Attachment 8 - Reverse Auction Instructions.pdf

Reverse Auction

DLA Document Services will conduct a reverse auction on this requirement via Procurex.

The Process will be as follows:

1). Once all proposals are received there will be a technical review.

2). Once the technical review is complete a reverse auction will be conducted in accordance with DLAD procurement note L09 with those offerors found to be technically acceptable and within the competitive range. Once the actual auction is created, you will receive an email notice inviting you to the auction and providing you with the specific date and time of the auction. You must accept the invitation following the instructions in the e-Mail. You will receive additional e-Mail updates if changes are made to the scheduled auction. You must reply to these according to the instructions as well.

Instructions:

Company Registration and User accounts

To participate in this event, you must register your company no later than the closing date of solicitation.

Registration is easy, quick, and totally free for sellers. If your company has ever registered on Procurex you do not need to re-register your company. However, you may want to add new users for your company. If you know your company was registered, but you forgot your password, visit https://dla.procurexinc.com, click “Login”, and click “I forgot my password”. Offorers need to be aware that after registration is completed their Procurex dashboard will not contain any reverse auction items.

The reverse auction will show up in the offorers dashboard once DLA creates the reverse auction.

User accounts and passwords.

When you register your company, you must identify a person as the Procurex “administrator”. This is usually the person who registers your company and who will be doing the bidding. The administrator will receive an email message in 1 or 2 business days from Admin@ProcurexInc.com confirming your company registration and password (your email address is your login name). Your company administrator can add, modify, or delete other users for your company (no charge for multiple users and no limit to the number of users). These users can be other administrators, sellers, or viewers. If you know that your company is registered, but you do not know who your administrator is, contact the Procurex help desk via email (service@ProcurexInc.com) or phone (866-412-7161). Each user, upon logging in for the first time, will be required accept the “Site Terms of Use” and “Participant Terms and Conditions”.

Invitations to Bid Practice bid

☐ If checked, a Practice Bid will be established

You will receive an email invitation to participate in a practice bid. The email message contains step-by-step instructions on how to participate in Procurex bidding events. You must login to Procurex, read and accept the event terms and conditions, and click “We will participate…” in order to be able to bid.

(This is true of both practice and live bids.) We highly recommend that you participate in the practice https://dla.procurexinc.com/ mailto:Admin@ProcurexInc.com mailto:service@ProcurexInc.com bid to prevent any technical problems or confusion when the live event time arrives. There is an extensive “Help” feature on the website. There is also an online tutorial which takes about 7 minutes to view.

Live bid.

Just as with the practice bid, you will receive an email invitation to the live bid for the items listed in solicitation SP7000-22-R-1005. Important: NOTE the start and end time for live bidding as you will need to be available during this time to bid.

Accept Invitation.

You must indicate your acceptance of this invitation in the Procurex system as soon as possible so that we know you intend to participate. Review the items, event parameters, and terms and conditions and click the appropriate box to accept, decline, or “will advise”.

Live Bidding.

When the live bid time arrives, log in to http://dla.procurexinc.com and click “BID IN AN IN PROCESS EVENT” to start bidding.

Accessing Supplier Training from within the Procurex Sourcing Site:

• Login by entering your user name and password

• You can click the help link in the upper right hand corner for information. You will also find a link in the middle of the page called Seller Software Training.

o Note: DLA will be only using the ‘Auction’ portion of the Procurex tool. Tutorials may cover other aspects that are not used by DLA nor incorporated in DLA auctions

Post Bidding Action.

Within 48 hours of the auction ending, the winning vendor must provide their CLIN pricing breakdown.

This must be submitted via email to the contracting specialist on record.

Helpful Hints while in Procurex:

o If you would like one additional point of contact to have access to the auction, please provide the buyer with the contacts name and email address along with your proposal or quote.

o For the event, be certain to view and accept prerequisite options to accept terms of the system o Prior to the auction, it is recommended that you Review the Event Details to obtain information regarding the auction; for example, the amount of the “Decrement” Decrement: Is the minimum amount the supplier has to lower his/her offer by to be accepted by the system.

o Example: If the Decrement is $500.00 and the lowest offer is at $500,000.00, you must lower your price to $499,500.00 or less to be accepted

If you have questions regarding the Procurex system prior to the auction, please contact Procurex Customer Support at (866) 412-7161 or the DLA Document Services Reverse Auction Program Manager, Chad Spittle, at (717) 770-8796. If you have questions about the solicitation, please contact the contract specialist/buyer. Any system related problems that occur during the auction must be addressed immediately (during the auction) to the contract specialist/buyer or Procurex Customer Support.

http://dla.procurexinc.com/

IMPORTANT! Please allow emails from Procurex (the service provider for the auction) to enter your inbox and prevent them from going to your SPAM.

If you are unable to participate in the auction, your original offer will be considered.