WEBS

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• WEBS
• User Guide

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Table of Contents

• WEBS Portal Page
• Customer Registration
• Managing Your Customer Account
• Commodity Codes
• Posting A Bid
• Selecting Vendors for Notification
• Editing A Bid record
• Amendments
• Recording responded and awarded vendors
• Viewing history
• Closing Archiving bids
• Pre-qualified vendor lists
• Search for Vendors
• WEBS Definitions
• Vendor access to bids
• WEBS Customer Support

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WEBS Portal Page
The WEBS portal page provides vendors and
government organizations access to WEBS and other
helpful resources
Link to Login to WEBS Customer
Links to helpful resources and information
URL http//www.ga.wa.gov/webs
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Customer Registration
Click on Register Now link to complete customer
registration form online
Government organizations register as a customer
in WEBS to access vendor lists and post bidding
opportunities. Responses to customer
registrations are normally completed within 1
business day by WEBS Customer Service.
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Customer Registration

• Customer provides
• Organization Name (Department of, City of, etc.)
• Customer type (state agency, school district,
  higher ed, city, county, etc.)
• TIN/FEIN
• Account administrator contact information
• Location Information (optional)

Click SUBMIT to send your registration to WEBS
Customer Service.
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Logging In
You will receive an email with your login ID
(email address) and password.
Your customer account has been approved.
Approved by Lorin Doyle on 2/16/06. Please go
to the following website to access the customer
readiness checklist and the WEBS User Manual
www.ga.wa.gov/webs. These two documents will be
helpful when implementing WEBS Customer Bid
Posting in your organization. If your
organization requires training, please contact
Lorin Doyle at [phone] or
webscustomerservice_at_ga.wa.gov. Your user ID is
cust020806_at_ga.wa.gov Your password is SvMM1wes
and is case sensitive This is a
randomly-generated password. We recommend you
copy and paste it into the login screen. Please
ensure there are no spaces before or after the
password when you paste it into the login screen.
Once you are successfully logged into the system
you may use the "Manage Users" link on the left
hand side of the page to change your password to
something easier to remember. Login now
https//fortress.wa.gov/ga/webscust/ If the
above link does not work properly, please copy
the link to the address line in your browser. If
you need additional help please contact Customer
Service via email at webscustomerservice_at_ga.wa.gov
or by phone at [phone].
USER ID email address
PASSWORD is system generated
Copy and paste the password from the email into
the password field on the login screen.
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Logging In

• Login Steps
• Enter in email address
• Enter in password (copy and paste from email)
• Click the LOGIN button

https//fortress.wa.gov/ga/webscust/
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Welcome Screen
HOME Link returns you to this screen
This screen is the main (home) screen in WEBS.
Help Link on each screen in WEBS
Link to Feedback Form
Link to Customer Service
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Navigating in WEBS
Link to update your user profile information and
change your password
Search and View vendor profile information
Search for Bids and view bid records
Link to create new bid records and manage
existing bid records
Link to create new pre-qualified lists and manage
existing lists
Access State Forms, Commodity Code Listing for
WEBS and User Guides
Run Standard Reports
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Manage My Account
Organization Information is READ ONLY
Account Administrator (s) contact information is
READ ONLY
View My Profile link takes you to screen where
you can modify your personal contact information
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View My Profile
You may manage your own contact information from
this screen
OR
You may change your password
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Change Password
CHANGE PASSWORD

• Password Requirements-
• Password must be at least 8 characters long and
  no longer than 24 characters.
• Your password is case sensitive and numeric
  characters or special characters are allowed.

• Change Password Steps
• Paste current password from email
• Enter in new password
• Confirm new password
• Click SAVE button

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Commodity Codes in WEBS

• Based on the Federal Supply Classification (FSC)
• Searching for commodity codes in WEBS is by
  keyword or code so users do not have to know a
  code to find it
• Both vendors and customers have access to view
  entire commodity code list in the State Forms
  Library

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Searching for Commodity Codes

• Users will search for commodity codes in WEBS in
  several different locations
• Manage Bids
• Search for Vendors
• Search for Bids
• Manage Pre-qualified Lists
• Searching for commodity codes functionality works
  the same for all searching activities

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Commodity Codes Search Screen in WEBS
Enter in keyword or code and click the SEARCH
button to execute your search
Click View link to see entire commodity listing
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Commodity Codes Search Results screen
Your search criteria will display
Search Results will display. Check the box to
the left of the code you would like to select and
click the ADD or SAVE button.
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Creating a New Bid Record
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Manage Bids Screen
Bid Status Draft - in process, has not been
posted to bid calendar. Notification has not
been sent Posted currently posted to the bid
calendar. Notification has been sent. Closed
no longer posted to bid calendar (active date has
expired or bid poster has closed the bid
manually). Archived bid record manually
archived by bid poster.
Filter to view bid records
Click ADD button to create a new bid record
Bids are filtered by customer organization.
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New Bid Record Screen
You must complete the steps in order Step 1,
Step 2, Step 3 and Step 4 and fill out the fields
from left to right for each step.  The system
will not allow you to complete the steps out of
order and will prompt you with an error message.
All fields with an asterisk are required.
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New Bid Record Step 1, Bid Detail

• FIELDS
• Customer Reference Number this is the your
  bid/contract number.
• System assigned identifier unique identifier
  assigned by the system.
• Bid title this displays in the email to the
  vendors and on the bid calendar. Limited to 75
  characters.
• Description - this displays in the email to the
  vendors and on the bid calendar. Limited to 250
  characters.

All fields with an asterisk are required.
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New Bid Record Step 1, Bid Detail

• FIELDS
• Solicitation Type identifies the type of
  opportunity (RFP, RFQ, RFQQ, RFI, IFB, Other).
• Bid Type - identifies if the bid should be
  posted on the public bid calendar which is
  accessible by all vendors or if the bid has
  limited notification and you do not want to post
  the bid to the public bid calendar (Types OPEN,
  SELECTIVE).
• NOTE It is recommended that all bids be posted
  to the public bid calendar regardless of the
  number of vendors notified. An exception would be
  pre-qualified notifications against two-tier
  contracts.

All fields with an asterisk are required.
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New Bid Record Step 1, Bid Detail

• FIELDS
• Posting Date this will always be the current
  date.
• Inactive Date this is the date the bid
  opportunity will drop off of the bid calendar.
  This shows as the bid close date on the public
  bid calendar.
• NOTE bids will drop off the bid calendar after
  500 p.m. on the inactive date.

All fields with an asterisk are required.
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New Bid Record Step 1, Bid Detail

• FIELDS
• Contact Name, Contact Phone, and Contact Email
  - defaults to your contact information. This
  information can be changed if posting a bid on
  the behalf of another person in your
  organization.
• Estimated Value identifies the estimated
  value/worth of the opportunity.
• Organization Name defaults to your organization
  name, cannot be changed.

All fields with an asterisk are required.
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New Bid Record Step 2Select Counties
Click on SELECT COUNTIES link
Click SELECT ALL button to select all counties.
SAVE your selection to return to bid record.
To select specific counties check the box to the
left of the county name (s). SAVE your selection
to return to bid record.
Associating counties to your bid record will
allow customers and vendors to filter by county
to locate bid opportunities.
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New Bid Record Step 2Select Commodity Codes
Click on SELECT COMM CODES link

• Searching Tips
• Use broad categories (i.e., hardware vs. bolts)
• Search by the group using quotes (i.e., group
  23)
• Search using group/class number that exists in
  PCMS (i.e., 8405)
• Use the word and to search for an exact match
  (i.e., household and furniture)

Click Select ALL button to select all counties.
Save your selection to return to bid record.
Enter in keyword or code and click SEARCH to
select commodity code for your bid record
Associating commodity codes to your bid record
will allow customers and vendors to filter by
code to locate bid opportunities.
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New Bid Record Step 2Select Commodity Codes
continued
Select the commodity codes that best represent
the scope of your bid. What you select here will
impact how vendors locate your bid when looking
for bid opportunities.
Check the boxes next to the commodity code (s)
you want associated with your bid record
Click the SAVE button to save your selections
and return to the bid record.
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New Bid Record Step 2 View Selected Counties
Comm Codes
WEBS will display your county and commodity
selections back to you
Verify system is displaying your county and
commodity code selections before moving on to
step 3.
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New Bid Record Step 3Select Vendors for
Notification

• There are three types of notification methods
• Commodity Code/County notifies all vendors
  registered for a selected commodity codes and
  selected counties
• Pre-qualified List notifies all vendors on a
  selected pre-qualified list
• Vendor Search notifies all vendors identified
  specifically by the user

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New Bid Record Step 3Select Vendors for
Notification

• When to use the different notification methods
• Over sealed bid limit, select Commodity
  Code/County notification method
• Notify all interested vendors regardless of
  amount of bid, select Commodity Code/County
  notification method
• Notify all vendors on a pre-qualified list,
  select Prequal List notification method
• Notify only select vendors, select Vendor Search
  notification method (i.e., bid less than sealed
  bid limit or notify select vendors on a
  pre-qualified list)

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New Bid Record Step 3, Vendor Notification
Methods Option 1 - Commodity Code County
Select individual counties by clicking on county
name. Select all counties by clicking on Adams,
scroll down, hold down Shift key, click on Yakima.
After selecting counties entering in keywords
for your search, click the SEARCH button to
execute the commodity code search.
Type in keyword or code, click SEARCH button to
select from list of available codes
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New Bid Record Step 3 Vendor Notification
Methods Option1 - Commodity Code County
continued
Check the box next to the commodity code(s) you
would like to use for notification.
Search results will return here.
Click the SAVE button to save your selections and
return to the bid record.
What you select here will determine what vendors
will receive notification.
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New Bid Record Step 3, Vendor Notification
MethodsNotify by Pre-qualified List
Click the PREQUAL LIST button to notify by an
existing pre-qualified list
This notification method is primarily used for
two-tier contracts, small works roster, or other
contracting activities where a pre-qualified pool
of contractors has been established.
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New Bid Record Step 3, Vendor Notification
MethodsOption 2 - Notify by Pre-qualified List
continued
Click on the list name to view the details of the
pre-qualified list
Click the ADD button to save your selection and
return to the bid record
Check the box next to the list you would like use
for your notification

• Pre-qualified lists can be public or private -
• Public lists are visible to all customer users in
  WEBS
• Private lists are filtered by customer
  organization and are only visible to users within
  the customer organization that created the
  pre-qualified list

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New Bid Record Step 3, Vendor Notification
MethodsOption 2 - Notify by Pre-qualified List
continued
Clicking on the pre-qualified list name on the
previous screen will bring up detailed
information about the pre-qualified list. This
screen is read only.
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New Bid Record Step 3, Vendor Notification
MethodsOption 3 - Vendor Search
Click on VENDOR SEARCH button to search for
specific vendors to notify.
This notification method is used when selecting a
subset of vendors from a larger vendor list or
pool. It is commonly used for informal quotes
under the sealed bid limit.
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New Bid Record Step 3, Vendor Notification
MethodsOption 3 - Vendor Search continued

• Enter in your search criteria
• Select from any the following
• Vendor Name
• Vendor FEIN or SSN
• City
• State
• Zip
• Commodity Code
• OMWBE status
• Pre-qualified List
• Certification
• County

Click the SEARCH button to execute your search.
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New Bid Record Step 3, Vendor Notification
Methods Options 3 - Vendor Search continued
Summary of search results.
Check boxes next to the vendors you want to
notify.
Navigate through results by clicking on page
numbers.
After selecting vendors, click the SAVE button.
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How do I see who will get notified?
Click VIEW SELECTED VENDORS button to view the
list of vendors you selected for notification.
Click CLEAR ALL CHOICES button to clear the
selected choices and start over

• WEBS will display the following information once
  you have completed the steps for your
  notification
• Notification method you selected
• of vendors to be notified
• of certified M vendors to be notified
• of certified W vendors to be notified
• of certified MW vendors to be notified

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View Selected Vendors for Notification
Click on Vendor Name to view details of the
vendors profile
You may also run a report to see a list of
vendors who will be notified. See Report section
of this user guide.
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View Selected Vendors for Notification
Clicking on the vendor name on the previous
screen will bring up the view vendor details
screen. This screen is read only.
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New Bid Record Step 4, Upload Bid Document
1. Click BROWSE button and locate your bid
document in your directory.
NOTE Naming conventions for bid documents are
not changing
2. Verify document path is listed. Click UPLOAD
BID DOCUMENT link.
Allowable file types .doc .jpg .xls .ppt
.pdf 4 megabyte limit on file size
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New Bid Record Step 4, Upload Bid Document
3. Verify document name is displaying. This
confirms document was successfully uploaded into
WEBS.
Allowable file types .doc .jpg .xls .ppt
.pdf 4 megabyte limit on file size
4. Repeat as needed to upload all bid documents
and attachments.
NOTE Files can be deleted ONLY while in draft
status.
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New Bid Record Post Bid Notify Vendors
After completing Steps 1 through 4 you may 1.
Post your bid to the Internet (sends notification
at same time) OR 2. Save your bid record to be
posted later
Do not click the POST BID button until you are
ready to notify the vendors and make the bid
document available on the Internet.
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Edit an Existing Bid Record
Filter by desired status

• Bid Status
• Draft in process, notification has not been
  sent, bid document has not been posted to the
  Internet
• Posted bid document is currently posted to the
  Internet
• Closed bid has closed, document is no longer
  posted to Internet
• Archived bid process is complete no longer need
  to access bid record on regular basis

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Edit an Existing Bid Record
Click on the bid title of the bid record you want
to edit.
Bids are filtered by customer organization.
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Edit an Existing Bid Record -Update Bid Record
Detail

• Fields you can edit
• Customer reference number
• Bid Title
• Description
• Solicitation Type
• Bid Type
• Inactive Date
• Contact Name
• Contact Phone
• Contact Email
• Counties
• Commodity Codes

Use this screen to update information about the
bid opportunity.
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Edit an Existing Bid Record Upload Amendment
Document
1. Click BROWSE button and locate the file in
your directory.
2. Verify document path is listed. Click UPLOAD
BID AMENDMENT link.
Allowable file types .doc .jpg .xls .ppt
.pdf 4 megabyte limit on file size
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Edit an Existing Bid Record Upload Amendment
Document
3. Verify document name is displaying. This
confirms document was successfully uploaded into
WEBS.
Allowable file types .doc .jpg .xls .ppt
.pdf 4 megabyte limit on file size
4. Repeat as needed to upload all amendments.
Notifications are sent as each amendment is
uploaded
NOTE Files can be deleted ONLY while in draft
status.
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Edit an Existing Bid Record Posting Your
Amendment
After making your changes to the bid record and
uploading your amendment document, click the SAVE
button to post your amendment and send amendment
notification.
NOTE Do not click the Close Bid button. This
will remove your bid from the bid calendar and
prevent vendors from accessing your bid
documents.
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Record Bid ResultsRecord Responded Awarded
Information
Access your bid information as if you were
editing the bid record. Scroll down to the
bottom of the bid record and click on Record Bid
Results link to record responded and awarded
information for vendors.
Click on RECORD BID RESULTS link
Check the box next to the vendors name and enter
in the date responded and/or awarded
Click SAVE CHANGES button to save your changes
and return to the bid record
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Record Bid ResultsRecord Unregistered Vendor Bid
Response
Access your bid information as if you were
editing the bid record. Scroll down to the
bottom of the bid record and click on Record Bid
Results link to record unregistered vendor bid
responses.
Click on RECORD BID RESULTS link
Click on Add Unregistered Vendor link to add
unregistered vendor to the bid log
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Record Bid ResultsRecord Unregistered Vendor Bid
Response
Complete all of the fields on the add
unregistered vendor and click the save button.
The vendor will be added to the list of vendors
in your bid log and will automatically be
recorded as responded.
Click the SAVE CHANGES button after filling in
all of the required information.
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Record Bid ResultsNotify Responded Vendors of
Award
Once you have recorded the responded and awarded
information you may use this screen to send out
the unsuccessful notification.
WEBS will default to YES for notify unsuccessful
vendors of award
Click SAVE CHANGES button to save your changes
and return to the bid record
Enter in comments that you would like to include
in your notification email (limited to 255
characters)
Note There is no spell check or grammar check on
the comments field.
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Record Bid ResultsNotify Responded Vendors of
Award
If all the information has been entered and you
are ready to notify the vendors click the SEND
NOTIFICATION button.
Click SEND NOTIFICATION button
Screen will refresh, notification button will be
gone and comments will be grayed out. This
change is your confirmation you sent the vendors
notification of award.
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Edit Existing Bid RecordView Bid History
Click on VIEW BID HISTORY link
Click BACK button to return to bid record
The bid history screen will show you when a bid
record was modified, the users name and the date
of the modification.
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Closing A Bid Record

• Access the bid you wish to close through the
  Manage Bids screen
• Filter by DRAFT or POSTED status and click on the
  bid title to access a bid record

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Closing A Bid Record continued
Once you have opened the bid record, scroll to
the bottom of the screen and click on the CLOSE
BID button Closing a bid will lock the bid and
changes cannot be made to it. Bids that have
been completed should be closed.
Click the CLOSE BID button to manually close a
bid record.
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Archiving A Bid Record

• Access the bid you wish to archive through the
  Manage Bids screen
• Filter by CLOSED status and click on the bid
  title to access a bid record

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Archiving A Bid Record continued
Once you have opened the bid record, scroll to
the bottom of the screen and click on the ARCHIVE
BID button Archiving a bid will move the record
into archived status. The bid record is available
for future reference and reporting purposes, but
cannot be edited.
Click the ARCHIVE BID button to archive a bid
record.
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Searching for Bids
Use this screen to search for bids in
WEBS. Search on any of the filters provided. Bids
can be viewed across customer organizations but
cannot be edited.
Click the SEARCH button to execute your search
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Searching for Bids Search Results
This screen displays the bids that match your
search criteria. Click on the bid title to view
the bid details.
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Managing Pre-qualified Lists
Pre-qualified lists may be created by staff who
conduct pre-qualifications for their bidding
activities. The process of pre-qualifying
vendors occurs outside of WEBS.
Click ADD button to create a new pre-qualified
list
Check box next to list and click DELETE button to
delete a list
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Creating a Pre-qualified List

• Fields
• List Name
• List Description
• Status defaults to active (active visible to
  users, inactive not visible to users)
• Comm Code search for commodity codes to
  associate with your list
• Vendors search for vendors to add to list

Click SAVE button to save your changes
All fields with an asterisk are required.
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Search For Vendors
Click SEARCH button to execute search
Use this screen to search for vendors within
WEBS. Search on any of the filters provided.
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WEBS Definitions

• Solicitation Type
• Identifies the type of bid
• IFB Invitation for Bid
• RFQ Request for Quote
• RFQQ Request for Quote and Qualifications
• RFI Request for Information
• RFP Request for Proposal

Bid Type identifies if your bid will be posted
on the public bid calendar or the private bid
calendar Open makes your bid available to any
WEBS vendor who logs in and/or views the public
bid calendar. This option gives your bid document
the maximum visibility possible. Selective
makes your bid opportunity available to only the
WEBS vendors that you selected for notification.
This option allows you to conduct two-tier
notifications.
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WEBS Definitions
Pre-qualified Lists pre-qualified lists are
used for two tier bidding activities. Users may
create pre-qualified lists of vendors for the
purposes of bid notification.

• Draft bid bid is in process and has not been
  posted to the bid calendar. Notification has not
  been sent.

Posted bid bid is currently posted to the bid
calendar. Notification has been sent.
Two-tier a procurement process that establishes
a list of qualified vendors for essential
purchases that are repetitive in nature (I.e.,
janitorial, consulting, PS2)
Closed bid bid is no longer posted to the bid
calendar (active date has expired or bid poster
has closed the bid manually).
FSC Federal Supply Classification. The states
commodity code system is predicated on this
classification structure
Archived bid bid record has been archived by
the user.
67
How do vendors access bids?
Vendors access bidding opportunities through the
WEBS Portal Page at www.ga.wa.gov/webs
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How do vendors access bids?
New vendors should click on this link to get
registered.
Vendors click on this link to view the public bid
calendar which list all available bid
opportunities for vendors to respond to
Vendors who have already registered in WEBS can
login by clicking on this link.
Vendors must login to download bid documents.
69
Vendor login screen
New vendors should click on this link to get
registered.
Forgot your password? Click on this link to have
a new password sent to you.
Vendors who are already registered will need to
login to WEBS using their email address and their
password.
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Search Opportunities link
Vendors will click on the Search Opportunities
link to access current bidding opportunities
Once a vendor has logged in to WEBS they will
need to click on the Search Opportunities link to
access the current bidding opportunities.
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Search Opportunities Screen
To view a list of all current bidding
opportunities, select All Commodity Codes and All
Counties. Click the SEARCH button to return a
list of current bidding opportunities.
Vendors can filter bid opportunities by commodity
code, county and by customer organization.
72
Search Opportunities Search Results screen
Search returns a list of current bidding
opportunities.
Click on the bid title to see the bid details
screen and to access the bid document.
73
Search Opportunities - Bid Details screen
Vendors will see information about the bidding
opportunity as well as links to download any
related documents.
Vendors click on link to download bid document.
Vendors click on link to download amendment
document
74
WEBS Public Bid Calendar
Vendors will be taken to the login screen for
WEBS when they click on the document icon. All
vendors must be registered to access a bid
document.
Vendors will link to the public bid calendar from
the WEBS portal page at www.ga.wa.gov/webs .
Vendors must login to download bid documents.
75
Useful Information Customer Support
WEBS Resource Page and Login http//www.ga.wa.gov/
webs Public Bid Calendar https//fortress.wa.gov
/ga/webs/bidcalendar.aspx Email for WEBS
Customer Service webscustomerservice_at_ga.wa.gov Ph
one for WEBS Customer Service (360)
902-7400 Hours for WEBS Customer Service 800
a.m. to 500 p.m. PST, M F