Port of Vancouver Purchasing and Contracting Opportunities
Frequently Asked Questions
4/18/2014 8:37 AM Pacific   

FAQ Categories
Bid and Contract Award Results
Contracting Opportunities
Document Holders Lists
Downloading Documents
Pre-Proposal/Pre-Bid Meetings
Project Managers
Registration/Password
Solicitation Documents
Submitting Bids / Proposals
Submitting Questions

FAQ by Category
Bid and Contract Award Results (top)
Q: How can I obtain Bid and Contract results?
A: Bid results may be obtained by viewing the bid tabulation listed with the solicitation documents. Results are typically posted within 24 hours after the bid opening.
 
Contracting Opportunities (top)
Q: Are all Port of Vancouver contracting opportunities posted on this web site?
A: No. Port of Vancouver intends to post all contracting opportunities where the estimated contract value is greater than $35,000 for public works and $50,000 for service contracts. However, Port of Vancouver from time to time may post contracting opportunities less than those amounts.
 
Q: Should I still register if contracts in my line of business typically are for amounts less than $35,000?
A: Yes. You should still register. Port of Vancouver utilizes registered vendor lists from this system to solicit quotes less than $35,000, as well as formal procurements.
 
Document Holders Lists (top)
Q: How can I obtain a list of all parties interested in proposing/bidding on a solicitation?
A: A list of firms/vendors that have indicated that they are interested in a solicitation can be found by going to the “Solicitation” tab, clicking on the appropriate solicitation number, and clicking on the link titled “View Registered Vendors.”
 
Downloading Documents (top)
Q: What do I do if I have problems downloading documents?
A: If you have problems downloading documents, you may contact the Contract Administrator assigned to the solicitation or call 360-693-3611.
 
Pre-Proposal/Pre-Bid Meetings (top)
Q: Are Pre-Proposal / Pre-Bid Meetings mandatory?
A: Most Pre-Proposal and Pre-Bid meetings are not mandatory. However, often times it is beneficial for a bidder to visit the project site or ask questions about a solicitation. Answers to questions that are not identified in the solicitation documents will be addressed through the addendum process.
 
Project Managers (top)
Q: How can I find out who the Project Manager is? And may I contact him/her?
A: You will be provided the Project Manager’s name and contact information at the time of contract award. Until that time all questions should go through the Contract Administrator listed in the solicitation document.
 
Registration/Password (top)
Q: I don't see an appropriate vendor classification for my company. What should I do?
A: If you can not find an exact match to your business speciality, you can either register in a category that is similar to your business's area of expertise or you can select 'Other' and indicate your speciality. Contact the Port at 360-693-3611 if you need futher clarification.
 
Q: I forgot my password. How can I retrieve my account information?
A: Click on the 'Forgot Password?' link located in the left margin. When prompted, enter the email address that you registered and your account information will be emailed to you immediately.
 
Q: I just registered. How long before my account is activated?
A: Accounts are approved on a regular basis. Those registering under a 300 category will not be approved until an SF330 form is uploaded into eBid. If you need immediate approval due to an open solicitation, please call (360)693-3611.
 
Solicitation Documents (top)
Q: How can I get solicitation documents?
A: To receive solicitation documents, you must first register as a vendor. To do so, click on the “New Vendor Registration”. Once you have signed in as a registered vendor and have been approved, you can download solicitation documents. 1) Download the documents from our web site – documents for each solicitation can be found by going to the “Solicitation” tab, clicking on the appropriate solicitation number, and clicking on the links listed under “Documents”. If you have problems obtaining documents , you may contact the Contract Administrator assigned to the solicitation or call 360-693-3611.
 
Q: What is a solicitation document?
A: A solicitation document, usually in the form of an Invitation for Bids (IFB), a Request for Proposals (RFP), or a Request for Quotes (RFQ), refers to the document inviting firms to submit a bid, proposal or quote for specific goods or services that Port of Vancouver is requesting. A solicitation document describes the requested goods or services, the items required to be submitted, and the selection process.
 
Submitting Bids / Proposals (top)
Q: How do I submit a bid and/or proposal?
A: Bids and Proposals should be submitted in accordance with the instructions outlined in the solicitation document. Each solicitation document may have different submittal requirements. Therefore, it is important that you read and follow the requirements described in the solicitation document when submitting Bids/Proposals, otherwise your Bid/Proposal may be found non-responsive.
 
Submitting Questions (top)
Q: How do I submit a question?
A: For questions related to a specific solicitation, please use the 'Submit Questions' feature on the solicitation listing. For general questions, Port of Vancouver can be reached using the information provided in the 'Contact Us' link.
 



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