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Responding to an Event


In this topic you learn how to respond to an event. After completing this topic, you should be able to:

- Locate an event to respond to

- Navigate through the event and review the event details

- Respond to the questions on a bid

- Submit a bid

You must be logged in to the Supplier Portal in order to respond to an event. This training assumes you are already logged in.

Steps:

  1. There are several ways to navigate to an event to submit a response. You can follow the same navigation that is described in the Searching for an Event/Solicitation topic, that is, clicking the Manage Events and Place Bids link from the main menu on the Supplier Portal homepage and then clicking the View Events and Place Bids link from the Manage Events and Place Bids menu page. That sequence opens the event search criteria where you can look for an event based on various parameters, which are described in detail in that topic, Searching for an Event/Solicitation.

    An alternate way to access an event is to jump to it directly from the Supplier Portal homepage. On the right side of the homepage there are several sections, starting with Solicitations at the top and then Sell Events. These sections list any events and solicitations you have accepted. (See the topic Accepting an Invitation for more details on this process.) The five most recent Solicitations or Events are listed and linked to the Event Details page. If there are more than five events, then there will be a link below the list of Event Names that reads See all of my events. Click this link to open a list of all events you have accepted.

    For this example you click on the most recent event shown in the Sell Events section of the Supplier Portal homepage.

  2. When you click the Event Name 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. No action is required on this page. Click the OK button to navigate to the Event Details page for the event you selected.
  3. Review the details of the event. The elements of the Event Details page are described in detail in the Accepting an Event topic and the Previewing an Event topic. When you are certain you wish to submit a bid on the event, click the Bid on Event button located at the top left of the page.

  4. When you click the Bid on Event button, a text only page opens explaining your option to have bid quantities defaulted for auction line items. Below the text portion of the page are two buttons: Yes and No. Click the appropriate button for your response. This training assumes you clicked the Yes button.
  5. Whether you click the Yes button or the No button to have line item quantities defaulted, the Event Details page is re-displayed with certain changes related to placing a bid. At the top under the page title there are now two buttons called Submit Bid and Save for Later. You can complete part of your response and then click the Save for Later button to save your progress for when you are able to return.

    Use the Submit Bid button to submit your bid response. The system has internal validation to ensure that all required fields are completed, however, you must still ensure that your responses are correct.

    On the same row as the Submit Bid button and the Save for Later button, at the far right, is the Validate Entries button. You can click this button to check your progress and find out if any fields have missing or incomplete responses. Clicking the Validate Entries button does not submit any part of your response.

  6. The next part of the Event Details page includes information about the bid itself, such as the Event Name and the Start and End Dates. There are three new links in this section now that you have indicated you wish to submit a bid. Across the top, at the far right, is the Bidding Instructions link. At the bottom of the Event information area are two links: View/Add General Comments and Attachments and Add Non Public/Trade Secret Data. Each of these links opens a new page in the bid process, and each of those pages will be described below.
  7. First, click the bidding instructions link. This link opens a new page that is also called the Sourcing Information page, however, it contains different information now that you are bidding. The text box contains instructions on how to complete the bid response, how to save a partial response, and how to submit the bid. Under the text box is a Return button. Click this to go back to the Event Details page.

  8. The next new link in the event information area is the View/Add General Comments and Attachments link. Clicking this link opens the General Comments and Attachments page. This page is broken into two distinct areas: Attachments at the top of the page and Comments at the bottom. Below the page title the Business Unit sponsoring the event and the Event ID are displayed for reference.

    The Attachments area contains a section called Add New Attachments. This area contains files if they are provided by the buyer. For example, the buyer might include special terms and conditions or other documentation regarding the event. The section may also be empty. The Add New Attachments section includes the following columns: Attached File-this is the filename, Attachment Description-this is a text box where you can enter a file title, Upload-contains an Upload button which you click to attach a new file, View-contains a View button which is only active on rows that contain an attachment. The far right column contains a Delete button that you can click to remove the attachment.

    When you click the Upload button to add an attachment, a standard file upload dialog box opens, containing a Browse button, an Upload button, and a Cancel button. Locate the file you want to attach and click the upload button to add it to the list. You can then go to the Description column for that row and type in a description of the file.

    Vendors may need to add attachments for a variety of reasons. You may have explanations of your response to certain bid factor questions, or drawings, or certification documents, etc.

    Below the Attachments area is the Comments area where you can add your comments regarding the bid. This area contains a section called Add New Comments which is simply an open text box where you can type your comments.

    Below the Comments are are two buttons: OK and Cancel. Either of these returns you to the Event Details page. Clicking the OK button saves your work on the General Comments and Attachments page while the Cancel button backs out your work.
  9. The third new link in the Event Information area is the Add Non Public/Trade Secret Data link. Click this link to open a new page called Attachments but formatted specifically to enable you to add attachments related to non-public or trade secret data that needs to be included with the bid response but not disclosed. At the top of the page are several information fields: Business Unit, Bidder Setid-this will always say SHARE, Event ID, Bidder ID-this is your vendor ID, Event Round, Bidder Type, Event Version, Bidder Location, and Bid ID-after you have submitted a response the Bid ID will be assigned to your response and would appear in this field.

    Below these fields is an unnamed section where you can add an attachment. It consists of four columns: Attach Non Public/Trade Secret Data-this is the filename of the attachment, Add Attachment- contains an Add Attachment button, and two columns with an add a new row button and a delete row button. Click the add a new row button to add a new attachment. Click the delete row button to remove the attachment in that row. At the bottom of the page are the OK and Cancel buttons, which work the same as on the General Comments and Attachments page.

  10. Back on the Event Details page, to the right of the Add Non Public/Trade Secret Data link, is a new checkbox called Exceptions. If an exception is taken, comments should be entered in the View/Add General Comments and Attachmentssection indicating the nature of the exception. They are not required, however, an exception with no explanation may result in the bid not being accepted.
  11. Below the Event Information area is the Event Description and then the Event Contact and Payment Terms areas. These areas aren't changed when you are in bidding mode in the Event Details page. These areas are also described in detail in the Previewing an Event and Accepting an Event topics.

  12. Below the Event Description, Event Contact, and Payment Terms areas are the bid response steps. You may need to click the vertical scrollbar to navigate towards the bottom of the page. The first section is called Step 1: Answer General Event Questions. These are questions not related to any specific line item but to the response generally. There are three fields in this section: General Event Questions, Required Questions, and Questions Responded To. Each of these contains a number indicating the count for each field. You can hide the Event Questions below by clicking the Hide Event Questions link just below the Questions Responded To: field.

  13. The next section is called Event Questions. The first row of the Event Questions contains two icons that indicate, for the questions provided below in the General Questions section, whether a bid is required and whether the ideal response is required.

    The Ideal Response Required icon indicates that a bidder must respond with the best or ideal response, which is provided by the buyer for each relevant question, in order for the bid to be considered. In some instances if the bidder doesn't provide the best/ideal response for one or more questions, the bid will be disqualified.

    The Bid Required icon indicates that a response is required. If the icon does not appear next to the question then the response is not required.

  14. Below these icons, and contained wholly within the Event Questions section, is the General Questions section. The General Questions section shows questions that the buyer has asked the vendor to provide a response to.

    There are 7 different forms of responses that could be asked on any given event/solicitation. These include the following:

    Attachment: A question requiring a file attachment. If a response is required in the question, then the bidder must supply an attachment.

    Date: A question requiring a calendar date or a range of calendar dates.

    List: A question with a list of attributes, such as color or size. Some questions may allow multiple selections.
    Monetary: A question requiring a cost or a range of costs such as price.
    Numeric: A question requiring a value such as length of service contract or range of values.

    Text: A question requiring a text answer.

    Yes/No: A question requiring a yes or no answer.

    Some answers are entered into a text box; others are in the form of a dropdown list. For example, the Yes/No answer type is a dropdown list containing those two options. The Text answer type is an open text box.

    Each question has an Add Comments or Attachments link at the right of the question area. Clicking this link opens a page similar to the General Comments and Attachments page, but specific to the question. For example, you may be responding to a question regarding the delivery date and your response is No you cannot meet the delivery date. You could click the Add Comments or Attachments link to provide an explanation as to why you can't meet the date. The buyer will be able to view your comments or attachments and consider the explanation when making a final decision about your bid.

  15. The next section after all of the general event questions (you may need to scroll down several times to display all of the general questions) is the section called Step 2: Enter Line Bid Responses. In this section you will enter the information specific to the individual lines on the event. Below the section name are three fields: Lines in This Event, Lines Responded To:, and Your Total Line Pricing. As in Step 1, these fields keep track of your progress throughout the bid. As you complete each line the field values will update accordingly.

  16. You can hide the lines by clicking the Hide Line Detail link just below the Your Total Line Pricing field.

  17. All lines to be bid will be shown. Some lines may not require a bid. Those that are required will have the Bid Required icon displayed in the first column. The lines are presented in a section called Lines, which includes the following columns: Line-the line number, Description-a description of the good or service desired, Unit-the unit of measurement, Requested Quantity-the quantity requested by the State, Your Bid Quantity-this field will default to the total quantity unless partial bids are permitted, Your Unit Bid Price, No Bid-a checkbox indicating you are choosing not to bid on this line-remember, some lines are required in order to submit a response, Your Total Bid Price-the extended price of your bid based on the quantity and price entered, Exceptions-a checkbox indicating you are taking exceptions on this line-remember to add a comment explaining your justifications.

    Between the Your Total Bid Price column and the Exceptions column are two additional unnamed columns. The first contains a Bid link that you click to complete your bid entry for the line. This link is described in more detail in this training in the text below. The second unnamed column contains an icon indicating that there are comments for this line. You can click this button to display the line comments.

  18. The Bid link is used to show the details relating to each line item. These include item specifications, line item response questions, and shipping information. It is important that this information be reviewed. Click the Bid link to view the line details of the event and to place a bid on the line.

  19. When you click the bid link, the Line Details page opens for that line in the event. You may need to click the scrollbar to view the full line details.

    The Line Details page is structured similarly to the Event Details page. Across the top are three buttons: Save for Later, Start Page, and Validate Entries. The Save for Later button can be used to save your work on this line and return to it at a later date. The Validate Entries button can be used to confirm that you have completed all necessary fields for this line. The Start Page button is used to return to the Event Details page when you have finished entering your response to this line.

    Below the buttons is a field that informs you which line you are on of how many total lines, for example, Line: 1 of 3.

    Below that is the Line Details section. At the top part of this section is the description for the line in a text box, and to the right of that a Response Required: field that will indicate Yes or No. To the right of that field is another No Bid checkbox where you can again indicate that you don't wish to bid on this line.

    Below the Description text box is the Category field that indicates which UNSPSC category code this line item falls into. For example, HosesFluid and gas distribution.

    Below the Category field is a link to View/Add Question Comments and Attachments, which links to the Line Comments and Attachments page. This page allows you to attach documents to your bid regarding the line item and to add new comments specific to this line. It works the same as the General Comments and Attachments page, which is described in this topic in the text above.

  20. Below this link is the bidding area for the line. If the exact request quantity is required that is noted at the top of this area. Below that are the following fields: Unit of Measure, Your Bid Price, Qty Requested, Total Bid Price, Your Max Bid Quantity-this field is disabled if the exact quantity is required, otherwise enter the quantity your are bidding, Reserve Price, and Max Quantity. Complete the necessary fields, Your Bid Price, and if applicable, Your Max Bid Quantity.

  21. Below the bidding area is a section called Line Questions. This section includes any bidding questions that are specific only to this line. Questions that are required will feature the Bid Required icon at the left of the question text. There may be multiple Line Questions. Be sure to provide a response to at least all required questions.
  22. Below the Line Questions section is the Shipping Information section. This section includes the following columns: Ship Quantity, Due Date, Ship To Location, Ship Via, and Freight Terms. To the right of the Ship To Location is a link called View. Clicking this link displays the actual ship to address for the line.

  23. Below the Shipping Information section is the Item Specification section. The item specification section will identify specification requirements for this line. If the Item Specification section is not fully expanded, you can click the Expand section button at the left of the section name.

    The Item Specification section includes the following columns: Mfg ID, Mfg Item ID, Length, Vendor Item ID, Item Volume, Item Height, Item Width, Volume UOM, Item Weight, Dimension UOM, Item Size, Weight UOM, Item Color. All, or some, or none of these fields may have information. Be sure to check this section, though, to make sure you are able to fulfill the Item Specification requirements.

  24. Below the Item Specification section the same three buttons from the top of the page are repeated: Save for Later, Start Page, and Validate Entries. If the event has more than one line, then below these buttons you will find navigation to the other lines. First there is a field that tells you which line you are on and of how many. To the right of that is a field called Go To Line: that is a dropdown list you can use to select which line number to jump to. To the right of that are two buttons: Previous Line and Next Line. Use these to move between lines and complete entering your bid information for all lines before returning to the main Event Details page.
  25. When you are finished entering your response for all lines, click the Start Page button to return to the main Event Details page.

  26. If you entered a Unit Price for any lines on the Line Details page, that price will be reflected in the Lines section in Step 2, at the bottom of the Event Details page. You can still change your Unit Price here if necessary.
  27. Once all of the bids have been entered click the Validate Entries button to ensure that all entries are valid. If there are invalid entries, a popup dialog box will inform you of this and the error messages will be displayed at the top of the page, just above the Submit Bid button.

    If all entries are valid you will receive a message stating No Errors Found.

    Click the OK button to accept either popup message box.

  28. When all errors have been corrected and the bid has been validated, and you are sure of your responses, click the Submit Bid button to submit your response.

  29. When you click the Submit Bid button, a Bid Confirmation page is displayed after successfully submitting your response. It is suggested that this page be printed for your records.

    The Bid Confirmation page includes the following fields: Bid ID, Bid Date-also includes the time, Event ID, Confirmation Number, Event Format, Round, Version, Start Date, End Date-both include the time also, and Your Total Price.

    Below the bid confirmation details are two buttons: OK and Copy Bid. The Copy Bid button can be used to submit an alternate response to the event. This button will only be shown if multiple bids are allowed for this event.

  30. Click the OK button to accept the bid confirmation.

You have now finished responding to an event. Having completed this topic, you should now be able to:

- Locate an event to respond to

- Navigate through the event and review the event details

- Respond to the questions on a bid

- Submit a bid

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