Locating and Responding to Bid Solicitations in COMMBUYS

This Job Aid explains how to search for COMMBUYS Bid Solicitations and submit a Quote Response.

Overview

You do not have to be registered in COMMBUYS to search for a Bid Solicitation. If you find a Bid Solicitation of interest that requires online submission, you may register as a COMMBUYS Vendor to create and submit a quote. 

Launching COMMBUYS

1. Launch COMMBUYS  
2. Select Sign In
3. Type User ID and Password
4. Select Sign In  

Using Advanced Search 

1. Navigate to Advanced search at the top of the screen 
2. Choose Bid Solicitation from the “Document Type” dropdown

Searching for Bid Solicitations

Search fields may be used individually or in combination with each other. Select Clear between searches.  

Field Name	Action Needed
Bid Number	Type the last five to six digits of the Bid Number
Bid Description	Type a keyword (ex: ‘catering’) to search for bids
Opening Date From and Opening Date To	Select the calendar to display bid opportunities by Bid Opening Date timeframe
Organization/Department	Choose an Organization or Department
NIGP Class	Select the NIGP Class dropdown menu and choose a commodity code

Responding to Bid Solicitations

1. Select the Bids tab
2. Select the linked Bid Number
3. Select Yes to Acknowledge Receipt of the bid details. Select No to proceed to the bid details without acknowledging
   1. By selecting Yes, you agree to receive any future correspondence regarding the Bid Solicitation including amendments
   2. By selecting No, you may still view the bid and submit a quote but will not receive notifications regarding updates or amendments

Creating a Quote Response

1. Navigate to the bottom of the Bid Solicitation
2. Select Create a Quote
3. Select Save and Continue
4. Select the Items tab
   1. Review the RFR for specific instructions
5. Select Save and Continue

Attaching a Quote

1. Select the Items tab
2. Select Add File
3. Select Choose File
4. Click Save and Continue to save changes
5. Repeat until all required documents are attached

Answering Buyer Questions

1. Select the Questions tab
2. Type answers to questions
3. Select Save and Continue

Using the Notes Tab

If needed, use this space to record internal notes.

Accepting Terms and Conditions

1. Review the Terms and Conditions provided by the Purchaser
2. Select Yes to accept the Terms and Conditions of the Bid Solicitation
3. Select Save and Continue

Submitting the Quote

1. Review the Quote on the Summary tab
2. Select Submit Quote
3. Select OK