VENDOR SUPPORT
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RESPONSIVE SUPPORT
Clients appreciate fast, knowledgeable support with inquiries typically answered within minutes.
QUICK RESOLUTION
Technical issues are resolved within one business day, ensuring minimal disruption.
PERSONALIZED ASSISTANCE
PlanetBids offers tailored support to both agencies and vendors for a smooth eProcurement experience.
COMMITMENT TO CLIENT SATISFACTION
PlanetBids is dedicated to maintaining high levels of customer satisfaction through expertise and responsive service.
You can also call us at 818.992.1771 Monday - Friday, between 5am and 5pm PST, excluding statutory U.S. holidays.
RESPONSIVE SUPPORT
Clients appreciate fast, knowledgeable support with inquiries typically answered within minutes.
QUICK RESOLUTION
Technical issues are resolved within one business day, ensuring minimal disruption.
PERSONALIZED ASSISTANCE
PlanetBids offers tailored support to both agencies and vendors for a smooth eProcurement experience.
COMMITMENT TO CLIENT SATISFACTION
PlanetBids is dedicated to maintaining high levels of customer satisfaction through expertise and responsive service.
You can also call us at 818.992.1771 Monday - Friday, between 5am and 5pm PST, excluding statutory U.S. holidays.
GENERAL QUESTIONS
Do I have to register again for each Agency? How do I register with multiple Agencies?
Each Agency using the PB System™ has its own specially configured registration form. Vendors must register with each Agency individually. Registering with a specific Agency is FREE.
PlanetBids does provide an optional paid subscription service: Vendorline, that assists vendors by:
- Providing a complete list of all PlanetBids Agencies
- Providing a single location to register and maintain profiles for all Agencies.
- Search opportunities by keywords, categories, locations, etc.
- Save projects as favorites.
- Automatic bid alert notifications and more!
Why am I not receiving emails?
There can be a few reasons why you are not receiving notices.
- Please check your spam and junk email folders.
- Verify you have entered the correct email address within your profile by selecting Need Password Help or entering a support ticket.
- If you are not receiving emails, please have your IT department "whitelist" the domain @planetbids.com to ensure that the notifications are not being blocked.
- If you are able to log into your profile, review the category codes selected.
- If you are not receiving an email on a project in which you are a prospective bidder, please check the email listed for your company on the Prospective Bidder tab.
How do I become a registered vendor?
To register for free, visit the Agency’s Vendor Portal:
- Select Vendor Registration
- Enter the requested information and select Sign Up.
- A Verify email will be sent. Select Verify from within the email and complete the Vendor Registration form.
- Complete at a minimum all required items and then select Submit.
Additional registration information for Emergency Operations, certifications, and prequalification may be requested from an Agency.Be sure to review all possible options in the registration menu on the left. For most Agencies, registration is immediate; you do not need to wait for the confirmation email.
Can I have more than one email address?
Yes, in your Vendor Profile in Vendor Details, under the User Information section, you can enter an alternate email address for bid notifications. The primary email address is the email used for logging into the vendor profile.
If my profile has two email addresses, which is used for login?
When logging in, use the primary email address associated with the profile.
How do I know if my registration was successfully submitted?
You will automatically be logged in upon successful registration. You will see your company name in the top right corner. In addition, you will receive an onscreen notice and an email confirmation.
I did not receive / I accidentally deleted the email for email verification. How can I complete my registration?
To request a new email verification email, please use Forgot Password.
How do I update my vendor profile?
From the Agency’s main Vendor Portal, log in and select Vendor Profile. Make all necessary changes and submit. You will receive an onscreen notice and an email confirmation.
How do I change my password?
From the Agency’s main Vendor Portal, log in and select Vendor Profile. Select Change Password. Complete the steps and save. You will receive an onscreen notice and an email confirmation.
I forgot my password- how do I retrieve it?
From the Agency’s Vendor Portal, Select Log In and then select Need Password Help. Enter your email address. You will receive a Password Reset Email.
Does PlanetBids use NAICS, NIGP, etc., codes for services?
Each Agency chooses its category codes. Agencies can use any code system they choose, such as NIGP, NAICS, SIC, etc., or a combination of code systems.
I do not see a code for the goods or services my company provides?
Please contact the Agency directly. Each Agency controls and maintains the category codes used to procure goods and services.
How do I find bids and receive bid notifications?
There are two different ways that you can search and receive bid notifications.
- Free directly from the Agency Vendor Portal Select Bid Opportunities
- Use the search fields at the top or scroll through the list.
- Select any post to open and view the information.
- Selecting any of the following possible options within a project will require you to log in and become a prospective bidder: RSVP to Pre-Bid Meeting, export line items, download documents with an asterisk, ask a question, acknowledge addenda, update your My PB Profile (prospective bidder) or Place eBid.
- Once you have become a prospective bidder, you will receive any updates or notices issued by the Agency on the project.
To receive new bid alert notices, you must be a registered vendor with the Agency.
PlanetBids does provide an optional paid subscription service: Vendorline, that assists vendors by:
- Providing a complete list of all PlanetBids Agencies
- Providing a single location to register and maintain profiles for all Agencies.
- Search opportunities by keywords, categories, locations, etc.
- Save projects as favorites.
- Automatic bid alert notifications and more!
BID OPPORTUNITIES
QUESTIONS
Who do I contact for questions regarding a project?
If the project has a formal Q&A session, you must submit all questions on the Q&A tab of the project before the deadline listed. To submit a question, you must become a Prospective Bidder.
Once you are a Prospective Bidder and would like to submit a question:
- Click “Q&A” from within the bid.
- Click the “Ask a Question” button on the right side of the page.
- Type in the question, then add additional questions by clicking “Add a Question.” Please only ask one question per box.
Once you have entered all your questions, click “Submit”.
If allowed by the Agency, you may add a single attachment to each question by dragging and dropping a file or browsing your computer for the file. This option can be found below each question. You can edit or remove your question before submitting it. To remove, click the “X” next to the question.
Upon submission, you will receive confirmation on-screen and a confirmation email.
*Please note, the question will not appear on the bid's public side until the Agency releases the answer.
The Bid Information tab of a project also contains direct agency contact information.
PB System™ technical questions, please review the FAQs or submit a support ticket at the end of this page.
How do I download Documents?
Open the project you are interested in and go to the Document tab. Documents that have an asterisk require you to log in before you can download.
- Select Download or Download All (zip folder).
- Login in, if required.
- Select Download or Download All
- Agree to become a Prospective Bidder.
- Select Download or Download All.
- Agree to Agency message, if applicable.
- Select Download or Download All.
- Your documents have now been downloaded
The PB System™ will record each document you downloaded.
Chrome: Download File Warning/ No download occurs
Chrome wants to know if you trust the site. To change your settings to trust the PB System™, please do the following:
- Select Chrome Settings (3 vertical dots) > Settings
- Search for and select Site Settings
- Scroll to Content and select Additional Content Settings
- Select Insecure Content
- Select the Add button directly across from Allow.
- Paste the website’s address (e.g., https://pbsystem.planetbids.com/)
How do I become a Prospective Bidder?
Selecting any of the following possible options within a project will require you to log in and become a prospective bidder:
- Bid Information tab: RSVP to Pre-Bid Meeting
- Line Items tab: export line items
- Documents tab: download documents with an asterisk
- Q&A tab: ask a question,
- Addenda/Emails tab: acknowledge addenda
- Prospective Bidder’s tab: My PB Profile
- Place eBid.
You may edit your prospective bidder information at any time.
I want to remove myself from the Prospective Bidders List
You may not remove yourself from the Prospective Bidders list.
If you do not wish to participate in the project any longer you may
- Go to the Prospective Bidder tab
- Select My PB Profile
- Change your status from Bidder to either Non-Bidder, with communication or Non-Bidder, without communication.
Changing your status will only affect the individual project and not any other projects or your main profile. - Select or enter the reason you do not wish to be a Bidder.
- Select Done.
By choosing either Non-Bidder option, you will no longer be allowed to submit an electronic bid. To change your status back to Bidder, you must contact the Agency.
How do I know if a bid is bidding electronically or by paper?
Review the list of opportunities found in Bid Opportunities. The last column will display if the Agency accepts Electronic Only, Paper Only, or provides the vendor a choice to submit either electronically or via Paper.
This information will be repeated on the Bid Information tab on all projects under the Bid Detail section.
I need a PIN to submit my bid.
Return to your Vendor Profile and in the User Information section, check the box “I am authorized to sign bids and offers” and select Submit.
The PIN will be emailed to the primary contact only.
If you do not remember your pin, select Get PIN within your Vendor Profile, and a reminder email will be sent.
How do I create a zip file?
From a PC:
- Hold the CTRL button down and select the files that you wish to place in the zip folder
- After you have selected all the files, release the CTRL button
- Right-click with your mouse over one of the files
- A menu will appear, select Send
- Select Compressed (zipped) folder. A new zip folder will be created with all selected documents/files
From a Mac:
- Locate the files to zip in Mac Finder (file system)
- Hold down the Command button and then select the files you want to zip
- After you have selected all the files, release the Command button
- Right-click with your mouse over one of the files
- Select Compress # Items. A new zip folder will be created with all selected files
Was my bid submitted successfully?
To successfully submit, you must:
- Complete all required fields.
- Select Submit.
- Transfer of data must be completed before the due date and time.
Upon successful submission, you will receive dual confirmation: online and by email.
You may select Summary within the online confirmation to print a receipt of your bid submittal to PDF.
If logged in, your bid submission status will be displayed next to Place eBid.
You may edit or withdraw your submission at any time before bid closing.
My bid has been invalidated. What does this mean?
After you successfully submitted your offer, the Agency issued an Addendum. You must now:
- Acknowledge the new addendum.
- Resubmit your bid. Review your original submittal and make edit changes, if necessary, prior to submitting.
Can I withdraw my electronic bid?
Yes, you can withdraw your electronic bid at any time prior to bid closing. Select Place eBid, accept Terms and Conditions and then select Withdraw.
I am unable to submit my eBid or acknowledge the addendum.
If you are using a VPN, please have your IT department whitelist planetbids.com to ensure functionality
INSURANCE CERTIFICATE
MANAGEMENT QUESTIONS
I received an Insurance Request. What do I do now?
- Log into the Vendor Portal using the email and password linked to the Insurance Request.
- Select My Insurance tab.
- Select the Insurance request line
- Select Edit
- Complete the following sections:
- Producers (Broker)
- Insurer (Insurance Company)
- Vendor Documents: This section allows you to upload any Agency requested documents.
- Select Coverage type to expand and enter the required fields.
- Update expiration dates and amounts as needed.
- Select Submit
The Agency will then review your submission and inform you if they have approved your insurance submission or require changes.
When I log into the portal to complete my Insurance Request, I don’t see anything listed under the My Insurance tab
Verify that you are logging in with the correct profile email and password tied to the person receiving the request.
If you still cannot see the insurance request, select Support Ticket at the bottom of the FAQ page for further assistance.
CONTRACTS QUESTIONS
When I log into the portal and click on My Contracts, I don’t see my contract.
Verify that you are logging in with the correct profile email and password tied to the contract.
If you still cannot see the insurance request, select Support Ticket at the bottom of the FAQ page for further assistance.