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.

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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.

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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.

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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