Detailed Seller FAQsSkip Jump Links
What is SAM? (Answer taken from SAM Website)
The System for Award Management (SAM) is combining federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. This consolidation is being done in phases. The first phase of SAM includes the functionality from the following systems:
Contractor Registry (CCR)
* Federal Agency Registration (Fedreg)
* Online Representations and Certifications Application
* Excluded Parties List System (EPLS)
What is a CAGE CODE?
This is an identification number issued by the System for Award Management (SAM) at SAM.gov. Sellers interested in obtaining a Cage Code must have a DUNS number in order to register with SAM.
What is a DUNS Number?
A DUNS Number is an identification number issued by Dunn & Bradstreet (D&B). To obtain a DUNS Number go to http://www.dnb.com/get-a-duns-number.html.
How do I contact the Buyer?
Unless specifically requested by the Buyer, FedBid is unable to release a Buyer’s contact information to the Seller, due to our Non-Disclosure Agreement. While a buy is open, Sellers are able to use the “Submit Question” feature located on any page of the buy to direct any questions, comments, or concerns to the Buyer. In the event that a Seller is unable to view a buy, the Seller may send their questions for the Buyer to ClientServices@FedBid.com . Upon award, each part will receive the other party’s contact information within an Award Notification email.
How do I search for a buy?
When logged in to the FedBid marketplace, there are a number of ways to search for a buy. With a buy number or solicitation number, a Seller is able to use the “Start a New Search” feature located below the main tabs. Please note any relevant dashes or special characters must be included when utilizing this search feature. A Seller is also able to search by keyword within in the “Start a New Search” feature. Another search option available includes the “Opportunities Filter”.
What are the possible reasons I cannot view a buy?
- The buy has been reposted.
> Search for the first six digits of the buy number to bring up the most recent version of the buy.
- You may already have an 'Active Bid' on the buy.
> The buy will be available to view under the ‘My Bids’ tab in the ‘Active Bids’ folder.
- You may already have a 'Draft Bid' saved
on the buy.
> The buy will be available to view under the ‘My Bids’ tab in the ‘Draft Bids’ folder.
- You may have 'No Bid' the buy.
> The buy will be available to view under the ‘My Bids’ tab in the ‘No Bids’ folder.
- The buy is cancelled or closed.
This buy is no longer available to view on the FedBid marketplace.
> If you have already submitted a bid on this opportunity, please check your 'Bid Results' tab for the buy’s status.
> If you did not submit a bid, but are still interested in submitting your pricing and would like an extension of the buy, please submit your request in writing to ClientServices@FedBid.com. When submitting your request, please be sure to include the relevant buy number and a specific length of time requested for extension. Upon receipt, FedBid will forward your request up to the Buyer for review.
- The buy is set-aside for a socio-economic classification that is not listed on your Seller organization profile.
> The Buyer has chosen to solicit to a select group of Sellers.
What does "reposted" mean?
If a Buyer has reposted a buy, it means that a previously posted buy has been reissued to a change in specifications, duration, or other term or condition. The buy number will be appended from XXXXX to XXXXX_01 (if it is reposted a second time, it would change to XXXXX_02) or the buy will be given a new ID number. To protect the Seller from unintentionally bidding on changed requirements, FedBid cancels all bids submitted during a buy prior to the reposting, and Sellers must submit new bids for the reposted buy. Any time the Buyer reposts a buy, Sellers MUST place a bid on the most recent repost of the buy to be considered for award.
What if I have a question or comment about a buy?
If the question relates to FedBid processes, please email ClientServices@FedBid.com or call 877-933-3243. If the question is in reference to a buy’s details, please use the “Submit Question” feature located on any page of the buy to direct any questions, comments, or concerns to the Buyer while the buy is open. In the event that a Seller is unable to view a buy, the Seller may send their questions for the Buyer to ClientServices@FedBid.com. Please be aware that the Buyer may choose either to respond or not to respond at their discretion. Accordingly, although we have submitted your information to the Buyer for consideration, you may not receive a response prior the close of the buy.
How do I submit a bid?
Submitting a bid is fast and easy. The process takes approximately 5 minutes to enter the data, assuming pricing has been prepared. (Please note that it may take longer based on the number of line items in the Buyer's request.) The process consists of a few simple steps: Bid Submittal Process:
- Search for a specific buy using the ‘Start a New Search’ feature or review buys on the 'Opportunities' page.
- Click on the 6-digit buy number link to the left of each buy description.
- After reviewing buy details, click the 'Place Bid' button. Please note that some buys may include bad specs (e.g., discontinued, end of life, wrong part number). If you are unable to deliver the line item as requested due to a bad spec, DO NOT BID, unless the buy terms instruct otherwise. Instead, notify us by clicking the 'Submit Question' link at the top of the page.
- Complete the Terms page of the bid process, which includes Bid Description, Seller Reference No., acknowledgement of compliance with Buyer's contract request and Buy Terms, and click the 'Continue' button.
- Complete the Line Items page of the bid process, which contains all pricing, line item description responses, and Seller Attachments, and click the 'Continue' button. Use extreme care in this phase as you are committing to provide the specific item(s) at your stated price. All opportunities on the FedBid system are 'all or nothing' (unless otherwise stated within the specification), so you MUST bid all of the requested items; no partial bidding is allowed.
- Review your bid information on the 'Review' and 'Submit' page and click the 'Submit Bid' button. The 'Review' and 'Submit' page is where the Seller is able to view their extended price, the FedBid fee and the FedBid price (bid amount plus FedBid fee). Please note that the bid will not be received unless the 'Submit Bid' button is clicked.
- View immediate bid status of 'LEAD' or 'LAG'. (LEAD means that a bid is in the lead position at a specific moment in time during the buy process; LAG means that a bid is not in the lead position at a specific moment in time during the buy process and that it may be lagging to competitor bids and/or an Active Target Price.)
How do I decline a bid opportunity?
Sellers may decline to bid by submitting a 'No Bid'. Simply review the buy in the Opportunities section, select the checkbox to the right of the End Date, then select 'No Bid' from the Action drop down menu. To decline to bid from the buy Details page, just click the 'No Bid' button at the bottom of the page. A 'No Bid' allows a Seller to quickly document that they have viewed the opportunity but have determined not to submit a bid. It also informs the Buyer that the Seller is active in the market and assists the Buyer in documenting competition. If the Seller later decides to bid on a buy after submitting a No Bid, go to the 'No Bids' tab of the 'My Bids' section, and click on the buy number to begin the bidding process. The buy will be removed from the 'No Bids' list when the Seller clicks the 'Place Bid' button on the 'Buy Details' page.
Do I have to bid on all the line items?
Yes. Due to the reverse auction functionality partial bids are NOT allowed and will be removed.
What is the 'Stop Auto Rebid At' field?
FedBid enables Sellers to automatically rebid multiple line items. This feature enables Sellers to bid simultaneously on multiple opportunities without the need to monitor and manually rebid each opportunity. To use the Auto Rebid function, the Seller will set the 'Stop Auto Rebid At' field to the lowest allowable unit price for that line item. Based on that range, the FedBid system will automatically rebid for the Seller until the Seller's bid Status reaches 'LEAD' or until the Seller's bid equals the 'Stop Auto Rebid At' amount, whichever occurs first. If a Seller does not want the system to automatically rebid for them on any line item, they should leave the 'Stop Auto Rebid At' field blank for that line item.
What is the LEAD? What is the LAG?
Once a bid is received by the FedBid system, the bid will receive a status of LEAD or LAG. LEAD means that a bid is in the most competitive position at a specific moment in time during the buy process; LAG means that a bid is not in the lead position at a specific moment in time during the buy process and that it may be lagging to competitor bids and/or an Active Target Price. The LEAD and LAG statuses may fluctuate until the close of the buy. Please note that LEAD does not necessarily mean win and LAG does not necessarily mean lose as it is at the Buyer’s discretion which Seller to award.
Can I see my competitors and their bids?
No. Sellers cannot view the identities or bids of other Sellers. The only indication of your bid status is LEAD or LAG, once you have submitted a bid. Once a buy has closed and the Buyer has chosen a Selected Seller, all participating bidders may view the Selected Seller's total bid price and the Selected Seller's identity.
Can I add an attachment to my bid?
Sellers are able to attach files to their bids as requested or required by the Buyer. In addition, for buys that contain 'Brand Name or Equal' or 'Meet or Exceed' requirements but do not require Seller attachments, it may nevertheless be helpful to the Buyer for you to submit documentation evidencing that the items you are offering are equal to, or exceed, the items specified in the buy. If the buy does not specifically require submission of attachments, submit all documentation to ClientServices@FedBid.com; certain restrictions apply (see below).
Are there restrictions on documentation submitted for the Buyer?
Yes. Buyers may require documentation as part of or to support a bid (e.g., to support equal items or exceed items under 'Brand Name or Equal' or 'Meet or Exceed' solicitations). Emails, emailed attachments or any attachments provided online for submission to the Buyer must not include pricing information, which may be considered an offline bid. FedBid's prohibition of offline bids helps Buyers maintain the integrity, fairness and openness of the competitive process by enabling Buyers to conduct all procurements pursuant to uniform ground rules that treat all Sellers impartially, fairly, and equitably. In turn, Sellers have confidence that they are able to compete on a level playing field that truly rewards best value bidding.
What does "GSA Schedule Bids Only" mean?
This means that Sellers bidding on this opportunity MUST have the items requested on an existing GSA Schedule. The Schedule must either be in the Seller's name or the Seller must be able to document its ability to act as an agent of a partner's Schedule. Sellers may offer Open Market items only in accordance with the approved Terms and Conditions of their respective GSA Schedule AND upon approval from the soliciting Contracting Officer. Information regarding GSA Schedules can be found at GSA.gov.
When should I submit a bid?
All bids must be submitted before the FedBid closing time of a buy; however, it is at the Seller’s discretion when to submit their bid before the close of the buy. The last page in the bid submission process is a Review and Submit page. Sellers MUST click the 'Submit Bid' button on the Review and Submit page prior to the end time in order to have the bid considered. FedBid cannot be held responsible if the Seller provides insufficient time for issue resolution.
How long does a buy last?
The Buyer determines the duration of the buy, but the competition process typically last three to four calendar days, depending on the availability of the items sought. Timeframes have a tendency to shorten throughout the Federal Government's last fiscal quarter (July-September).
What if a Buyer contacts me to confirm pricing?
Although a Seller's bid may result in an order without any further contact from the Buyer, FedBid encourages Buyers to confirm pricing prior to award. If this occurs, it is important that the Seller provide the FedBid price which includes both the Seller's original bid AND the FedBid Fee. This is the price that the Buyer sees within FedBid and is continuously displayed to the Seller at login. If the Seller has any questions regarding the pricing, the Seller should contact FedBid at ClientServices@FedBid.com prior to confirming with the Buyer. This will insure that the Seller is not held responsible for FedBid Fees that have not been included in payment to the Seller from the Buyer.
How do I update my Seller Organization’s information?
All registered Seller Representatives may view their Organization's information on the 'Seller Org. Profile' page of the 'My Account' section. The information can be updated by contacting the Client Services team at ClientServices@FedBid.com. Updates will be confirmed by comparing data with SAM.
Note: Sellers should review their Socio-Economic Classifications on the Seller Org Profile page as well as their individual Category/Subcategory selections on a regular basis in order to ensure they are viewing the most appropriate opportunities possible. Example: A Seller will not be able to view a procurement that is restricted to small businesses if that Seller is not registered as a small business.
How do I update my personal profile information?
All registered Seller Representatives may update their account information by logging into the FedBid system. Once logged in, click on the 'My Profile' page of the 'My Account' section to update Name, Address, Title, Division, Phone Number, and Fax Number. Adjustments of email addresses must be done through notification of FedBid Client Services at ClientServices@FedBid.com.
How do I change the email address used for my login and email notification?
Contact FedBid Client Services at ClientServices@FedBid.com directly to change the email address associated with an account. Please send this request from the login email address on file.
Does FedBid sell or resell Sellers' items to the goverment?
No. FedBid does NOT sell or resell to the government any items competed through the FedBid system. FedBid is simply an independent, Seller-neutral venue where government (Buyer) buys from industry (Seller). The Buyer contracts directly with the Selected Seller and issues a purchase order or purchase card order directly to the Seller.
Does FedBid safeguard sensitive government information?
Yes. FedBid does not disclose unclassified but sensitive government information or data to any party other than those personnel specifically authorized to receive such information or data. In addition, to ensure that the security and confidentiality of sensitive information and data is properly protected, FedBid performs background checks on all of its employees, requires all managers and employees to sign non-disclosure agreements, and employs a state of the art, secure infrastructure that prevents electronic theft or misappropriation of sensitive information. When no longer required, FedBid will return all sensitive information and data to the government's control, or we will destroy or hold it, as directed by the government.
We were contacted by a Seller that claimed to be assisting, helping or working with FedBid to source items to a Buyer. Does FedBid work with Sellers in this capacity?
No. Although FedBid has entered into strategic business relationships with certain other companies in order to improve the experience of Buyers and Sellers using the FedBid online marketplace, in the interests of maintaining absolute competitive neutrality and avoiding even the appearance of a potential conflict of interest, FedBid does not enter into strategic relationships with any party that bids through FedBid. The current list of FedBid strategic alliances is at Strategic Alliances or contact FedBid Client Services at ClientServices@FedBid.com.
Does FedBid comply with Federal Acquisition (FAR) Regulations, Subpart 9.5, relating to conflicts of Interest?
Yes. FedBid provides procurement services to Buyers and Sellers through a simple and extremely effective online Reverse Auction marketplace. FedBid does not provide any other type of service, nor does FedBid engage in any formal or informal relationship with any Seller outside of the limited contractual relationship required to provide such Seller with access to FedBid's procurement services. Moreover, any subcontractor from which FedBid procures operational support services is prohibited from bidding in any buy on FedBid.
FedBid warrants to the best of its knowledge and belief, that no person associated with FedBid, including any individual, subcontractor, team member, consultant, corporation, partnership, joint venture, or other business entity, has any conflict of interest that would cause FedBid to be unable or potentially unable to render impartial assistance or advice to the government, impair FedBid's objectivity in providing services, give FedBid an unfair competitive advantage, or otherwise affect FedBid's ability to perform the online procurement and payment services required by the government. As part of FedBid's independent audit and review, FedBid's independent auditor evaluates for accuracy the foregoing statement, and FedBid will report any changes and/or updates to this information based upon the findings of said auditor.