Objectives • Understand the Request for Proposal (RFP) process within BidBuy • Understand related definitions • Create a Requisition • Create a Bid • Award Contract • Create a Purchase Order
What is a Request for Proposal? • Solicitation to request proposals from vendors • To procure goods & services that include complex requirements. • To include technical and functional approach, pricing, etc.
Definitions • Concession • A contract where the concessionaire pays a portion of its proceeds to the State.
Concession Example • Farmers’ Market Concession • Request for Proposal for operation of a Farmers’ Market.
Log Into BidBuy • Go to BidBuy at https://train.bidbuy.illinois.gov/bso/ • To login, enter your Login ID and your Password • Click Login
Create Open Market Requisition Step 1: Click Documents > Requisitions > New Step 2: Complete Tabs Step 3: Submit Requisition for Approval
Process and Publish Bid Step 1: Convert Requisition to Bid Step 2: Review and update tabs Step 3: Submit Bid for Approval and Send
Open Bid and Add Vendor Quotes Step 1: Open Bid and select Bid Tab Step 2: Add Quotes
Bid Award, NOA, PPB Step 1: Tabulate Bid, Add Attachments, and Submit for Approval Step 2: Create Bid Amendment to attach Notice of Award (NOA) Step 3: Create Bid Reminder to Notify PPB
Process Purchase Order Step 1: Convert to PO Step 2: Add Missing Info & Update Tabs Step 3: Submit for Approval and Send Step 4: Create Change Order • Enter Contract Executed Date • Attach Contract