Sign Oklahoma RFP Online

E signature network installation proposal

thank you for joining our supplier success sessions hosted by ASAP Arriba customer assistance today we are going to provide a demonstration of supplier participation in a request for proposal followed by a live Q&A if you have questions as we go please submit them by using the Q&A box on your dashboard in the spirit of continuous improvement at any time you have the opportunity to complete a survey by clicking the survey button on your dashboard please provide your honest feedback for our team to review we will then take your feedback and improvement suggestions for future sessions please sit back and enjoy our presentation if you have been registered and invited as a participant to a customer's RFI or RFP you want to be sure to log in at each TTP colon forward slash forward slash supplier dot Arriba comm once you arrive at the login screen enter your username and password to access the event after you login you'll want to make sure you're on the right application which will be Arriba sourcing if you do not see a RIBA sourcing at the upper left hand corner of your screen be sure to select the white multi tile icon called Arriba apps located next to company settings in the top center of your screen and choose proposals under the header of Arriba sourcing you will see your customers company name that represents the dashboard containing the respective events you've been invited to when you're looking over your dashboard you will see the event table containing sections with status titles such as completed open pending selection or preview the status of preview allows the suppliers to preview the content of the event and likely submit the pre-bid depending on how your customer builds their event open status allows the suppliers to fully access and participate in the sourcing event we will be walking through an open event today to show you how to submit your responses when you see an event in pending selection status this means that the event has closed for responses no further responses or modifications can be made against your previous submission this status gives your customer at the opportunity to review all responses by all participants and eventually select a winner if your event has moved to the completed status this means that the customer has been satisfied with the responses they received a winning supplier has been chosen and that no further action is necessary on this event now that we have covered each status that you will see on your dashboard let's dive into an open event to find the event you're looking for select the appropriate customer and locate the open status event to see the content of the event click directly on the title of the event you need to access once inside the event you will see the dock ID number followed by the full title of the event and on the far right side you will see the time you have remaining to respond to it the left side of the screen will contain a checklist that must be completed in order to access the event in its entirety and to be able to submit the response to the event the checklist will contain two to four total steps depending on if the event is an RFI or an RFP today we will cover all four steps of an RFP to show the functionality of each of those steps number one will begin with review event details this contains a general overview of the details to the event when selected the step will become boxed or tabbed to show that the main display window contains that particular tabs information on this screen for review event details you will be presented with a series of buttons towards the top that will allow you to download the content of the event to review the prerequisites to decline to respond and even print the event information download content at this stage will only provide you with an Excel summary of the event and does not include all details associated with your full event at this time it is not necessary to use this button but we will cover when it will be beneficial to use it the next button declined to respond allows you to simply decline to participate in the event if you select this option you are able to change your intent at a later time if you do decline when you come back to this step you will see intent to respond which will allow you to continue the event the print event information button will allow you to download a Word document version of the events details and content this button is best used as a reference copy after you have submitted your response and can be used for your personal records offline review prerequisites is a very important button that will allow you to access the next step on the checklist on the left side of your screen prerequisite questions are exactly as the name suggests they are required steps that must be completed before gaining access to the rest of the event in a lot of cases is only a simple agreement however your buyer may ask for more information let's take a look you will notice number two on the checklist is now boxed or tapped and this is a screen that isolates you from the other steps on this checklist at the bottom of the text provided you will have two options I accept or I do not accept the terms of this agreement there could be other prerequisites that are customer specific that you may need to complete before selecting the oke button the customer specific questions could involve a simple yes/no response or a file attachment such as a nondisclosure agreement please be sure to review the entirety of the prerequisite screen to be sure that you have completed all of the required fields which are marked with an asterisk once completed select the blue Oki button to submit the prerequisite response back to your customer step number three on the checklist will allow you to select the lots lots represent the good or service that you as a supplier are submitting a bid for this screen will allow you to either choose the Lots that are of interest to you in your company by clicking the boxes associated or your customer meet pre select the Lots on your behalf a check mark appears next to the Lots selected and will pull that information into the final step of the event content after the lots have been selected click Submit selected Lots pre-selected Lots are mandatory and cannot be changed you will also notice on this step that there is a tab for select using Excel we will explore this option later when we talk about responding using an Excel spreadsheet but for right now we will continue with the steps to submit our response online after you select submit selected Lots this will activate step number four on the checklist submit a response this is where you will see the entire events content along with the lot information selected from the previous step response fields will be available on the right side from the event content and will have an asterisk indicating that a response is required let's take a look at this sample content so that we can explore the different question types that you may see when responding you will find that some question feels require the answer to be provided as yes or no multiple choice which is selected with checkmarks nominal or monetary values drop-down menus attach a file or free text fields response fields that consists of a drop-down menu should not be left as unspecified this is a placeholder and the system will reject this response the free text fields could have a character limitation so please be aware of this while providing your answer finally the attach a file response option will allow you to click directly on the hyperlink to add a file of your choosing from your computer into the response field a series of buttons will be available underneath all of the event content at the bottom of the screen of the submit response step this will include submit entire response which allows you to do just that compose message gives you the ability to privately message the buyers project team it is strongly advised when entering a few responses at a time that you use the Save button the site will not autosave your responses so please save as you go you may see an additional button called reload last bid when lots or line items are requiring a monetary value for a predetermined calculation summing up to an extended price you may enter and review different bid values and select up dito tools to see the calculated extended price if you are not satisfied with the extended price you may simply click reload last bid to restore your previous values for most events we suggest filling in your answers within the site exactly like I just showed you I'd like to show you another option that we have for events in which you're asked to provide longer answers or perhaps different members of your team need to complete different parts of the proposal with that being said let's now walk through the option to respond by using select using Excel this is intended for lengthy lot lists or events requiring participation from multiple members of your team the download content option will provide you in an Excel spreadsheet that can be filled out offline that way if you have various team members that are responsible for different sections they can simultaneously work on their portion of responses to the event please note that if you do have multiple collaborators on your offline response make sure to compile the various parts into one file before uploading if different sections are uploaded independently only the most recent version will be in the response for the purpose of this demo we will show you an example of how to do this please note if you choose to submit your responses with this method it is important that the structure of the excel file is not to be changed this means that any additional cells fonts colors etc aside from the fields that are required from manual entry should not be modified this will cause an error and the upload response will fail the Excel that is imported into the site should be exactly the same as the Excel initially downloaded to your computer the only difference is the file being imported will contain your recorded responses to be transferred into the site with the Excel document that is downloaded the intend to respond instructions will be available for review with information on how to place your sponses into the designated fields the mean and most important fields that you will need to complete will be highlighted in yellow and green these fields require responses in which you can hover over the field with your mouse to determine which answer type is acceptable for each question pay close attention here because if your answer is not in the required format for example if you insert text in a field that only accepts numbers or numbers in a field that requests only a yes-or-no answer you will receive errors upon uploading if there are lots to display your intention to respond they will be highlighted in green in which you must simply state the letter Y for yes or the letter n for no all of the green and yellow fields are considered to be required at a value or content must be provided in your response be sure to select save as to save the excel file in a known location such as your desktop and remember to keep saving as you complete the questions in case an unfortunate event like a software update could potentially interrupt your responsive missions when you have completed this excel document be sure to save your file one final time to your computer if it takes you a few days or even an hour or two to complete your response you will upload your Excel spreadsheet by clicking on the event title select step 3 select Lots then click select using Excel once you arrive here click browse to locate and attach the excel file on your computer once you see your filename listed after the Browse button proceed to click the upload button note here that if you do not click upload your response will not be imported to the site a small window will appear to advise you that your import was successful to submit your response you will click the ok' button on the pop-up to move forward this will then activate step 4 submit response on the checklist here you should see your imported responses displayed in the response fields in the site you can review this page to ensure that your responses were successfully imported and that all of your answers match what you entered in the excel file remember that the successful upload does not mean that your response was submitted I'll show you now what you need to do to verify the successful submission of your proposal when you have finished reviewing the responses and everything looks satisfactory you will then select the submit entire response button a pop-up window will show to confirm your submission of your response click OK to submit your responses this will deliver your responses back to your customer representative for review if your submission was successful you will see a message at the top of the screen that says you have submitted your response for this event thank you for participating some potential error messages could be displayed when trying to submit responses one common error message will pertain to any required response fields that were simply left blank or unanswered or even unspecified it must be fulfilled with a response in order to successfully submit another common error response would be one that states duplicate bids are not allowed this means that a submission of the exact same values has been attempted twice where there was an additional clicking of the submit entire response button if you wish to actually modify a response or value you could do so and submit entire response again to submit your changes otherwise look at this message as proof that you have in fact submitted your response successfully the first time after you have submitted your response a button will appear this is revised response at the top of your screen that would be used to make any modifications to the responses you have previously submitted this option is only available as long as there is time left on the clock on the upper right corner once the event has moved into pending selection status there will no longer be an option to make any further modifications this status allows your customer to review all responses that have been submitted should you need to correspond with your event owner for any reason pertaining to this event you may use the compose message button to address your questions or concerns directly with the event owner alternatively you can select event messages at the top of the checklist on the left to access the message board for the event if your event owner sends any messages you will receive an email notification stating that you have an event message waiting and you will find the full message details here this concludes the tutorial portion of today's demonstration we will now be moving on to