Understanding BidBuy: A Comprehensive Guide for Sellers

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Explore the essential aspects of BidBuy, the state procurement platform, including its purpose, benefits, terminology, vendor roles, navigation, purchase order processes, and resource access. Discover why BidBuy simplifies bidding processes, centralizes communication, and enhances vendor experience. Gain insights into seller roles and responsibilities, procurement history review, and procurement approval procedures. Master the use of BidBuy homepage, shipping address information, and purchase order notifications for successful collaboration with Illinois state agencies.

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Vendor Training Session #2 Seller Role

Objectives Understand Why the State is Implementing BidBuy Navigate in BidBuy Understand BidBuy Terminology Explain What a Seller Role Does Understand and Use the BidBuy Homepage Understand Purchase Order process/requirements Understand Shipping Address Information Access Resources

What is BidBuy? CURRENT Remedy (PBC) Survey Process (Manual) Illinois Procurement Bulletin Procurement File CPO/SPO Approvals FUTURE

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.

Who BidBuy? All procurements under Chief Procurement Office for General Services

2 Types of Vendor Roles in BidBuy Seller Administrator: maintain business information, user profiles, and can invite Associated Organizations to register in BidBuy o This can be changed at any time and there can be multiple Seller Administrators on a single account, though there must always be at least one Seller Role: search, view, and respond to bid opportunities; search and view active State contracts; and view purchase orders.

Seller Home Page

General Overview

Purchase Order Notification

Purchase Order Notification IMPORTANT VENDOR INSTRUCTIONS: PURCHASE ORDER REQUIREMENTS - STATE OF ILLINOIS AGENCIES Prior to commencement of billable work, delivery of supplies or rendering of any service on a Purchase Order exceeding $20,000: Initial Purchase Order/Contract - All parties, including the State and vendor, must fully execute the contract in its entirety. Release from an existing Purchase Order/Contract - The vendor must receive a Purchase Order signed by the State Agency and attached in BidBuy. PURCHASE ORDER REQUIREMENTS - OTHER PURCHASING ENTITIES --Please see specific requirements provided by the purchasing entity.