biddingo.com user’s guide for buyers user’s guide for buyers posting bids (rfp’s, rfq’s, ......

Biddingo.com User’s Guide for Buyers

Posting Bids (RFP’s, RFQ’s, RFI’s) is Easy

Table of Contents

Posting a Bid ................................................................................. 3Step 1 — Bid Type Selection ......................................................................... 4

Step 2 — Category Selection ........................................................................ 5

Biddingo.com Categories ....................................................................... 6-11

Step 3 — Bid Notice & Advertisement .................................................... 12-13

Step 4 — Attach Bid Document(s) ......................................................... 14-16

Step 5 — Select Companies to Invite (Optional) ..................................... 17-23

Final Step – Verify Your Bid Info ................................................................... 24

Adding an Addendum/Amendment .........................................25-28

Posting Bid Results ....................................................................... 29

Awarding the Contract ................................................................. 31

How to Find Suppliers.................................................................. 34Vendor Registration .............................................................................. 34-37

Sourcing by Biddingo ........................................................................... 38-41

How to Track Suppliers ................................................................ 42Document Takers ................................................................................. 42-46

Add Document Takers .......................................................................... 47-51

Communication Tools .................................................................. 52Ask a Question .................................................................................... 52-53

Request for Bid Documents ...................................................................54-55

3For assistance, please call Biddingo.com at 416-756-0955

Posting a Bid

To post a new bid, click on Create Public Bid

To start, log in at www.Biddingo.com

Enter User ID (email address) and Password

Posting a Bid


Step 1 — Bid Type Selection

You have the option to advertise a bid in one of threeways:

Open to ALL suppliers — The “Open Bid” option will email your RFP’s,

RFQ’s, RFI’s to all Biddingo.com suppliers registered within the selected businesscategory.

Open to all suppliers AND directly notify suppliers of my choice —

By far the most popular option. The bid opportunity will be published andadvertised to all suppliers registered within the selected business category, whileallowing you to invite specific suppliers that are on your bidder’s list.

By invitation only — The “Closed Invitation” allows you to notify specificsuppliers that a bid opportunity has been posted on Biddingo.com. No othersuppliers can view or access the bid opportunity. This option could be used fora pre-qualified group of suppliers.

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B

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Posting a Bid — Step 1. Bid Type Selection


Step 2 — Category Selection

This is where you categorize the bid.

See a detailed list of bid categories and their descriptions at the page 6-11.

You can select multiple categories. For example, security cameras would fallunder “Business Services/Supplies - Security” as well as “Electronics/ Appliances- Audio/Visual Electronics.”

* Please use discretion when selecting a major category (in the green rows), asthis will select all of its sub-categories. Using security cameras as an example,selecting the main category, “Business Services/Supplies” would notify vendors inmany irrelevant sub-categories, such as Janitorial, Recycling and Pest Control.

Once you’ve finished selecting the category(ies), click “NextNextNextNextNext”

Select the category(ies) that bestdescribe the goods or servicesrequired in the contract.

Posting a Bid — Step 2. Category Selection


Biddingo.com Categories.Refer to Step 2 on page 5

Category Description

Agricultural/ Forestry/ Mining

Agricultural Equipment Irrigation systems, harvesters, bailers, farming equipment, etc. tractors,aquaculture equipment

Agricultural Products/ Services Assisting in the growing of crops and livestock, seeds, pesticides for crops,limestone, fertilizers, soil, water troughs, baling wire, aquaculture services,animal husbandry, animal feed

Forestry Products/ Services Reforestation - Mass Tree Planting, Surveying, Spraying of trees, TreePruning/Removal Services (Stump), Grinding and Chipping, etc. lumber, treeconsultation, tree treatment, aerial photography, mapping/cartography, GPS,Firewood, vegetation management, Arborist, etc

Mining Products/ Services/ Consulting Gold recovery, aluminum, copper, iron ore, drilling, etc. geo-chronologicalanalyses, surveying, explosives, blasting, etc

Automotive/ Industrial

Automotive Services Repairs and maintenance of automobiles , storage of autos, towing, truckingservices, leasing, rentals, car washes/cleaning, stabilization system, wheelbalancing, etc

Aviation Supplies/ Services Planes, helicopters, etc., aircraft parts, aerospace engineering, pilots

Heavy Equipment/ Vehicles Dump trucks, bull-dozers, cranes, asphalt rollers, etc. tractors Office trailers,skid loader, earthmovers, heavy duty vehicles, excavators, caterpillar, graders,trains etc.

Industrial Vehicles/ Equipment Fire trucks, Ambulances, Transport Trucks, Garbage Trucks, Buses (schooland commercial), Utility Trucks, Ride-on Lawn Mowers, decontaminationtrailers, streetcars, ice-resurfacers, office trailers, trains etc

Passenger Vehicles Cars, Sports utility vehicles, pick-up trucks, mini vans, police cars, etc. hybrids

Recreational Vehicles and Services ATV's, snowmobiles, RV's (motor homes, trailers) boats, jet-skis, boat motors,skidoos, motorcycles, bikes, rescue boats, mobile office trailers, rafts etc

Tools/ Supplies/ Parts Automotive/aircraft parts/tools/lifts, etc., machine shop tools, anti-freeze,parts, car wash drive through system, pick-up caps, hoists etc

Business Services/ Supplies

Clothing and Textiles Uniforms, jackets, shoes, linen, laundry services, bedding clothing,mannequins/manikins, footwear, bags, etc

Hospitality/ Conference/ Special Events/ Conference and banquet facilities/services, Hotels, Travel Services,Travel Services Fireworks, tents, and equipment rental, exhibitions, party favors, etc

Janitorial/ Cleaning Services / Custodial Products/Services, Window Cleaning, Cleaning Supplies andEquipment and Supplies Sanitary Paper Products/Dispensers, Floor Scrubbers, Graffiti Removal. Road

sweeping/Cleaning, pressure washing, hand sanitizers, etc

Marketing/ Promotional/ Advertising Services Marketing Research, Surveys, Media, Novelty Items, branding, recognitiongifts, promotional proposal., call centers, pro shop services, vendor ofrecord process, customer satisfaction survey, etc.

Biddingo.com categories.


Nursery and Plants Plant services and supplies, seeds

Pest Control/Animal Services / Supplies Exterminating/control/relocate and veterinary Services, animal husbandry,coyote collars, caribou capture, Pest Management Services

Printing Services/ Graphics/ Imaging/ Printing, design, publishing, film, cameras, printing equipment, videographer,Desktop design / Equipment ID System, license plate, website design, photography services, etc.

Real Estate Services Leasing of office space, Property Management, Realtor Consultant, BrokerServices, affordable housing etc.

Recycling Goods and Waste Removal / Recycling of goods, garbage bins, removal/haulage of hazardous waste.Management Services disposal services, shredding, waste management, bio solid, shredding

services, etc

Safety Equipment/ Services / Supplies First Aid training/supplies, Safety gears-boots, belts, helmet, Health andsafety inspections (Fire Sprinkler systems), lifeline systems, fall arrest, fireextinguishers services and supply, Asbestos Management Plan, emergencystandby services, search and rescue, breathing apparatus, etc.

Sale of Surplus Goods Sale of Surplus Goods

Security Services / Supplies Access control systems, security guards, guard dogs, home alarms,locksmiths, Private investigation services, tracing services, armored services,guns, security software, barcode scanners, parking meters equipment, IDSystems, radar, CCTV, confidential shredding of documents, etc firearms,ammunitions, magazines, holsters

Shipping/ Courier, Transportation Services/ Courier, Mailing, Storage/lockers, Moving, Summer Camp Bussing Service,Storage Services Patient Transport, trucking services, taxi, car rental, Shelving, Offsite Media

Storage System, etc

Signage/ Billboards Road signs, billboards, store and business front signs (electronic and non-electronic), license plates, wayfinding, etc.

Computers

Computer Hardware Hardware, peripherals and accessories, servers, GPS receivers, refurbishedcomputers, chargers, system storage, I/O Storage, Interactive ResponseSystem etc

Computer Services Network cabling, repairs/ maintenance of computers, Input and dataprocessing, etc., automated call centre, network assessments, internetservices, local network services, digital data network, website developer/designer, etc

Computer Software Computer Software (Licenses, Connexus software, Microsoft software,Phoenics 3.4 etc.), data logger, security software (i.e. anti-virus/spyware)library information system, records management, interactive responsesystem etc

IT Consulting Software architects, consulting for computer systems, solutions,infrastructure, Design/Management, informatics professional services, ITsecurity, email marketing services WAN, VoiP etc

Construction

Bridges/ Elevated Highways/ Tunnels/ Tunnels, Maintenance Of Bridges, Subways, Railroads, Etc.Subways/ Railroads



Building Projects/ Renovation/ Building Construction, Concrete Work, Sidewalks, Steel, Aluminum, MetalDemolition Projects Fabrication, Mortar Renovation, Stone Cladding, Flooring Supplies And

Services, Carpentry And Wood Services, Demolition Civil Works, EarthMoving, Site Preparation, Masonry Works, Underground Storage, Fences,Pallet Racking, Millwork, Waterproofing, Parking Lots, Modular Homes, etc

Construction Hardware Doors, Windows, Hand-Held Tools, Lumber, Drywall, Handles, Knobs, FenceMaterials, Hammers, Nails, Screws, Wires, Locks, Water Meter, etc

Construction Materials/ Equipment Concrete Saw, Heavy Duty Drill, Concrete Mixers, Catch-Basins, Aggregates,Granular Materials, Welding Machine, Poles, Sheet Metal, Scaffolding, TrafficGlass Beads etc.

Construction/ Project Manager Construction Management And Consulting And General Contracting,Contract Management

Electrical Supplies/ Services Electrical Engineering, Services And Supplies, Maintenance./Repairs OfGenerators, Lighting Fixtures, Fabricated Steel Crossarms (Poles), Pedestrianlights etc.

Heating/Plumbing/ Mechanical Supplies/ Mechanical Engineering, Plumbing Fixtures, Pipe, Valves And Fittings,Services Pumps And Tanks, Water Coolers, Water Heaters, Leak Detection, HVAC,

Refrigerant, Hydronics, Unit Heaters, Zone Systems, Evaporative Coolers,Portable Spot Coolers, Ductless Split Systems, Duct Cleaning,Instrumentation And Related Accessories, Refrigeration Systems, Elevators

Landscaping/ Grounds Maintenance/ Supplies Landscaping/Grounds Maintenance/Supplies: Fertilizer, Seeds, Sods, TreePlanting, Lawn Mowing, Pond Planters, Bark Mulch, Soil Control, Aquarium/Aquatic Materials, real/artificial turf, vegetation management etc

Painting Supplies/ Services Painting Services, Paint, Brushes, Paint Thinner, Road Painting, traffic glassbeads, etc

Parks/ Recreational Facilities Playgrounds Structures/Equipment, Parks And Recreational Facilities, Pools,Skate Park Systems, Arenas, Graveyards, Golf Courses, Etc. Upgrades AndMaintenance, bleachers, playground equipment, etc

Roads/ Sewer/ Watermain Roads/Sewer/Watermain Projects-Excavating, Ditch, Culvert, Streetscaping,Traffic Lights, Road Painting, Visors, Polycarb, Asphalt Overlay, Fire Hydrant,Guard Rails, Drainage Systems

Roofing Supplies/ Services Roofing Projects, Shingles, Aluminum Siding

Water Treatment/ Plants Water Treatment Plants, Purification, Monitoring/ Equipment/ Supplies,Inspection, Maintenance, Water Measuring Devices, Dams, Water Quality,Water Treatment Services/supplies , etc

Winter Maintenance/ Supplies Snow Removal, Hauling Of Salt And Sand, Antifreeze Etc.

Consulting Services

Architectural Consulting/ Interior Design Planning And Designing Of Buildings/Non- Building Structures, Acoustics,Noise & Vibration Control, Interior Spacing/Decorating, LandscapeArchitecture, Glazing Services, Artsy Stuff, Building Measurement, As-builtfloor plans services

Engineering Various Engineering Disciplines: Drawings, Design Of Roads/Bridges/ Parks,Structural Analysis, Materials/Quality Testing, Directional Drilling, Aerialphotography, cadastral survey, seismic upgrade, etc.



Environmental/ Urban Planning Environmental Engineering, Consulting, Marine/Coral Reef Ecosystem,Biodiversity Conservation, Asbestos Management Plan, LeachateManagement, Diving Services, Environmental Management Systems/RiskAssessment, Growth Management, Zoning, Transportation Planning, LandUse Planning, historic survery, etc.

Financial Services Financial/Insurance Products And Services: Auditors, Investors, Brokers,Banks Atm Machines, General Insurance & Risk Management Services,Consultant Tax Recovery, Purchasing/Corporate Cards, Credit CardServices, Corporate Sponsorship, Auctioneers, Parking Meters, Leasing/Credit Checks, Actuarial services, POS Sytems, etc

Human Resources/ Communications Public/Employee Relations, Benefits/Compensation Administration,Organizational Development, Recruiting/Staffing/Training/Coaching, JobDesign, Management Of Call/Contact Centres, Performance Reviews videoproduction, Executive Search etc

Legal Services Lawyers, Paralegal Services, Bailiffs, Bankruptcy Administrator, AlternativeDispute Resolution, Civil Litigation, General Corporate Advice AndContracts, Including Leases And Joint-Use Agreements, By-Laws, Etc

Management Consulting Feasibility Studies, Statistical Analysis, Business Plans, Best Practices,Business Services, Management Review Etc.

Educational/ Recreational

Books Reading Materials - Textbooks, Novels, Reference Books, Etc

Educational/ Trade Equipment And Supplies Supply And Repair Of Machinery : Taps, Dies And Endmills, Horizontal

Library Services/ Supplies Librarian, Reorganization Of Books, Cataloguing Services., Supplies,Research - historic, cultural, records management, library info. system, etc.

Musical Instruments/ Supplies/ Services Instruments, Sheet Music And Equipment, Digitization Cabling, IntegrationSystem, etc

Primary Educational Supplies Art Supplies, Mathematical Supplies, Classroom Supplies, Language Supplies

Science Equipment/ Supplies and Laboratory Microscopes, Stereolithography, Rapid Prototyper, Capillary Electrophoresis,Services Femtosecond Fiber Laser, Radio synthesis Module, Laboratory Apparatus/

Equipment, Laboratory Glassware, Sample Testing, R&D, Dry Ice, etc.

Sports Equipment Basketballs, Helmets, Footballs, Gym Equipment, Lockers, Mats, Nets

Theatrical/ Staging Supplies/ Services Draperies, Stages, Stage Design, Props, Exhibit Set Up, Gallery And Museum,Scaffolding And Rigging Services, sculpting, etc

Training/ Education/ Consulting Training Sessions, Programs, Materials, Videos, Special /Education/Consulting, Interpretations Services, Corporate Training, TranscriptionServices etc

Electronics/ Appliances

Audio/ Visual Electronics & Services Televisions, Radios, Microfiche, Data Projectors, Stereo/Sound Systems, WallScreens, Interactive White Boards, Scanners, Cameras, Sound Engineer,Videographers, GPS, PA Systems etc

General Appliances Ranges, Refrigerators, freezers, Microwaves, Coffee Makers, toasters,blenders, slowcookers, Washers And Dryers, Etc



Energy/ Fuel/ Chemical

Chemical Products/ Services Industrial Chemicals (ex: benzene), Commercial Chemicals (ex: chlorine)Pool Chemicals, etc.

Energy Products/ Services/ Management Hydro, Batteries, Transformers, Consulting, Maintenance Services/EquipmentFor Renewable Energy, Generators, Booster pumps, Vending Miser, EnergyEfficient Products (Fabricated Steel Crossarms etc.

Fuel Products/ Services Gasoline, Oil, Grease, Diesel, Coal, Biodiesel, Ethanol, Natural Gas,Storage/Fuel Tanks, Natural Gas Boilers, Pipeline Transport Etc. Barrels, JetFuel, Engine Oil, Pump gas etc.

Food Industry

Food Products Fish, Pork, Meat, Utensils (Fork, Spoons, cups, plates, etc), Flatware, Pans,Chinaware, Grains, Meats, Fruits, Vegetables, Oils, Sweets, Snacks, Dairyproducts, condiments (Ketchup, sugar, salts, spices etc.), tea and coffee

Food Services / Supplies/ Equipment Cafeteria Services, Vending Machines, Culinary Services, CulinaryEquipment, Nutritionist / Dietitian Services, etc

Medical/ Surgical

Dental Equipment/ Services Dental Services, Dentists, Dental Chairs, Dental Equipment And Supplies, Etc

Medical Consulting/ Services Specialized Doctors, Development Of Wellness Programs, X-Ray Technician,Ultrasound Technician, Physiotherapy, Optical Services, Clinical Services,Sensory Rooms, Epidemiological Studies, etc

Medical Equipment/ Instruments Ultrasound Units, X-Ray Machines, Hospital Beds, Etc. Medical cameras,microscopes, ventilators, prosthetics, orthotics

Medical Supplies Bandages, Dressings, Syringes, Catheters, Test Kits, Diapers, Examinationgloves, crutches, masks, scrubs, medicine containers/packaging, handsanitizers etc.

Pharmaceuticals/ Services Drugs And Services, Testing, R&D, Dispensing, packaging of drugs like Bristolpacks, prescription/over the counter drugs

Social Programs/ Services Employee Health, Rehabilitation And Employee Assistance Program (EAP) -Consultant Psychiatrist, Etc. Health & Safety Programs, Home Care, BarberServices, Social Housing, Nutritionist Services

Office Supplies

Furniture/ Other Specialty Wares Furniture- Desks, Chairs, Tables, Sofas, Beds, System Furniture, Hair SalonChairs, Etc. Cubicles/room dividers, Filing cabinets, offsite media storage etc

General Supplies Staplers, Hanging Folders, File Folders, Tape, Pencils, Pens, White Out, DryErase Markers, Toner Cartridge, Ink Whiteboards, corkboards, etc

Office Equipment/ Services Photocopiers, Scanners, Printers, Fax Machines, Parts/Services (Not(excluding computers!) Computers!!), Interactive White Boards, Barcode Scanners, Microfilm

Scanners etc.

Paper/ Stationery Paper Products (Fax, Printer And Photocopier Paper), Envelopes, Notepads,Message Pads, Etc




Telecommunications

Network Cabling/ Fibre Optics Products Routers, Cabling Supplies, Ethernet Etc. Switches. Wall plates (Jacks) , wirecrimpers/and Services strippers

Tele-Consulting/ Services Consulting For Telecommunication Companies, Telephone, Internet WAN,VoiP, Broadband/Internet Protocol Networking Devices etc

Telecom Equipment/ Supplies and services Phone Systems, Paging, Cellular Phones, Two-Way Radios (alternative: radiocommunications), Voicemail, Etc. Radios/ Walkie Talkies, GPS ReceiversSatellite, Digital/Analog phones, Headsets, video conferencing

Unclassified Categories

Miscellaneous Bids located within this category are not classified in the existing Biddingocategories.


Step 3 — Bid Notice & Advertisement

Bid Notice Information

This section is where you enter information about the bid, including the BidNumber, Bid Description, Closing Date and Time, and the location. All requiredfields are marked with *.

Site Meeting — The Site Meeting feature allows you to highlight the site visit inthe header of your bid.

Under the “Publish” category, we recommend keeping both “Bidder” and “BidResult” checked, in order to minimize the vendor contacts to your purchasingdepartment.

• Publishing “Bidders” will allow users to view all the vendors who have beeninvited to bid on the contract and/or the vendors who have downloaded thedocument(s).

• Publishing the “Bid Results” allows users to view the results of the contract.

• Mandatory Feedback — Select this feature to get feedback from yourinvitees. By checking the box, invitees must select 'Interested' or 'Not Interested'in order to download the bid document(s). Ultimately, you can use the data forfuture planning.

Posting a Bid — Step 3. Bid Notice & Advertisement


Step 3 — Bid Notice & Advertisement(Cont’d)

Bid Advertisement

The advertisement should be a synopsis of the RFP, RFI, or RFQ details. It shouldinclude:

• Bid Number and Description• Details of the Bid Opportunity (the more information included, the better it is

for vendors)• Contact Information for the posting agency• Closing details, and• Procedures for Obtaining Documents (ie: Pick up bid documents from your

organization; or download documents by clicking the “Download Document”tab on the bid notification.)

You can copy and paste information fromyour file into the HTML editor provided.

Click “Preview” to view the format and toverify the bid details.

In preview mode, click “Modify” to makemodifications or corrections. If all informationis correct, click “OK” to continue.

Posting a Bid — Step 3. Bid Notice & Advertisement


Step 4 — Attach Bid Document(s)

Option 1. Free Electronic Distribution of Bid Documents

99% of the posting agencies utilize this option. It is the default option.You can post multiple docs, multiple formats.

You will see the list of bid documents you’ve uploaded in the section above,entitled “Attached Bid Notice Document(s)”

Once all bid documents are loaded, click on “NEXT” at the bottom of the page.

How it Works:

• You post the bid (or send the information to us and we’ll post it for you)

• Biddingo.com sends a bid notification to our registered vendors and/or to yourlist of invitees the same day.

• Biddingo.com subscribers can download the bid documents for free, anddocument fees apply for non-subscribers. (Amendments are issued in a similarfashion.)

• You can keep track of all document takers for both bid documents andamendments.

When you post your bid documents on Biddingo.com, we take care ofthe distribution for you.

We highly recommend that you upload the bid document(s) when you post thebid. However, if you would like to upload the document(s) at a later time, pleasecall us at 416-756-0955.

1.Under Document, click Browse to locatethe bid documents on your computer,and double-click the required file.

2.Under Description, enter the BidDocument name (eg. RFP 123 BidDocuments, or RFP 123 Spreadsheet,or Terms and Conditions).

3. Enter the number of pages of thedocument.

4. Click on the “Upload Bid Document”button.

Posting a Bid — Step 4. Attach Bid Document(s)

Click this button to upload multiple documents.


Step 4 — Attach Bid Document(s)(Cont’d)

Option 2. Electronic Copy with Document Fee Charge.Email Bid Packages

Option 2 is very similar to Option 1, except you can collect revenue for your biddocuments.

You will see the list of bid documents you’ve uploaded in the section above,entitled “Attached Bid Notice Document(s)”

Once all bid documents are loaded, click on “NEXT” at the bottom of the page.

How it Works

• You explain on the tender advertisement that the bid documents can bepurchased online at Biddingo.com (we can provide you with a sample bidadvertisement)

• Vendors receive a bid notification from Biddingo.com, and can order and payfor bid packages online by credit card (an easy process for vendors)

• Once the payment is processed, the bid package is sent to the vendor byemail

• The supplier is listed as a document taker (amendments are easily issued)

• Document fees are forwarded to your organization at the end of each month(minus a 15% processing fee to cover invoicing, credit card purchase fees andadministration of payments.)

1.Click Option 2. Electronic Copy WithDocument Fee Charge. Then, in theDocument section, click Browse tolocate the bid documents on yourcomputer, and double-click therequired file.

2. Enter the Package Price you would liketo charge the vendor for the biddocument.

3.Under Description, enter the BidDocument name (eg. RFP 123 BidDocuments, or RFP 123 Spreadsheet,or Terms and Conditions).

Include an explanation that thedocument can be purchased andemailed to the vendor.

4. Enter the number of pages of thedocument.

5. Click on the “Upload Bid Document”button.


Click this button to upload multiple documents.


Step 4 — Attach Bid Document(s)(Cont’d)

Option 3. Charge and Courier Bid Packages

This option is for hard copy distribution i.e. Blueprints, printed material,printed bid documents, not easily converted to electronic format. This provides forrevenue generating while distributing bid documents on www.Biddingo.com.

Repeat this process for all documents, then click on “NEXT” at the bottom of thepage.

How it Works

• You explain on the tender advertisement that your organization is charging afee for the bid documents, and that they can be purchased online atBiddingo.com (we can provide you with a sample bid advertisement)

• Vendors receive a bid notification from Biddingo.com, and can order and payfor bid packages online by credit card (an easy process for vendors)

• Once the payment is processed, an email is issued to the designated person(s)within the your organization stating that the vendor has purchased the bidpackage

• The supplier is listed as a document taker (amendments are easily issued)

• You can order a courier (the courier fee is built into the bid package price) orthe vendor can send their own courier, within 24 hours of the purchase (givingyour organization time to put the bid package together)

• Document fees are forwarded to your organization at the end of each month(minus a 15% processing fee to cover invoicing, credit card purchase fees andadministration of payments.)

For more information on the options available, please contact CustomerCare at [email protected] or at 416-756-0955.

1.Click Option 3. Charge and Courier BidPackages.

2. Enter the Package Price.

3.Under Description, explain that thedocuments can be purchased by thevendor online, and once payment isprocessed, the printed bid documentswill be couriered or will be ready forpickup, depending on your internalpurchasing procedures. (We can provideyou with a sample Description). Alldocument fees will be forwarded to yourorganization at the end of each month.Weight fields are optional.

4. Enter the dollar amount that you arecharging for shipping. Someorganizations will not courier the bidpackage, and the vendor is responsibleto pick up the bid package.

5. Click on the “Attach Bid Package” button.



Step 5 — Select Companies to Invite(Optional)

Invitation Option

Select which companies you want to receive the invitation.

Biddingo offers 3 options to locate and invite your suppliers:

Option 1. Select suppliers from myeVendor Management Database.

Locate registered suppliers based oncommodity code(s) or company name.

Option 3. Search Biddingo.com’s databasefor suppliers.

If you know which suppliers you want toinvite, use this option.

Option 2. Notify suppliers from myprevious bid(s).

Use this option to invite the suppliersfrom my previous bid invitations.

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2

Posting a Bid — Step 5. Select Companies to Invite

3


Step 5 — Select Companies to Invite(Optional) (Cont’d)

Option 1. Select suppliers from my eVendorManagement Database

Use this option to locate registered suppliers based on commodity code(s) orcompany name.


Click the commodity code to view allsuppliers registered under it.

If you can’t find the company you want toinvite in your vendor application, click“Search Biddingo.com Database”.

Click ”List of Invitees” link or “Yes, I’m Finished Searching forSuppliers” button to go to the next stage to verify and select mycontacts.

Search suppliers base on commoditycodes. You can use “Search by Location”and/or “Search by Vendor Application”option to narrow your search.

Move mouse over the company name tosee the list of registered users, and selectthe contact(s).

Click this button to add the selectedcompany(ies) to the invitaton list addinvite more.



Option 2. Notify suppliers from my previous bid(s)

Use this option to invite the suppliers from my previous bid invitations.


You can search previous bids by BidNumber and/or Bid Name and/orBusiness Category(ies).

On the list of search results, select the bidby checking the radio button beside it. Toview bid information, click the bid name.

Click “View Invited List” button to see listof invitees from the selected bid.

All invitees/document takers from theprevious bid are displayed on the list.Uncheck the box for each company youwant to delete from the invitation list.



Option 3. Search Biddingo.com’s database for suppliers


Use the search field to find your supplier.You can search by “Company Name”, orcombine with “Search by Location” option.

List of companies will display based onthe search criteria. Move mouse over thecompany name to view all contactpersons from this company.

Select all contacts or companies that youwant to invite, then click “Add the selectedCompany(ies) to the Invitation List andInvite More” button.

Click “List of Invitees” link or “Go to Nest Page, Select Contacts” buttonto go to the next stage to verify and select my contacts.

Click “Search by Location” to expand or collapse Search by LocationOption. You can search by “Country/Province” and/or “Telephone AreaCode” and/or first 3 digits “Zip/Postal Code”.

If you can’t find the company you want toinvite in Biddingo.com database, click“Create New Company”.



Create a New Company

If you can’t find the company you want to invite by searching Biddingo.comdatabase, you can create a new company.

On the “Create a New Company” page, type the company name, and click“Verify” button to search the Biddingo.com database for companies previouslyregistered with the same name.

a). No company found.If there are no existing companies in the Biddingo.com database matching thenew company name you entered. “No company found” message will bedisplayed after you click “verify” button, and all grey-out fields become editable.You can continue to enter the company information.


Type the company name, and click“Verify” button.



b). The Similar Suppliers are found.


Check the radio button beside thecompany you want to invite, add click“Invite Selected Company” button to addit to the invitation list.

If there are some existing companies in the Biddingo.com database matching thenew company name you entered, you are lead to the “list similar suppliers”page.

• Select a company you want to invited, and click “Invite Selected Company”button.

• If you can not find the company that you want to invite, click "Go Back andUpdate" to add a new company or to modify the company information.



Invitee(s) Confirmation

You can verify the list of companies you’ve selected, and select your contactperson(s), update contact info, or add new contact.


• Click “Add New contact” to create a newcontact person.

• Click “Update” to make changes to thecontact person current information.

• Click “Delete this company” to deletethe company from the invited list.

• Click “Invite More” to use the search options and add morecompanies.

• Click “I’m Finished Selecting my Invitees” and proceed theverification stage for the bid creation steps.


Final Step – Verify Your Bid Info

Verify your bid information. Click on the"Modify" link on any of the sections toedit the information.

The Bid will now be forwarded to Biddingo.com’s Bid Publishing Department forour approval.

We will verify the Closing Time and Date, and check to ensure that there is thecorrect number of pages in the documents, among other checks. We will contactyou if there are any issues with your bid.

Congratulations! You’re done.

Please see the next pages for information on adding an amendment.

Posting a Bid — Final Step. Verify Your Bid Info

Once you’ve verified all information, click“Submit for Approval”


Adding an Addendum/AmendmentAn addendum/amendment should be issued when there are any changes to acontract. For example, if the closing date has been extended, an amendment canbe issued to notify the suppliers of the change(s).

1. To issue an amendment, log intowww.Biddingo.com with your User IDand Password.

2. Locate the bid and click “Bid Scope“,and then click the “Amendment” link inthe top right box. To issue a 2ndamendment, click “Amendment”.

3. Click “Add New Amendment” onamendment page.

Adding an Addendum/Amendment


Enter all the related information for theamendment. Click “Next Step”.

Adding an Addendum/Amendment(Cont’d)

Step 1. Amendment Basic Information

Note• The Amendment Publish Date gives you the option of notifying vendors

immediately or at a later date. You can create an amendment notice and saveit in the database, and have it released on the date specified.

• The Amendment Number is the numbering sequence of the amendmentbeing issued. For example, Amendment 1, Amendment 2, etc.

• The Amendment Title is a brief description of the nature of the amendment.For example, if the contract has been extended, you might want to include ashort description as follows: “The closing date has been extended until theproposed date.”

• The Status allows you to classify the current condition of the contract. Forexample, if the contract has been extended, click “Revised Closing Date,”and enter the new closing date.




Step 2. Amendment Details


5.Copy and Paste the Amendmentinformation in the area provided.

6. Click “Next Step”

Step 3. Adding an Amendment Document

You now have the option of attaching a document. If you do not wish to add adocument, click “Publish Preview” to skip this step. It is highly recommendedthat you attach a document if there are any significant changes to the biddocument itself. Note: A document can be added in any of the following formats(pdf, Word, Excel, etc.)

1.Click “Browse”, select the file and click“Open”.

2. Type a brief description of the document.For example, “Amendment 1 Document”.

3.Enter the total number of pages.

4. Click “Submit Attachment”

Your document has now been uploaded!

5.Click “Publish Preview”




Amendment Preview

When you click “Submit for Approval”, Biddingo’s Quality Control Staff isalerted with an email requesting an approval. Once the amendment is approved,the system notifies the companies that have downloaded the bid document(s).

You will be notified via email of all the successfully delivered and failed emails.

You may now submit the amendment forapproval, or publish later.


Posting Bid ResultsOnce the bid is closed, you can post the bid submission prices.

2.Click the “Bids Received” button toselect the bidders.

Posting Bid Results

1.Click Doc. Takers on the list publishedbids page, the list of document takerswill appear.

Bids Received

Use the Bids Received feature to display the bidders and bid prices. If a companythat submitted a bid response is not shown on the document takers list, you mustadd it manually for it to be displayed on the bidders list.


Posting Bid Results (Cont’d)

4.Enter the dollar ($) amount for eachbidder in the appropriate fields andclick the “Save” button.

(Please note that the Bid Amount fieldONLY supports numerical information. Forexample, one thousand dollars would beentered as (1000.00.) Do not enter acomma, or the $ sign. For example,($1,000.00) would result in an error.

Posting Bid Results

3.Select the bidders and click the “Save”button.

Bid Price

Enter the prices and the applicable Units of Measure (UOM).

Ranking

Enter the number for each supplier. Ranking the suppliers is based on lowest tohighest bid prices (1 being the lowest).


Awarding the ContractOnce you post the bid submission prices, you can send the award notice to notify all thebidders. It only takes two easy steps to create a new award notice.

To award the contract, click the “AwardThis Contract” button on the bid resultspage.

Select the awardee(s).

Awarding the contract

Step1. Award Notice Basic Info

Choose the recipients you want to notify ofthe award notice. If you do not want tosend an email, select 'No Email'.


Awarding the Contract (Cont’d)

Step 2. Attach award notice letter(s)


1. click “Browse” to locate the documentson your computer, and double-click therequired file.

2.Under “Description”, enter the briefinformation.

3. Click on the “Submit Attachment”button.

To verify all the information. Click “Edit”to update.

Award Notice Preview

You may now submit the award notice forapproval, or publish it later.

4. Click the “Publish Preview” to go tothe preview page.


You have successfully awarded the contract.

If you are awarding the contract at a later date, log into the Biddingo system andfind your contract.

• Click “Bid Results”

• Click “Award This Contract” for the desired vendor

Awarding the Contract (Cont’d)


(Awarded) and an icon will appear besidethe Bid Price for the selected vendor.

After you click “Submit for Approval”,Biddingo’s Quality Control Staff is alertedwith an email requesting an approval.Once the award notice is approved, thesystem notifies the bidders.

You will be notified via email of all thesuccessfully delivered and failed emails.


How to Find Suppliers — Create Vendor Application Form

How to Find SuppliersCreate Vendor Application Form

You can create or update your own online vendor application form. Suppliersinterested in bidding on your business will complete it in hopes of receivingformal solicitations for goods & services.

Step 1 — Basic Information

Upload your organization logo

Input your company information

Upload Vendor Application Instructions



Create Vendor Application Form(Cont’d)

Step 2 — Select Sections

Customize your Vendor Application by adding only those sections that you wouldlike your vendors to complete . In the Available Sections list, click on the checkboxes of those sections that you want to add to your customized Selected Sectionslist. Click on the “Add...” button to move the sections to the Selected Sectionslist. To remove sections from the Selected Sections list, click Check All or selectspecific sections and click on the “Remove” button to move them back to theAvailable Sections list. Once the appropriate sections have been added to theSelected Sections list, they can be further customized by clicking on the checkboxes and using the Move Up and Move Down buttons to change the position ofthe sections.

Create “Custom Section”




Step 3 — Group Sections

Step 4 — Select Mandatory Section & Field

You can choose display all sections in onepage or multiple pages.

Check all the fields that are required bysuppliers to respond. Select the checkboxbeside section title means this wholesection as mandatory *.




Step 5 — Preview your Vendor Application Form

Click the Preview button at any time to view your customized application. Clickgo back to exit the preview and return to the application customization. Once theapplication is customized to fit your needs, and you like the way it looks, click“Save Vendor Application” to create the final version of your VendorApplication.

“Preview” page gives you what yourvendor application form would like afterpublish.


How to Find Suppliers — Sourcing By Biddingo

Sourcing By Biddingo

1. Search suppliers by commodity code

b). Search Commodity code by keywordor Class Code.

a). Click one of the main commodity codeto view child commodity codes.

To view the list of suppliers under eachcategory, check the checkboxes besidethe category, and then click the “ViewSuppliers” button.



Sourcing By Biddingo (Cont’d)The “list of Suppliers” page shows all the suppliers under each selectedcategories. You can see the company name, vendor status, and last update date.

• Click [V] to view the vendor application form.

• Click [C] or the company name to view the supplier contact information.

• Click [status] to view Vendor Evaluation History and current status.

List of suppliers

Click [V] to view each vendor’s applicationform.



Sourcing By Biddingo (Cont’d)

2. Search suppliers by keyword

You can also find suppliers by using our search function.

Click “View Suppliers” to go to the searchsupplier page.

Search supplier by keyword. Check “ApplyMy Power Search Criteria” Option tonarrow your search results.

Browser My Supplier Alphabetically.

A. My Supplier – you can only use this option if you have used Biddingo.compreviously, and have built up your organization’s database of suppliers. Use thisoption to search through your online database of registered companies.

B. All Supplier – search Biddingo’s database for the vendors you’re looking for.



Sourcing By Biddingo (Cont’d)

Vendor Evaluation

List of suppliers

Click [Status] to create or update vendor evaluation

Click “Create New Evaluation” link to create a new evaluation


How to Track SuppliersDocument Takers List

To view a list of document takers for an existing bid, log intowww.Biddingo.com and locate the bid on the “List of Published Bids”listing. Click on the “Document Takers” link.

“Document Takers List” gives you the overview of the bid activities. Click thecolumn title to sort by ascending or descending order.

How to Track Suppliers — Document Takers List

There are several great tools you can use.

• To forward document takers list to other person,click “Email This List”.

• To export to Microsoft Office Excel and save asspreadsheet, click “Export to Excel”.

• you can select and save the list of suppliers thathave attended the meeting by clicking “SaveMandatory Meeting Attendees”.

To view the activity details for eachsupplier, click the company name.


Document Takers List (Cont’d)

Save Mandatory Meeting Attendees

As per the Mandatory Site Visit Requirements, you can select and save the list ofsuppliers that have attended the meeting. You may do so by clicking the checkboxes for the suppliers and click "Save Mandatory Meeting Attendees". Onlythose selected suppliers will receive any future amendments and have access todownloading the documents.

How to Track Suppliers — Document Takers List

Click the checkbox to select the list ofsuppliers that have attended the meeting.

Then Click the “Save Mandatory MeetingAttendees” button to save.

The Message “attended” is displayedbeside selected companies under “SiteMeeting Attendees” Column.


Document Taker Summary Report“Document Taker Summary Report” gives a breakdown of the originalinvitees and the methods in which the document(s) were distributed.

Invitees — List all the invitees for the invitation bid.

Doc. Takers — List the suppliers who have downloaded the bid documentsonline or purchased document by pick-up.

Interested Vendors — List the suppliers who have viewed the bid scope ordownloaded documents.

How to Track Suppliers — Document Taker Summary Report


Document Taker Detailed Report“Document Taker Detailed Report” Provides a list of all the companies'information and the activities related to the bid.

How to Track Suppliers — Document Taker Detailed Report

Click the icon to show/hide activities foreach bidder.


Biddingo Report“Biddingo Report” provides a summary of the suppliers notified of the bid via emailand fax.

In the case of an invitation, the Purchasing Department provides a list ofsuppliers; Biddingo’s Customer Service Representatives contact the invitees andrecords the call activities.

Browse of this bid indicates the number of suppliers that have viewed the bid scope.

How to Track Suppliers — Document Takers

Click “No. of daily emails sent”link to view the list of suppliersthat emails sent to.

Click “No. of Browse this bid” link to view the listof suppliers have viewed the bid scope.


Adding Document TakersTo add document takers, search through all supplier by company Name or/andlocation. This allows you to search through all of the suppliers registered inBiddingo's database.

If you are unsuccessful in locating a supplier in the all supplier databases, youcan add a supplier by creating a new company.

To access the Document Takers list, click“Doc. Takers”. The list of the DocumentTakers will display on the screen.

Click “New Document Taker” to add newdocument taker(s).

How to Track Suppliers — Adding Document Takers

Use the search criteria section to locatethe suppliers you want to add. From thelist of search results, select the invitees bychecking the checkbox beside thecompany or user.

If the contact person doesn’t displayunder the company, select the company,and you can add new contact person atthe later stage.

If you can’t find the company that youwant to invite, you can create a newcompany by clicking the “Create NewCompany” button.


Adding Document Takers (Cont’d)

New Document Taker — Confirmation

The Biddingo System Document Taker’s list includes companies that wereoriginally invited through the system or have downloaded the bid package.

You can locate and add more companies to the invitation/document taker’s list:

• Select the "Invitee" check box to add the invitee to the list. The system sendsan email notice to the supplier regarding the bid invitation.

• Select the "Doc. Pickup" check box for a company that obtained thedocument from your Purchasing Department

If you locate a company and the contact information does not match that youhave on file:

• Click the "Update" button to make changes to contact's current information inthe database. Any changes made to the account results in an email being sentto the contact to verify the information, at which point he or she confirms ordecline the changes.

• Click "Add New Contact" to enter and save the contact information forsomeone you're unable to locate from the Biddingo.com database.


Verify the list of manual added documenttakers.

Update document(s) pick up status forcurrent document takers.




Creating a new Supplier’s Profile

If you were unsuccessful in locating a supplier in Biddingo.com supplierdatabase, you can add a supplier to the Document Takers list by creating a newcompany.

Click the “Create New Company” buttonto create a new supplier. Before create anew supplier, always do the search first toensure there is no duplicated datagenerated.




On the “Create a New Company” page, type the company name, and click“Verify” button to search the Biddingo.com database for companies previouslyregistered with the some name.

a). No company found.If there is no existing companies in the Biddingo.com database matching the newcompany name you entered, “No company found” message will be displayedafter you click “Verify” button, and all grey-out fields become editable. You cancontinue enter the company information, then click “Save” button.


Type the company name, and click“Verify” button.

The supplier has now been added to YOUR database. To add more suppliers tothe list, repeat the steps above.

Click “Save >” button to save the newsupplier information.



Select the company and invitee you wantto invite from the list of similar suppliers.



b). The Similar Suppliers are found.If there are some existing companies in the Biddingo.com database matching thenew company name you entered, you are lead to “the list similar suppliers” page.

• Select a company you want to invited, and click “Invite Selected Company”button.

• Click "Go Back and Update" to add a new company or to modify thecompany information.


Communications ToolsNEW! Ask a Question

Communications Tools — Ask a Question

Suppliers can ask questions throughonline Vendor Registration landing page.


NEW! Ask a Question (Cont’d)

Answer the question

If there are any questions that suppliers posted, you can access them on “MyBiddingo” page. Log to Biddingo.com with your user Id and password, and clickon the ”My Biddingo” link. You can see “Questions & Answers“ section on“My Summary” page.

Communications Tools — Ask a Question

To answer the question, click on eachquestion.

Type our answers in “Responses” field.Check “Publish to public” if you want itpublishes online and accesses byeveryone. Check “Send email” option ifyou want to send a email to this supplier.


Request for Bid DocumentsThe “Request to Send Document” feature allows public sector organizationsthe opportunity to request bid documents from other buying organizations.

Communications Tools — Request for Bid Documents

To request bid documents, click on the"Request to Send Document" link. The"Request" email will highlight the Biddescription, bid number, the briefdescription of your request, and be sent tothe posting buyer directly.

The bid owner will review your request, and if accepted, the bid document(s) willbe emailed to you. Biddingo.com advocates the sharing of bid documents to allpublic sector agencies, however some organizations do not wish to provide theirbid documents to other buyers.

Please note if there is no "Request to Send Document" link, there is no biddocument(s) attached to the bid opportunity. Please review the tenderadvertisement for the contact person.

Type the email subject and message, andthen click “Send Email to RequestDocument(s)”. The email will be sent tothe posting buyer directly.


Request for Bid Documents (Cont’d)After receiving the “Request for Bid Documents” email, the bid owner loginBiddingo.com, and can see the new request on “My Summary” page under“My Biddingo”.

Communications Tools — Request for Bid Documents

Click on the new request link to see therequest details.

Click on the “Accept And Send Document”link, and the email with bid documentsattached will be sent to the requester.

Biddingo.comPhone: 416-756-0955Fax: 416-756-9294Toll Free: 1-888-891-8314

Mailing Address:Biddingo.com1210 Sheppard Ave. East, Suite 305Toronto, Ontario M2K 1E3

If you’re interested in obtaining more information about advertising your bidopportunities on the Biddingo system, simply call us at 416-756-0955 or send anemail to one of the contacts:

Research Coordinator: Shelene [email protected]