How to Submit a Bid in Ariba
This document is a companion guide to the video, “How to Submit a Bid in Ariba,” which
runs approximately 11 minutes and can be viewed from the “Working with Us” Section of
the SCMS website at http://www.scms.pfscm.org/scms/working/vendors
Please review this document to understand the process for responding to a RFQ bid
invitation using the PFSCM Ariba website.
PFSCM Email Invitation
PFSCM notifies vendors by email invitation about opportunities to bid on a RFQ. Each
invitation is referred as “an event” in the Ariba system.
PFSCM Bidding Event Example Email
In order to receive RFQ email invitations, you must first
register with the PFSCM Ariba website. You can self-register
at http://pfscm.supplier.ariba.com/register.
Bidding on a RFQ
1. To bid on a RFQ, a vendor must first log into the PFSCM Ariba website at
http://pfscm.sourcing.ariba.com. Or select, “Click Here,” in the email invitation to
log into the system.
-
2. Once logged in, access RFQs categorized according to three status updates on the
event dashboard:
a. Completed
b. Open
c. Pending Selection
3. At the event dashboard, the vendor may access information for each RFQ bidding
event as described in the email invitation by clicking on the hyperlinked RFQ title in
the Status: Open activity list.
Click on the RFQ link to
view information about
the bidding event.
4. On the RFQ event bid screen, access the bid submission checklist located on the
left-hand side of the screen to complete the steps to submit a bid.
The following steps must be
completed before a response
can be submitted:
1. Review Event Details
2. Review and Accept
Prerequisites
5. At the Review Event Details screen, review information pertaining to the selected
RFQ bidding event which includes:
a.
b.
c.
d.
e.
f.
Owner: PFSCM Buyer
Event Type: RFP
Publish Time: Start time
Due Date: Quotation Submission Deadline
Currency: USD
Time Remaining: # days, # mins
Print event information.
On the Review Event
Details screen, review
prerequisites or
decline to respond.
6. Click on the yellow Review Prerequisites button to respond to the RFQ bidding
event, or click on the Decline to Respond button to terminate the invitation.
Either action will be recorded in Ariba. A vendor can return to this screen at a later
time to advance to the Prerequisites screen by choosing the yellow Review
Prerequisites button.
7. After clicking on the yellow Review Prerequisites button, the next step is to
proceed to the Prerequisites screen and review Ariba’s Terms of the Agreement to
utilize this system.
At this screen, there are three options:
•
Accept the invitation: Select “I accept the terms of this agreement” radio
button at the bottom right-hand side of the screen, and click the OK button.
•
Decline the invitation: Leave the radio button default indicating “I do not
accept the terms of the agreement” at the bottom right-hand side of the
screen and click the OK button. Vendors who choose to decline will be
returned to the Review Event Details screen and will be unable to proceed
with the transaction. Vendors can always reconsider and accept the terms of
the agreement at a later time.
•
Neither decline nor accept by simply clicking the cancel button and return to
the Review Event Details screen. Vendors will be unable to proceed with
the transaction.
8. After accepting the terms of the agreement, a pop-up window will display prompting
vendors to Submit this agreement. Click OK to submit. In order to proceed with
the transaction, the OK button must be clicked. After accepting the terms, the
transaction will continue at the Review Event Details screen.
Confirm agreement to
participation terms.
If you do not see this
pop-up window, check
your pop-up blocker
settings in your internet
browser.
9. At the Review Event Details screen, access the Select Lots button to proceed to
the next screen to bid on the RFQ after agreeing to the participation terms.
The primary options at the top of the screen allow you to:
• Download Content (into Excel)
• Review Prerequisites (to return to the previous screen)
• Select Lots (yellow button to proceed)
• Print Event Information
10. At the Select Lots screen, go to the Event Bidding Currency section to indicate
the bidding currency from the dropdown menu.
At this screen you can
indicate bid currency.
For some events, you
may choose to bid with
non-USD currency.
11. Then click the checkboxes for the items provided for the quote(s). Click the yellow
Submit Selected Lots button at the bottom left-hand side of the screen when the
section has been completed to proceed to the next screen.
You can only bid with
one currency.
After choosing currency,
select the items to bid on.
12. At the Submit Response screen, access navigational tips to complete the process.
The green asterisks indicate required fields.
13. Locate the 2 Vendor section of the Submit Response screen and complete the
online vendor questionnaire. At 2.2 PFSCM/SCMS/PPM Terms and Condition,
choose to agree or disagree from the dropdown. Choose either option to continue
with the process.
You can select either ”yes” to agree
or “no” to disagree.
Enter vendor quote freight
cost (if applicable) and other
expenses (if applicable).
Add a comment or attach a file to
clarify any costs associated with
the bid by clicking on this icon.
14. Then on the Submit Response screen, enter expenses including freight estimate
quotes as applicable – these fields are not required.
15. Next, locate the 3 Products section of the Submit Response screen and complete
the fields. Scroll to the right-hand side of the screen to view all the fields. The green
asterisks indicate required fields.
16. Once the information is complete, click on the yellow Submit Entire Response
button at the left-hand side of the screen. When the event is closed, PFSCM will
review the responses.
Click the yellow Submit Entire Response button.
Click the save button to submit at a later time.
September 2014