BIS Administrative Procedures - Word Requests

Introduction: Vendors send emails to BISHelp requesting Word copies of current RFPs/bids after receiving the Adobe Acrobat pdf copy. The files are located in the Purchasing Assistant BIS folders on the J: Drive, and sent as attachments to the vendors with attorney-approved verbage included.

  1. Reply to the sender (vendor) from the e-mail
  2. Include this verbage:

    "Attached is a copy of bid X (change to the RFP number) in word format.

    Your response may be rejected if the specifications, or terms and conditions are altered without clearly identifying the alteration or modification in your response."

  3. Click Attach
  4. Select: Browse to the J: Drive
  5. From the Dropdown list choose:

    1. BIS Documents
    2. Purchasing Assistant Name
    3. Bids/RFPs FY03
    4. Buyer's Name
    5. Bid/RFP#
    6. File Name

  6. *Select all non-pdf files; ie: Word, Excel, etc. EXCEPT the Vendor List and/or PreProposal Attendance Sheet.
  7. Click open
  8. Add the files
  9. Go back again by clicking Browse and repeat the process until all the documents are selected. When completely finished selecting documents, click OK.

* DO NOT send the Software License Agreement to vendors, ask the Technology Buyer first if a request for that specific document is made.

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Last Revised: September 9, 2002
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