VSS - How to submit online response 12-7-2023.pdf

HOW TO SUBMIT AN ONLINE RESPONSE THROUGH THE KENTUCKY

VENDOR SELF SERVICE (VSS) FOR CAPITAL CONSTRUCTION

FINANCE AND ADMINISTRATION CABINET

OFFICE OF FACILITY DEVELOPMENT AND EFFICIENCY

DIVISION OF ENGINEERING AND CONTRACT ADMINISTRATION

Go to http://vss.ky.gov

Log in or Sign up

From the Home page, navigate to the Published Solicitations in one of the following ways:

i) Click the Published Solicitations icon.

http://vss.ky.gov/

Locate the desired solicitation.

• You may search by the following fields:

o Show Me (Open, Closing Soon, Recently Published, Recent Amendments, Recent Awards) o Category (Agricultural, Animal Related, Clothing, etc.) – this is not required and may not always be available o Type (P3 Notice, Request for Bids, Request for Information, Request for Proposals, Request for Quotes) o Keyword Search (can search by Solicitation ID, Solicitation Description, Agency, and Buyer) o Status (Awarded, Closed, Amended, Open, Reopened, Cancelled)

In the Solicitation Number / Type / Category column, click the solicitation number link to view the details of the solicitation.

Review the solicitation details. Make certain to review each tab, especially the Attachments tab, and check the requirements and documentation associated with the bid requirements. There may be documents that must be completed and uploaded in order for your bid to be deemed responsive.

Click Respond Online to create a Solicitation Response.

Step 1. Select Lines

On the Select Lines Step, there will only be one line for Construction Solicitations, and you will select that line and click Continue.

Step 2. Respond to Lines

All construction solicitations will be for a line type requesting a Contract Amount. You will enter $0.00 (zero) in the Contract Amount. Your Lump Sum Bid Amount and Alternates (if required) will be recorded on the Official Bid Document (located at www.stateofkyprojects.com ) and uploaded as an attachment as instructed under “Step 5. Add Attachments”. No other fields will be required. Click Continue.

Step 3. Checklist/Scoring Criteria

Not Applicable for Construction Bids. Click Continue.

Step 4. Enter General Comments

Not Applicable for Construction Bids. Click Continue.

Step 5. Add Attachments

• Click Add Attachments.

http://www.stateofkyprojects.com/

• Click Browse on the Attachments page to locate your Completed Official Bid Documents and 5% Bid Bond (if Required) Once all files are selected, click Upload. Documents are limited to ten (10) at one time.

• Maximum Attachment Size per file is 65000 KB

• Verify the “Successfully Uploaded File” message displays. Click Close.

• Review the attached file(s). Click Add Attachments to add a new file. Click Delete to remove a file.

• If all files are attached, click Continue to proceed to the next step.

Step 6. Review and Submit

Review all information entered. If all information is correct, click Submit Response.

Verify the “Thank you for your response. It has been successfully submitted.” message displays.

All responses will be listed. If you do not see your solicitation ID listed, you may enter the solicitation ID in the Keyword Search. A successful submission will have a Response Status of Accepted.

An email notification will be sent to verity that your response was accepted.

If you do not receive an email notification, you may still check the status of your bid submission by following the steps as listed in the following section, “Solicitation Responses.”

If your submission was not successfully submitted, you may reach out to the Customer Resource Center help desk for assistance by email at Finance.CRCGroup@ky.gov or by phone at 502-564-9641 or toll-free at 877-973-4357.

SOLICITATION RESPONSES

Responses may be viewed on the My Responses section. Additional information may be found in the How to Locate a Response for a Business Opportunity guide (available on the VSS website under Download Vendor Forms).

How to View Your Responses Log in to VSS.

From the Home page, use one of the following methods to access the My Responses page

i) On the Home page, click My Reponses.

The My Responses page displays all the responses for your vendor code.

The Link to Response column has a link to view the response. Click the link to view.

The Response Status column shows the status of your responses. Only Accepted statuses are successfully submitted responses.

1. Click My Responses from the Home Page 2. Click the Highlighted SR Link for the corresponding response. 3. Click Withdraw Response or Discard from within the 3 Dot Menu.