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Add digital signature Construction Equipment Lease Proposal Template

so just a quick introduction my name is Katie Smith I work for bidsync I am the customer solutions trainers here today we'll be going through the food think I'll go home a vendor training this will show you how to go in and work with our system so just a quick blurb here we have the question and answers if you have any questions you can go ahead and use the questions section to go ahead and ask those questions there during the webinar all participants will be muted so again just use that question and answers area to ask a question the list of topics we will be covering today are the registration and participating in a solicitation and managing to our account and we'll go through each of those and at the end of them we'll have a question and answer section for you let's go ahead and get started so we've already gone ahead and pulled up the bidsync website and we're just on the homepage so WWN Singh Kham so the first thing we're going to do is we're going to go ahead and register for an account so what I'm going to do is I'm going to go ahead and just scroll down here under the basics tab and I'm going to go ahead and click on free registration this will allow me to complete the free registration with bidsync just a note with this registration if you've already completed this because you registered with did think in the past or some time between the webinar and now what you'll do is you can go ahead and just continue on with your normal account so what we're going to do here is start filling out the information so up here at the top we'll go ahead and put in our first name then we can put in our last name you'll then want to put in your phone number that your you can be reached at or just your specific person after that you can go ahead and select your job title you can go ahead and choose whether yours and sales marketing a CEO but we're gonna go ahead and choose owner after that we'll go ahead and enter in our email address this will be the email address you'll receive notification to of any new bids any addendum question answers things like that once you've actually create your account you can add multiple users to your account and give them email access as well the next thing you'll be doing is setting up your username this will be these remain you log in to the bidsync system with so we could go ahead and just pick something here that is unique to our user just to know if you do have a common name like I do Katie Smith will probably not work in the system because there's going to be a user already with that username just make sure you're choosing something unique to your user you'll then want to go ahead and input your password this will just be a password you create on our system it does need to be at least 8 characters long containing at least one number and one letter and those requirements are listed below the boxes after that you'll have the how did you hear about us this will allow you to go in and choose how you heard about bidsync you can go ahead and shift choose government agency using bidsync to place bids after that you're gonna go ahead and put in your company information up here at the top we could type in our company name which is bidsync we can then go ahead and put in our street address of where our company is located then we'll have our city this is just the city you're located in we could put in Homa city and then for our state we can actually choose oklahoma after that we can go ahead and put in these zip code that we are registering our account under and then the other the last thing for your company information you'll need to fill out as your organization's phone number one thing to note with this filled out anytime you call in to our bidsync customer support team this will be the number they ask you they'll say what's the phone number you registered your account under and this will be the phone number you want to get them then they'll easily be able to pull up your account without having to do a whole ton of searching see you next thing is the timezone you're in you'll want to go ahead and just select that there this will allow for the bids to update to whatever time zone you're in the next thing you'll have is the optional business ID information in here you can enter the Duns the FIF ein number or the social security number and these are optional the city will not be using the information here they actually have forms for you to fill out on your bid they'll be providing them that information so if you want their you can go ahead and just leave those blank then what we're going to do is we're going to come down here to the bottom and hit next step and this will be taste allow you to be taken to the second page of the registration this is the keywords area the first area up here at the top you'll have is the primary industry you'll want to go ahead and just select the appropriate one from the list so we could come in here and choose like construction Public Works in the trade medical or other by choosing other you can go ahead and specify whatever your industry is I'm and actually just choose construction Public Works on the tree thing you'll have is the keywords these are going to be the keywords that describe your business so if we sold construction equipment we could go ahead and put in construction equipment and we could even list out some construction equipment pavers welders things like that um with these keywords you're only required to use three but you can enter as many as you would like they will actually be used on the next page to kind of help with some classification code and I'll explain that more in just a little bit after that we'll have the suggested keywords what this is doing is it's taking businesses like yours they've used the keyword of construction equipment and it's letting you know of other keywords they've used so you can come in here and select any that apply this is an optional area for you to fill out and then you'll have you where do you do business you'll want to go ahead and decide whether you do business and USA in Canada USA Oklahoma only or specific states and provinces the only thing you'll need to do is make sure you have at least Oklahoma selected so any of the first three will automatically select Oklahoma if you use the last option you'll just want to make sure you're checking Oklahoma the next and final thing of this page is the notification this will allow you to include the bidsync links plusted this is a paid service that bidsync provides to you however the city's bid do not come through the link plus so you can go ahead and uncheck that if you're interested in learning more about the links plus go ahead and call our customer support line and we'll give you more information on that after that we'll go ahead and hit next step this will allow you to be taken to the classification categories what this is doing is it is taking those keywords that you input on the previous page and it's bringing up a list of nigp codes that match so what that is is nigp stands for National Institute of government purchasing they have taken all these services industry products good services that you can think of and they've made a classification system out of it what it will do is it's taking those keywords that we input and it's pulling any codes this system fills matches and puts them in this box what you'll then want to do is read through each one of these and check any that apply so you could say we do construction communication equipment machinery all type asphalt pavers just kind of whatever applies to your company you'll just read through the whole list and check as many that apply the second list you can have access to is the C codes like companies like your selected so besides just tracking what keywords companies are using we're also tracking whatever they use a certain keyword what kind of codes are they selecting so this may have some additional keywords for you to use so you can look through here then have those apply now you are only required to have one code on your account but you can have as many as you would like so down here at the bottom it will say classification code selected and then the number you selected as long as that number is green you are good to continue on and the only time it does not appear in green is if you have not selected any codes then it will appear in red so after that you're going to go ahead and hit next step this will allow you to be taken to the completion page because at this point we've actually completed the bits registration as you can see on my screen I now have a thank you for registering with Fitz Inc at this point you can go ahead and login you can view bit information change your profile I'll have access to placing an offer and asking questions things like that because you are going to read-only access until your account has been confirmed to get your account confirmed you can wait one business date until you receive the email that says your account has been confirmed or you can go ahead and call a big sync customer support representative and have your account confirmed immediately on this page our business support line is listed here I pretty much just gave you the whole Burbage fill just now so you can call that number once you create your accountant get it activated or our contact information is always at the top in the right-hand corner or you can go ahead and call us so that is the registration process with in sync I'll now go ahead and open the floor up for questions if you have any questions on registering with bidsync okay so it looks like there are no questions coming in right now so what I'm going to do is continue on to our next subject which is participating in a solicitation and this will just give you a walk through replacing a bit in the bidsync system what I'm going to do is go ahead and go back to the bidsync homepage and instead of going to the bottom and registering for a new account I'm actually going to go ahead and login I can do that by clicking on my account in the upper right hand corner I'll then be taken to the bidsync login where I can go ahead and type in my username as well as the password to my bidsync account once you log in you'll be taken to your home page of the logged in bidsync system which appears as it is on your screen right now I'm at the top of this screen I will have a search bits area up here you can go ahead and actually search for a bid we'll be doing that in just a second I just want to kind of highlight some of the other things you'll see on this page so then you'll have this blue bar with four tabs in it the first one is home that'll just take you back to the home page we're looking at right now you'll then have my account that will allow you to view your account information we'll be covering this in more detail at the end of the training you'll then have the agency list this will allow you to go in and view which agencies are contracted with bidsync you're able to select on each individual state and make that selection there the last one you'll have a support this will take you to the big pink customer support portal and it'll allow you to review articles we've created on our processes as well as allow you to submit an email or a ticket to bid sync with your questions below that you're gonna have four boxes the first one is an alert this will let you know if you have any alerts on your account so if we can click on this we can see that one of the bids we've been working on has an ascendant on it so to let us know that there is an addendum I'm with the denims you do receive emails as well letting you know that there was an addendum on a bid the next box you'll have is your current subscription this will allow you to view the current subscriptions you have on your business account if you purchased that option after the current subscription you'll have been managed there's five icons in here the first one will allow you to add users to your account the second one allows you to manage your regions next one that little envelope guide allows you to manage your notifications the apples and the oranges allows you to manage your classification and then the phone allows you to contact visiting customer support you're also able to edit any of those things under the my account tab then the last box you have is your active credit cards if you have any active credit cards on bit sinks they will be appearing there then you'll notice two please scroll down on the page we'll have two boxes one says link fits and the other is the links plus remember the links plus beds are the paid service with bidsync so if you're interested in the service service again you can go out and contact us and we'll give you more information however these cities bids will be posted under the links beds area under the links this area you're going to have this orange back bar with several tabs in it at the first one you'll have is the addendum this will let you know if you have any addendum on your bid and you can see that I do have one on a that I'm currently working on the next have you have isley changes changes worked the same way as an addendum in our system it's just a verbage change this depends on the agency's rules you'll be able to see those there any time there's an addendum on it or a change on it bid you do receive an email if you have your notifications turned on the next tab is my bid and what you can do on every bid is you can add that into your my bids area this will allow that bid to just be placed on your homepage will then have about to end this will be any bid ending within the next 24 hours on your account so allow you to easily get access to that bit so you can start placing an offer on it you'll then have invited bits this will allow you to go in and look at any bids that you've been specifically invited to by an agency you can go ahead and see that listed there the last tab you have is the bid with offer if you've placed any offers on a bid those will be appearing there and you'll be able to click on it and go in and look at that they'd review your offer and make changes to it if you need to so what we're going to do now is we're actually going to go ahead and little Kate a bid so up here at the top we're going to use this search area so we can see here we have the option to search by bid title or description you can also put in the bid number those are included in the email you receive a notice of so you don't have to worry about trying to locate those after that you'll have an all regions area where you can go ahead and drop this down to a state so we could go ahead and select Oklahoma and after that you'll have the current babes this will allow you to look at all the current bits that are currently on this system if you drop that down you do have the option to search by a path bid or a bid that is already closed on our system an example of that would be on that Tuesday at 10 o'clock you're used to going to the City Clerk's office in order to view the tabulation of the bit you'll now be able to come in at a bid sink system and view that there so let's go ahead and select 2013-2014 pass phase and then select go and then pull that up so we're gonna go ahead and look for a current bid on the bid sink system so what we're gonna do is we're gonna go ahead and hit go will then be taken to the search results page this will display all the bids that meet the criteria we set at the top and what you can do here is you're going to want to go to that orange bar with two tabs in it and you're gonna want to move over to the links pits the links bids are going to be the bids that have been released by this city as you can see there are two bids listed in here the top it will explain a little bit more what you'll be doing with that bid after we've gone through the training material but for the purpose of this training we're going to use that second bid down here the heavy equipment test I'm going to go ahead and click on the title there and that will then take me to the bid information page on here it'll display all the information the agency has provided for this bid so these box ads that you'll see you'll usually have these boxes right next to each other but because I'm zoomed in they're showing on top but we'll have this bid alerts area at the top you'll want to go ahead and read through that and if those apply to you go ahead and take care of them if not you'll just want to move over to the second box at the top of this box you'll have the bid number as well as the title of the bid this will allow you to see what the agency has assigned that bid to be you'll then have the agency that release a bit as well as how much time is left when the bid started and when the bid ends over here you're going to have the logo of the agency and below that you'll have two things you'll want to kind of pay attention to the first is how do I place an offer here what you're able to do is go in and see the instructions for placing an offer on the bid sink system if you kind of forget how those are done the next thing you'll have is the notifications area when you first come into the bidding system the notifications are automatically turned off if you want to turn those on so that you receive notifications of addendums question and answers pre bit conferences you can either start working on the bid and it'll automatically turn them on or you can just hit notify me about this bit when you click notify me about this bit the notifications will then turn on and that pair of binoculars will no longer have the cross through it looks like it's not taking me click on that button so we're going to go ahead and continue on ok there we go after that we're gonna have two options here the first one is to download a bid packet this will allow you to just download that bid packet from the system just a concise PDF of everything from the bid then they add to my bids that's what you can click to have it added to your my bids under the home page moving down you're going to see that you have another orange bar with some tabs in it the first one you'll see is the details this is going to be the details that the agency has released with this bid here we can see the time the bit started some bid comments things like that but the one thing I do want to point out is the expected expenditure this will be the amount of money you plan to spend on this project so here you can go ahead and quickly find that information without having to look through plans and specs to find them so after details the next tab you'll have is documents these are going to be all the documents that agency has attached the aphid Aetas registration form plans FAQs different things like that there's two types of documents in the bid sink system that you're going to see in this area the first one is not viewed and the second is pending acceptance with any not viewed document all you need to do is click on the title of it open it up and then when you close out of that the not views will change to viewed the other option are the pending acceptance to accept those what you'll do is you'll click on the title of the document like this first one we have here will be taken to the supplier response form this will display that alpha data the anti no inclusion at the data you're used to seeing and then it'll have some boxes of some area they want us to fill out so as an authorized agent I can go ahead and start filling out these boxes so ask for signature of an individual I can put my information there so you're going to do is fill these boxes out what to fill that out go ahead and scroll down you'll then see an area on this form I that's asking to be completed by the notary I've chosen this form to kind of show you how you're going to complete any forms that need to be completed by a notary so you as the authorized agent are going to come in and you're going to fill out that first part of the form you're then going to come down and skip over the notary section since you can't notarize your own bid you're then going to go ahead and type in your password at the bottom and click Save this will then save the form and allow you to electronically sign it your electronic signature will um which is your password it will act as if you were actually signing the document and it is just in just as legal and binding as that original signature then what you'd want to do is you would want to have the notary added as a user on the account whether that's somebody from the bank or somebody within your organization we'll show you how to add somebody to be account when we go through the my account area will then want to go ahead and have them log in with their username and password locate this bit and open up this form they'll then be able to fill that out and then they'll use their electronic password to sign the form as well once you do typing their password and click Save that swarm will then close out and instead of thing pending acceptance it'll now say accepted I've already gone ahead and taken care of these forms there are five on here so that we didn't have to sit here and do it on the training so once that page loads you'll be able to see all five of the documents have been accepted next to them so the next tab we have is the line items these are going to be the items you're bidding on this will list all the different products they're buying or whatever it is this bit is for I'll give that a second to just kind of catch up to us for this training bid we're going to be using we're going to have two line items the first one will be the delivery and it'll ask for the days after receipt of purchase order the next one is the bid price in those documents that listed out all the equipment they were purchasing and they just want to know a total price so it's still quite not loading here we go now that should be displaying on your screen so you can see what I was seeing so here we can see delivery a bid price we can see the description which I did describe to you already you'll then have a has offer link a to those estate yes or no depending on if you have an offer on this bit or not then you'll also have a place offer link here as well as at the bottom of the page to go ahead and place an offer on the bid after the line items will have the question and answers I'm in here you can go ahead and ask the agency any clarification questions or anything you're needing to ask them you'll want to go ahead and just pay attention to the question and answer deadline as long as that is open you can go ahead and hit ask a question and then that'll pop up a box that will allow you just a text box to either copy and paste from word or you can go ahead and just type into that box what your question is below that here's that box that should now be showing on your screen you'll have all the questions that were previously asked the question answer section is public so anybody can see what each other are asking as well as the answers that were given these are done anonymously to other users cannot see that you asked that question once you ask a question on whether or not you had your notifications turned on they'll automatically be placed on and then once the agency answers that question you do receive an email with that answer after that we will have the vendor ads this will allow you to come into the bidsync system and place an ad on this bit it does cost $30 to place an ad on bidsync this will allow you to place an ad for a sub seeking a prime or our prime thinking of sub if you're wanting the last tab we have on here is the plan holders list the plan holders list is not used by the backyard it's only used by public works so we're going to go ahead and skip over that below that you're going to have the addendum this will allow you to go ahead and view any addendums that were made on the bid these are emailed to you as well as placed on the bid information page so here we can see that the previous end date was this morning at 9:00 a.m. MDT s at ten o'clock your time and then the new end date is now on September 16 below that we will have a place offer where we can actually go ahead and place an offer on this bid once we hit place offer it'll go ahead and bring up all those line items on the place offer page so this is what that page looks like you'll notice that every line item has its own box here where you'll be filling in in from at the top here you'll see the line item name we can see here that this is for delivery remember they wanted to know the delivery they wanted to know how many days after receipt of purchase order you can click on that and it'll pull up more information about that line item you'll then have the products code area this will allow you to see the product code and sorry to put any product code for your own option if you have a SKU number or a part number or anything like that you can put that there it is optional so you can go ahead and leave that blank the next thing you'll have is the notes for buyer this will be any notes that you have to give to the buyer if you have more information about that line item after that we're going to move over to the unit price my suggestion before looking at the unit price is always to check your quantity and your unit so here we can see they're requesting day as the unit of measure so over here in the unit price we're going to go ahead and tell them how many days since this is days go ahead and ignore that unit price area that is just a standard for the bidsync system so that'll go ahead and go over to the agency as nine days below that you'll have the unit price text just like on a check you have to fill out the number your the amount of money you're giving a person twice you have to fill it out in the box and then you also have to write it out on the line that's all you're going to be doing here so we can go ahead and just put in nine days Ballu that you'll notice you'll have an upload attachment wink here you can go ahead and upload any attachments you have any catalogs anything like that that you would need to give to the agency you can upload that there so you're wanting I want to do the same process on every single line item so down here we can see the bid price they're wanting to know our total bid price which happens to be $10.50 so we'll go ahead and put that in here one thing I do want to point out if your quantity is greater than one the big sink system will automatically calculate your total price so for example if we were looking for a sir an item maybe pavers and the agency was going to be purchasing two of them that would automatically calculate your total price over to $21 so again just like we did on the other item we need to write out the unit price texts one thing I do want to point out here just on a check you would normally do ten dollars and then you would do 50 over a hundred and that would account for your cents however this fill does not allow for any characters that are not the alphabet to be in here so what you want to do is just type out 50 Cent's and then that will allow it to be accepted the next thing you'll have is your attachment this will allow you to upload any attachments again with the attachments link you'll notice that there will always be one on every single line this is because bidsync has given you multiple opportunities to upload your attachment you can't upload them with on any line item you want they go with the bid as a whole not with each line item the agency will see them all grouped together in just one area you'll also have a notes for buyer I'm for the single line item as well as the bid note and these notes will apply to the bid as a whole not just a single line item so if you're you have more than five line items on a bid those line items will appear pages so right above that submit option you will have pages 1 2 3 so make sure you're going through each page to look at those line items and fill them out after you've completely filled out all your line items you can go ahead and hit submit and then this will take you to a review your offer page at this point you can go ahead and make sure you've entered all your information incorrectly if you made any mistakes you can't you can come down here to the bottom and head back and go in and make those changes as needed the next area you'll have is the addendum if there has been any addendums on the bed you'll need to go ahead and accept those so next to addendums accepted there will be a box however i've already placed an offer on this bed before and accepted the addendum so that box goes away because you don't have to accept it multiple times but when you do it the first time you'll want to go ahead and check that box the next thing you'll want to do is go to the offer confirmation box my suggestion is you always check this box here this will allow a confirmation email to be sent to your email regardless of your notification preferences if you've accidentally gone in and selected those to be never you'll then want to go ahead and type in your bid sync password your password acts as your electronic signature which is just as legal and binding as an original signature after that you're gonna want to go ahead and click on confirm that will allow you to confirm your offer and your offer will then be placed into a lockbox at this point if you realize you still made a mistake you didn't catch before you can go in and edit your offer as many times you dude like and submit it as many times as you would like just the very last offer that you submit to the agency will be the one they receive so that is it for placing solicit and responding to a solicitation on bidsync and I'll go ahead and open the floor up sending questions so if you have any questions go ahead and put those into the questions area on your window okay so doesn't look like any questions are coming in what I'm going to do now is we're going to go over that managing account area and so what we're going to do is we're going to go ahead and click on home and then we're going to click on my account this will then allow you to edit that profile that you had created originally on bidsync during your registration when you once you click on my account it will take you to the account profile set up you'll also want to do this if you've already created an account and bit sync and you want to edit it just to make sure you're gonna receive Oklahoma City's bids so what you're going to want to do under Regents is go ahead and click on edit this will allow you to come in and choose the different states you want to receive notices for so to receive the city's bid just come down here to Oklahoma and make sure that is checked you'll then go ahead and go to the bottom and click see if you made any changes the next one is those nigp classification my suggestion to anyone I ever talk to is to always scroll to the bottom and click on show selected and IGP classification this will then show you all the classifications you have on your profile if you would like to edit and remove any of these I would say just writing down what that five digit number is so you can easily search for it and locate that to add more codes to your profile you can go ahead and scroll up to the top any number one field to search by NIH EP cooter keyword we could go ahead and maybe type in construction equipment and hit Search it'll then bring up all the codes that have to do with construction equipment if it has a check and is bolded that means that it's already applied to your profile otherwise if you need to add it you can go ahead and just check the box so that what we're gonna do is we're just going to scroll down here and we're going to go ahead and click Save this will allow any changes you made with your profile to take effect after that we'll have the notification this is where you can come in and set your notification preferences so as I click on edit this will be the screen I get so up here on this page in order to receive the city's bit I would suggest turning this the first six to email the other two are just your preferences to what you're wanting them to be so you can have those sent to email or fax if you make any changes on this page you can go ahead and click Save or just cancel out the last thing you'll have on here is the agency type these are the type of agencies you want to receive bits from in order to receive the city's bids the only thing you need to have turned on as a municipality the rest are your choice so again any changes you make need to have the Save button option clicked you'll notice here that there are some other profile setup options you have we're not going to cover these since they don't have anything to do with this city's account I'm you can come into your account and review those and go through that process of editing those if you need help putting those together you can go ahead and contact our support team and then we will go ahead and assist you with anything we can so really quickly I'm going to show you how to add a user to the account so I'm going to come over here to the admin tab so just under my account in the admin so if you needed to that notary whether it's a person from the bank or someone within your company we can go ahead and click on new user this will then allow us to fill out the information for that user we can create them a username and password just be aware the first time they log in they will be requested to change that password after you set up their username and password you'll want to set up their permission so if this is just a user on the account you can give them whatever permissions you're wanting for the notary you'll want to make sure that they have their respond to bed permission and then they'll be able to fill out that documentation so once you've created this user and filled out their profile you can go ahead and type in your password and click Save to confirm those changes the other option you have for getting a user added to your account is you can go ahead and have them register their own user going through that same process we covered the first part of the webinar what you'll then want to do is have yourself in the user on the phone when you call in to our bid sync customer support line we will you'll then be able to speak with representative and ask for your accounts to be merged they will then be one account where you can go in and edit the same bit things like that you'll still have your own logins and your own password so it can mark what you've worked on and what the other person has work done so that was all the information I had to cover if you have any questions feel free to submit those now I'm just going to share one last thing with you and that is the contact information for bidsync our phone number is listed on the screen when you call in and that lady starts talking to you with the automated system to bypass urges to option one and then option one again that'll get you to a good seat customer representative and they'll be able to assist you you can also email us at support at big Singh Kham and we'll respond to you via email you can also go to our customer solutions portal where it has articles as well as you can submit emails and tickets to us there and that is just support stop bid Singh Kham and there's just a few other things that I would like to say and thank you Katie definitely and I would and this is Amy Russell with city of Oklahoma City and I just wanted to let you know that there is a test bid out on the live system for you to access please go to that bid and go ahead and submit a bid on that and we will have a mock bid opening on Wednesday September 18th at 2:00 p.m. our first live bid release will be September 25th then our first live bid opening will be October 15th thank you again for attending our training and we hope to do quite a bit more business with you in the future thank you you you you