Submitting a Request for Bid

For details information on types of bids and templates, please go to Procurement Services’ website link Bid Process and section.

 

  1. On the main shopping page in Govs eShop, scroll to the bottom and click on Bid Request Form under the Procurement Forms section.
    bid request step 1
     
  2. After clicking on the link, the top page of the form appears:
    bid request step 2
     
  3. Begin by filling in the requested information:
    1. Contact Name - Person who we will be in contact with through the bid process.
    2. Department Name - Department Procurement Services is conducting the bid.
    3. Phone Number and Email - The above contact person’s phone number and email.
      bid request step 3
       
  4. Please leave the below information as in on the form. Bid Vendor (Use for Bids) is a place holder so the form moves through Govs eShop. Once the bid is awarded to the successful proposer, our office will add the vendor to the system.
    bid request step 4
     
  5. Scroll down to the middle section.
    bid request step 5
     
  6. Click the drop-down box for Type of Bid and select the appropriate type. Please follow the Bid Process link for definitions for each one.
    bid request step 6
     
  7. In the Product Request field please type a title for your bid. Example “Housing – Room Scheduling Software” or “Marketing Agency Services.”
    bid request step 7
     
  8. Click the drown box for Number of Years to be Bid and select the appropriate one. Example: If bidding out for a software/service you may need it more than one year. If you are bidding out a project this may be a one-time purchase.
    bid request step 8
     
  9. Click the drown down box for Do you want bid open to other Institutions? If you would like the successful proposer to open their cost to other State of Tennessee Entities please click yes. Other State of Tennessee Entities would be able to purchase off of this bid and not do their bidding process.
    bid request step 9
     
  10. Click the drop-down box for Need Intent to Propose? If you would like for the proposers to send an email to us stating they intend to bid. This is mostly used for RFPs and a scheduled date is set for the proposers to send us the notice.
    bid request step 10
     
  11. Click the drop-down box for Need a Prebid? If you would like to give the opportunity to proposers to meet in person (Procurement Services’ Conference Room) before they submit their bids please choose yes. Example: Physical Plant is looking for proposers to remodel an office area. The Prebid will give them a change to do a “walk through” of the area to get more information for their bid.
    bid request step 11
     
  12. Click the drop down Need a Performance Bond? A performance bond is a bond issued by a bank or other financial institution guaranteeing the fulfillment of a particular contract. Example: A bid for campus dinning services would result in a contract with language stating: “Performance Bond.  [ADD ONLY IF APPLICABLE]  Contractor shall furnish a performance bond in the amount equal to [WRITTEN DOLLAR AMOUNT] ($[NUMBER AMOUNT]), guaranteeing full and faithful performance of all undertakings and obligations under this Contract for the initial Contract term and all extensions thereof.  The bond shall be in the manner and form prescribed by the Institution, must be issued through a company licensed to issue such a bond in the State of Tennessee.” This is typically used in bottle services, bookstore, etc. (high dollar contracts)
     
  13. Click the drop-down box for How many days for right to cancel? The opportunity to the successful proposer and APSU has the right to cancel within a selected time. Example: A bid for a project is obtained, we have a successful bidder but due to unforeseen circumstances can cancel their bid.
    bid request step 13
     
  14. Scroll down to the bottom part of the form.
    bid request step 14
     
  15. Click in the Unit Price box and input your total anticipated spend. If you selected multi-year pricing, include all the years. Example: If you are bidding out a 5-year product/service, please include all 5 years. The Quantity box is where you will place the number. Please go to our Bid Process website for more information on bid thresholds and number of proposers we are request to send out the bid.
    bid request step 15
     
  16. Click in the Description of the Goods/Services to be Acquired box. This is where you can input (up to 1,000 characters) what you are looking to bid out to proposers.
    bid request step 16
     
  17. Click on the drop down Certification box and answer yes or no.
    bid request step 17
     
  18. Once the bid form is completely filled out click Add And Go To Cart in the top right.
    bid request step 18
     
  19. You will then see this screen. It has created a requisition number (shopping cart). Click Proceed to Checkout.
    bid request step 19
     
  20. You will then fill in the FOAP, answer the question beginning with Do any lines on this….either Yes or No. Fill in the requested areas in red.
    bid request step 20
     
  21. In Internal Notes and Attachments please attach any documents you may have to go along with the bid. This could be the “Scope of Services” “Project Criteria” and/or “Contractor Responsibilities".
     
  22. After you fill everything in the Submit Requisition button should become active.
     
  23. This will create a requisition and flow through the appropriate approvals. Once our office receives it we will begin our work on it. Please note we communicate via the comments option on the requisition to obtain any further information. Also see Section 5. of the “Procurement and Contract Services Manual” found here: https://www.apsu.edu/procurement/employees/index.php
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