Supplier Registration and Bid Submission Instructions

Using the Workday Strategic Sourcing platform

Introduction

Colorado Mountain College is transitioning to Workday Strategic Sourcing (WSS) as the new platform for managing bid submissions, communications, and awards. While CMC will continue posting bid solicitations on Rocky Mountain E-Purchasing (BidNet), all bid submissions must be completed through Workday Strategic Sourcing. This document serves as an introduction and instructional reference for registering and submitting bids through WSS.

Key notes for Suppliers:

  • Solicitations will still be posted on BidNet, and suppliers will continue receiving notifications from that platform.
  • All bid submissions, communications, and award notifications will now take place in Workday Strategic Sourcing (WSS).
  • Suppliers must create a WSS account before submitting a bid. If you have not yet registered, follow the instructions below.
  • Registered suppliers on WSS may receive alerts directly from WSS when relevant projects are posted and open for bidding.

Supplier Registration Instructions

For Vendors Who Have NOT Yet Registered in Workday Strategic Sourcing

Step 1: Register Your Account

  1. Navigate to the Public Bid Portal and click Start Bid.
  2. This will route you to the Workday Supplier Registration Page.
    1. Note: you can only register by clicking Start Bid.
  3. Enter your business email address and click Register.
  4. Check your email for a confirmation message and click Create Account.
  5. Click Send a verification code.
  6. Enter the verification code received via email.

Step 2: Set Up Your Account

  1. Enter your First Name, Last Name, and create a secure Password.
  2. Click Next.
  3. Setup Multi-Factor Authentication (MFA) using an authenticator app (Google Authenticator or Microsoft Authenticator recommended).
  4. Enter your Business phone Number and click Next.
  5. Accept the Terms of Service and provide your Job Title, Business Phone Number, and Time Zone.

Step 3: Enter Company Information

  1. Enter your Company Name.
  2. Provide your Company Website (if applicable).
  3. Click Agree to the Terms of Participation for the selected bid.
  4. You are now ready to submit bids through Workday Strategic Sourcing.

 

For Vendors Who Received an Invitation to Workday Strategic Sourcing

Your account details have been pre-loaded into our system, and you have been requested by the CMC project team to bid on a project.

Step 1: Register Your Account (Invited Vendors)

  1. Use the link in your invitation email.
  2. If you have logged in before, enter you Multi-Factor Authentication (MFA) key and proceed to your assigned bid.
  3. If you need to register, follow these steps:
    1. Enter your Business Email Address and click Register.
    2. Check your email for a confirmation message and click Create Account.
    3. Click Send a verification code.
    4. Enter the verification code received via email.

Step 2: Set Up Your Account

  1. Enter your First Name, Last Name, and create a secure Password.
  2. Click Next.
  3. Setup Multi-Factor Authentication (MFA) using an authenticator app (Google Authenticator and Microsoft Authenticator recommended).
  4. Enter your Business Phone Number and click Next.
  5. Accept the Terms of Service and provide your Job Title, Business Phone Number, and Time Zone.

Step 3: Enter Company Information

  1. Enter your Company Name.
  2. Provide your Company Website (if applicable).
  3. Click Agree to the Terms of Participation for the selected bid.
  4. You are now ready to submit bids through Workday Strategic Sourcing.

 

For Returning Vendors: Logging In & Submitting a Bid

Step 1: Log Into Your Account

  1. Click Sign In on the Workday Strategic Sourcing website or from the email invitation.
  2. If prompted, enter your email and complete the Multi-Factor Authentication (MFA) process.
  3. (Optional) Choose Trust this browser for easier future logins.

Bid Submission Instructions

The bidding process is composed of 5 phases – bid posting, question period, bid submission period, review period, and award.

Step 1: Find Project

  1. Select the Bid Opportunity you wish to participate in.
  2. Click Agree to the Terms of Participation.
  3. Proceed onto review the Bid Opportunity and Intent to Submit.

Step 2: Intent to Submit

  1. Review the RFX Project listed, including the scope of project, specifications, timeline and acknowledge terms of participation.
  2. If your company would like to submit a bid for RFX, click I intend to submit.
  3. Proceed to the next step.

Step 3: Questions

  1. Use the Message Center to ask questions to clarify bid requirements and ensure comprehensive submission.
  2. Our team will respond to questions and flag pertinent questions as public to ensure all Suppliers have access to relevant information.
  3. The question period will have a predefined deadline. Please submit all inquiries before this deadline to allow time for responses before the submission deadline.

Step 4: Questionnaire & Bid Sheet

  1. Once all questions have been addressed, proceed to complete the Questionnaire and Bid Sheet.
  2. The Questionnaire collects details about your company, qualifications, references, and compliance (if applicable).
  3. The Bid Sheet outlines the required goods and/or service. Suppliers are responsible for providing pricing for the requested items in the fillable sheet.

What You Need to Do Now

  • If you are a new vendor, register your account in Workday Strategic Sourcing before the next bid submission.
  • If you are an existing vendor, log in and ensure your account is active for future bids.
  • Continue monitoring BidNet for new solicitation postings and be prepared to submit all responses through Workday Strategic Sourcing.
  • If you have submitted a id, you will receive information via email as project milestones are met.

If you have any questions on the new process, please reach out to our procurement team.

Frequently Asked Questions

General Questions

Q: Why is CMC transitioning to Workday Strategic Sourcing (WSS)?

CMC is adopting WSS to streamline bid submissions, communications, and award process to greater efficiency and transparency.

Q: Will bid solicitations still be posted on BidNet?

Yes, solicitations will continue to be posted on BidNet, but all bid submissions must be completed through Workday Strategic Sourcing.

 

Registration & Account Setup

Q: Do I need to create a new account if I already have one on BidNet?

Yes, you must register separately in Workday Strategic Sourcing to submit bids.

Q: I didn’t receive the email verification link. What should I do?

Check your spam or junk folder. If it’s not there, try resending the verification code or contact Workday Support at scoutsupport@workday.com.

Q: WSS says I can only create an account by “invite only” – how do I get invited?

This is partially true – you can create an account for WSS at CMC by using the link below to register. Thank you for finding us!

 

Logging In & Access Issues

Q: I forgot my password. How can I reset it?

Click Forgot Password on the login page and follow the instructions.

 

Bid Submission

Q: How do I know if my bid was successfully submitted?

You will receive a confirmation email and can check the status in Workday Strategic Sourcing. You are not able to submit a bid on the same project/RFX more than once.

Q: Can I edit my bid after submission?

Yes, you may edit your bid before the submission deadline. After the deadline, no changes are allowed.

Q: BidNet says the bid is in person (physical) not electronic. Why?

All solicitations for bids at CMC are electronic and cannot be submitted in person. Due to system requirements, solicitations on BidNet will display “Physical” but are electronic/digitally submitted through WSS.

Q: My company has multiple options for solicitation. How do I submit multiple bids?

We cannot accept multiple bids for the same project from the same company. Please use the Message Center to clarify the bid requirements/asks to identify a singular bid option.

 

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