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Responding to a Request

Learn how to respond to a buyer's Request.

Anika Gadher avatar
Written by Anika Gadher
Updated over a week ago

This article is intended for suppliers. If you're a buyer, check out our help articles here.

This article covers:

How to Send Your Intention to Bid

When a buyer invites you to bid on a request, you need to respond to confirm your intention to participate or decline. Until you send your intention to bid you will only be able to access the details of ‘Stage 1’. To respond or participate, log into DeepStream, open the relevant request, click either: Yes, send intention to bid or No, decline to bid.

If you decline, provide a reason for not participating.

Understanding the Bid Status Panel

At the top of an individual My bid page, you will see the ‘Bid Status Panel’. This summary panel shows your bid's status and progress. The progress indicator moves as you complete each task. If any requirements need a response from the buyer, it will be reflected in the ‘Bid Status Panel’.

Explaining Different Sections

In a Request, there are several sections to complete:

  • Line Items Section

  • Documents Section

  • Questions Section

When working on any section, a status bar will appear at the bottom.

You can choose 'Auto-advance' to automatically move to the next incomplete section after submitting a response, allowing for quick navigation between sections.

You can also navigate between sections using the up and down arrows on the left hand

side, which indicate the exchange you are currently on.

Completing Line Items Submissions

  1. Click on the line for pricing submission.

  2. In the pop-up window, submit your price in the indicated fields.

  3. Enter pricing for each line item and add supporting comments if required.

💡Important: Update your price before the deadline by opening the line you have already submitted a price on, click Edit and then clear the response. Resubmit the pricing and click the update response button.

✏️ Please Note: You can update your pricing without clearing the first response.

Document Exchange

DeepStream allows document uploads or requests. Each document uploaded or requested from the buyer will have an action against it.

As the supplier, you will need to complete these actions in order to complete the Request. Actions against documents include:

  • Information only: A document that does not require any actions from you

  • To accept: A document that you will be required to accept to move forward with the Bid process.

  • To accept or deviate: A document that you will be required to accept, but also offers the option to offer deviations.

  • To complete/sign: A document you are required to complete. You won’t be able to deviate or post stand-alone comments.

  • To complete/sign or deviate: A document you are required to complete. You are able to offer deviations on the initial form.

  • To complete/sign (locked): A document you are required to complete. Upon submission, the document will be locked until the unlocking condition is met. You won’t be able to offer deviations.

All exchanges are logged in the Audit Trail. Replacement of documents marked obsolete by the buyer is possible before request closure, award, or deadline expiration.

Completing Questions

  1. Click on the line containing the Question.

  2. In the pop-up exchange window, respond according to the question format (Multiple choice, Text-based, Numerically based, Address/location, Date and time).

  3. Utilise the comments section for additional supporting information.

  4. Click Submit Response

What Are Stages

If there are multiple stages in the request, your company is moved to the next stage at the buyer's discretion. You'll receive an email notification, and you must click yes, continue to Stage 2 to move to the next stage when you next open the request. New documents and additional information may be required in the next stage.

How to Communicate with Buyers

You can communicate with buyers through messages. Four types of messages are available:

  1. Clarifications: Proactively ask or respond to buyer questions. You can open as many clarifications as needed. To send one, go to the Messages tab, select Clarifications, click New Clarification, and type your message.

    1. ✏️ Please Note: Documents cannot be sent in a Clarification.

  2. Chats: Only buyers can open a new chat. Buyers can give permission to suppliers to attach and exchange documents within a chat message.

  3. Bulletins: Shared with all suppliers on a request. Suppliers cannot respond directly; if needed, open a new clarification. Only buyers can create a bulletin post.

  4. Comments: Suppliers can comment on each individual exchange.

Check the table below for a summary of different communication modes:




Who's it sent to?



Mass communication

Who can send one?

Buyer & supplier

Buyer only

Buyer only

Can include documents?


Yes (if buyer allows)


Who can resolve it?

Buyer only



Click here to see the full article on contacting a buyer.

For further queries, please use our live chat feature or email

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