Bid Submission Instructions

Step 1: Access the Project

1. Log in to your vendor account at the online Procurement Portal (Bonfire).
2. Locate the project you wish to bid on and click the View Opportunity button.

Step 2: Prepare Your Bid Table

1. Scroll down to the Requested Information section.
2. Download the bid table provided. This file will save directly to your device.
   
   
   *When you open the bid table, you will see this instruction screen. Depending on your settings, you may have to click ‘enable editing’ at the top. Review the instructions, then click on the bottom tab labeled ‘Responses'.
   
   
3. Open the file and enter your pricing. Important: Do not change the format of the spreadsheet, or the system may reject your upload.
   
   
   

   On the Responses tab, use columns B and J to track your progress:

   • Entering Bids: Enter your pricing in Column J.

   • Status Tracking: Cells in Column B will stay red until you enter a price. They will turn green only when every item has a response.

   • Verification: If any cell in Column B is still red, double-check your entries to ensure nothing was missed.

   • Calculations: The total price for each line item (the extension price) is automatically calculated in Column K.

   
   
   

   To verify your figures, use the Basket Total section of the spreadsheet:

   • Individual Totals: Your base bid and each alternate are calculated in separate "baskets." Compare these individual basket totals against your own data to ensure accuracy.

   • Grand Total: The spreadsheet automatically adds the base bid and all alternates together into a "Grand Total."

   • Important: Always verify the specific basket totals rather than just the Grand Total to ensure each component of your bid is correct.

   
   

   Your bid table is complete when the cell under "Responses" turns green and your basket totals match your internal records. If it is still red, review your entries.

   Rules for a Successful Upload:

   • No Formulas: Enter plain numbers only. The platform cannot process Excel formulas.

   • Currency Format: Use only two decimal places. The system will automatically round any extra digits.

   • No Structural Changes: Do not add rows, delete items, or alter the spreadsheet layout. Only enter data in the designated cells.

   • Verify Accuracy: Triple-check that your entered numbers match your data before saving.

   • Save Frequently: Save your progress often, especially on large projects with many line items.

4. Save the completed bid table to your computer.

5. Return to the project page on the Procurement Portal to upload your files. Ensure you have the following items ready:

   • Completed Bid Table (Excel spreadsheet)

   • Signed Proposal Form

   • Bid Bond (if required)

   • Optional Vendor Documents (any additional information you wish to include)

Step 3: Submit Your Bid

1. On the project page, scroll to the bottom and click Prepare Submission.
   
   
   
2. Upload your completed bid table and any other required documents (such as bid bonds or certifications) into the corresponding slots.
   
   
   
3. Complete the Proposal Form. Ensure you check the box to acknowledge that you accept all terms and conditions.
4. Click Submit & Finalize Submission.
   
   
   

Step 4: Confirmation

Once submitted, you will receive a Submission Receipt. We recommend saving or printing this screen for your records. A confirmation email will also be sent to the address associated with your vendor account.

How to Revise or Withdraw a Bid

You can update or withdraw your bid at any time before the submission deadline:

To Revise:

1. Open your Submission Receipt.
   
   
   
2. Scroll to the bottom and click Click here to un-submit your submission.
   
   
   
3. Make your necessary changes, re-upload documents if needed, and remember to click Submit & Finalize again.

To Withdraw:

1. Navigate back to the "Opportunity" page.
2. Locate the Work-in-Progress section at the bottom of the page to withdraw your submission entirely.
   
   
   

Note: Only submissions that have been finalized and submitted by the deadline will be considered.