Online Bid Submission in Bid4Michigan Screen Walk Tutorial Compiled by Christine Mitchell 1/4/2011

Access System  From web browser type or copy from here and paste the following URL into the address field:  1.asp 1.asp  If already registered, proceed to vendor login, if not  Follow screens and instructions for vendor registration.

Log In  Your User Name, Password, and PIN Number (Electronic Signature for those who are designated as “Authorized Signers”) were generated by the system and ed to you when your company completed the registration process.

Main Menu – Search Only Access

Locate Opportunity of Interest The Search Only Access process is displayed here, as those registered for notification receive s with a link directly to the solicitation embedded right in the message, so they do not need to go through these menus to get to the opportunity of interest.

Click on Document Title to select solicitation

Review all Conditions, Instructions, and Attachments Prepare Response & Attachments for Submission

If Solicitation Allows for Online Response, Select “Send Pricing”  The system will prompt you with a message identifying your role based on your user name and password, and reminds you that to proceed, it will require your PIN Number (electronic signature).

Answer the questions using the radio buttons provided; confirm your familiarity with all attachments listed and your agreement and understanding of the provisions highlighted. Enter your PIN number.

The following information, specific to this solicitation response must be completed before proceeding further.

Questions related to place of performance of proposed work

Interest in Participation in MIDEAL The State of Michigan has a cooperative purchasing program called, “MIDEAL” which extends the same pricing and products on the established State contracts to participating local units of government, educational organizations and non-profit hospitals for purchase. At the time of solicitation response, the vendor is asked to indicate whether or not they are interested in participating in this program for the particular goods and services offered.

Michigan Economic Impact  The following couple of slides address the section on Michigan Economic Impact point by point. A response must be provided in each field to continue. If the response for a specific table cell is none, not applicable, or zero; simply enter a zero in that field and move on. If you have information to supply here, it could be worthwhile to take the time to provide it, as some solicitations note that economic impact could be a factor in the consideration process.

A second opportunity is offered to answer the question relative to exceptions. And space is provided to list any attachments included and/or summarize the response.

Summary of Specifications  The example used in this scenario is a Request for Proposal (RFP).  An RFP utilizes attachments for the specifications/requirements documents, and anticipates attachments for the response.  The Summary of Specifications section in the Solicitation Notice for this type of solicitation is thus mirrored in the “Summary of Response” for submittal.

Attachments

Type in a Description to identify each file attached. Note that File Names cannot be more than 40 characters in length, so if you’ve stored your files with longer names, you will have to change the file name before the system will allow you to upload.

After attaching a document, you have the option to replace it, attach another file/document, or continue with your submission.

Sign and Submit Notice that although the first time you are asked for your pin number there is a link to obtain a new one if you’ve lost it; that is not the case here, so if you’ve stored the response and come back to it, make sure you’ve kept track of your pin (your electronic signature).

Line Item Solicitation  Line item solicitations include somewhat different screens in the areas for response.  These responses allow for, and may also require attachments to be included; but capture pricing through the system line item entry.  Line Item solicitations allow only “Online” responses.

Line Item Detail Entry

After the line item entry, questions are asked regarding delivery, warranty, etc. Mandatory fields are marked with an asterisk. Information is brought forward from the solicitation notice for your convenience (delivery date). Another opportunity is given to change your mind regarding attachments, and once again, you can “Continue” or “Store” your response.

Preview of submission You can now move to attachments (depending on how you responded to including them), edit or store once again.

Sign & Submit  The signature process for line item responses is the same as that for summary of specification responses.

Once submitted, the system provides confirmation through a pop-up box message.

After beginning work on and/or submitting a response to a solicitation, yet before the closing due date and time, you can view and/or edit the response. Once the bid closes, you can only view your responses.

Choose the solicitation from those highlighted.

The system provides you with status and option information.

Edit Response  The system will warn you and guide you through the update process.  Pay close attention, so you do not overwrite information you do not wish to change.

Once a response has been submitted, the highlighting disappears.

From here up to the bid deadline you can “View”, “Edit” or “Add Another Response”

If you’ve decided to retract the submission, open the response, select “Edit”, proceed to the last page, and select, “Store This Response”. This will place the response back in storage and remove it from the database of submitted responses.

Caution, if you place a response in storage, it has not been officially submitted, and will not be available for viewing and evaluation by the agency.