What is the best approach to take when uploading a document?
Save your file as a PDF (unless an editable version of a file has been requested).
Find the applicable "Required Document" line item in Bid Express.
Click upload.
Navigate to where your file is saved in the upload file window that pops up.
Select it for upload.
Confirm that the correct file has been uploaded to Bid Express by reviewing the filename(s) listed in the "Required Documents" section of the bid form.
In Bid Express, under My Profile, Location, a pop-up states, "Location-based notifications are available only for Active Subscribers." Will we need to sign up for a subscription to receive email notifications for KDOT RFPs?
After signing up and logging into your personal account, vendors (consultants) can enable free "follower notifications" from KDOT's Bid Express landing page. These will notify enabled users each time KDOT releases a public solicitation. The "Location based Notifications" are different and are an added benefit to users who pay for a subscription.
If you withdraw a bid, can it be resubmitted?
Yes, until the solicitation deadline.
Are there character limits in the text fields?
Not currently. The Infotech team has successfully tested the entry and submission of over 600 characters in text input and multi-line text input fields.
Will on-call solicitations only be viewable by firms with on-calls, similar to the additional steps in a multiple-step RFP?
That will be the intent; to only invite the firms who hold active on-call agreements for the type of on-call service request being solicited. This is another good reason to minimize the number of instances you have in Bid Express.
For Special Attachments, do we upload all (prime + sub consultants) as a single file, or do you want them uploaded individually with the firm name noted?
The intent is to see one single file for each type of attachment, not individually for the prime and every subconsultant. All consultants and subconsultants must submit:
For "schedule", are you looking for a chart or just text?
The online bid form only accepts text. You can do what you feel is best in your proposal file.
Is the schedule question used as part of the selection criteria?
This question will not change how KDOT evaluates proposals. The schedule question is included in the bid form on Bid Express to give KDOT a quick reference for how each consultant contemplates schedule in their proposal. Refer to the RFQ/RFP document to understand whether schedule content will be evaluated when scoring proposals and how much weight it will carry.
Is it possible to add our pre-approved 1050 Work Categories as part of our Company Profile so that it auto-loads the drop-down?
Not at this time.
Will prequalification be done in Bid Express as well?
No.
Will we be required to create an Infotech Digital signature to submit via Bid Express?
Not at this time.
When I click enable notifications for the Kansas Department of Transportation, why does it prompt me to purchase a monthly subscription and enter a credit card?
It is possible that the user was looking at the wrong KDOT account.
There is no cost to consultants to sign up or use Bid Express to view or respond to KDOT-Engineering and Consulting RFQs or RFPs. The cost information shown on the sign-up page does not apply to consultants responding to KDOT RFQs or RFPs.
Every person who might want to see KDOT RFPs needs to sign up for their own vendor (consultant) account (it is not a single account for each company). Consider associating your individual account with a pre-existing company instance for your firm in Bid Express.
After signing up and logging into your personal account, vendors (consultants) can enable free 'follower notifications' from KDOT's Bid Express landing page. This will allow you to receive notifications each time an RFP solicitation is advertised, addenda of any kind are issued (including Q&A), or an advertisement is withdrawn from view.
For firms that have multiple instances of the same firm, will KDOT combine instances, or do consultants need to submit a request?
Consultants will need to consolidate, working with the Bid Express customer success team. KDOT cannot modify a company's account information on Bid Express.
We have a business instance for Appia and another business instance for BidExpress. Should they be combined?
This is up to each firm. Support@bidexpress.com can help discuss implications, pros and cons of combining accounts.
I'm not associated with the correct business. Do I need to contact support to get that updated?
If one person from your organization submits a bid, can others in the organization see the response? Are they alerted that a bid was submitted?
If all members of the organization have access to log into the same organization instance, these contacts will receive emails when:
Bids are submitted - in the form of a receipt
Bids are withdrawn - in the form of a receipt
Addenda are issued on solicitations the organization has selected for bidding
All members of the organization can see draft/submitted/opened responses from the organization's Bids tab; however, only those with the appropriate role from the My Profile tab can edit or take action on the response history.
Note: Only users who have opted to follow KDOT from its public landing page will receive follow notifications for advertisements, addenda, and withdrawn solicitations.
How can we tell who set up the business instance?
Support@bidexpress.com can assist with identifying who owns business instances associated with your firm.
When we request access to an already established business, who grants the access?
Each company instance has a "manager" associated with it. Support@bidexpress.com can help determine who is listed as the manager if multiple instances exist for a single vendor. The system roles are "Manager" or "User.''
Is there a way to change your business instance if you've created a new instance without intending to do so?
Support@bidexpress.com is very helpful in providing the info needed to consolidate company instances.
Contact
Reach out to the KDOT Design Contracts team using the link below: