April 26, 2018 2:51 am
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Frequently Asked Questions

  Sealed Bids - How to Post   Help Index  
Key Features
Buyers can select from a number of Sealed Bid Procurement Options.

Sealed Bid -Public: Sealed Bid RFP's are opened to the general public and any registered member can place a bid unless black listed

Seal Bid RFP -Invited Bidders- Public View: Pre-qualified invited suppliers can place bids on the RFP. The general public can view the Public RFP, but cannot bid on the project.

Sealed Bid- Private Auction: Pre-qualified invited suppliers only, this option are used to create a "private procurement network". The Private network is not visible to the public and only pre-qualified invited suppliers may view and submit bids on the project
Buyers can publish upload all contract documents using a wide array of file formats.
Word Documents
PDF Files
Excel Files
AutoCAD files and graphic files(nested in a folder)
Photos in jpeg or gif formats
Large files should be zipped to save on storage space and download time

Buyers can modify the Sealed Bid RFP time.

When Buyers creates the RFP, the buyer sets the Sealed Bid RFP start and closing times and the Sealed Bid RFP is published for general review by the Public or if a Private RFP, invited suppliers only.

Buyer can change the bid start time and Sealed Bid RFP closing time, this is useful when addendum is required and must be posted to the RFP auction. The eSolar Exchange software will notify invited suppliers automatically and public bidders who sign up on Auction Watch of any time changes.

Buyers cannot change the start or closing Sealed Bid RFP time once the bid start time becomes active.

Buyers can create custom Seller/Supplier invitation and no bid lists for private procurements.

Buyers in the control panel can create custom list of suppliers/bidders using the iSolar Exchange database of current users.

Buyers can invite from their own list of suppliers, creating a private procurement network. The private network simplifies the bidding process.

Buyers can invite their existing supplier base and maintain existing supplier relationships. Buyers can add new suppliers when needed, and change or modify their supplier lists as needed

The invited bidder list and e-mail option are not visible in the RFP creation page, until an invite list is created. Please create a list prior to writing the RFP.

Buyers can create a "no-bidder list" by utilizing the Black List feature in the control panel. By adding a company name to the Black List, these suppliers will not be able to view or bid on any Buyer's Sealed Bids public or private.
Buyers and Sellers have a clear channel of communications.

Each Sealed Bid RFP has its own forum located on the Sealed Bid RFP page. Suppliers can post questions regarding the RFP, and the Buyers can answer these questions, or make announcements that may affect the project. The forum maintains a history of all questions and answers. Buyer's RFP have a fair and open Auction format

Bidders can only submit a numerical dollar value. This is to prevent product substitution and value engineering. The system and terms of agreement limits bidders to only placing a bid per plans and specifications and the buyers terms

The low bidder is expected to provide products and services as specified in the buyer's project description and contract documents.

Bidders can submit on only one bid. Bidder can modify and resubmit a bid prior to the Seal Bid closing time.

Bids submitted are not visble to the Buyer, the bidder or to anyone at iSolar Exchange until the bid is closed and the Bidder/Supplier pays their tranaction fee.

At present time, the Auction system will not accept bidder provided documentation such as bid bonds.
Buyer can require bidders in the project online documents to provide a bid bond either via a fax or e-mail prior to the bid start time & date. Buyers can also post pre-qualifying documents and have these documents faxed or e-mailed to the Buyer prior to the bid start time & date.

Buyers has the ability to reject current invited suppliers by the using the Black List function found in the control panel should the Buyer determine the invited supplier does not meet the pre-qualification requirements.
Creating a Sealed Bid RFP
To start a Sealed Bid Auction in the "Procurement Module", click on the Create RFP button.

Purchase Type: Choose “Sealed Bid

Title: Name your project.

Description: Add your project description, the more detail, the better suppliers will understand your project. List the type of products or services with amount and unit type, delivery time, credit terms, and anything that will affect the bidder's pricing.

Documents Upload: Upload up to eight (8) documents. These can be Word, Excel, PDF, Photos or graphical files such as AutoCAD. Large files should be zipped.

Budget: Not used for Sealed Bids, do not enter any numerical values.

RFP Starts: This is where you set the bidding start time. We suggest you set this time 10 to 12 business days from the time you create the Sealed Bid. Bidders will have time to review your RFP specifications and documents and ask any questions. This gives you time to modify or change the RFP via an addendum if needed.

RFP Ends: Set the Sealed Bid Auction Closing time and date. Server time is based on Pacific Standard Time (USA). Once the Bid start time goes active, the buyer can no longer change the Sealed Auction closing time. Most Buyers tend to keep the bid open for 1 to 2 business days.

Country: Select the country the Sealed Bid is located in.

Zip Code: Insert Zip Code or Country Postal Code of auction location.

Choose a Category: Choose a Sealed Bid Category from the pull down list.
Optional Listing Features

Home Page Featured Item: Your item will randomly appear in the home page. Cost: $ 25.00 USD (not used for private sealed bids)

Category Featured Item: Your item will randomly appear in the relative category page. Cost: $ 20.00 USD(not used for private Sealed bids)

Bold Item: Your item's title will always appear in bold. Cost: $ 20.00 USD (not used for private sealed bids)

Highlighted Item: Your item will always appear with a highlighted background. Cost: 15.00 USD (not used for private sealed bids)
Do you want a Public or Private Sealed Bid? If you did not create or check a Invited list, your Sealed Bid will automatically be posted to the general public as a Public Sealed Bid RFP. Click on "No List".
Private Seal Bid RFP's: Some Buyers wish to remain anonymous to the general public and want ito invite a group of pre-qualified Sellers, especially if Sellers are reducing inventories or exploring new price point or you want to hold a Private Event.

You have two methods to create a Private Sealed Bid RFP.

a. Go to Account Management "RFP Management" and click on "Invited User List", next create a list name, then search the eSolar Exchange member list and choose who you want to invite. In Creating a Sealed Bid, click on the name of the List you want to use, then Click on the two button to make the Sealed Bid Private and to mail the list.

b. Use the "Invited Bidders by Email Address", just list Seller/Suppliers email address and click on Submit e-mail, you can invite both registered and non-registered users. Invited Buyers will receive a email with a link to log-in or register and once logged in, they will be sent to the Private Sealed Bid.

c. You can use both Options A & B in the same auction. Click on the two button to make the Sealed Bid Private and to mail the list.

Only Invited Sealed Bid members can bid on your Private Sealed Bid. Private Sealed Bids are a good way to invite pre-qualified and existing Suppliers or new Suppliers.

If everything is fine, enter your password and post the Auction, if changes need to be made, do the changes and then enter your password. Auctions can be deleted or modified prior to Auction becoming active.


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