CB Vendor: Respond to Bid

This article provides Competitive Bid Vendors with the steps necessary to respond to a bid invite.

This document was created using Beeline Classic, non-client-specific configuration. Your specific setup is based on the client’s configuration/visibility and may vary slightly from what is explained here.

Table of Contents

To review the bid:

1. Navigate to the Beeline Enterprise Home screen.
2. In the My To Do section, click the number link located within the alert sentence, “You have # Competitive Bid Released tasks awaiting action.” A dialog window with a list of bids awaiting action opens.
3. Click the Action drop-down arrow of the specific bid you want to review.
4. Select View Details. The Bid (Supplier View) profile screen appears. The right-hand section displays the bid submit deadline along with details related to the Q&A Forum. In the upper left-hand quadrant, you will see the Bid – number followed by the Bid – name along with the current Bid status (in parentheses). This same number, name, and status format is followed throughout the lifecycle of the bid.

   Note both the Bid name and number. Use the Simple Search feature (Search Bids) to return to this Bid profile screen at any time simply by entering this name, number, and/or owner name in the search box.

5. Click View Details. The Bid (Supplier View) opens at the Welcome tab in the ribbon format.
6. Click Next to advance to the Details tab.
7. Review the content as presented. Responses you enter on both the Assessment and Financials tabs should be based on the content provided in the Details tab. Use the Next button to navigate through the Details sections.

   A single tab on the ribbon can include multiple sections that are displayed on separate screens. The Next button ensures that you cycle through ALL content associated to a single tab. You can view the section headers by hovering over the section icons but only when that tab if “open”.

8. Check the Comments tags for any additional content entered by the Program Office/client manager. The number in the icon indicates the total number of comments.

   You can use the Comments feature to make notes as you review the bid and refer to them while entering your responses. Although a check box option lets you direct your comments to the Program Office/client manager; be aware that these comments are not visible to the Program Office/client manager until AFTER the bid closes. If you have questions and/or need clarification, use the Q&A Forum option. Once you submit a question in the forum, an alert is sent to the appropriate party to ensure a prompt response. (The Q&A Forum functionality is covered later in this document.)

9. Continue to click Next to cycle through all sections under the Details tab.
10. Click Next to advance to the Assessment tab.
11. Enter your responses to the questions. Required responses are indicated by an asterisk (*) after the question. The “Attach” link option allows you to upload supporting documentation to your bid response. Again, use the Next button to ensure that you respond to all assessment questions and do not accidentally overlook a section.

    Question format options include Drop Down, Multiple Option Multiple Choice, Multiple Option Single Choice, True/False, Yes/No, Text Box, or Essay. Instructions, Comments, or a link to upload supporting documentation may be included. Watch for advisory prompts and alerts as you enter responses since the format and the associated options can vary from question to question.

12. Click Next to advance to the Financials tab.

    Follow the prompts to enter your proposed financial deliverables to match the requirements as described under the Details tab. Options could include milestones, units of measure, roles, non-billable resources, billable resources, and resource funds. (The requirements of the project determine which financial types are posted in the bid.) Since each financial type displays as a separate section on a separate screen, it is advised that you use the Next button to advance through all sections under this tab.

13. Use the Fixed Bid section to enter milestones.

• Click the + Add Milestone link to create new/additional milestone line items. Add Milestone buttons are conveniently located below the ribbon bar and at the bottom of the milestone list. Follow the prompts in the New Milestone box to create the milestone; required fields are indicated by an asterisk (*). (Note: The prev | next link is used to move up and down the milestone list; the Next button takes you to the next Financials section.)
• Click the Pencil icon to edit the milestone. An Edit Milestone dialog box opens. Required fields are indicated by an asterisk (*). Make your adjustments and click Save Milestone to exit and return to the tabbed view.

  Remember to click Save after each of your entries to retain your changes.

14. Click Next to move to the next financial “type”, Units of Measure (UOM). The modification process steps for UOM are similar to milestones. Follow the prompts. Required fields are indicated by an asterisk (*).
15. Continue to click Next to move to the next financial type and create your entries until you reach the Resource Funds section. Resource Funds is a single text box where you enter your total proposed amount. (Note: Just enter digits. Click outside the box and the commas and decimal point populate.)
16. Click Next to advance to the Summary which is always the final Financials section. Review the category totals and check your math! If adjustments are needed, you will need to go back to that respective section to make them and then return to the Summary to verify. Click on the section icon to go directly to any section in the Financials tab. Hover over the icons to locate the section of your choice.
17. Click Next to advance to the Q&A Forum.
18. Click Ask a Question and a text box displays if you want to enter a question or request clarification.
19. Click Post and a notification routes to the respondent’s dashboard under their My To Do’s.

    Questions can only be posted during a bid’s “active” timeframe. ALL questions and ALL responses are visible to ALL contributors and vendors therefore ALL entries should be worded to be “vendor-neutral”. Alerts display on the Bid profile screen each time a new question/answer is posted in the forum. A pre-submit review of the forum postings is strongly advised in case content is posted that would cause you to adjust your responses.

20. Use the Save buttons located throughout the bid tabs to retain your changes prior to submit. You may exit and return at any time while the bid is “open” but once you submit, or the bid closes, access is “view only”.
21. When you are ready to submit, click the Action tab icon to go directly to the <Submit Bid> link.
22. Click Submit Bid. BE ADVISED: Once a bid is submitted, this action is final. There is no option to “re-open”. A dialog box appears.
23. Click OK to confirm your intent. The screen returns to the Welcome tab, and the Action tab is no longer visible.

    When you click <OK>, a final verification check is run to ensure that all required entries are complete. Alerts will display to indicate errors. You will need to go back to the respective tab to make adjustments before your submit is final.

To save a copy of your submitted bid:

• Click the down arrow next to “more actions” (upper right-hand section of the screen).
• Click Save and Export to Word.
• Select the format of your choice (e.g., docx, pdf) from the format pull-down list.
• Click Export Document.
• Click on the document name link to download the file to your desktop.
• Click Close to exit this dialog box.

If you plan to respond that you are not interested in participating in the bid:

1. Click the Action tab icon.

   Some templates may require that you accept the terms on an initial Agreement tab before you will have access to the Action tab.

2. Click Not Interested. A dialog box appears with the warning that if you proceed, your action is final.
3. Click OK to confirm your intent. Your Home screen appears. You will have no further visibility to this bid. BE ADVISED: Once an invite is declined, this action is final. There is no option to “re-open”.