Creating and Reopening an Enrollment Bid in COMMBUYS

This Job Aid shows how to create an Open Enrollment Bid using the Create Bid from Scratch option. An Open Enrollment Bid allows users to re-open a contract at any time. Instructions to re-open a contract are included.

Launching COMMBUYS

1. Launch COMMBUYS
2. Select Sign In
3. Type User ID and Password
4. Select SSO Login  
5. Type Email Address and Password 
6. Select Continue 

Creating a New Bid  

1. Navigate to the COMMBUYS logo 
2. Select the Plus Sign (+) 
3. Choose Bid Solicitation from the dropdown  
4. Select Create a Bid from Scratch  
5. Select Continue 

Completing the General Tab  

The New Bid screen opens to the General tab. Fields marked with an asterisk are required.  

1. Complete the following fields:

Field Name	Action Needed
Type Code*	Choose SS Statewide Solicitation (OSD only) or NS-Non-Statewide Solicitation from the dropdown
Department*	Choose the Department from the dropdown
Location*	Choose the Location from the dropdown
Show on Web	No action needed. Confirm box is checked.
Required Date	Select the Required Date the commodity or service is required by
Available Date*	Select the start date when the Bid is available for vendor viewing
Bid Type	Choose the Bid Type from the dropdown
Estimated Cost	No action needed
Alternate ID	Optional field for additional identification purposes
Purchase Method*	Choose Open Market, Contract, or Blanket from the dropdown. Selecting either Contract or Blanket adds three additional fields (Catalog ID, Begin Date, End Date)
Print Format*	Select Bid Print
Solicitation Enabled	No action needed
Item Single Award Only	Select to award items to only one vendor
Allow Vendors to Submit Multiple/Alternate Quotes	No action needed
Info Contact	Type the contact information of the individual who may be contacted for the Bid
Pre-Bid Conference	Type details of pre-bid conferences
Bulletin Description	Type details to be added to vendor notification email
Quote Notification	Select to receive an email notification of Bidder’s electronic Bid submission
Small Business Purchasing Program (SBPP) Eligible?*	Select Yes if the contract will be $250k or less. Select No if the contract will be larger than $250k.
Procurement Type	Choose Procurement Type from the dropdown
Estimated Award Date	Select the anticipated date of the award
CLM RFX ID	No action needed
Date Last Updated	No action needed
Description*	Type the title of your Bid. This field is searchable.
Purchaser*	Choose the Purchaser in the dropdown
Fiscal Year*	Choose the Fiscal Year in the dropdown
Organization	No action needed
Allow Electronic Response	Select if vendors may submit electronic Quotes
Bid Opening Date*	Select the deadline for responses
Informal Bid	No action needed
Disable Alternate Description for Quotes	No action needed
Enable Rolling Enrollment	No action needed
Enable Open Enrollment	1. Select Enable Open Enrollment   2. Select Start Date and End Date  3. Select Add Enrollment Period

2. Select Save and Continue 

Completing the Items Tab  

1. Select the Items tab  
2. Select Add Item 
3. Select the magnifier glass to open the 'UNSPSC Segment Family' field 
4. Type a keyword to search for the required Commodity Code 
5. Select the Commodity Code 
6. Select Save and Exit to exit the Commodity Code search 
7. Type a Description in the ‘Description’ field 
8. Type the Quantity in the ‘Quantity’ field 
9. Select Save and Exit 

Completing the Address Tab 

1. Select the Address tab 
2. Review Ship-to and Bill-to information  
   1. Type corrections as needed 

Completing the Attachments Tab 

1. Select the Attachments tab 
2. Select Add File 
3. Choose File 
   1. Select Save and Add New to add additional attachments 
   2. Select Save and Exit to exit the Add File tab 

Completing the Bidders Tab 

1. Select the Bidders tab 
2. Select Lookup and Add Vendors 
3. Select Find Vendors for All Commodities on the Bid 
4. Select the checkbox to add vendors 
5. Select Save and Exit 

Completing the Questions Tab 

Optional. If you have required questions for bidders, complete the Questions tab 

1. Select the Questions tab 
2. Select the ‘Required Checkbox’ field of the Question 
3. Type the Question in the ‘Question’ field 
4. Choose a value from the Response Type dropdown 
5. Select Save and Continue 

Completing the Q&A Tab 

1. Select the Q&A tab 
2. Select Allow vendor to submit questions  
3. Select Send notification when vendor submits a question  
4. Select Save and Continue 

Completing the Summary tab 

1. Select the Summary tab 
2. Select Submit for Approval 

Sending the Bid 

1. Once approved, return to the Bid 
2. Select Summary 
3. Select Send Bid 

Reopening an Open Enrollment 

1. Locate the original bid you want to reopen
   1. You may do this by searching for the Bid Number or title in COMMBUYS 
2. Select Open 
3. Select Bid Tab 
4. Select Summary 
5. Select Re-Open Bid