![Page 1: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/1.jpg)
Vendor’s Webinar Session oneQuote
DOAS State PurchasingApril 4, 2008
![Page 2: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/2.jpg)
Let’s start by talking about eQuote
The history of eQuote
Introduced as E-quote in October 2004 with a buying limit of $10,000
Re-introduced as eQuote in March 2007 with buying limit raised to $50,000
Enhanced eQuote released late March 2008• No limit on buying amount • Substantially more robust functionality• Training provided through webinars and brand new
Vendor’s Guide
![Page 3: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/3.jpg)
Who can use eQuote? eQuote is available to all governmental entities in the State of Georgia
State of Georgia Agencies Technical schools Public colleges and universities Authorities Those buying for the legislative and judicial
branches of state government County government City government Public k-12 schools Other governmental entities
![Page 4: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/4.jpg)
The basics of what a vendor needs to know about using eQuote
Alternative to faxing for bids less than $10,000 Alternative to posting to the GPR for bids $10,000+ Posted eQuotes of $50,000+ publically available from GPR also System generates award notification emails to successful vendor
and to non-successful vendors Greatly reduces the possibility of arithmetic calculation errors Ability to “no bid” a line or to receive a partial award Ability to add comments as well as documents Ability to edit your response while the eQuote is still open Buyer can add non-registered vendors to an open eQuote Buyer can re-award a solicitation if there is a problem with the
initial award Eases the transition to the PeopleSoft modules coming in 18
months Reduces amount of paper needed to be submitted for a
solicitation response
![Page 5: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/5.jpg)
State Purchasing has two manuals on our website to help you with eQuote
These provide eQuote step by step with examples and screenshots, FAQs and standard terms and conditions
Both are available on DOAS State Purchasing webpage at: http://www.statepurchasing.doas.ga.gov
![Page 6: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/6.jpg)
Getting started with eQuote—if you are registered on the Vendor Registration System and have selected the NIGP Code(s) associated with the eQuote solicitation, you get an email invitation to participate
Unique user-id and password.
Can only be used for this
eQuote
url address that gives you access to
this eQuote solicitation
Vendor’s Guide link
Email contains:
• Userid and password
• url link to eQuote
• Link to Vendor’s Guide
• Title of the eQuote
• eQuote close info
• Name/email of buyer
• Governmental entity
![Page 7: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/7.jpg)
Access the eQuote system..
Click the Submit button
![Page 8: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/8.jpg)
You are given a choice: Not to Bid, to Bid Later, or to Bid Now
![Page 9: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/9.jpg)
If you click “I will not bid on this eQuote” and then try to return, you will not be able to do so…
You will have to
contact the Buyer to get
re-set
![Page 10: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/10.jpg)
Once this has been accomplished, you will get an email allowing re-entry to that eQuote
![Page 11: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/11.jpg)
If you opt to Bid Now, you open the eQuote
You can add document(s) at this Header
sectionYou can add comments
here
Document added by buyer
Name of Person,
not company
![Page 12: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/12.jpg)
On State Agency eQuotes, Standard Terms and Conditions are included and you must click “I agree” button
Non-state agencies and those that have certain exemptions will not have these included but will add their own Terms and Conditions
Additional terms and conditions or contracts may be included in the eQuote solicitation
![Page 13: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/13.jpg)
Respond to each line—and you can add documents to any line also
You can add documents
here to the line
![Page 14: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/14.jpg)
To add documents at a line (note that the same method is used for adding documents to the Header):
Click Browse
![Page 15: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/15.jpg)
Opens your computer---find the document to add
![Page 16: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/16.jpg)
Click Open
![Page 17: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/17.jpg)
Your document is downloaded first—always give each document a Title—then click Upload the Document
Your document is loaded in
Give the document a title
Click Upload the document
![Page 18: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/18.jpg)
![Page 19: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/19.jpg)
Screen shows document you attached and allows you to add more documents or to delete this one
Document you added
Click only to delete!!!
Click to add more
documents
Click to proceed with
eQuote
![Page 20: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/20.jpg)
You can No Bid a Line
eQuote calculates your
bid for you
![Page 21: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/21.jpg)
Here the vendor No Bid two of the three lines
Note the buyer has deleted this
line
![Page 22: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/22.jpg)
To submit your bid, just click on the button
![Page 23: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/23.jpg)
Box appears asking if you are sure you want to submit the bid at this price
IF you agree, click the OK
button
Then click Submit your Bid
![Page 24: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/24.jpg)
Critical Information!!
Your eQuote bid is considered as POSTED when it is RECEIVED by the eQuote system---and NOT when you hit that SUBMIT button.
It might take 2-3 minutes for the eQuote system to receive the eQuote bid response.
![Page 25: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/25.jpg)
Screen appears indicating your eQuote has been recorded by the system
Click here to exit from the system
Buyers cannot open your bid response until eQuote closes
![Page 26: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/26.jpg)
You will receive an email confirmation that the system has received your eQuote bid. If you do not receive this, your computer and the eQuote system did not communicate!
![Page 27: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/27.jpg)
While the eQuote is still open, you could receive an email notification regarding the eQuote
There might be a change in the specifications The buyer might have deleted or added one or
more lines The buyer might ask for additional information
—such as references or for you to provide a sample
An optional or mandatory pre-bid conference might be now included
The closing might be extended The eQuote could have been cancelled
![Page 28: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/28.jpg)
Sample email. Note the opportunity for you to return to the eQuote to amend your response (pricing or documents)
![Page 29: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/29.jpg)
What if?
* You accidently delete the email that offers the eQuote invitation?
* You never receive the email?* Your system blocks the email?
Answer: You can contact the buyer and get the email notification re-sent to you
![Page 30: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/30.jpg)
What if?
* You find out about the eQuote but did not receive an email notification
Answer: Contact the buyer
who will add you to the eQuote vendor list
and you will receive an email invitation
![Page 31: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/31.jpg)
If you are not registered on the Vendor Registration System eQuote will take you to that system, have you register, and then take you back to the eQuote to submit your eQuote response
![Page 32: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/32.jpg)
What if?
* You need or want to modify your eQuote response (add or delete a document, amend your pricing)?
* You want to withdraw your eQuote bid response?
Answer: As long as the eQuote is still open, you can contact the buyer who will arrange for you to receive an email allowing you to re-enter eQuote to make your
changes
![Page 33: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/33.jpg)
What if?
* You clicked “I will bid at a later time” and are ready to go back into the eQuote and respond?
Answer: As long as the eQuote is still open,
simply re-enter using the same access provided in the original email. You do not need to contact the buyer
![Page 34: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/34.jpg)
Is there anything else you might need to do?
If the eQuote includes providing reference information, samples, attending a pre-bid conference, signing a contract, or submitting additional information, you must comply to be considered as “responsive”
Note: You may submit an request for an exception to the contract with your
eQuote response
If you want to offer an early-payment discount, indicate this in the Comment section
![Page 35: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/35.jpg)
Note: Access Closed
eQuotes
After the eQuote closes, you can go to the GPR to see the eQuotes that have closed. Will show the responses, not the results of the evaluation or award decision!!
![Page 36: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/36.jpg)
After the eQuote closes and the award decision is made—all responding vendors receive an email notice of the award decision: An email notice is sent to the vendor(s) who receive all or part of the award
![Page 37: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/37.jpg)
An email notice is sent to vendor(s) who do not receive all or part of the award
![Page 38: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/38.jpg)
For State Agencies, eQuotes $100,000 and above—first a Notice of Intent to Award is issued and is in effect for 10 days. Email of NOIA is sent and the NOIA is publically posted
![Page 39: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/39.jpg)
After the 10 days, if there are no protests or problems, a PO or fully executed contract is issued, and a Notice of Intent to Award (NOA) is issued and posted. All vendors are notified through the eQuote system as well as through public posting of the NOA
![Page 40: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/40.jpg)
For State Agencies eQuotes, the NOIA and then final awards of $50,000+ will be publically posted on the GPR
![Page 41: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/41.jpg)
For any eQuote, the buyer has the ability to re-award if there is problem with the original award
An email notification will go out stating that the you have been awarded all or part of the eQuote due to a re-award
If your pricing has a time limitation (such as 60 days), please indicate this information in your eQuote response
![Page 42: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/42.jpg)
What happens after you are notified of an award?
You will receive either a Purchase Order from the buyer or a contract mutually signed
OR You will be contacted by the buyer with P-card
information • If you will not accept payment by P-card, please
indicate this in your eQuote response
![Page 43: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/43.jpg)
Important Things to Remember
When you get an email eQuote invitation and decide to look at the eQuote, use the one-time userid and password provided • DO NOT use your Vendor Registration userid and
password If you click “Do Not Wish to Bid” your one-time userid
and password will be deactivated Do not fax in your responses or email them in or send
them in via postal services. Responses MUST be submitted electronically
If you do not get an email confirmation after submitting your eQuote response, THE SYSTEM DID NOT TAKE
Your eQuote response is considered as the time the system accepted it, NOT THE TIME YOU SENT IT (maybe be a minute or two before it is accepted)
![Page 44: Vendor’s Webinar Session on eQuote DOAS State Purchasing April 4, 2008](https://reader035.vdocument.in/reader035/viewer/2022062309/56649ea85503460f94babc80/html5/thumbnails/44.jpg)
Help Desk Support and Assistance
404-657-6000 All trained on eQuote 2 Additional Tier Levels of Help [email protected]