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Accepting an Event


In this topic you learn about viewing public events and accepting the invitation to participate in the event. After completing this topic, you should be able to:

- Navigate to and search the bid events page.

- Accept a bid invitation

You can search for events and preview them without being logged in to the Supplier Portal. Topic one in the Lesson Responding to Events is called Searching for an Event/Solicitation. Topic two in this lesson is called Previewing an Event. Review those topics for more information on how to search for an event or preview an event.

In order to accept an invitation, you must be logged in to the Supplier Portal. This training assumes you are already logged in.

Steps:

  1. In order to accept an invitation, you must first locate the event you wish to accept. For this training, you will navigate to the View Events and Place bids page. There are alternate ways to navigate to an event, and these are described in the fourth topic of this lesson. That topic is called Responding to an Event. You will now navigate to the View Events and Place Bids page to search for events. Click the Manage Events and Place Bids link from the Main Menu section at the upper left of the Supplier Portal homepage.

  2. Click in the Manage Events and Place Bids link opens the Manage Events and Place Bids menu page. From this page, click the View Events and Place Bids link to navigate to the View Events and Place Bids page to search for and view bids.

  3. Clicking the View Events and Place bids link opens the View Events and Place Bids page. This page is used to search for events and solicitations. Detailed instructions on how to enter search criteria is provided in the topic, Searching for an Event/Solicitation; review that topic for more information. This topic focuses on the Search Results section in the bottom half of the page.

  4. The Search Results section presents the events or solicitations that meet the search criteria you entered. The Search Results Section includes the following columns: Event ID, Event Name, Format, Type, End Datetime, Status, and Agency Description. These columns are also described in more detail in the Search for an Event/Solicitation topic.

    When you have located the event you would like to accept, click the linked entry in the Event ID column. This is the only column that is linked in the Search Results section.
  5. When you click the Event ID link, the Sourcing Information page is displayed explaining the actions that may be available to you when you view the event details, depending on the status of the event. The actions that may be available include A) Accept Invitation, B) Bid on Event, or C) Decline Invitation. Note: If you have not logged in to the Supplier Portal, the Sourcing Information page displays an explanation of the requirements in order to bid on a Minnesota Event along with instructions on what to do if you do not meet any of the requirements.

    No action is required on the sourcing information page. Click the OK button located below the text to navigate to the event details page.

  6. When you click the OK button, the system displays the Event Details page. This page is divided into several sections. At the top right the page displays your Vendor Name and Vendor ID. If you are not logged in while previewing the event, a message indicating this is displayed instead.

  7. The next section down contains two parts. On the left is a link back to the Sourcing Information page. Below this link are two buttons, Accept Invitation and Bid on Event. To the right of these buttons is the Bidding Shortcuts area. Here there are three links: View Event Activity, View Event Package, and Upload XML Bid Response. View Event Activity-Bidders use this page to view their own bidding activity. Bidders can access only the events to which they have been invited. View Event Package-Allows you to view comments and attachments provided by the State. You will also be able to print a PDF version of the event. Upload XML Bid Response-this link will be displayed if the buyer has indicated that the bid can be downloaded. Most of the functions associated with the links and buttons is described in detail in the topic Responding to an Event.

  8. The Event Details page includes information about the event itself, including the Event Name, Event ID, Event Format/Type, Event Round, Event Version, Event Start Date, and Event End Date. The Event Start Date and End Date show when the event bidding opens and closes for the event. If the event has not started yet, it can only be viewed. After the Start Date you will be able to submit bids on the event.

  9. The next section of the Event Details page is the Event Description. Here you will find a detailed description of the item or services associated with this event. The Event Description provides and specifications and requirements for the item or service.

  10. Below the Event Description, on the left, is the contact information for the buyer or other person responsible for this event. Contact information includes the name, address, phone, fax, email, and links to an online discussion or live chat help regarding this event, where available.

  11. Below the Event Description, on the right, is information regarding payment terms and bid restrictions or limitations. The My Bids field shows any bids you have already made for this event. Edits to Submitted Bids indicates whether the buyer will permit changes to bids you've already submitted. Multiple Bids indicates whether bidders can submit more than one bid for this event.
  12. Below the Contact and Terms area is the Lines section. The Lines section displays information about the line item, including: Line, Description, Unit (of Measure), Requested Quantity, and Status.

  13. After reviewing the event details, you have the option to accept the invitation to the event. Accept Invitation means the vendor accepts the invitation to bid on this event. Use this if bidders are not ready to prepare their bids, but want to indicate their intentions to participate in the event.

    Note: It is the bidder's responsibility to submit a bid prior to the end date. Accepting an event does not mean a bid is or will be submitted.

    Note: If you have previously accepted the invitation, the button will read Decline Invitation instead. It is located in the same place on the page-at the top left. If you are no longer interested in this event, click the Decline Invitation button to indicate this.

  14. After you accept the invitation, you are returned to the View Events Place Bids page where you can continue to search for additional events to accept or bid on.

    The status on the event you just selected has now changed to accepted.

Congratulations! You have successfully completed the topic, Accepting an Event. Having completed this topic, you should now be able to:

- Navigate to and search the bid events page.

- Accept a bid invitation

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