State & Federal Lobbyists - Pre-Solicitation Meeting

IA
Austin
110 Box96,A:ustin, TX 78767
financi~l.ae'l"~icee@a UBtintexss.go,,
Financial Serrvices
512-974-2000
How to Submit Offers Online
eResponse Instructions
Submitting Offers online using eResponse. (Only available for IFB, RFP and RFQS Solicitations)
Internet Explorer is not supported - please use Chrome, Edge, or Firefox
1. Create an eResponse. In Austin Finance Online (AFO), located the solicitation you intend to respond to:
https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitations.cfm. If the Solicitation
supports the eResponse function, a "My Response" section will appear in the Solicitation's Detail page. Select
"Create Response" to begin an eResponse (Fig. 1).
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(Fig. 1)
a. You must be logged in as the primary contact on your vendor account to create, edit or submit an eResponse.
i. You may submit an eResponse after creating a user account and entering your organization's business
information. If selected for award, you must complete and submit your full vendor registration for
approval.
ii. Register Here: https://financeonline.austintexas.gov/afo/finance/
iii. If you are not the primary contact, the "Create Response" button will not appear after logging in. For
assistance, contact Vendor Registration at vendor@austintexas.gov or call 512-974-2467 and inform
them that you are unable to submit an eResponse.
b. If you select "Create Response" without being logged into AFO, the system will redirect you to the login
screen (Fig. 2). After logging in, you will be returned to the Solicitation page.
ACCOUNT LOGIN
(Fig. 2)
Revised 7/17/26 eResponse Instructions Page 1 of 9

c. After selecting "Create Response", the system will display your Response ID, Vendor Name, the creation
date and time, the last revision date and time, and the current status of your eResponse, which will initially
be "DRAFT". A red-shaded field at the top of the section will list the required documents for submission (Fig.
3). Refer to the solicitation's, solicitation instructions for a complete list of required documents.
NOTE: If incorrect information is entered or attempt to upload an unsupported file, an error message will
appear in this red field.
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(Fig. 3)
2. Adding Files to Your eResponse. To upload files to your eResponse, select "+ Add Files" button (Fig. 4).
,t, My eR~ponse v
* Price Oller aorumotnt 11 required.
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(Fig. 4)
a. After selecting "+ Add Files", a pop-up window will appear displaying available files on your computer (Fig. 5).
................
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(Fig. 5)
Revised 7/17/26 eResponse Instructions Page 2 of 9

b. Navigate to the location of your files, select the file(s) you want to upload and select "Open". A blue progress
bar will indicate the upload status. The blue box will display the number of files uploaded and remind you
that the system allows a maximum of 25 files (Fig. 6). Repeat this process to upload additional files.
m.;iy add up to 2S files. You ave 1ploade 2 files.
* Prii; Ofhlr dot;ument is r quinad.
* Offer ,ind Certi 11:ations doc ment i~ required.
Response ID Vendor Created L11st Revised Status
5368 AMS TEST \IENDO,R 0l/17/2022. 11;0 AM 02/17/2022.. 11: 02 .AM
iifdiiii
1 OO'lt t~t26.docx
file Name Type
(Fig. 6)
3. File Types Accepted. AFO's eResponse function accepts the electronic file types shown in Fig. 7. Note that
Price Offers cannot be submitted in a .ZIP format. It is recommended that Price Offers be submitted in .XLS or
.XLSX format.
.PDF .DOC .DOCX
.TXT .ZIP .XLS
.XLSX
(Fig. 7)
a. Use only numbers, letters, underscores, periods, spaces and hyphens in file names. Special
characters are not allowed. If used, a warning message will appear in the red notice box and the file
will be rejected.
4. Number and Size of Files Allowed. AFO accepts up to twenty-five (25) files per eResponse. Individual files
must not exceed 40 MB.
5. Single Submission Limit. AFO accepts only one eResponse per vendor for each solicitation. If alternate offers
are allowed, include them with your primary submission. Alternates may be combined into a single multi-page
Price Offer file or uploaded separately by selecting "Other" from the dropdown menu.
6. Identify Your Files. As you upload files, a dropdown menu will appear to the right of the filename under "Type".
Use this menu to select the appropriate file category (Fig. 8).
Revised 7/17/26 eResponse Instructions Page 3 of 9

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(Fig. 8)
a. Invitations for Bids (IFB):
i. Select "Offer and Certifications" for the file containing your signed Offer Sheet and all required
certifications. Only one file may be designated as "Offer and Certifications".
ii. Select "Price Offer" for your price submission. Price Offers cannot be submitted in a .ZIP format. It is
recommended that they be submitted in .XLS or .XLSX format. Only one file may be designated as "Price
Offer".
*PLEASE NOTE, Price Offer documents become publicly available after opening; therefore, include only
price-related information in this file. Upload all non-price documents separately and categorize them
appropriately. The City of Austin is not responsible for the inadvertent release of proprietary information
contained in a Price Offer.
iii. If required, select "Compliance Plan" for any compliance plan file(s). Multiple files may be designated
as "Compliance Plan".
iv. Select "Technical Offer" for all other required information not included in the Offer and Certifications and
Price Offer. Multiple files may be designated as "Technical Offer".
v. You must identify at least one file as "Offer and Certifications" and one as "Price Offer" before
submission. Once these have been identified, the red warning bar will turn blue and state "Your
eResponse is ready for submission".
b. Requests for Proposals (RFP):
i. Select "Offer and Certifications" for the file containing your signed Offer Sheet and all required
certifications. Only one file may be designated as "Offer and Certifications".
ii. Select "Price Offer" for your price submission. Price Offers cannot be submitted in a .ZIP format. It is
recommended that they be submitted in .XLS or .XLSX format. The City of Austin is not responsible for
the inadvertent release of proprietary information included in a Price Offer. Only one file may be
designated as "Price Offer".
iii. If required, select "Compliance Plan" for any compliance plan file(s). Multiple files may be designated
as "Compliance Plan".
iv. Select "Technical Offer" for any required proposal information listed in the instructions section. Multiple
files may be designated as "Technical Offer".
v. You must identify at least one file as "Offer and Certifications" and one as "Price Offer" before
submission. Once these have been identified, the red warning bar will turn blue and state "Your
eResponse is ready for submission".
Revised 7/17/26 eResponse Instructions Page 4 of 9

c. Request for Qualifications Statements (RFQS):
i. Select "Offer and Certifications" for the file containing your signed Offer Sheet and all required
certifications. Only one file may be designated as "Offer and Certifications".
ii. If required, select "Compliance Plan" for any compliance plan file(s). Multiple files may be designated
as "Compliance Plan".
iii. Select "Technical Offer" for any required qualifications information listed in the instructions section.
Multiple files may be designated as "Technical Offer".
iv. You must identify at least one file as "Offer and Certifications" before submission. Once identified, the
red warning bar will turn blue and state "Your eResponse is ready for submission".
7. Submitting your eResponse. Once you have uploaded all required files and assigned the appropriate file types,
select "Authorized representative certification" (Fig. 9). A popup window will then appear (Fig 10).
You may add up ti;i 25 f1 s;. You have uploaded 3 ri es..
Respon$C ID Vendor c~ated Last Re~ised Status
8095 AMS TEST VENOOR 06109/2{12.3, 09:52 AM ()6/()9/2023,. 09:54 AM
rile Name Type
0 !'.!.11 .ooc:x .,
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0 est 12 .coc:x Other --1
(Fig. 9)
Certify Au honzed Represen a ive
D By c:hec:kJng th,~ box.. I t:e t.lfy tl'lat I n authorll:ed repre~entatil.' w t.l'le
iluthonty to exe-,;u e and submit his offer o the c,ty of Aus In.
cer ,ry
(Fig. 10)
Revised 7/17/26 eResponse Instructions Page 5 of 9

a. After certifying your submission, click the "Submit eResponse" button. The field at the top of the section will
turn green and display your unique eResponse submission number along with the submission date and time.
It will also provide links to the My eResponse page and a PDF copy of your submission receipt (Fig. 11). An
automated confirmation email will be sent to you with your eResponse details (Fig. 12).
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(Fig. 11)
IFB 7400 TEST9915: Your Response Has Been Submitted
I I I I[ ]
eresponse@austintexas.gov f-:) Reply <~ Reply All Fcrward
* To Fri 10i9/202012:25 PM
IFB 7400 TEST991S
Your response to IFB 7400TEST9915 has been submitted. Your eResponse ID is 2356.
Details
Solicitation ID 134841
eResponse I) 2356
Submitted 10109/2020 12:25 PM
Vendor Name TEST VENDOR2
Vendor Cus1omer Code TES8304588
File List
Price Offer Price-Offer.doc
Offer and Certifications Offer-and-Certifications.doc
Other Addendum.docx
For assistance please email vendor@austintexas.gov and visit Vendor Help.
(Fig. 12)
b. You can return to the Solicitation or your eResponse from the Response History page or by navigating to the
Solicitation through the Open Solicitations page in AFO. When you return, the Status in the upper right corner
of the My eResponse section will display "SUBMITTED", and the Last Revised date and time will update to
when you clicked "Submit".
i. If you begin an eResponse and do not click "Submit eResponse", it will remain in "DRAFT" status. You
may return and submit it any time before the Solicitation's Due Date and Time.
ii. eResponses still in "DRAFT" status at the Solicitation's Due Date and Time will not be received by the
City.
c. Withdrawing or modifying a submitted eResponse. Before the Solicitation's Due Date and Time, you may
withdraw or update your eResponse. Click the "Edit/Withdraw eResponse" button (Fig. 13). A pop-up
window will appear displaying your eResponse ID and asking you to confirm the action. Select "Yes /
Withdraw" to return your eResponse to draft status, or "No / Cancel" to keep your submission as is (Fig. 14).
Revised 7/17/26 eResponse Instructions Page 6 of 9

eRe-:.pon-:.e 1S62 submitted 0SJ0S/2020 08:23 AM
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(Fig. 13)
eResp se Wi drawa.
You are withdrawing eResponse o. S62
1n doing so you are moving your eRespons.e back Into DRA~ status. wtlere you may
edit submit or delete your eResponse. If you intend o submit your eResponse later.
you must do so before the solicitation's due date and time. eResponses that are still in
in DRAFT status at the solicitation*s due date and time cannot be edited, submitted or
deleted. and will not be considered. Are you sure you want to withdraw your
eResponse?
Yes, Withdraw Nol cancel
(Fig. 14)
d. If you select "Yes / Withdraw", you will receive an automated confirmand email indicating that your
eResponse will not be considered until it is resubmitted (Fig. 15).
IFB 7400 TEST991O : Your Response I-las Been Placed In Draft
erespome@aus *ntexas.gov
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(Fig. 15)
e. While your eResponse is in draft status, you may add files, delete individual files or delete the entire
eResponse.
Revised 7/17/26 eResponse Instructions Page 7 of 9

i. To delete the entire eResponse, click the red "Delete eResponse" button at the bottom of the My
eResponse section. A pop-up window will display with your eResponse ID and ask for confirmation.
Select "Delete" to permanently delete the eResponse or "Cancel" to keep it in draft (Fig. 16).
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(Fig. 16)
ii. To delete an individual file, click the red circle with the white "X" located to the left of the file you wish to
remove (Fig. 17).
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(Fig. 17)
f. Response History Page. You can access the Response History page from your User Dashboard. Click on
your username in the upper-right corner of AFO, the select "Home". From the menu on the left, choose
"Response History". This page displays your eResponse ID, Solicitation Number, Solicitation Description,
Last Revised date, Close Date and Status for each solicitation you have responded to. Click the solicitation
number link to return to the Solicitation Details page and, if the solicitation is still open, make edits to your
eResponse (Fig. 18).
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(Fig. 18)
Revised 7/17/26 eResponse Instructions Page 8 of 9

8. Bid Opening - Closed Solicitation Page. The Closed Solicitation page serves as the bid opening for all
eResponses. Navigate to this page to view the list of vendors who submitted response. The Closed Solicitations
page is accessible through the Procurement drop-down menu in the AFO menu bar (Fig. 19).
Searching For
(Fig. 19)
a. A list of responding vendors will be available on the Closed Solicitation page approximately one hour after
the solicitation closes. For IFB solicitations, Price Offer documents will also be visible (Fig. 20).
Name FIie Nam
S FBO Pipeline Bridge, Inc. Pnc-e O er DoC\.Jment
MU 1:Z CONCRETE & CONTRACT! ,G INC Pnce Offe, Drn:umeot
Ayan T.iyo AyanlQla TM GROUP Price O er Document
(Fig. 20)
For assistance with the eResponse system, please call 512-974-2467 or email Vendor@austintexas.gov.
Revised 7/17/26 eResponse Instructions Page 9 of 9