Step 3a - Start submission
Last updated on February 29, 2024This section provides instruction for Starting Your Submission for most opportunity types including Request for Proposal (RFP) Request for Quotation (RFQ), Request for Information (RFI) and many more.
Note: Not all fields are used for each Opportunity Type. If a field isn’t visible, it means that it isn’t used in that Opportunity.
The submission process for Invitation to Quote (ITQ), Timber Auction and Invitation to Tender (ITT) is different, see Step 3b: Start Your Submission – ITQ, Timber Auction and ITT for that process.
Opportunity information
Once interested in an opportunity, organizations will want to thoroughly review all the opportunity information.
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1. Ensure that the Start Submission button has been clicked.
Note: The user that clicks on the start submission button will become the default contact for the opportunity, as well as the default contact for any downstream opportunities that result from this initial submission. Please ensure that you have the specific user you wish to be the default contact for the opportunity logged in, and that they are the one pressing the button.
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2. Once the Start Submission button has been clicked, there will be a notification displayed.
3. The Start Submission button will not be visible once it has been selected. If the buyer added the supplier as a interested supplier, the Start Submission button will not be visible.
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4. On the Overview tab, review the RFx General Information and RFx Documents sections.
a. Opportunity Description and Lot/Amendment numbers.
b. RFx General Information displays Opportunity Type, Opportunity Description, Opportunity ID, Issued by/for organization, Commodity Codes, Amendment History, Issue/Closing dates, Submission Instructions, Public Opening (if applicable), and Summary Details.
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c. RFx Documents are the attachments related to the opportunity. Depending on the opportunity, the Opportunity Documents may need to be completed and included with the submission.
i. Click the file to download a copy
ii. To download all documents, Download Documents.
There may be additional attachments provided with any addenda issued. Check the Addenda tab for any additional information and documents.
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5. On the left-hand menu, click Opportunity Details. This screen provides details related to the opportunity such as: Official Contact, Delivery location, Trade Agreements, and Mandatory Criteria.
Note: These options are different for each opportunity type.
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6. On the left-hand menu, click Addenda to view any addenda issued including any additional documents provided.
a. Addenda are minor changes to an opportunity. Addenda will not require responses to be resubmitted.
For more information, see Amendments & Addenda section.
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7. Optional: On the left-hand menu, click the Enquiries tab. This is where suppliers can send a message to the Official Contact and receive a response within the BC Bid application. This Enquiries tab will only be visible if Start Submission was selected on the Overview screen.
See the Submit a Question section for instructions on how to compose a message. See the View Responses to a Question section for instructions on how to view a response to a message.
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8. Optional: In the left-hand menu, click e-Bidding.
See e-Bidding Submission for further information on how to submit an e-Bidding response.
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9. Optional: In the left-hand menu, click Submission History. This view will list all in progress, cancelled or submitted responses for this opportunity.
a. To view the details of any of the submissions listed, click the Title of that submission.
Manage team
Adding contacts to your team allows collaboration when drafting a response to an opportunity.
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1. Optional: In the left-hand menu, click Manage Your Team. Invite someone within the organization to participate in drafting the response to the opportunity.
a. Using the Select Contact drop-down list, select the name of the person to add to the opportunity.To add a person not listed, the BCeID Business Profile Manger for the organization will need to create an account. For more information, see the Supplier Guide – account management, Additional Users section.
b. Click the trashcan icon to remove a users access to the opportunity.
Additional users are also added if they click “Start Submission” and there is already a submission started by another user.
Planholders and interested suppliers list
Some opportunities may have a Planholders or Interested Suppliers list. These tabs, if used, will be on the left-hand menu. Click the tabs to view the relevant information. If a Planholders List is used, suppliers must join the Planholders List to view the RFx documents.
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1. On the left-hand menu, click Planholders or Interested Suppliers list.
2. If used in the opportunity, view the listing of Planholders or Interested suppliers.
3. To join the Planholders or Interested Suppliers list, click the Join Planholders or Interested suppliers button.
a. In the dialog box, click Save and Close.
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4. Optional: Once added to the Planholders or Interested suppliers list, use the pencil icon to edit the contact information if needed.
5. Optional: Once added to the Planholders or Interested Suppliers list, you may now remove yourself from the list if desired.
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a. In the dialog box, update Supplier Information as needed
b. Click Save and Close.
Submit the response
e-Bid submission
Note: e-Bidding requires a current e-Bidding subscription. For more information, see the Supplier Guide – account management, Subscriptions section.
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1. In the left-hand menu, click e‑Bidding.
2. Upload related Supplier Documents using the Click or Drag to add files area.
Note: document count field will detail the number of documents attached to the submission.
3. Click Save.
4. In the Submission information box:
a. Optional: Edit/update the Title of the submission
b. Review the Your Submission Summary section which lists attached documents (may vary depending on the opportunity).
c. Enter the BCeID username
d. Click Authenticate.
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5. Click Validate & Send.
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6. In the dialog box, review the terms and click I Agree and Submit.
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7. In the Submission information box, the Submission Status will update to Received (from In progress).
Offline Submission
Offline submissions methods are specified in the opportunity and may include hardcopy, or email.
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1. Ensure the RFx documents are downloaded. Click Download Documents.
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2. Check the computer’s Downloads folder for the zipped file. The zipped file contains all documents related to the RFx (listed on the Overview screen).
Note: Check the Addenda tab for any additional documents that may have been added.
3. Complete the documents as directed.
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4. Submit all necessary documents according to the submission instructions of the opportunity.
Note: When submitting using an offline submission method, ensure that the Opportunity ID is clearly referenced with the submission.
Note: SHELL supplier accounts require an address to comply with trade agreement requirements.
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