Supplier Responses: Quick Tutorial

This Quick Tutorial explains how to navigate the agency's Euna Procurement Powered by Ion Wave software system, locate bid requests, and create and submit a bid response.

Log in to the agency's Euna Procurement bidding system. Once you log in, the supplier bidding dashboard displays. To access bid events, click Bid Events from the top menu bar, or click one of the applicable Alerts (refer to the image below).

The available bids display in two areas: My Invitations and Other Bid Opportunities. Click the bid number to view the bid opportunity (refer to the image below).

After you select a bid, a popup can display asking whether you intend to respond to the bid event (refer to the image below).

Each bid event contains a series of tabs (refer to the image below). If a tab listed below does not display on your bid, it does not apply to the solicitation.

Start on the first tab on the left and work through the tabs to the right until you reach the final tab, Response Submission.

Event Details

This tab provides specific bid information, including Bid Notes, Contact, Ship To, and Bill To information.

Questions

To submit bid-specific questions, click the Ask Question button. The buyer reviews questions and answers at their discretion. You can only ask questions until the cutoff date and time.

Activities

Review and respond (as applicable) to bid-related activities. Activity types can include:

• Participation Activity: Review information about activities the buyer is requesting you participate in.
• Non-Participation Activity: Provided for informational purposes.

Attachments

The buyer includes bid attachments for informational purposes or to provide a form to complete and submit as a response attachment.

• Click Download, then save the file to your desktop or another drive.

Attributes

Attributes are a series of questions or content that can require your review or response. Read and answer all attributes.

• Required attributes have a red asterisk (*) to the left of the required field (refer to the image below).

  

• You must answer all required attributes to submit the bid response.
• Click the Save button at the top left of the tab to save your responses.
• Click the Error Check button to check for any missed required responses.

Line Items

Enter your response as a price or percentage in the response field on the right. The system calculates an extended price once you save (refer to the image below).

• Line Item Attributes: Answer questions, complete specification requests, and review additional terms and notes specific to the line item. Not all bid requests include line item attributes (refer to the image below).

  

• Line Item Attachments: Click Download to access files for this line item. Not all line items include attachments.
• Required fields have a red asterisk (*) to the right of the response field.
• Click the Save button to save your responses, then click the Error Check button to check for missing required price fields.

A line item can include one or more of the following options:

• Add Alternates: Where allowed, click Add Alternate and enter the fields requested. To remove an alternate added in error, click Delete Alt.
• No Bid: Unless the buyer specifies otherwise, the No Bid function is not required at the line level. Click No Bid to mark a line, or Clear No Bid to remove it.
• Add Notes: Where allowed, click Add Notes to enter comments for buyer review.

Response Attachments

Use this tab to upload documents for buyer review.

Requested Attachments: A required or optional file that the buyer has requested. A red asterisk (*) next to the file name indicates it is required (refer to the image below).

1. Click the Upload button, then click Select File in the popup window.
2. Select the file, click Open, then click the Save button once the file uploads.

Other Response Attachments: Include additional documents for buyer review. This section is available at the buyer's discretion (refer to the image below).

1. Click the New button, then click Select File in the popup window.
2. Highlight the file and click Open.
3. Enter a description.
4. Click the Save button.

Response Submission

After completing your bid response, you must submit it before the bid event's close date and time. To submit your response:

1. Supplier Note to Buyer: Enter an optional note to the buyer. This field is not available on all bids.
2. Digital Signature: Enter your full name (required) and email address (required).
3. Click the Error Check button to check for any missed required fields.
4. Click the Submit Response button.

When you successfully submit a response, Response Submitted displays, followed by the date and time stamp (refer to the image below).

Submission Errors

When an error occurs, the system displays the location of the error. In the example below, errors display in the Attributes, Response Attachments, and Response Submission tabs.

• To resolve errors, go to the tab where the errors occur and complete the required fields.
• Once you correct the errors, go to the Response Submission tab to submit the response.
• System Notification: The system sends an email to confirm whether the submission failed or succeeded.

Response Retraction

This function is available at the buyer's discretion. Use it to retract a submitted response for additional editing (refer to the image below).

1. On the top right-hand side of the screen, click the Actions dropdown list and choose Retract.
2. Confirm the retraction by typing the word RETRACT into the text field on the popup box, then click the OK button.
3. Navigate to the desired tabs for editing.
4. Select the Response Submission tab to submit the revised response.