Vendor Instructions Export Upload Items v22.1 - B-29927.docx
DOCX document 96 KB Posted
- Solicitation number
- 23-497DVA-QUINC-B-29927
- Issued by
- Adams County, Illinois
About this file
This document provides instructions for vendors on how to export and upload line items for a quote in the BidBuy system for the FY-23 IVHQ - Annual Weekly Food Orders - Brand Specific or Equal contract opportunity issued by the State of Illinois. The instructions detail the process for exporting line item details to an Excel spreadsheet, entering pricing, and then uploading the file back into the vendor's quote in BidBuy. The instructions note that this export/upload feature is optional, and vendors can alternatively manually enter or edit pricing for each line item directly in BidBuy.
The contract opportunity is for the State of Illinois to procure annual weekly food orders, with orders being brand specific or equal. The solicitation requires electronic submissions only, with no paper responses accepted. The contract term and details around any renewal options are not provided.
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Other files
| File | Type | Posted |
|---|---|---|
| DVA B28149 IFB - Weekly Food Orders - Brand Name or Equal - FINAL.docx | DOCX document | |
| B-29927 - Attachment - Notice of Electronic Submission Only v.22.pdf | ||
| REVIEW ONLY - DO NOT SUBMIT PRICING ON THIS DOCUMENT - FY-23 RFQ WEEKLY FOOD ORDER - BRAND SPECIFIC OR EQUAL.xlsx | XLSX spreadsheet | |
| Forms B Section V.20.1.~2.docx | DOCX document | |
| Forms A Section V.18.1~30.docx | DOCX document |
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Text version
Vendor Instructions: Export/Upload Items Feature Optional use: this feature allows you to export the line items to a separate Excel document, enter pricing, and upload back into your quote in BidBuy. This feature streamlines the process for entering pricing when there are a large number of line items. Please note: Export/Upload Item process is completely optional and you are always able to manually enter or edit pricing for each line item in BidBuy.
1. Items Tab in BidBuy– select “Export Items” at the bottom.
2. Open the downloaded document in Excel. (Mac users: right-click in Downloads and “open with>Excel.” Do not open in Numbers and export to Excel.)
IMPORTANT: the file type is saved in .csv and must remain in this format for a successful upload. If you save it in another format, you will receive an error when attempting to upload.
3. Enter pricing for each line item in the “Unit Cost” column (Column H).
Please note: any edits you may make to Description (column E), Quantity (column F), or Unit of Measure (column G) will not upload to your quote. If applicable, information added in Alternate Description (column O) will upload to your quote.
4. For any item where pricing was entered, update No Bid (column L) from “Y” to “N.” Each line item defaults to “Y” when initially exported and needs to be updated for a successful upload. Here is an example of the error you will see if you do not update column L but entered a price for that line item:
5. Save. Do NOT change the file format. As instructed above, it should stay in .csv file format.
6. Items Tab in BidBuy – select “Upload Items” at the bottom.
7. Select “Choose File” and choose your document.
The document name includes your quote number. For example: “Q00020635_Q_ItemExport.csv”
8. Select “Save & Exit.” A dialog box will appear. Select “OK.”
9. Your updated items (including price) will appear. You may manually edit any line item within the Items Tab if you choose. Complete the quote and submit on the Summary Tab.
V22.1 Vendor Instructions: Export/Upload Items image4.png image1.png image2.png image3.png image5.jpeg
File details come from the government source that posted it. Updated .