5013 Dairy July To Sept Dsh Fy26

Locating and Responding to a Solicitation
Locating a Solicitation | Viewing the Solicitation | Header Tab | Items Tab |
Responding to the Solicitation | Edit a RFx Response | Withdraw/Re-Submit a RFx Response
Locating a Solicitation
Log into the PA Supplier Portal to search for and locate a specific Solicitation in SRM.
1. Open your web browser and enter www.pasupplierportal.state.pa.us.
2. Please note the important information regarding compatible browsers for the PA Supplier
Portal website.
3. Select the Log on button.
4. Enter the User ID and Password you created when you registered as a supplier, and select the
Log On button.
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5. Choose the Bidder role to begin. (Note - If you have been assigned only the Bidder role by
your company, you will not need to perform this step because it will already be chosen by
default.)
The resulting Bid Processing screen opens and will display your Personal Object Worklist (POWL).
By default, the POWL will display all Solicitations (or RFx's) which are currently open for responses.
6. If the search window for Solicitation Number, etc. is not visible, select the Search Criteria
button to display the available search fields.
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By default, the Solicitation Status field will display Current RFx because those are open for your
Bid Response. (It is not recommended that you adjust the search criteria in your POWL with the
status Ended RFx or Completed RFx.)

There are numerous ways to search for and locate a specific Solicitation using the
POWL Search Criteria.
Solicitation Number: The number assigned to the Solicitation document.
Solicitation Status: Used to display one of three (3) available statuses for the
Solicitation document.
- Current RFx (system default)
- Ended RFx
- Completed RFx
Creation Date: The data that the Solicitation was created.
Deadline Date Flag: Used to display one of five (5) available timeframes for
Solicitation submission deadlines.
- Today
- Next 7 Days
- Next 30 Days
- Next 90 Days
- Next 12 Months
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Status: Used to display one of seven (7) available statuses for the supplier's bid
Response document.
- Saved
- Bid submitted
- Bid Rejected
- Bid Accepted
- Transaction Completed
- Deleted
- Bid returned
Response Timeframe: Used to display one of five (5) available timeframes during
which the supplier submitted their bid Response document.
- Today
- Last 7 Days
- Last 30 Days
- Last 90 Days
- Last 12 Months
Smart Number: The name and/or other information used to identify the
Solicitation document.
7. Change the search criteria if desired, and select the Apply button to save and execute the new
query.
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Your search result(s) will display in a table format, as shown in the example below:

In the search result, note the information under each column heading:
Solicitation Number: The number assigned to the Solicitation document.
Solicitation Description: The name or other identification associated with the
Solicitation document.
Solicitation Type: The [transaction] profile type of the Solicitation.
Solicitation Status: The status of the Solicitation.
Start Date: The date that the Solicitation will be available for supplier
Responses. (If you attempt to view or respond to the Solicitation before the
Start Date, it will not be available.)
End Date: The deadline date for submission of bid Responses.
Response Number: The number assigned to your company's Response to the
Solicitation.
Response Status: The status of your company's Response to the Solicitation.
Solicitation Version: The most current version of the Solicitation.
Response Version: The most current version of your company's Response to
the Solicitation.
Start Time: The time that the Solicitation will be available for Responses.
End Time: The deadline time for submission of bid Responses.
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View/Respond to a Solicitation
After locating a Solicitation, it is very important that you carefully review the entire document
prior to creating and submitting your response. Ensure that you understand all requirements of
the Solicitation. If you do not, and need clarification, contact the Commonwealth Purchasing
Professional Agent who is responsible for the Solicitation.
Viewing the Solicitation
1. Select the Solicitation number to display the document.
The Display function allows you to see the solicitation data on two tabs: Header and Items. These
two tabs are each broken down into sub-tabs.

Caution - do not use Internet Explorer's navigation controls:
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You may also view, download, and/or print an Adobe PDF copy of the Solicitation document by
selecting the Print Preview button.
Header Tab
The Header tab provides information that is pertinent to the Solicitation as a whole (as opposed to
line item-specific). By default, you are on the Header tab, Basic Data sub-tab.
The Basic Data sub-tab contains details such as the Start/Submission Deadline Dates and times,
and the Opening Date and time. It also contains information pertaining to the Commonwealth
Purchasing Professional who is responsible for the Solicitation.
2. Select the Notes and Attachments sub-tab.
The Notes and Attachments sub-tab contains information provided by the Commonwealth to
further describe the specifications and conditions of the Solicitation. Information can be displayed
as text and/or document attachment(s).
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3. Select the Tendering Text link to display text.
4. Select the document link in the Description column to display an attachment.

Important Note: The attachments provided by the Commonwealth can be
accessed at this time.
After selecting Create Response as described on Page 10 of this Guide, the new
Notes and Attachments section is reserved for the supplier to add their own
comments along with uploading completed documents.
Be sure to open and save any required files to your computer before creating a
response.
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Items Tab
The Items tab provides information associated with specific line items, including Quantities and
Units of Measure.
In the Item Overview area, you will find a listing of all line items in the Solicitation.
5. To view additional line item detail, first choose (highlight) the applicable line item, and then
select the Details button.
Depending on the type of procurement, the Item Data sub-tab may contain additional detailed
requirements such as Manufacturer Part Number and External Manufacturer, etc.
6. Select the Notes and Attachments sub-tab.
Here the Notes and Attachments sub-tab contains information which is specific to the line item.
Again, information can be displayed as text and/or document attachment(s).
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Responding to the Solicitation
1. Select the Register button.
The message "You are registered to the RFx and will be informed of changes" is returned.
2. Select the Create Response button.
The Create Response screen is displayed. (For the moment, disregard the error messages at the
top of the page. They will be resolved while processing the Response.)
By default, you are on the Header tab, Basic Data sub-tab.
3. Select the Questions sub-tab.
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