HOW TO SUBMIT A BID
To participate in a public opportunity, suppliers need to be registered for the bid.
For guidance on registering for a bid click here
After successfully registering for the bid, it will be visible in the “My Active Bids” area of My Bids section of the supplier account.
An organization can request ids in two ways: through Hard Copy or Online submissions. This information is found in the “View Bid Documents/Details” Section
Hard Copy Only
Submissions for a Hard Copy bid are typically printed, completed and physically delivered to the designated agency or provided address. In come cases, they may also be sent via email to email address provided. These submissions, other than registration are typically handled outside of the online system.
Online Submission
For Online Submissions, bids are usually registered and completed through the bids&tenders account. All necessary bid information is provided online, either by filling out online forms or uploading requested documents, based on the agency’s specific requirements.
To begin an online submission after registering for the opportunity follow these steps:
- Log into your account
- Go to “My Bids"
- Select "My Active Bid:
- Click on Start Submission
When you click “Start Submission,” you will be directed to the steps outlined by the agency that constitute your submission. Below is an example of how the screen might appear, showing all seven possible steps. It is important to note that the specific requirements will vary for each bid and agency, tailored to the needs of the posted opportunity:
1. Time Remaining to Complete Submission
This indicates the time remaining to submit your bid. In the example below
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- 103d - indicates 103 days
- 02:59:40 - indicates 2 hours, 59 minutes and 40 seconds
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Supplier MUST submit their bid prior to the webclock indicating
ZERO if the submission is not entered by that time, it cannot be submitted after.
2. Instructions to bidders
A link to specific instructions for suppliers regarding the submission process may not always be available as these instructions could be included within the bid package in the documents section of the bid details area.
If such instructions are provided, they can typically be found in the bid details or documentation associated with the opportunity.
It is important for suppliers to thoroughly review all bids-related documents for comprehensive guidance on the submission process.
3. Steps 1-7
The online submission process, once you initiated by selecting “Start Submission”. Each step involves specific indicators to guide you – here are the indicators;
Red Exclamation Mark (!)
Indicates that there are mandatory items within the step that have not been completed. Thes must be addressed before submission.
Green Check Mark
This signifies that all mandatory items within the step have been successfully completed or provided by the posting agency, meeting the requirements for that step. Suppliers are encouraged to review all information.
Blank Circle
When you see a blank circle, it means that the listed items are not Mandatory. However, it is recommended for vendors to review and consider completing all items if relevant to the bid.
As you progress through the steps, ensuring all mandatory items have a green check mark is crucial to completing and submitting your bid successfully. Additionally, reviewing and considering optional items, even if not mandatory, can strengthen your bid where applicable.
BID SUBMISSION STEPS
STEPS MAY APPEAR DIFFERENTLY DEPENDANT ON AGENCY AND THEIR BID SUBMISSION SELELCTION.
THE SAME PRINCIPLES APPLY AND EACH STEP WITH THE EXCEPTION OF SUBMITTING.
ALL STEPS DO NOT HAVE TO BE COMPLETED IN ORDER
STEP 2 - Questions & Specifications
STEP 3 – References & Subcontractors
STEP 5 – Addenda, Terms & Conditions
Step 1 - Schedule of Prices Area
In this step the Agency provides pricing tables for you to submit your pricing, if required.
See example below:
To complete the pricing tables for each item, suppliers need to follow these steps:
Access the Pricing Table
Navigate to the “schedule of Prices Area: for the bid you are working on.
Edit the Pricing Table
Find the specific pricing table related to the item you need to complete
Click on the “Edit” button associated with that table
Enter Pricing Information
The table will appear below the list of tables ready for editing
Enter the information being requested for each item
Save Your changes
After entering the necessary pricing information, save your changes to the table
Repeat for Additional Items:
If there are multiple items, repeat the process for each item’s pricing table.
Make sure to accurately input the pricing details for each item according to the guidelines provided. If you encounter any issues or have questions, feel free to ask for assistance from support.
The supplier can now move to the next table in the list or move to another Step.
STEP 2 – QUESTIONS AND SPECIFICATIONS AREA
In this step, the Agency may provide Questions for the supplier to respond to or tables for supplier to complete.
To complete this area (if applicable), suppliers need to follow these steps:
Access Step 2 (Questions & Specifications)
Navigate to the “schedule of Prices Area: for the bid you are working on.
Answer Questions
Answer the specific questions requested by the agency
Edit the Specification forms
Find the specific forms table related to the item you need to complete
Click on the “Edit” button associated with that table
Enter Information Requested
The table will appear below the list of tables ready for editing
Enter the information being requested for each item
Save Your changes
After entering the necessary information, save your changes to the table
Repeat for Additional Items:
If there are multiple items, repeat the process for each item’s form.
Make sure to accurately input the details for each item according to the guidelines provided
Step 3 - References & Subcontractors
In this step, the Agency may provide Reference Forms and Subcontractor forms/tables for supplier to complete.
To complete this area (if applicable), suppliers need to follow these steps:
Access Step 3 (References & Subcontractors)
Navigate to the “References & Subcontractors” Area, for the bid you are working on.
Edit the Reference/Subcontractor forms
Find the specific forms table related to the item you need to complete
Click on the “Edit” button associated with that table
Enter Information Requested
The table will appear below the list of tables ready for editing
Enter the information being requested for each item
Save Your changes
After entering the necessary information, save your changes to the table
Repeat for Additional Items:
If there are multiple items, repeat the process for each item’s form.
Note subcontractor for includes an opt out check box if Supplier is performing the work using their “Own
Forces” see screenshot below.
Make sure to accurately input the details for each item according to the guidelines provided
SUBCONTRACTORS
Step 4 - Documents & Bonding
In this step, the Agency may provide an area for Suppler to upload documents and/or Bonding information.
To complete this area (if applicable), suppliers need to follow these steps:
Access Step 4 (Documents & Bonding)
Navigate to the “Documents & Bonding” Area, for the bid you are working on.
Upload Requested documentation
Supplier can click the “upload” button are to upload only 1 document per upload area.
Note – ONLY one document is allowed per upload area and can only be a max size of 500mb.
Upload Bonding documentation Edit the Specification forms
Supplier can click the “upload” button are to upload only 1 document per upload area.
Note – if a digital bond has been requested ensure that the document has not been altered and remains “verifiable”
Save Your changes
After uploading the necessary information, save your changes
Repeat for Additional Items:
If there are multiple items, repeat the process for each item’s form.
Make sure to accurately input the details for each item according to the guidelines provided.
Step 5 - Addenda, Terms & Conditions
In this section suppliers need to provide information and agree to ce3rtain delcarations and terms and conditions as specified by the agency:
Review Terms & Conditions/Declarations
Check the box to acknowledge acceptance of any terms and conditions set by the agency for the bid. Provide detailed Legal Business name and contact information.
Conflict of Interest
The supplier is required to declare any potential or actual conflict of interest, if applicable simply respond yes/no. If yes provide details of conflict
Addenda Acknowledgement
By checking the box next to each addendum that was posted (bid may not have any addenda), the supplier acknowledges having reviewed any addenda posted to this procurement.
Step 6 – Preview Bid
In this section, suppliers have the opportunity to preview their submission and check for errors or incomplete mandatory items. (See screenshot)
If all mandatory items have been completed and the submission is valid, the system will display a message indicating successful validation and offer an option to preview the bid in PDF Format.
Step 7 - Submit Bid
This section a prominent “Submit my Bid Now” button is displayed in a noticeable blue color. Suppliers have a Preview My bid in PDF button to quickly review the details they are about to submit.
If the supplier is confident with the information provided they can click on the “Submit my Bid Now” button. The system will ask you if you are sure you want to submit the bid (double authentication)
Select Yes
If the current date and time are before the closing date and time, the bid submission is successful and the supplier receives a confirmation of their bid submission
If the current date and time have passed the closing date and time, the system prevents the supplier from submitting the bid and displays a message indicating that the bid is closed.
We advise the supplier to download a copy of their submission from this area and it contains all completed components, including a time stamp of submission and IP address, pertaining to their electronic submission.
CONGRATULATIONS YOU HAVE NOW COMPLETED YOUR SUBMISSION