What is a Bid Invitation?

It is an e-mail notification to offer you participation in a bid. 

Here is a sample bid notice e-mail.

Subject: eSchoolMall – Bid

 

Attention: Marketing Services,

 

We are pleased to welcome you and invite you to participate in the Any County Schools, PINE HILL MIDDLE SCHOOL MEDIA FURNITURE #09-419, FURNITURE electronic Bid.  We use eSchoolMall’s easyBid Line Item software solution to facilitate our on-line bid process.  By completing the bid process on-line – securely and without reliance on costly forms and spreadsheets – both schools and vendors benefit from time and cost-savings.  Plus, using easyBid Line Item enables you to complete bid responses faster and provides you with an automatic electronic record keeping system for archiving all your bid responses.  In addition, easyBid Line Item enables you to review all awarded bid responses online, which provides insight to help ensure that your prices are competitive.

 

Your bid response must be submitted before 2/24/2009 3:00 PM ET to be considered. When you log in please make sure you review the Terms & Conditions in detail, as there will be instructions explaining the requirements for participating in this bid.

 

Follow these steps to complete your bid response:

 

1) Click http://www.eschoolmall.com to begin.

 

2) Click on the Vendor Login link found in the upper right corner of the home page.

 

3) Enter your username and password.

 

4) You will automatically be directed to the easyBid / easyQuote application.

 

5) Once you are in the easyBid/easyQuote application you will be presented with a Welcome screen.  Please read the information carefully on the Welcome screen and then confirm your identity by clicking the Accept button. 

 

6) A screen will appear with the Vendor Response tab activated.  Under the Vendor Response tab there are six additional menu options – View, Create, Submit, Reports, Awards, and Profile (upon entering the system you will always default to the Create option).

 

7) Select the radio button next to the following and then click Select:

  Joint Purchasing Entity = Any County Schools

  Bid = PINE HILL MIDDLE SCHOOL MEDIA FURNITURE #09-419

  Category = FURNITURE

  (Note – your response must be submitted before 2/24/2009 3:00 PM ET)

 

Review the Terms and Conditions – Select Accept to agree to the Terms and Conditions of the bid or Decline to reject the Terms and Conditions.

 

9) Selecting Accept will allow you to enter your response.  You will need to enter the following information for the Line Items you wish to bid on:

 

   – Item Manufacturer & Part Number (unless already specified)

   – Vendor Reference Number (Required)

   – Purchase Unit Price (this is your bid price)

   – Quoted as Spec’d (This defaults to a un-checked check box.  If you are quoting the item as specified, be sure to check the check box.  If you are not quoting the item as specified, please leave the check box unchecked, select the Item Notes icon and enter the details of what you are bidding on.  Select the Update button to save your notes and close the notes window).

 

General Notes:

   – Ship To Info (Click the sheet of paper icon to view the delivery breakdown of quantities/requests by line item.  This will display where the items should be delivered.  Selecting the reports submenu, under the Vendor Response tab, and requesting report number 8 – Bid Ship To report, can also access the Ship To information.)

   – Line Item Specifications are displayed by clicking the Item Notes icon.

   – Select the Update button frequently to save your changes.

   – Line items that have a Lot identifier are awarded on an all or none basis.  If you bid on a Line that has a Lot identifier you will be required to bid on all items associated with the same Lot identifier (the bid cannot be submitted with open Lots).  To clear information, simply highlight all entries on that row and select the Delete key from your keyboard.  Click Update to save.

   – Items that have been assigned to a Lot are listed at the bottom of the Catalog sorted in ascending order based on Lot name.

   – You cannot modify information once the bid has been submitted.

   – Use the View feature to display your bid response online.

 

10) The last step in the process is to Submit your response to the Any County Schools.  Click the Submit feature under the Vendor Response tab, select the radio button next to the response you wish to submit and then click the Select button.  Follow the screen prompts to complete your response.

 

If you have any questions relating to the content of the bid please contact “Publisher and Phone number.”  If you have questions relating to system access or navigation please contact eSchoolMall toll free at (877)969-7246.

 

Sincerely,

 

Publisher, Any County Schools

  

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