Posting a Bid Notice in COMMBUYS

This Job Aid shows how to post a Bid Notice in COMMBUYS.

Launching COMMBUYS  

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

Creating a New Bid Notice 

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

Completing the General Tab 

1. Complete the following fields. Fields with asterisks are required fields. 

   Field Name	Action Needed
   Description*	Type a brief description of your Bid Solicitation
   Type Code	Select NS-Non-Statewide Solicitation
   Department*	No action needed. To change the default Department, use the dropdown.
   Location*	No action needed. To change the default Location, use the dropdown.
   Allow Electronic Response	No action needed. Select to allow electronic responses.
   Available Date*	Choose the Available Date for the Bid Solicitation
   Bid Opening Date*	Select the deadline for responses
   Pre-Bid Conference	Type additional information. 250 characters max.
   Bulletin Description	Type a brief description of your Bid
   Quote Notification	Select to receive email notifications from COMMBUYS when Quotes are submitted
   SBPP (Small Business Purchasing Program) Eligible?*	Applies only to Executive Agencies.   Select No if the total annual sales exceed $250,000  Select Yes if the total annual sales are less than $250,000

2. Select Save and Continue

Completing the Items Tab 

1. Select the Items tab 
2. Select Add Item 
3. Type a description of the item in the 'Description' field (400-character capacity) 
4. Type a desired quantity in the 'Quantity' field. Type "1" if the desired item is a service or if the items will be described in an attachment. 
5. Choose the UOM (Unit of Measure) from the dropdown 
6. Type the first four characters of the Commodity Code in the 'UNSPSC Segment-Family' field 
   1. Commodity Codes may be found using the dropdowns next to each field or by using the NIGP Code Browse tool in COMMBUYS 
      1. Select the Magnifying Glass and type a keyword to search 
7. Type the next two characters of the Commodity Code in the 'UNSPSC Class' field 
8. Select Save and Add New and repeat the process to add more items 
9. Select Save and Exit  

Adding Vendors (optional) 

1. Select the Items tab 
2. Select Lookup & Add Vendor 
3. Select Find It 
4. Type keywords or relevant vendor information 
5. Select Find It  
6. Select the vendor from your results 
7. Select Add Vendor 

Completing the Summary Tab 

Submitting for Approval 

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

Sending Bid and Notifying Vendors  

After approval, return to COMMBUYS to send the Bid and notify vendors.  

1. Select the Bid Solicitation tab 
2. Select the Approved sub-tab 
3. Select the Bid link in the Bid Solicitation Number column 
4. Select the Summary tab 
5. Find the Send Bid Actions section 
6. Select Change Bid status to “Sent” and Notify vendors or Change Bid status to “Sent” only 
7. Select Send Bid 
8. The Bid status updates to Sent 
9. Select OK on the Email Recipients page