vendor’s response (e.g., pricing) for each Item on the Bid Solicitation.
1. Enter the price for each Item being bided against in the Unit Cost field
2. Sellers can export all the Items by clicking the Export button located at the bottom of the screen.
Next, enter the Price for each Item under the Unit Cost column and remove Y under the No Bid column before saving the CSV File to your computer. Finally, upload it by clicking the Upload button, and selecting the file from your computer.
3. Leave the Unit Cost as $0 for items not being bid.
4. Click Save & Continue
Terms and Conditions Tab
The Terms & Conditions, which are established by the City Attorney and Risk Manager, and all other Bid Attachments are shown on this tab. Be sure to read and understand the terms and conditions associated with the Bid Solicitation before accepting.
1. Review materials. Any attachment shown on the tab may be downloaded by the user.
2. The user has the option to accept or to not accept the Terms & Conditions of the Bid.
3. Click Yes
4. Click Save & Continue
5. Click the Attachments tab
Attachment Tab
Allows the user to capture any supporting documentation related to their Quote that may be helpful to the evaluators. Required Attachments are used to ensure that vendors provide all mandatory attachments at the time of submittal, to ensure all submissions are responsive. All Required Attachments must be uploaded for the attachment validation error to be addressed.
1. Click on Required Upload, then click Choose File (Google Chrome) or click Browse (Internet Explorer, Mozilla Firefox). Select the file, click Open, and complete the fields. The user may update the name for the attachment and enter a description that displays to the Organization user. Click Save & Exit. Repeat the previous steps to add additional attachments.
• Examples include proposal documents, product specifications, warranty documents and completed/signed forms required by the Bid Solicitation.
Users have the option to make attachments confidential from the public. Documents containing sensitive information, such as tax information, would be deemed confidential.
2. Click Confidential associated with the document
3. Click Save & Continue
Users also have the option to delete an attachment:
1. Click Delete associated with the document
2. Click Save & Continue
Summary Tab
Allows the user to review all the information entered on the previous tabs 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.
1. Click Submit Quote
2. 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.
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