Complete Guide to Responding to Bids and Quotes in Vendor Training Session

In this comprehensive training session, learn about the different procurement types such as IFB, RFP, Small Purchase, and more. Understand the process of obtaining and responding to bids, acknowledging receipt, attaching documents, revising quotes, and accessing vendor resources. Discover the benefits of using BidBuy for a streamlined bid/quote process. Dive into formal and informal quotes with step-by-step instructions on how to respond and receive confirmation emails.

• Bids and Quotes
• Vendor Training
• Procurement Types
• Responding Instructions
• BidBuy

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Uploaded on Mar 22, 2024 | 1 Views

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Presentation Transcript

1. Vendor Training Session #3 Obtaining and Responding to Bids

2. Objectives Why BidBuy Procurement Types: IFB, RFP, Small Purchase, Other o Formal vs. Informal Quotes Obtaining a Solicitation Acknowledging Receipt of Bid

3. Objectives Responding to a Bid o Paper/Electronic Submittal o Attaching Documents o Revising Quotes/Withdrawing Quotes/Multiple Quotes/Paper Responses o Subcontractors on Quotes BEP Utilization o Entering Pricing o Term & Conditions Access Vendor Resources

4. Why BidBuy? Simplifies the bid/quote process by allowing electronic submittals. Reduces paper documentation and records. Centralizes state procurement communications in a single location. Allows vendors to easily review open bids, submit bids/quotes and receive awards from a central location. Allows vendors to review its procurement history.

5. General Overview

6. Informal Quotes The State sends the Vendor an email notification regarding the availability of an informal quote opportunity.

7. Responding to Informal Quotes After receiving the informal quote opportunity email, log into BidBuy to respond to the informal quote request. 1. Select Quotes > Informal Quotes 2. Click Create Quote 3. Complete Tabs with required information o General, Items, Address, Terms & Conditions, add any Attachments, etc. 4. Click Save and Exit

8. Confirmation Email

9. Viewing only from Login Page

10. Formal Quotes 1. Select Create Quote 2. Click Yes to acknowledge receipt of the Bid 3. Complete Tabs with required information o General, Items, Questions (if applicable), Subcontractors (if applicable), Terms & Conditions, add any Attachments, etc. 4. On Summary Tab, click Submit Quote

11. Confirmation Email

12. Vendor Help Desk Email: il.bidbuy@illinois.gov Phone: 866-455-2897

13. Vendor Resources Pathway to Procurement: https://www.illinois.gov/cpo/PathwayToProcurement/P ages/BidBuy.aspx : Vendor Manuals and How-to Videos

14. Questions?