vendor-instructions-export-upload-items-v25-1-published-04-03-2025.pdf
PDF 161 KB Posted
- Attached to
- EMA - First Aid Supply & Maintenance
- Solicitation number
- 27-588IEMA-MGMTA-B-53478
- Issued by
- St. Clair County, Illinois
About this file
This document is a vendor instruction guide for the BidBuy procurement system, applicable to the Illinois EMA First Aid Supply & Maintenance contract opportunity. The file provides step-by-step instructions for vendors to export line items from a quote, enter pricing information in an Excel spreadsheet, and upload the completed document back into BidBuy. The export/upload feature is entirely optional and designed to streamline the pricing entry process for solicitations with large numbers of line items. Vendors may alternatively enter or edit pricing manually within BidBuy for individual line items.
The process requires vendors to download the exported items file (saved in .csv format), open it in Excel, and enter unit costs in Column J for each line item. Critical to successful submission, the file must remain in .csv format and not be converted to any other file format, such as Numbers on Mac systems or other spreadsheet formats. Vendors should note that any modifications made to description, quantity, or unit of measure columns will not upload to the quote; only pricing information will transfer. After saving the file, vendors upload the document through the Items Tab in BidBuy using the "Upload Items" function, which will display the updated items with pricing for manual review and editing if necessary before final quote submission on the Summary Tab.
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Other files
| File | Type | Posted |
|---|---|---|
| Questions and Answers B-53216 First Aid Kits Supplies and Maintenance.docx | DOCX document | |
| Attachment A - Scope of Work -B-53216.docx | DOCX document | |
| standard-illinois-certifications-v-26-2~7.pdf | ||
| standard-terms-and-conditions 1~78.pdf |
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Text version
V25.1 Vendor Instructions: Export/Upload Items
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 J).
Please note: any edits you may make to Description (column E), Quantity (column H), or Unit of Measure (column I) will not upload to your quote.
4. Save. Do NOT change the file format. As instructed above, it should stay in .csv file format.
5. Items Tab in BidBuy – select “Upload Items” at the bottom.
6. Select “Choose File” and choose your document.
The document name includes your quote number. For example:
“Q00020635_Q_ItemExport.csv”
7. Select “Save & Exit.” A dialog box will appear. Select “OK.”
8. 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.
File details come from the government source that posted it. Updated .