Supplier Portal User Guide

Denver Public Schools
Supplier Portal User Guide
Reviewing and Submitting Bid Responses
Department of Strategic Sourcing
Denver Public Schools
6/12/2013
This guide is meant to be used by those individuals or businesses that wish to provide goods or services to the Denver Public Schools District. The District is converting in stages to an e-commerce business platform, where bidding events, bid responses, negotiations, amendments and award notifications, etc., are processed and communicated online. The first step in the process is Suppliers registering online with the District.

Table of Contents

Reviewing and Responding to Bidding Events

Searching for Open Events ……………………………………………………….....3

Reviewing Bid Events ………………………………………………………………..…5

Responding to a Bid ………………………………………………………………..…..6

Alternate Bid Responses………………………………………………………..…....9

Question Responses…………………………………………………………..………12

Response Attachments……………………………………………………..……..….13

Submitting your Response………………………………………………….………..16

Supplier Portal Registration/Login:

Additional Information can be found on the Denver Public Schools Website:

Questions regarding the Supplier Portal can be sent to:

Review and Responding to Bidding Events

The contact (and proxies) that you entered for particular commodity codes will receive e-mail notifications of bidding event opportunities. You can “Browse” Open Events without signing in.

From the portal home page, select “Login”

Note: Both the User Name and Password are case-sensitive
Review and Responding to Bidding Events

Searching for Open Events

Click on “Browse Open Events”. This will display all events for which your company has been selected to bid upon.
The list will include events in an Open status and where bids are still being accepted

Note: The “Messages” section is a repository of all correspondence received via e-mail. You would click on this to view, read or delete all of your e-mail correspondence.

Note: Contacts and Proxies receive e-mail regarding Bidding Events for the commodity codes you qualify for. Selecting “Browse Open Events” displays all DPS Bidding Events regardless of selected commodity codes.
Review and Responding to Bidding Events

Searching for Open Events

You can select the bidding event by searching using key words, event numbers, or other naming conventions (and then clicking the “search” button). Or, you can double-click directly on the event line shown in the list.

Once you’ve made your selection, the system will take you to the Summary page for that event.
Review and Responding to Bidding Events

Reviewing Bidding Events

You can simply review the additional details for the selected event by clicking on each tab. The number and variety of tabs may vary by event, depending on the type and complexity.
When you are ready to respond to the bid, click on “Respond Now”

If you choose to not bid on the event, please select the “No Bid” button (see above). That will take you to the “No Bid Reason” box.
Click the arrow inside the box and a list of reasons why you would not bid on the event will appear. Double-click on the reason you prefer to give, then click “OK”.

Review and Responding to Bidding Events

Responding to a Bid

Once you’ve selected to respond to the event, you’ll be asked to “Accept” the terms and conditions associated with this event.
The terms and conditions, if not directly shown on this page, may be connected to a blue Hyperlink. Double-click the hyperlink and the terms and conditions annex will appear. After reviewing the terms and conditions, click the “Back” button located in the upper left hand corner of that page to return to the terms and conditions acceptance page (below).
Check the box beside “I accept the Terms and Conditions for this event…..
Click the “Continue” button.

You will be taken to the “Line Resonse” page after clicking “Continue”
Review and Responding to Bidding Events

Responding to a Bid

This page will display all the lines associated with this event. To respond: Click the Respond hyperlink to the right of the line.
Clicking to the Respond hyperlink will take you to the “Line Response” page.

Review and Responding to Bidding Events

Responding to a Bid

The “Line Details” area displays the details of the requested item or service.
In the “Enter Line Response Information” area, enter the Vendor Item, Vendor Item description, quantity and unit price information you want to submit as your bid.
Enter other item information as you deem appropriate. You may also include any comments that assist the buyer in consideration of your bid in the comments box.
Click the “Continue” button when you are finished with the line.
Clicking “Continue” will return you to the summary page. From the summary page, you can:
Click the Respond hyperlink of any other lines that still require a response.
Click “Edit Response” for any lines you wish to change information.
When all the lines on the Summary page are completed, Click the “Continue” button.

Review and Responding to Bidding Events

Alternate Bid Responses

Some events allow alternate bids. In those cases, you’ll see the “Add” hyperlink appear at the end of a line, after you’ve provided the initial bid information for that line. If you wish to provide an alternate bid, simply Click the “Add” hyperlink that appeared at the end of the line.

On the below Alternate Line Responses page, Click the “Add” button
This will take you to the “Line Response” page

Review and Responding to Bidding Events

Alternate Bid Responses

Fill in the Response Information area with your Alternative Bid information.
Click “Continue” when you are finished.

You’ll now see a summary of the Alternative Bid response you provided for that line.

Click the “Back” button to return to the “Line Responses” page.

Review and Responding to Bidding Events

Alternate Bid Responses

Your line response now contains the original line bid response, with your alternative response available for the Purchasing agent to see by clicking “View” under alternative responses for that line.
Click “Continue” to proceed.
Review and Responding to Bidding Events

Question Responses

Every bidding event is different and some may have questions for you to answer. If there are, they will be located under a separate tab.

Answer all questions listed under this tab.
If an answer calls for attaching a document, the “Attach Document” box will be available. Clicking “Choose File” goes into you document file, where you can select the right document to attach.
When finished, click “Continue”.
Review and Responding to Bidding Events

Response Attachments

After completing the Line Responses, the system takes you to the “Response Attachments” page. Here you can add attachments that are required or which you believe will support your bid response.
Click the “Add” button to include an attachment. The system will open the “Attachments” form.

Enter a Title for the attachment in the “Title” box.
Click the “Choose File” button to display files.

Review and Responding to Bidding Events

Response Attachments

Highlight the file and Click the OPEN button to attach the file (or just double-click the file name).

Review and Responding to Bidding Events

Response Attachments

The system will display your attachment. You can repeat the process to attach as many documents as you need.
Click the “Continue” button when finished.

Review and Responding to Bidding Events

Submitting your Response

The last section “Submit Response” allows you to submit and print your response.
Click the “Submit” button to complete the event and officially submit your bid to the Denver Public School District

Remember: Clicking “Submit” (not the “done”) button, officially submits your bid response.

Use the “Print My Response” button to obtain a hard copy of your responses. (You will always have your response available for viewing online).
Click the “Done” button to return to your home screen.

Along the way through the various screens, if you missed any “Required” information, the system will alert you before allowing you to submit your response.

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