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TABLE OF CONTENTS

SOLICIATION RESPONSE FUNCTIONS FOR SUPPLIERS

Identify Solicitations Option 1: Search for Solicitation without Solicitation Number Option 2: Search for Solicitation with Solictiation Number

Respond to Solicitation Complete the General Data Tab Complete the Item Data Tab Register for Notifications on Changes to Solicitations

Manage Solicitation Response Place a Solicitation Response on Hold Change a Solicitation Response: Option 1 Change a Solicitation Response: Option 2 Deleting a Solicitation Response Check the Status of Solicitations and Responses

Working with Attachments……………………………………………………………..Appendix A

RESPONDING TO SOLICITATIONS FOR SUPPLIERS

Welcome to the Pennsylvania (PA) Supplier Portal! The PA Supplier Portal is your “one-stop shop” for all Commonwealth procurements. This reference guide is designed to assist your business in identifying relevant solicitations, creating appropriate responses to those solicitations, and managing responses until the solicitation end date, including holding, submitting, changing and deleting responses.

NOTE: This reference guide assumes your company has already registered via the PA Supplier Portal and has set-up personnel who are able to perform bidding on its behalf. If your company has not registered, please follow the 3 phase registration process available via the Supplier Service Center at www.pasupplierportal.state.pa.us.

Identify Solicitations

If your organization has conducted business with the Commonwealth in the past, you are probably already familiar with searching for and identifying solicitations via the website maintained by the Department of General Services (DGS), Bureau of Procurement (BOP) (http://www.dgs.state.pa.us/procurement/site/default.asp).

The DGS website will still contain high-level solicitation information (also know as the bid abstract), however, in order to see the complete solicitation package, inclusive of specifications and any specific information or instructions, your company must be registered and logged-in to the PA Supplier Portal. Please follow the instructions outlined below on searching for solicitations. NOTE: The instructions below assume you are set-up with the bidder role when accessing the PA Supplier Portal to use its solicitation response functionality.

Portal Main Page

1. Go to www.pasupplierportal.state.pa.us and select the button.

Portal Logon Page

2. Enter your Logon ID and Password.

3. Select the button. NOTE: The messaging below the Log In button does not apply to initial password set-up for administrative users or bidders upon first-time login. Rather, it applies only to those users who desire to reset or change their existing permanent passwords.

PA Supplier Portal Bidder Welcome Screen

NOTE: The Welcome Screen will display dynamic content, including current procurement news, notifications on system or functionality issues that could affect solicitation response submission, and any other helpful bidding information. Please pay special attention to this message, as it will be updated regularly.

4. To begin searching for bidding opportunities, select the link in the left navigation area.

Option 1: Search for Solicitation without Solicitation Number

Shown below is the first of two options for searching for solicitations via the PA Supplier Portal. This option provides the steps for performing a search when a specific solicitation number is unavailable or not known.

Process Bids Screen

1. Make a selection from the Status drop-down list.

NOTE: The Status drop-down list provides you with a variety of options for narrowing your search for bid solicitation opportunities. These options include: Current (shown above), Ended, and Completed. If you wish to see all solicitation opportunities regardless of status, choose the “blank” selection from the Status drop-down list.

2. Select the button.

Process Bids Screen with Search Results

NOTE: Selecting the button will refresh your search results list. So, if you choose to search by a different status type within the Status drop-down list, be sure select the button to refresh your displayed search results list.

3. Select the Number for the solicitation you would like to review and create a response.

NOTE: The icons in the far right column allow a bidder to perform the following bidding functions for a solicitation, as dictated by the status of the solicitation:

= Create Icon (allows the user to create bids on open opportunities )

= View Details Icon (allows the user to view basic data and details of a specific bid)

= Change Icon (allows the user to change a previously held or submitted bid)

= Delete Icon (allows the user to delete a bid)

Display Invitation for Bid Screen

NOTE: Navigation through the Display Invitation for Bid screen allows you to perform the various required functions associated with bidding via the PA Supplier Portal, as shown in the Respond to Solicitation section of this guide.

Option 2: Search for Solicitation with Bid Number

Shown below is the second of two options for searching for solicitations via the PA Supplier Portal. This option provides the steps for performing a search when a specific solicitation number is available and/or known.

Search/Submit a Bid Screen with Search Results

1. To begin searching for bidding opportunities, select the link in the left navigation area.

2. Enter the specific solicitation number you wish to search for in the Number of Document field.

3. Select the button.

4. Select the Number for the solicitation you would like to review and create a response.

NOTE: The icons in the far right column allow a bidder to perform the following bidding functions for a solicitation, as dictated by the status of the solicitation:

= Create Icon (allows the user to create bids on open opportunities )

= View Details Icon (allows the user to view basic data and details of a specific bid)

= Change Icon (allows the user to change a previously held or submitted bid)

= Delete Icon (allows the user to delete a bid)

Display Invitation for Bid Screen

NOTE: Navigation through the Display Invitation for Bid screen allows you to perform the various required functions associated with bidding via the PA Supplier Portal, as shown in the Respond to Solicitation section of this guide.

Respond to Solicitation

This section of the reference guide will assist you in responding to specific solicitation opportunities. Once you have selected the solicitation you would like to respond to, be sure to review the details closely to ensure that your response is compliant with all requirements of the solicitation, including any bid specifications or special conditions. Follow the instructions below to respond to a solicitation from the Commonwealth.

Process Bids Screen with Search Results

1. Select the solicitation you would like to view from the search results listed.

Display Invitation for Bid Screen

NOTE: Upon the selection of the solicitation you would like to respond to, the Display Bid screen is presented.

The screen contains two tabs: General Data and Item Data. Within each tab there will be links to various components of the solicitation, as shown below. Depending upon the complexity of the solicitation and the number of line items associated with that it, a review at the line item details level may be necessary.

NOTE: The End Date is the date on which the solicitation expires. Changes to responses can be made up until the designated time on the End Date. The Open Date is the date on which the solicitation responses will be opened and evaluated.

Tabs Links

General Data Basic Data

Attributes

Information from Purchaser

My Notes

Partner Delivery Address

Conditions

Bid Invitation Versions

Item Data Shows lines items associated with the solicitation

Upon selection of a line item, the following links are available:

Basic Data

Schedule Lines

Information from Purchaser

My Notes

Conditions

Partner Delivery Address

NOTE: Each of these tabs and its corresponding links are described in more detail later in this guide. Also, keep in mind that the solicitation is being shown in “Display Only” mode at this point. While “Display Only” mode does allow you to navigate through the tabs and links shown above, it does not allow you to enter information required for a response. To create an actual response to the solicitation, follow the instructions below. Screen naming will change from “Display” to “Process”.

2. Select the button.

Complete the General Data Tab To submit a solicitation response, you must first review and complete the various links under the General Data tab. The General Data tab outlines general information about the solicitation.

Process Bid Screen – General Data Tab, Basic Data

3. Select the link under the General Data tab. NOTE: By default, the Attributes link is displayed, so be sure to select the Basic Data link to view start, end and open date information for the solicitation.

Process Bid Screen – General Data Tab, Attributes

4. Select the link under the General Data tab.

NOTE: The Attributes link contains requirements of the solicitation to which you must respond. Failure to respond to these items will result in an error message upon submission. The requirements shown here will vary based upon the complexity of the solicitation.

5. Answer the required questions by selecting the appropriate choice from the drop-down list.

6. Answer any required questions by entering information in the appropriate comment box.

NOTE: If necessary, enter any additional information in the comment field associated with the question.

Process Bid Screen – General Data Tab, Information from Purchaser

7. Select the link under the General Data tab.

NOTE: The Information from Purchaser link contains information provided by the Commonwealth to further describe the specifications and conditions of the solicitation. Information can be displayed directly on this page or as a document attached to the solicitation.

8. If there is an attachment to the solicitation, select the link located in the Description column(use the scroll bar on the right to view all attachments). NOTE: For the purposes of illustration, the following example is shown (Sample Bid Specification).

NOTE: Upon selection of the link, a File Download dialogue box will be displayed. Open the attachment and review it carefully. A sample bid specification is shown below. For additional information on working with attachments, please see Appendix A located at the end of this manual.

Sample Bid Specification

Process Bid Screen – General Data Tab, My Notes

9. Select the link under the General Data tab.

NOTE: The My Notes link contains an area for you to insert any comments associated with your response. Also included is the ability to attach any required documentation to accompany your solicitation response (e.g., word processing files or spreadsheets; however suppliers are reminded that attachments or comments which seek to modify the specifications or terms and conditions, including the attachment of supplier terms and conditions, may cause a solicitation to be rejected as a conditional bid or proposal). For additional information on working with attachments, please see Appendix A located at the end of this manual.

Process Bid Screen – General Data Tab, Partner Delivery Address

10. Select the link under the General Data tab.

NOTE: The Partner Delivery Address link contains delivery address information for the materials or services being requested as part of the solicitation.

Process Bid Screen – General Data Tab, Conditions

11. Select the link under the General Data tab. Review any conditions associated with the solicitation.

NOTE: The Conditions link contains a listing of any conditions associated with a given line item. Examples of commonly used conditions include discounts off of gross price or surcharges.

Process Bid Screen – General Data Tab, Bid Invitation Versions

12. Select the link under the General Data tab.

NOTE: The Bid Invitation Versions link contains historical versions of the solicitation. While you cannot respond to previous versions of the solicitation, you can view them to compare information contained therein.

NOTE: If responding to a bid solicitation that includes a discount off of a manufacturer’s price list or catalog, the percent discount

CAN NOT BE ENTERED ON

THE ITEM OVERVIEW

SCREEN. It must be entered on the item conditions screen.

Bidder must enter the percent discount they are offering from the manufacturer’s price list or catalog in the AMOUNT column.

Complete the Item Data Tab To continue with your solicitation response, you must now review and complete the various links under the Item Data tab. The Item Data tab provides detailed information on each line item in the solicitation.

Process Bid Screen – Item Data Tab

13. Select the tab. The line items contained in the solicitation will be displayed.

14. Select the line item to which you will be responding. NOTE: For the purposes of illustration, the following example is shown (1).

NOTE: Depending upon the complexity of the solicitation, there may be more than one line item that requires detailed examination and completion.

Process Bid Screen – Item Data Tab, Basic Data

15. As required, complete/review the following fields:

Field Name Description

Vendor Product Number Enter your Product Number in this field.

Manufacturer If your product is produced by a manufacturer, you can enter it in this field. It is searchable by selecting the button.

Manufacturer Part Number If the manufacturer part number differs from your company’s part number, enter it here. It is searchable by selecting the button.

Price Enter Price in this field.

Per Defaults based upon bid specifications.

Target Value Bid DO NOT ENTER ANYTHING IN THIS FIELD.

Delivery Time (Duration) Enter the estimated lead time for delivery. Duration (i.e. Days, Weeks, etc.) defaults in based upon bid specifications.

Incoterm Please ensure that this field displays FOB DESTINATION as the delivery terms.

Origin Acceptance DO NOT ENTER ANYTHING IN THIS FIELD.

NOTE: Remember to complete all necessary fields. Based upon the number of line items in the bid invitation, it may be necessary to repeat these steps for each line item. To access additional line items, use the navigation options displayed on right side of the screen, as shown below.

NOTE: Be sure to review and complete, as necessary, the additional links under the Item Data tab. These links are very similar to the links under the General Data tab; however, they are at the line item level rather than the overall solicitation level. The additional links are as follows: Schedule Lines, Information from Purchaser, My Notes, Conditions, and Partner Delivery Address.

Process Bid Screen – Item Data Tab

TIP: Please read the “Tip” located below the General Data and Item Data tabs

16. Once you have entered all the information in your response for each of the line items within the solicitation, select the button.

NOTE: If no errors exist in your response, line item pricing messages will be displayed and denoted with a yellow triangle . This IS NOT an error message, but only displaying how you have submitted your pricing.

NOTE: In the event your response contains errors, the tab(s) containing errors will be denoted with an exclamation point (!). Error messages will appear at the bottom of your screen and will be denoted with an orange square .

Process Bid Screen – Item Data Tab (Errors

17. Select the tab with the exclamation point (!) to correct or enter information (e.g., ). NOTE: Be sure to review the error messages displayed on the tab requiring correction, as shown below.

Process Bid Screen – Bid Submission

18. To submit your response, select the button.

NOTE: You will receive immediate confirmation of successful submission of a solicitation response, followed by an e-mail confirmation to your registered e-mail address:

NOTE: Submission of responses can only occur during the timeframe specified in the solicitation. Submissions are NOT allowed AFTER the solicitation end date. If you wish to delete a previously submitted response PRIOR TO the end date, follow the steps outlined later in this guide.

Process Bid Screen – Bid Submission

19. After you have submitted your solicitation response, you are able to generate a printable copy for your records. To do so, select the button. This copy will only include the main bid document, any line item pricing and mandatory attributes. All attachments need to be printed separately.

NOTE: The PA Supplier Portal generates documents in Adobe PDF format. If you do not have Adobe Acrobat Reader, it is available at: www.adobe.com.

Sample Bid Output

20. Select to end your session.

Register for Notifications of Changes to Solicitations

Once you have identified or completed a response to a specific solicitation, it is highly recommended that you register for notifications of changes to the solicitation. This will ensure that you receive updated information on the solicitation, which may, in turn, require action within your response. NOTE: Changes to solicitations will also still continue to be posted to the DGS website. To register for notifications of changes to solicitations, follow the instructions below.

Process Bids Screen with Search Results

1. Select the solicitation you wish to view from the search results listed. NOTE: As described earlier in this guide, you can search for solicitation opportunities several ways.

Display Invitation for Bid Screen

2. Select the button. You will receive immediate confirmation of your registration for the solicitation.

Manage Solicitation Response

The instructions provided here assume you have checked your solicitation for errors, as shown above, and have made appropriate corrections. Therefore, it is recommended that you check your solicitation response prior to taking further action.

Place a Solicitation Response on Hold

Provided below are instructions for placing your response to a solicitation on hold. Holding your response saves your current work and allows you to return to it at a later date to complete additional section or make any required adjustments prior to submission.

Process Bid Screen – Item Data Tab

1. Select the button. NOTE: Upon holding your solicitation response, an immediate confirmation will be displayed.

Change a Solicitation Response: Option 1

Provided below are instructions for making changes to your solicitation response. This is the first of two options for performing this action in the system. Changes are allowed to solicitations that are on hold OR have either already been submitted, provided the solicitation has not ended. The instructions assume you have used one of the two search methods described earlier in this guide.

Process Bids Screen with Search Results

1. Select the solicitation you wish to view from the search results listed.

Display Bid Screen

2. Select the button.

NOTE: Once you select to change a solicitation response, all aspects that were originally completed are now available for editing or additions. Most common changes will include price changes, delivery times or conditions changes. Changes can be made at both the overall solicitation level or at the line item level. The instructions below assume you have chosen to make a change to your response on one of the line items.

If you wish to change a solicitation response, it is recommended that all aspects of the response are completely reviewed prior to resubmission.

Process Bid Screen – Item Data Tab

3. Select the line item you wish to change (e.g., line item 1)

Process Bid Screen – Item Data Tab, Basic Data

4. As required, complete/review the following fields:

Field Name Description

Vendor Product Number Enter your Product Number in this field.

Manufacturer If your product is produced by a manufacturer, you can enter it in this field. It is searchable by selecting the button.

Manufacturer Part Number If the manufacturer part number differs from your company’s part number, enter it here. It is searchable by selecting the button.

Price Enter Price in this field.

Per Enter the Per Unit in this field. This will be 1, 10, 100, 1000…..(if left blank field defaults in based upon bid specifications).

Target Value Bid DO NOT ENTER ANYTHING IN THIS FIELD.

Delivery Time (Duration) Enter the estimated lead time for delivery. Duration (i.e. Days, Weeks, etc.) defaults in based upon bid specifications.

Incoterm Please ensure that this field displays FOB DESTINATION as the delivery terms.

Origin Acceptance DO NOT ENTER ANYTHING IN THIS FIELD.

NOTE: Remember to complete all necessary fields. Based upon the number of line items in the bid invitation, it may be necessary to repeat these steps for each line item. To access additional line items, use the navigation options displayed on right side of the screen, as shown below.

5. To error check your response, select the button.

NOTE: If no errors exist in your response, line item pricing messages will be displayed and denoted with a yellow triangle . This IS NOT an error message, but only displaying how you have submitted your pricing.

NOTE: In the event your response contains errors, the tab(s) containing errors will be denoted with an exclamation point (!). Error messages will appear at the bottom of your screen and will be denoted with an orange square . Be sure to review the error messages displayed within those tabs for more details on the errors, as shown earlier in this guide.

6. Select either the or the button.

Change a Solicitation Response: Option 2

Provided below are the instructions for making changes to your solicitation response using the second option for performing this action in the system. Again, changes are allowed to solicitations that are on hold OR have either already been submitted, provided the solicitation has not ended. The instructions assume you have used one of the two search methods described earlier in this guide.

Process Bids Screen with Search Results

1. Identify the desired solicitation response you would like to change and select the icon to initiate the change process.

Bid Display Screen – Item Data

NOTE: For illustration purposes, the instructions listed here assume you want to make changes to price information only.

2. Enter the changes directly into the Price fields on this screen.

NOTE: If modifications or additions to other areas of your response are required (i.e., changes other than those shown above), use the first option for changing a solicitation response described earlier in this guide. Again, most common changes will include price changes, delivery times or conditions changes. Changes can be made at both the overall solicitation level or at the line item level. The instructions below assume you have chosen to make a change to your response on one of the line items.

If you wish to change a solicitation response, it is recommended that all aspects of the response are completely reviewed prior to resubmission.

3. To error check your response, select the button.

NOTE: If no errors exist in your response, line item pricing messages will be displayed and denoted with a yellow triangle . This IS NOT an error message, but only displaying how you have submitted your pricing.

NOTE: In the event your response contains errors, the tab(s) containing errors will be denoted with an exclamation point (!). Error messages will appear at the bottom of your screen and will be denoted with an orange square . Be sure to review the error messages displayed within those tabs for more details on the errors, as shown earlier in this guide.

4. Select either the or the button.

Deleting a Solicitation Response

Provide below are instruction for deleting a solicitation response.

Process Bids Screen with Search Results

1. Identify the desired solicitation response you would like to delete.

Display Bid Screen

2. Select the button.

Process Bid Screen – Item Data Tab

3. Select the tab.

4. Select the button.

NOTE: Solicitation responses with Held or Submitted status may be deleted any time PRIOR to the ending date of the solicitation. If the response has been submitted, it may be necessary to change one of the previously entered fields to activate the Delete button.

To prevent accidental deletion of a solicitation response, the PA Supplier Portal prompts you to verify your delete action, as shown below:

Check the Status of Solicitations and Responses

Suppliers are able to check the status of solicitations by the Commonwealth, as well as the status of solicitation response submissions, using the steps described below.

PA Supplier Portal Bidder Welcome Screen

1. Select the link in the left navigation area.

Process Bids Screen with Search Results

Detailed View of Bid Status and Action Columns

2. Review the Bid Status column to see the status of your solicitation response

3. Select any available icon from the Action column to perform that specific action to your solicitation response.

NOTE: As described earlier in this guide, the icons are as follows:

= Create Icon (allows the user to create responses to open opportunities )

= View Details Icon (allows the user to view basic data and details of a specific response)

= Change Icon (allows the user to change a previously held or submitted response)

= Delete Icon (allows the user to delete a previously submitted response)

NOTE: After any review, change or submission of a solicitation response, select the button to refresh the screen to display the most current status.

Appendix A

Working with Attachments

This section is designed to assist users in downloading, completing and uploading attachments for solicitations. While not all solicitations have documents that need to be attached and sent in with your bid, you are encouraged to review all notes from purchaser and any documents attached to the solicitation.

Downloading Attachments

Process Bid Screen – Downloading Files

1. Select the link under the General Data tab.

NOTE: The Information from Purchaser link contains information provided by the Commonwealth to further describe the specifications and conditions of the solicitation. Information can be displayed directly on this page or as a document attached to the solicitation.

2. If there is an attachment to the solicitation, select the link located in the Description column(use the scroll bar on the right to view all attachments). NOTE: For the purposes of illustration, the following example is shown (Reciprocal Limitations Act Requirements).

Process Bid Screen – Downloading Files

NOTE: Upon selection of the link, a File Download dialogue box will be displayed OR the file will open automatically depending on your system settings. Open the attachment and review it carefully. A sample bid specification is shown below.

Sample Bid Specification

3. In the upper left corner of the document, click on File, then click on Save As

Saving files to your computer

4. In the Save In box, select “Desktop”. This will save the file to the desktop of your computer. You can store the files to another location after you have completed and submitted your response.

5. The file name will default, do not change the name.

6. Click the Save button to save the file to your desktop.

NOTE: At this time you can open the downloaded file(s) on your computer, review the information and complete the form(s) if necessary. Read all notes from purchaser and document information to determine what files are required to be submitted with your response. The next section contains instructions on adding attachments to your response.

Adding Attachments

7. Select the link under the General Data tab.

Process Bid Screen – Adding Attachments

NOTE: The My Notes link contains an area for you to insert any comments associated with your response. Also included is the ability to attach any required documentation to accompany your solicitation response (e.g., word processing files or spreadsheets; however suppliers are reminded that attachments or comments which seek to modify the specifications or terms and conditions, including the attachment of supplier terms and conditions, may cause a solicitation to be rejected as a conditional bid or proposal).

Process Bid Screen – Adding Attachments

8. Use the bar to the right to scroll down to the attachments section.

9. Select Browse to access the files to be attached to your response.

Attaching files to your response

10. In the Look In box, select “Desktop”.

Attaching files to your response

11. Select the appropriate file from the list, then click Open. The file name will automatically populate, do not change the name.

Process Bid Screen – Adding Attachments

12. The file path will populate into your response.

13. The Description field can be populated with the original name of the document listed on the Purchasers Notes tab

14. Click to attach the document to your response. To add additional documents, follow the same process.

Process Bid Screen – Adding Attachments

NOTE: All documents added to your response will be listed at the bottom of the My Notes tab. These documents can be edited or deleted by first selecting the appropriate document and then utilizing the or buttons located at the bottom of the page.

When you have finished your attachments, complete and submit your response as described earlier in this guide.