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Propose signed electronically order

good morning this is a video on how to respond to an RFP electronically into bid by so I am logged in to my home screen through my vendor account so this is exactly what it will look like for your your home screen for your vendor account you have a couple different options here you have the news vendor communications bids quotes vendor performance now really what your what's going to happen is you guys would receive a notification via email that your nigp code that you have selected to be solicited for there is a solicitation out there for you so what you'll do is you'll go to bids and you'll have that bid number so I'll click bids within the bids there is a rolling it's in chronological order descending order of the bid number so what you will do is you know according to that email you would go to the bid number that is that you were notified for now for a high-level view just to get an idea of what we're gonna do with RFPs we're actually going to have two different RFP bids one is gonna be the technical proposal only and one is going to be the pricing only so in this instance I was notified via my vendor account that bid number one one three one one three seven seven you can see here in the description it'll say you know what it would actually what it is and then technical proposal and so what we're gonna be doing is we're gonna be going in and attaching documents exactly the way you normally would if it was in a paper world you would just be attaching the documents electronically okay now as you know you know you have those different packets that you would have to submit in paper so the pricing needs to be sealed and separate so that is why we have a different video B you can see right below here is pricing and the the need there is that we need to have that pricing packet it act really acts as like a pricing lockbox okay and so once the you know the RFP process will continue per usual they have the opening then they go to evaluation and only after the technical proposals have been evaluated will they open price so that's really the reason why we have that two separate bid so they will both be due on the same exact day and time very similar to what would happen in a in the previous process but you'll have to go in and submit to both different to both bits okay so first thing I'll do I'm gonna walk through the technical proposal only most of the activity is going to be taking place on the technical proposal only all of the award information is going to take place on the technical proposal the only thing that's gonna be happening on that pricing only bid is attaching your pricing so let's open up our first bid which is one one three seven seven I click on the hyperlink here on the left it's going to bring up all the general information about this particular RFP I see that the bid opening date is up on the top right hand side some of the information in the bulletin description now we're gonna have a couple different you know four or five four or five different instances where we are providing instructions to you as the vendor to submit technical proposals only here or submit pricing here this is our first touch point in the bulletins description this bid is only used to submit technical proposals and all required forms do not submit pricing on this bed electronic responses only no paper responses will be accepted pricing will be attached in bid number one one three seven five so that's our first time that we are in our first instruction there you're gonna see our file attachments we have a first question can two people access the same vendor account at the same time yes you can you could have two two different people logged in to your account and we can maybe dive into that after the recording is done but you actually can do that so as a part of our file attachments vendor instructions who submit Google proposals let's open that so here is some vendor instructions to submit technical proposals for offers or a bid number one one three seven seven so this provides some instruction within saying this is only for technical responses and other required documentation do not submit pricing on this bid pricing to be submitted under bid number and it references the pricing bit so when you create the quote in the items tab it's saying do not enter pricing here price when will be submitted on bid one one three seven five in the attachments tab you're going to attach the technical responses the contract offer to the state forms a or forms B and any other required documentation per the solicitation document and then a note pricing must be submitted on one one three seven five before the bid opening date at the bottom here we just have some specific just provide some additional information about why we are doing the RFP process this way as well as a link to the CP o notice okay so that's our first attachment our second attachment is notice of an electronic submission only and this is going out on all solicitations it provides additional information as to why we are doing the RFP process this way I'm not going to read this whole thing essentially it's very similar to those notifications or the vendor instructions there but you can read through that that's going to talk about the request for proposals require vendors to submit documents through two separate bid by bid numbers and that's really what we're walking through now so it allows that that pricing to be to be locked okay then you're gonna have you know your the RFP the actual RFP document as well as blank forms a blank forms be that you can download and you'll complete those documents as a part of your your quote so as I scroll down to the bottom if there's some additional information here in terms of is there a BEP goal I'm in this case we're in the this is just a test bid I set the BEP BEP goal afford 20% and the VBP goal for 3% as I scroll all the way down to the bottom we will click create quote so I select create quote it's gonna open up my new quote and then what we're gonna do is these tabs starting from the general tab working all the way to the right and then we will end up on the summary tab and submit our quote on the summary tab so on our general tab here we don't need to do anything except for click Save and continue okay my click Save and continue once I do that now you can see that I actually have a quote number okay so from here on out if I went back to my home screen I would see that I had a quote that was in the working status so it's kind of in progress there you can see the status here is in progress and then I'm going to continue to move through my tabs now I want to point out something here at the very bottom if there is a BP VB eagle and you are self fulfilling the goal please navigate to the subcontractor tab and enter your company name as the vendor fulfilling the goal I want to point out that you can ignore this for right now we're going to be working on either changing that information or that language or remove altogether because most agencies aren't utilizing that subcontractors tab anyway so I don't want to be I want to be very clearly you don't have to go into that subcontractors tab we are going to ignore that so save and continue we go to our items tab normally we would just go from left to right but we're not going to be submitting pressing in our items tab okay so even if I click in the items tab here we see that we have a vendor instruction not submit pricing on this bid this bid is only theirs to submit technical proposals in the required documentation okay so you can skip right over that items tab but even if you did click into it it's gonna tell you hey you know don't do that you're not going to be submitting your pricing here okay next tab is the questions tab now we're gonna have a required question here because we want to make sure that you acknowledge that this is going to be the technical proposal only and pricing will be submitted on a separate bit so this is a required question we can see here on the top left hand corner a quote validation error question 1/4 header is mandatory and not answered so it's not gonna let you the system will not let you submit this quote without going in and answering this question so do you acknowledge that this bid is to submit a technical proposal only and pricing will be submitted on bit number one one 375 you select yes I do acknowledge that and then I save and continue you're gonna see that my error goes away and now I can move to the next tab the subcontractors tab just like we talked about we aren't utilizing this at this time so you don't need to do that so anything anything that has to do with your subcontracting your utilization plan or if you're self fulfilling all of that documentation is not changing you would be attaching all of that information the way you normally would in paper we're just going to add that in the attachments tab once we get there okay so you don't have to put anything here on the subcontractors tab our next tab is the notes tab now this is just an internal note sticky note for you kind of like a yellow post-it know the state of Illinois cannot see this can I see this information but it's there if you wanted to make a note about your quote you certainly can our next tab is the terms and conditions now this is going to be required you're gonna have to acknowledge the terms and conditions and this is really a just a hard stop within the bid by system if you if you do actually take exceptions to any of the terms and conditions that would be a part of your technical proposal anyway so you don't need to go in and put in any of your exceptions here because you're already attaching those documents in your attachments tab so I just want to be clear this you know while this is a new process for everyone the documentation that you'll be submitting is not going to change l it still will be the same exact documents that you normally would it's just we're using we're attaching them electronically rather than having them print it out and mailed in or or dropped off in person so accept the terms and conditions yes save and continue and then I get to the attachments tab now the attachments tab you know as you can see here I mean within four clicks or so we're at the attachments tab now this is really where most of your activity is going to take place because you need there's gonna be multiple attachments so I click on attachments what I'm going to do is add file when I click Add file now I'm going to go in and choose file so you add file choose file it's going to go into my computer and I can go in and grab you know my technical proposal that I had already completed so we'll go into downloads here we'll say that this is my RFP that's my technical response and one note here about this confidential we're in the training environment any in the production environment whenever you attach any documents to your quote it's gonna automatically mark it confidential so you're not going to have to click that little checkbox there but you want to ensure that that is click confidential I click save and exit now you can see that attached my technical response if you have the title you don't necessarily have to put in the description here I just did that because I you can if you would like to put in that what that description is for that document you can see that it's marked confidential it was attached by me on the date now if I attach something and I want to delete it I can select the delete box and then click Save and continue so a couple notes about attaching documents here you know normally we would have those different packets you don't have to organize the packets it's not required to order the packets in the same way you're just going to be putting in all that documentation of course you wouldn't be putting in the pricing packet because that's gonna be going to another bid but that's a question we've had a lot is do we need to label you know packet 1 packet 3 Paquette 4 packets 5 you do not have to do that you're just putting in the documents another option is you know of course you can put in all of your documentation you know you can attach them one by one if you would like you certainly can do a zip file as well so if you want to add all you don't have all your different packets that you would put in you know you could put that in one zip file and have one attachment in goodbye and there is no no size limit to that as well okay one question can we attached can we attach more than one document as we complete them or do they need to be in one upload no you can absolutely do that at any time as long as I said as long as I select save and continue I can go back and move around and come back to it and all your documents will be there so this isn't a you know one-stop-shop type of type of transaction where you have to put everything at once you could go in and you know have your forms a forms B but let's say you're still working on your technical response so I want to go in from a procurement requirements and point I know that you know I'm in the IPG I have an active registration in the IPG I'm going to add my forms B shoot farms B save and exit but maybe I'm not ready to put in my technical response yet because the team is still working on that you can have all of that all that other information maybe you know maybe I have my technical technical response ready but I'm still working on my BEP utilization plan or any other document as long as you attach and submit your quote prior to the bid opening time and date you are you're good to go okay so any of your other documentation that I have to be there and you're just gonna look at the you know the solicitation to see all the other required documentation and then you get to the summary tab I scroll down to the bottom I can see all of my attachments I acknowledge that required question and then I submit quote okay it's going to say are you sure you want to submit the quote yes I'm sure and now you can see the status on the right-hand side is we have been submitted so now if I go back to the home screen another thing is I just received an email notification that once I submitted that I have submitted a quote you'll receive the same exact notification when you submit so now if I want to go back and I think you know I'm thinking about it I go oh you know what I want to change something or I want to go back and take a look at my quote it lives in the quotes or if I go back to the bids I can see for that technical proposal I have links to my quotes over here I have multiple quotes here because I did a training on this last week as well so you can find it there as well as in the quotes tab you have different kind of silos here you have your informal you're working submitted quotes or withdrawn quotes so I this would live in my submitted quotes so these are all the quotes that I had submitted so you can see here as a part of this bid hyperlinks to the bid as well as it hyperlinks to my quote so let's go back and let's talk about maybe I need I want to withdraw my quote and change something I can go into my quote in the summary tab this is still in that submitted status if I want to withdraw I have the option to do so I can click withdraw are you sure you want to withdraw this quote now you can see that the status is over on the right hand side is now withdrawn so if I went back to my home screen now this quote is living in the quotes you know still in the quotes tab but now it's in the withdrawn so it just organizes all your quotes here under that quotes header tab so let's say you know what I want to go back into with this withdrawn I want to open it back up and continue to work on it I go to the summary tab and the status is withdrawn I want to reopen the quote which is going to now move this back into in progress status so now this quote is living in the the working the working tab of our of our quote so if I go back to my home screen here and quotes you're gonna see that it's living in the working tab here okay so that's that's how that quotes header tab works is it just kind of that way it's easy access for you to find your quotes if you know it's been submitted already or if it's something that you're working on so for instance if say I had started a quote and I just put in one attachment or so and and then I I start working with something else I come back to it it's gonna be living in this working tab here so let's go back to this quote acknowledge that this quote has not been submitted once acknowledged you may finish the quote and submit it for consideration so yes I'm acknowledging yes I have not submitted this yet back up I'm in that in progress fat so I could do you know maybe I needed to go out and add another attachment I Duke I can do whatever I needed to do I scroll back down to the bottom of the summary tab and submit my quote okay so assuming you weren't necessarily submitted or you know submitting and then withdrawing and then resubmitting it's pretty straightforward in terms of there's only a couple clicks and then you're into your attachments tab and attaching your documents once again that can be one large zip file that has all of your documents you can pepper your documents in one at a time throughout you know any any span of time it's just remember that you have to have that click submit quote prior to the bid opening date and time okay so that was now we've checked off the technical proposal homely let's go to the pricing only bid and submit our pricing so once again we go to that home screen we go to our bids tab we're going to scroll down through our bid if there was more of course you can click view more here if I needed to - happens to be at the top there but if you click view more you scroll down you can see how these bit numbers are in descending order so you're just gonna be looking for that bit number over here on the middle I'm looking forward this pricing only bid because I would have been notified for this as well I'm going to open up from this screen I can either open up the bid and click create quote or I can create a new quote over here on the right hand side I can just click create quote and now I'm starting a new quote so this is a very similar situation within only a couple clicks I'm gonna be into my attachments tab there's not going to be as much activity on this bid right because all we're doing for this bid is answering the question acknowledging terms of conditions and then attaching the pricing document so really this one will take a lot less time save and continue on the general tab which starts and gives us a quote number I have my errors at the top left hand side that are not going to allow me to submit this quote without taking care of that I'm in the items tab you know we we can ignore it because we're not adding anything here but if you happen to click on it we do have vendor instructions they're saying do not enter pricing here attach the pricing document in the attachments tab ok we have our questions we're gonna have a similar required question here as we did on the technical proposal holding link only it's just kind of vice-versa it's saying do you acknowledge that this bid is to submit pricing only the technical proposal in all required forms and it refers back to the other technical bid I click yes save and continue remember we are ignoring the subcontractors tab but notes tab is there if you want to utilize it once again the state cannot see that information terms and conditions I have to accept the terms and conditions as a reminder if you do take exceptions to the bid that's going to be a part of your documentation anyway you don't have to input this information within bimba it's just a system hardstyle save and continue i'm Hinda my attachments and then i'm gonna go in and attach my pricing you won't have to you know you don't need to go in and attach all those other technical proposals in here you just want to add that pricing because remember this bid is just there as a essentially it's acting as that sealed packet so I'll go and add file choose file and then I didn't have a previous pricing document made so I'm just gonna grab this document and this is our pricing once again that confidential box will automatically be checked so you don't have to do that but within the training environment I just want to check that you can see that I have attached my pricing document it is marked confidential and then it shows who is attached by and the attachment ain't if I'm happy with that I can move on you know at any point you could have started this you know maybe I have my pricing and then I kind of let it sit here this way prior to the bid opening date you can always because because this is in progress status everything is staying the same as long as I go in and attach my pricing and click Submit quote prior to the bid opening date in time then you are good so I'm happy with my pricing I submit my quote are you sure you want to submit a quote yes now it's moved into that submitted status and I just received another notification that I had submitted a quote to bid one one three seven five you know once again if I needed to submit or it needed to withdraw for a foreigner who's not wanted to change my pricing I have that option now I can go back in and withdrawal the quote similar to what I just showed you on that technical proposal okay I think that covers everything for the technical and the pricing bid only and I'll go ahead and stop the recording now and then we'll answer some questions