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iBuy - Completing the Quick Quote IPHEC2140 IT Contract Form

Completing the Quick Quote IPHEC2140 IT Contract Form

The IPHEC2140 Contract - Information Technology Recruiting & Professional Services form is explicitly for use in the purchase of IT Consulting Services from contracts obtained because of IPHEC2140. Before completing this request, please review the IT Consulting Contracts Website to confirm your request falls within one of the 15 categories.

Upon submitting this form your request will be sent to all 53 awarded vendors. They will have five business days to respond directly to you via email.

  1. Log into iBuy.
  2. From the Home page, click Quote Request – IPHEC2140 IT Contract - Information Technology Recruiting & Professional Services found in the University Forms section.
  3. Review the Instructions page.
  4. Click Next.
  5. On the Quick Quote Request page, replace [user email] with the email the vendor should reply to and replace [MM-DD-YYYY] with five business days from the day you create the quote.
  6. Click Next.
    NOTE: The information will automatically save.
  7. Add Attachment. Attach the Scope of Work.
    1. Click Add Attachment.
    2. Click Upload.
    3. Give the document a Title such as Scope of Work or the Project Name.
    4. Click Choose File to browse for the file and click Open.
    5. Click Save Changes.
    6. Check the box Send attachment to Supplier so the document goes with the email to the vendors under contract.
    7. Click Save Changes.
  8. Click Next.
  9. On the Project Details page, populate the required fields with details specific to the project.
    1. Title of Project
    2. Estimated Project Start Date
    3. Estimated Project End Date
    4. Need Vendor Quote by Date – This date should match the date you provided on the Quick Quote tab. The date should be five business days from the day you send the quote request.
    5. Category Name – Select one of the 15 categories pertaining to the quote request. Details can be found on IT Consulting Contracts Website.
    6. Note to Supplier – Any additional details that need to be sent to the vendors should be provided here. Up to 2000 characters.
  10. Click Next.
  11. Click Next on the Service Line Items page. This page will be used later when the vendors reply. No action needed when creating a quote request.
  12. Suppliers page: This page lists all 53 vendors under contract for IPHEC4120. All vendors on this list will receive the email and opportunity to quote for the project.
  13. Click Next.
  14. Click Submit if you are ready to email the vendors. You may go back through the form to make changes by clicking the tabs on the left side of the form. Remember to click save on the page you make a change.
  15. Confirm popup box. Click Yes if you are ready to submit and send the quote to the vendors.

How to Search for Submitted Quick Quotes

  1. If the Form Number is known, type the number in the quick search box at the top of the iBuy page.
  2. From the left navigation of iBuy, click Orders > My Orders > My Procurement Requests or Orders > Search > Procurement Requests.
    NOTE: You can add filters to narrow down the search results.

How to Enter Quote Details from the Vendors

Once the 5-day quoting deadline has passed and vendors have responded, it is recommended to enter at least the top 3 quotes on the original Quick Quote form. The 5-day quoting period is the minimum requirement. Any requisition submitted that identifies a quoting period less than 5-days may be returned by Purchasing. Refer to How to Search for Submitted Quick Quoteabove.

  1. Within the Quick Quote, click Enter Quotes.
  2. There is an entry for each vendor, called Service Line Items.
  3. Enter the overall Quoted Unit Price for the top three vendors.
  4. Click Save Progress.

How to Move the Winning Quote to a Requisition

  1. Within the Quick Quote, click Enter Quotes.
  2. Next to the Supplier that you’ve deemed the best value/winner of the quote request, click Create Cart.
  3. Click Yes to the pop-up box question, “You are about to finalize quick quote pricing and create a cart.”
  4. Proceed to checkout.
  5. Required! Internal Notes and Attachments – Attach the remaining top two Quote documents (at minimum), from the Vendors that DID NOT win the bid. Make sure to attach the quote for Internal viewing only.
  6. Enter IPHEC2140 in the Bulletin Award Number field.
  7. Required! External Notes and Attachments – Attach the winning bid quote documents from the vendor. Make sure to attach the winning quote for External viewing so the vendor received a copy with the Purchase Order.
  8. Optional: Add a comment to the Comments section if justification needs to be added on why the winning quote was selected.
    1. Click Comments from the top of the requisition.
    2. Click the + sign.
    3. Type the comment in the Add Comment box.
    4. Click the check mark to add the comment.
  9. Validate and update any other applicable fields such as ShipTo and Accounting string.
  10. Click Place Order.

Keywordspurchasing, procurement   Doc ID120275
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2022-08-05 09:14:35Updated2024-05-07 10:21:20
SitesUniversity of Illinois Training and Development Resources
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