Bidder s Guide to ebid. A How-To Guide for electronic bidding

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1 Bidder s Guide to ebid A How-To Guide for electronic bidding

2 Epylon Log In Page Log in to Epylon using your user name and password. Need more help? Call Customer Service at (Monday-Friday 8 am to 5 pm PST) or us at service@epylon.com

3 ebid In-Box After logging on to Epylon, you will be taken to your equote In-Box Status Meanings New Response a new bid has been received Reviewed the bid has been opened and reviewed but no work has been done on it Draft work on bid has been saved but bid has not been submitted Sent the bid has been completed and sent back to the bidding organization Click on ebids - which you will see under the word Accounts Find the ebid located in the Title column Click on the title to open the ebid In the ebid In-Box, you will be able to see important information regarding the bid the organization requesting the bid, the bid due date and the bid opening date. Need more help? Call Customer Service at (Monday-Friday 8 am to 5 pm PST) or us at service@epylon.com

4 Create ebid Response Page After clicking on the title on the ebid, you will be taken to the bid document. On the Create ebid Response page you will find: Information on the buying organization issuing the bid Type of bid this information is located in the Scope of Work box Important bid dates such as Bid Due Date, Bid Opening Date and any pre-bid meeting dates Terms and Conditions Product Lines being bid Pricing spreadsheet template Need more help? Call Customer Service at (Monday-Friday 8 am to 5 pm PST) or us at service@epylon.com

5 Terms and Conditions All Terms and Conditions for the bid are located in the Terms and Conditions section. You may view the entire text of the Terms and Conditions document by clicking on the download link. After clicking on the link, click the Save button to save document to your desktop.

6 Requested Product Line Page The Requested Product Line section is where you will find the product lines being bid and the pricing template to download. The directions at the top of the section have detailed instructions on downloading the template and how to attach it to the bid form. Please read this section carefully. Below we have highlighted some points to remember: You can download the pricing template at any time while you are working on the bid. Remember to save the template to your desktop in order to work on it. You must attach a pricing spreadsheet for each product line you are bidding on in order to submit a bid. Need more help? Call Customer Service at (Monday Friday 8 am to 5 pm PST) or use at service@epylon.com

7 Requested Product Line Page Downloading Pricing Template To download the pricing template: Click on the word download (see circle above) A pop-up box will appear (see above) Click Save this will save the template to your desktop enabling you to work on the template at your leisure. Remember to name your template using the product line it is for. Naming your templates in this way will make them easier to find on your desktop. Once the download is complete, you may either click Open to view the template or click Cancel to close the pop-up box. And continue working.

8 Pricing Template Instruction Page When you open the pricing template, you will be taken to the Instructions page. This template contains both the pricing spreadsheet and the Quote Sheet. Both must be filled out in order to have a valid bid. Please read the instructions page carefully it is a step-by-step guide of how to complete the template. Click the tab Official Quote Sheet at the bottom of the template to open the quote sheet page. Need more help? Call Customer Service at (Monday Friday 8 am to 5 pm PST) or us at service@epylon.com

9 Pricing Template Official Quote Sheet Page Boxes A through L must be completed in order for the bid to be submitted If you are offering variable percent mark-ups or discounts, provide that information in the subcategory section at the bottom of the form Click on the Bid Response tab at the bottom of the template to open the pricing sheet

10 Pricing Template Bid Response Page Fill in all columns that are white and to the left of the Effective Bid Price column Enter the discount or mark-up in the appropriate column. You can put the number in the first cell then click in the right bottom corner of cell to drag down and copy Columns to the right of the blue Effective Bid Price column are not mandatory for bid submission but it is recommended that you complete them When finished, save your spreadsheet it s best to use the name of the product line you are bidding in the file name. When saving if you use Save As it will leave the template in it s original blank state enabling you to use it for all other product lines you are bidding.

11 Requested Product Line Attaching Pricing Template To attach the pricing template: Click in the white box to the left of the product line Click the Browse button From the pop-up box, select the file to be attached by clicking on the title, then click the Open button in the pop-up box The name of the file will appear in the white box next to the Browse button at the bottom of the Requested Product Line section Click the red Attach File button to attach it to the product line. You will see the name of the file in the Attachment column

12 Requested Product Line Page Identifying Product Lines being Bid To bid one or more product lines, you must identify which product line(s) you are bidding on: Click in the box in the bid column that corresponds to the product line(s) you are bidding You can attach as many files as necessary to complete your bid for each product line. Follow the instructions for attaching the pricing template to attach other files. To remove any attachment for a product line(s), select the checkbox next to the file name, then click "Delete File." Need more help? Call Customer Service (Monday Friday 8 am to 5 pm PST) or us at service@epylon.com

13 Requested Product Line Identifying SKU Attachment You must identify which attachment is your pricing template. To do this, click in the white box immediately adjacent next to the proper file name. Click the red Identify SKU Attachment button. This will mark which attachment is your pricing template. Failure to attach the template and identify it as the SKU attachment will prevent you from submitting your bid.

14 Question Section The bidder may have questions related to the bid for you to answer. If there is a Yes in the Required column, then you must supply an answer in order to submit your bid. You can attach files to any question in which you need to supply more information than the Response box allows. Responses are limited to 4,000 characters. To attach a file to a specific question, first click in the white box to the left of the question, then click Browse. Select the file you want from the pop-up box that appears, then click Attach File

15 Additional Response Information The Additional Response Information section is where you can supply the bidder with any other information related to the bid such as Non-Collusion Agreements, etc. You must have the documents on your desktop in order to attach them to the bid. To attach a file: Click on the Browse button Select the file to attach by clicking on the title in the pop-up box then click Save (not shown) Then click the red Attach File button

16 External Notes History Section At the bottom of the first page, you will find the External Notes History section. This is one more place for you to put any necessary information relating to the bid for the bidding organization. Click in the Note box to type your message. Here is an explanation of the red buttons at the bottom of the page: Discard Changes this will discard all work on the bid that hasn t already been saved Decline You may decide not to respond to the bid. Click the Decline button - you will be prompted to provide the bidder with a reason why you are declining Save as a Draft this will save any work you have done on the bid. You may save as a draft at any time while working on the bid and as many times as necessary Forward you can forward the bid on to another user in your Epylon account Continue click this button when you have completed this page and are ready to submit the bid

17 Create ebid Response - Review and Submit After clicking the continue button you will be taken to the Review and Submit page. This is one last place where you can check your bid to make sure everything is complete. Scroll down the page to check all sections of the bid form. Here is an explanation of the red buttons located at the bottom of the page: Discard Changes - this will discard all work on the bid that hasn t already been saved Save as a Draft this will save any work you have done on the bid. You may save as a draft at any time while working on the bid and as many times as necessary Edit if you find anything that needs to be corrected click the Edit button to be taken back to the previous page Submit - click this button when the bid has been completed and you are ready to submit it to the bidding organization Printable Version click this for a printer friendly version of your bid response. Any attachments you have on the bid will have to printed separately. Need more help? Call Customer Service at (Monday Friday 8 am 5 pm PST) or us at service@epylon.com

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