State of IllinoisState Use

Process Manual #6V 1.1

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Table of ContentsIntroduction.................................................................................................................................................4

BidBuy General Overview............................................................................................................................5

Requisition (REQ).........................................................................................................................................7

REQ: General Tab.....................................................................................................................................7

REQ: Items Tab........................................................................................................................................8

Option 1: Add Open Market Item:.......................................................................................................8

Option 2: Upload Item:........................................................................................................................9

REQ: Vendors Tab....................................................................................................................................9

REQ: Address Tab....................................................................................................................................9

Option 1: Ship to/Bill to all items to one location......................................................................9

Option 2: Ship to/Bill items to multiple locations...................................................................11

REQ: Accounting Tab.............................................................................................................................12

REQ: Attachments Tab...........................................................................................................................12

Add File......................................................................................................................................12

Add Form...................................................................................................................................13

REQ: Summary Tab................................................................................................................................14

Submit for Approval...........................................................................................................................14

1. Convert to BID...........................................................................................................................15

BID: Post State Use Notice.........................................................................................................................16

BID: General Tab....................................................................................................................................16

BID: Attachments Tab............................................................................................................................17

BID: Notes Tab.......................................................................................................................................19

BID: Summary Tab- Submitting for Approval & Publishing NOA............................................................20

1. Submit for Approval...................................................................................................................20

2. Send BID....................................................................................................................................21

BID: Amendments Tab...........................................................................................................................22

Create Quote.............................................................................................................................................24

Quote: General Tab...........................................................................................................................24

Quote: Items Tab...............................................................................................................................25

Quote: Questions Tab........................................................................................................................25

Quote: Terms & Conditions Tab........................................................................................................25

Quote: Attachments Tab....................................................................................................................25

Quote: Summary Tab.........................................................................................................................25

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PPB........................................................................................................................................................27

BID- Convert to Purchase Order................................................................................................................28

Purchase Order (PO)..................................................................................................................................29

PO: General Tab.................................................................................................................................30

PO: Items Tab....................................................................................................................................32

PO: Control Tab.................................................................................................................................32

PO: Attachments Tab.........................................................................................................................33

PO: Summary Tab..............................................................................................................................33

Sending PO............................................................................................................................................33

Change Order (CO)................................................................................................................................34

CO: Creating the Change Order (See Change Order Manual for Additional Guidance).....................34

The information contained in this document is a general guideline for the processing of procurements using the State of Illinois BidBuy system. State of Illinois procurements must be conducted in accordance with applicable statutes and rules, including the Illinois Procurement Code. For any questions, please contact your Agency Procurement Officer (APO) or State Procurement Officer (SPO).

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Introduction BidBuy is the State of Illinois’s new web based, eProcurement system, designed to streamline procurement processes and offer expanded services. BidBuy is the Illinois Procurement Bulletin for General Services, is the notification system for procurement opportunities, links directly to the Illinois Procurement Gateway (IPG) and reports information to the PPB Clearinghouse. Further. BidBuy is also integrated with SAP and the BEP Certification System.

Central Management Services – Bureau of Strategic Sourcing1000 E Converse St

Springfield, IL 62702Phone: 217-782-6143 Fax: 217-782-5187Email: CMS.BOSS.StateUse@illinois.gov

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BidBuy General Overview

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Requisition (REQ) Creating a REQ is the first stage in the State Use process. The requesting Agency will start the REQ.

Documents Requisitions New

This will then open a New Requisition on the General Tab. Follow instructions below for guidance on each tab, to complete the REQ.

REQ: General TabThis required tab is to include the basic information about the procurement.

Short Description: Start Description with SUP. Then uniquely identify the procurement. This is a searchable field.***NOTE: If information will be shared via interface to SAP at the PO stage, keep in mind it will pull only the first 40 characters from the short description, and it must be unique.

Requisition Type: Open Market will be utilized for State Use. Type Code: Select the appropriate type code as this is a searchable field. Special Procurement Type: State Use

After completing all necessary fields, select Save & Continue to establish a Requisition Document Number for the procurement.

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REQ: Items TabThis required tab allows the Agency to identify the item, quantity, and estimated cost associated with the procurement. This should include a separate line item for any potential renewal options for approval purposes.

Option 1: Add Open Market Item:

This allows the Agency to input specifications for items to be procured. ***NOTE: SAP interface will not accept narrative line items for item type.

Description: Complete specification of the item that the Agency is procuring. This is a searchable field.

Quantity: Does require a minimum of one. Unit Cost: Estimated cost. UOM: Units of Measure to be used. See Appendix A. NIGP Class/NIGP Class Item: May enter the number if known, or utilize the magnifying glass

to search. Commodity Code: May be left blank. Additional NIGP Code: If there is more than one NIGP code that is associated with this line

item, include the other NIGP Codes here.

Click Save & Continue.

Option 2: Upload Item:

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This allows the Agency to upload multiple items via spreadsheet rather than searching or adding individually. If utilizing this option, ensure that all items are loaded via spreadsheet. Any items added manually prior will be deleted during the upload process. See REQ Item Upload Document for instructions to utilize.

REQ: Vendors Tab This required tab allows the Agency to identify the State Use Vendor.

Use Lookup & Add Vendors to search for the State Use Vendor.

After selecting the Vendor, click Save & Exit Check the Recommended column Select Save & Continue. Click OK in the pop-up to apply the recommended vendor to all

requisition items.***if the Vendor is not currently registered in BidBuy, contact the CMS Vendor Help Desk to have them added. Il.bidbuy@illinois.gov – or – 866-455-2897

REQ: Address TabThe Requisition Address is auto filled by the default for the user’s setting on Ship-to Address and Bill to Address. The Ship-to and Bill-to addresses must be set to the specific desired location(s). Select from one of the options below.

Option 1: Ship to/Bill to all items to one locationUpdating the Ship-to and Bill-to addresses at the header level and selecting Apply Ship-to to All Items and/or Apply Bill-to To All Items will save this address to all line items.

1. Select Address tab

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2. To change Ship-to or Bill-to-Address, click to search for new address

3. Enter Search Criteria or enter nothing to receive all addresses4. Click Find It5. Select a new address6. Click Select to update address

7. Click Save & Continue 8. To apply changes to Ship-to to all items on Requisition - Click Apply Ship-to to All Items 9. To apply changes to Bill-to to all items on Requisition - Click Apply Bill-to to All Items

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Important: This will override any selections made at the address Sub-Tab on the Item Tab.

Option 2: Ship to/Bill items to multiple locationsGo to the Items Tab – Address Sub-tab

o Select individual check boxes in the ‘Select All’ column next to the item to change address (Ship/Bill to Address)For DA Users: Select desired address from dropdown menu Click Apply to Selected

For BP Users: Click at the lower part of the screen next to the Ship-to Address or Bill-to Address Enter Search Criteria for address desired Click Find It

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Select radio dial next to desired address Click Select

o To apply changes to only selected items - Click Apply to Selected Click Save & Continue to save changes and continue

*** To reset all addresses to the default from the Address Tab - Click Reset Selected to Header

REQ: Accounting TabSearch for the State Use accounting code, select the radio button, and click Select.

Click Save Based on Percentages Then Rebuild for All Items

REQ: Attachments Tab This tab allows the Agency to attach Files and Forms. All forms, templates and documents related to the procurement should be attached and/or maintained in BidBuy. The information contained within the BidBuy system along with all documents becomes the official procurement file. Agencies should also maintain any records in accordance with its records retention policies.

Add FileAdd the completed:

- State Use Request Letter

To add a file, Select Add File. The Agency may then browse their computer to find the needed file. After locating the file, select Save & Exit. Repeat the process as needed to attach additional files.

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Add Form***Procurement Justification Form required for procurements >$10,000

To complete and attach one of the forms available, Select Add Form. There are two options for finding available forms:

Option 1: Enter data into Search Fields and then select Find It. This will provide a listing of all forms meeting input Search Fields criteria.

Option 2: Select Find It. This will display all available forms.

Select the desired form and then click Edit & Attach Form. The Selected form will then be displayed and the Agency may complete the required fields. After completing fields, select Save. ***If the form will not open, select the form and click Attach Form. This should allow you to go back in and edit it from the main screen.

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A new screen will be displayed that shows save is complete. Select Exit to return to the Attachments Tab.

Uncheck the Show Vendor column for any file or form that should not be accessible to the public. To save any changes made on the Attachments Tab, select Save & Continue. Proceed to the Summary tab.

REQ: Summary TabThis required tab allows the Agency to review all data to be true, submit for approvals and upon approval converts to a BID.

Submit for Approval1) Submit for Approval.

The approval paths associated with this procurement will be displayed. 2) Continue to submit for approval.3) At summary tab, scroll to bottom to enter Order Sequence number and add New Primary

Approver – State Use Approver. Order Sequence number should be one greater than the highest order sequence

number. Ex. APO approver is order sequence 4, New Primary Approver would then be order sequence 5.

From the New Primary Approver dropdown list, select “State Use Approver” and Add/Delete Approver.

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Click Continue to finalize the submission for approval.

The State Use Approver will review all data and request any additional information, if needed. The REQ will be added to the next State Use Committee meeting agenda for consideration and vote. Following the State Use Committee meeting where the proposed contract is voted on, the State Use Approver will add a comment regarding the outcome and, prior to approving the REQ, attach a copy of:

Committee Authorization Letter, and Certificate of Assurance

1. Convert to BIDOnce all Approvals have been received, the Agency must convert the REQ to a BID to post to the public.

Locate the approved REQ:

Documents Requisitions Ready for Purchasing, and Open the REQ by selecting its number.

To Convert the REQ to a BID:

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State Use Approver

State Use Approver

On the Summary tab, select Convert to BID, then click OK

To view the newly created BID, select the hyperlink in the Summary Tab in the REQ.

BID: Post State Use NoticeThe BID allows the Agency to post the notification of the State Use procurement to the public.

BID: General TabThis required tab is to include the basic information about the procurement.

Type Code: 50 – State Use Allow Electronic Response: Uncheck Bid Opening Date: at least a minimum of 14 days from date of posting Bid Available Date: date of posting Purchase Method: Blanket Blanket Begin Date: estimated contract term start Blanket End Date: estimated contract term end Enable Rolling Enrollment: Check Info Contact: Provide the solicitation contact information here Bulletin Desc: Based on Your Agency Standard, include a brief description of the procurement SPO Name: SPO Assigned to your Agency Special Procurement Rationale: State Use Has the approved State Use Request Form and Authorization Letter been Attached: Yes Small Business Set Aside: No

After completing all necessary fields, select Save & Continue. If all required fields are not completed, then a Validation Error will continue to appear at the top of the screen.

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BID: Attachments TabThe Agency shall attach the Notice of Award via Form or File) on the Attachments Tab. Please see Appendix B for additional files and forms related to this Procurement Type.

1) If attaching via Form from the Attachments Tab, select Add Form. Search for the Notice of Award document and click Edit & Attach Form. If an error message is received, you can select Attach Form, then navigate into it to edit.

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2) Complete the form as appropriate:

3) Click Save file, select Open, then Save & Exit. Repeat the process as needed to attach additional files.

4) Uncheck the box under the Show Vendor column. (This will be replaced with a SPO signed copy, and that file will be marked Show Vendor.)

5) Click Save & Continue.

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BID: Notes TabThis tab allows the Agency to create and save internal notes regarding the procurement. Notes can be viewed by internal users such as the Agency, SPO, or other approvers.

BID: Bidders TabThe Agency will need to select: “Unrestricted bid, all vendors can view and respond” and “Hide Bid Holder List on Vendor Side.” After selection is made, click Save & Continue.

Search and populate the Bidders Tab with the selected Vendors to receive the notice of a State Use procurement. Click Look Up & Add Vendors. Vendors can be selected in two ways:

Option 1: Find Vendors for All Commodity Codes on the Bid

*NOTE: When selecting ‘Find Vendors for All Commodity Codes on the Bid,’ the system will search based on the items on the Items Tab. Use additional search functionality to add additional vendors to the BID.

Option 2: Find It with chosen Search Fields

The following Search Fields are frequently chosen to search the Vendor pool:

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Vendor Name: May input a specific Vendor Name Emergency Suppliers: Vendors who are willing to be available to respond 24/7. NIGP Class: Drop down list NIGP Class Item: Drop down list NIGP keyword: may input a keyword and the system will provide all NIGP Class Vendors

associated with that keyword. BEP Certified: Searchable field Veteran Owned Business: Searchable field State Use Vendor: Searchable field Active vendor in the Illinois Procurement Gateway: Searchable field Small Business Set-Aside: Searchable field

After entering the desired fields, select Find It or Find Vendors for All Commodity Code on the Bid to display the results. Agency should Select All and then Save & Exit. The Bidders tab now includes the Selected Vendors.

BID: Summary Tab- Submitting for Approval & Publishing NOAThis required tab allows the Agency to review all data, submit for approvals and upon approval send the BID.

1. Submit for Approval1) Once all data is reviewed, select Submit for Approval. The approval paths associated with

this procurement will be displayed.

2) Click Continue to finalize the submission for approval.

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3) Upon submission for approval, the SPO will review and edit the attached NOA file/form.

2. Send BIDOnce Approvals have been obtained, the SPO will need to publish the BID. Once it has been sent, it will allow the public to view the State Use procurement. To find the approved BID:

1) Click on Document2) Highlight BIDs3) Click Ready to Send, and Open the BID by selecting its number

4) Scroll to the bottom of the Summary tab and click Send Bid

Below is what the overview will look like on BidBuy for the public to see.

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BID: Amendments TabIf necessary, this tab allows the Agency to make changes to the posting. Click Create BID Amendment to start the amendment process.

This will allow the Agency to make changes on the General Tab, Items Tab, Attachments Tab, and the Summary Tab.

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Once desired changes have been made, select the Summary Tab to review, update any custom column fields to the actual field name, and make Comments for the whole BID amendment.

1) Click Save & Continue2) Notify the SPO via the Reminders tab there is a BID Amendment ready for their approval. He/she

will review and click Apply BID Amendment.

After selecting Apply BID Amendment, the list of Vendors (both solicited and acknowledged) to be notified will appear. Click OK to continue.

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Create Quote

The Agency must manually enter the quote information for the recommended vendor.

Navigate to the Summary Tab of the BID which is ready to be opened. Scroll to the bottom and click Open Bid.

The status will change to 2BO-Opened.

Scroll to the bottom and select Bid Tab.

To create the Quote:

This allows the Agency to enter all the required information for the State Use vendor. Select Create New Quote

Quote: General TabThis tab must be completed. The fields that are required include:

Vendor Received Date (State Use Committee Meeting date) Are you registered and active in the Illinois Procurement Gateway?

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Once all information is input, select Save & Continue to generate a Quote Number. A Quote Validation Error will appear at the top until all required tabs are completed.

Quote: Items TabEnter the Unit cost and all other applicable details. Select Save & Continue.

Quote: Questions TabIf the Agency had any Questions, include the Vendor’s response. Select Save & Continue.

Quote: Terms & Conditions TabVerify and mark if the Vendor accepts, accepts with exceptions, or they do not accept the Terms and Conditions. Click Save & Continue.

Quote: Attachments TabAttach all documentation received including but not limited to the vendor response, Certifications and Disclosures and any other documents that are required. Select Save & Continue.

Quote: Summary TabReview all data for accuracy, and then select Submit Quote. From the header tab of the Quote, click Back to Bid.

***Once submitted, changes cannot be made to the vendor’s quote.

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AwardAfter all approvals have been received, from the Bid Summary tab, click Bid Tab at the bottom of the screen.

Items Tab1. If items are to be awarded to a single vendor, select:

Award All OK Save & Continue.

Submit for ApprovalAfter the State Use Vendor has been selected for award, the Agency must submit for Approval. The Agency must review all data, submit for approvals and upon approval, convert to a Purchase Order.

Bid Tab: Summary Tab

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Submit for Approval. The approval paths associated with this procurement should be displayed. If not, the Agency is responsible for manually adding any required approvers prior to submission.

Click Save & Continue

PPBThe PPB is provided 14 days from the time of award for their review. Once the SPO has posted the Notice of Award, a Reminder must be sent to the PPB. To set a reminder, the following fields must be completed:

Due Date: This should be 14 days from the Notice of Award posting Comment: Waiver Request Remind Whom: PPB, Waiver Request Days Prior to Remind: 13; will send reminder immediately. Send Email: Check Save & Continue

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The PPB will issue a response through the Reminder Tab whether a waiver is granted, additional information is needed, or a waiver is denied. Once granted, the PPB waiver can be viewed on the Reminders Tab.

BID- Convert to Purchase OrderOnce all Approvals, including PPB, have been received, the Agency must convert the BID to a PO and send to the Vendor. Locate the approved BID by using these steps:

Documents Bids Approved Bid Tab hyperlink

Summary Tab Create PO

The Agency must choose what to include on the Purchase Order and then select Continue.

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A new Purchase Order number is created, and a hyperlink provided on the Summary Tab of the BID.

Purchase Order (PO)Utilize the search tool to find your PO or access it following the process below:

Documents Bids Bid to PO Open the BID by selecting its number New Purchase Order hyperlink

PO: General TabThis required tab should include the basic information about the procurement. (See Appendix C – Custom Columns)

Type Code: H – State Use/Facilities for Persons with Severe Disabilities Publication Date: date the BID was published Actual Contract Begin Date Actual Contract End Date Renewal information (if applicable) Fiscal Year of Obligation: Choose the fiscal year in which the contract will start Master Contract: Yes or No

After completing all necessary fields, select Save & Continue. If all required fields are not completed, then a Validation Error will continue to appear at the top of the screen.

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PO: Items TabThis tab allows the Agency to identify the item, quantity, and cost associated with the initial term of the procurement. For contracts with renewal terms, select the renewal term line items for deletion. Click Save & Continue, then OK. This will result in the PO only containing the line items for the current term.

PO: Control TabUpdate the following:

Organization(s) (Agency/Department) allowed to purchase from the contract Contract Begin Date Contract End Date for the initial term Dollar Limit (Not To Exceed Amount for initial term only)

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PO: Attachments TabThis tab allows the Agency to attach Files and Forms. Please see Appendix B for files and forms related to this procurement. Ensure that all appropriate documents are noted as confidential.

PO: Summary TabThis required tab allows the Agency to review all data and submit for approvals.

Submit for ApprovalThe approval paths associated with this procurement will be displayed. If not, the Agency is responsible for manually adding any required approvers prior to submission.

Save & Continue

Sending POAfter all approvals have been received, open the PO:

Documents POs Ready to Send Select the Master Blanket subtab Select the PO that the Agency wants to send to the Vendor and then select Apply Notification

Action to Selected. Click OK.

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Change Order (CO)A change order allows the user to alter information only at the PO stage, add attachments, and submit for approval.

This will be used to perform functions, such as: Attach the fully executed contract Issue renewals Modify the contract Modify accounting or financial information Conduct a novation or assignment

See related manuals for additional information on processing these changes orders.

CO: Creating the Change Order (See Change Order Manual for Additional Guidance)

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