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Bid information in the Bid Express® service

For Bid Express vendors

In this article:

Unless otherwise noted, the actions you take when bidding on a solicitation as a vendor can also be taken when you prepare a response to a request for proposal.

Once the solicitation has been selected for bidding, it opens on the Bids tab.

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Things to know for a proposal

  • Any member of your business with the correct permissions can edit and submit bids that use electronic signatures.

  • Only members of your business that have approved Digital IDs can edit and submit bids that use the Infotech® Digital ID™. Because Digital IDs are stored on your computer, the user who selects the solicitation for bidding is the one who can edit and submit it. Other members can work on the bid and then export their work to the user submitting the bid. You may also have to download the Sign Tool.

  • You can add yourself to the plan holders list without bidding on a solicitation. This allows you to get plan holder notifications for this solicitation without selecting it to bid. You will not see this option if the agency adds users who download attachments to its plan holder list.

  • Select the No Bid check box for any optional components you're not bidding on. If you leave a component empty and do not select the No Bid check box, your bid will be marked incomplete when the owner-agency opens the bids. If all components of a bid are optional, at least one must be filled in completely in order for your bid to be marked complete.

  • If you enter information for an optional component and then select the No Bid check box, you will lose all the entered information for that component. If a component is an alternate, then the owner-agency may award the component independently of the solicitation award.

  • If you submit a bid and the owner-agency changes the solicitation and issues an addendum, you will have to update and resubmit your bid or it will be marked out-of-date.  
  • Some grouped fields may have a green plus sign displayed. These fields can be duplicated. For example, if you need to add information for three subcontractors, click the plus sign for the group to duplicate those fields and continue adding subcontractor information. You can duplicate the fields up to 20 times. Each duplicated group is numbered sequentially starting at 1. Delete a set of duplicated fields by clicking the red X for that group. You cannot delete the original group of fields.

  • If the owner-agency sets a vendor preference discount, such as minority or locally-owned businesses, a check box will display in the section. If you match the preference, select the check box and add any additional information.  You may have to provide documentation to verify you selected the correct type. The total bid amount displays the actual total amount of your bid. The subtotal displays the calculated amount of any discounts. When the owner-agency opens your bid, the Bid Express service displays if you are a preferred vendor and the total bid amount.

Attachments

Attachments in a proposal can be any type of link or file containing anything the owner-agency wishes the vendor to have that does not already have a designated location on the Bid Express service.

Attachments can't be larger than 25 MB.

  1. With your proposal open, click Attachments in the content bar or scroll to the Attachments section. If there are no attachments in the solicitation, you will not see these options.

  2. Select the attachment.

  3. Click Save Draft.

When you download an attachment, your company and user name are added to a list of  businesses that have downloaded the attachment, even if it wasn't saved or opened. This list is available to the owner of the solicitation. In addition, the owner-agency may add you to its plan holder list for the solicitation. 

Required documents

Owner-agencies can require documents for their solicitations. These documents may be required in order to complete a vendor's bid submission, though some might state terms of omission. Uploaded documents cannot be larger than 25 MB.

There may be a document list structured like the envelope. The owner-agency will be able to see the contents of this list after the deadline, but before the bid is opened.

  1. With your proposal open, click Required Doc in the content bar or scroll to the Required Document List section. If there are no documents in the solicitation, you will not see these options.

  2. If there are omission terms for the required document, click Omission Terms to read them.

  3. If there are no omission terms, you will not see this statement, and the document must be submitted. Click Select file to open and upload your file.

  4. Click Save Draft.

The Bid Express service does not verify the contents of the uploaded document. In addition, the Bid Express service will display an error message if the file you uploaded contains no data.

Archive a bid

You can archive a bid that has been closed or that you selected for bidding but never submitted. You can also restore archived bids.

  1. With your proposal open, click Archive at the bottom of the bid header.

  2. The Bid Express service archives the bid and keeps you on the bid details page.

To restore a bid, click Archives from the Bids tab. Select the bid you wish to restore. The Bid Express service opens the bid details. Click Restore.

The Bid Express service restores the bid and keeps you on the bid details page.