Webinar: Enhanced eQuote Features and Functions

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Webinar Enhanced eQuote Features and Functions
April 4, 2008
State Purchasing Division www.DOAS.GA.GOV
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Your instructor

• Title Procurement Training Specialist
• Experience
• DOAS State Purchasing 2002-present
• DOAS Human Resources 1997-2002
• Department of Corrections 1990-1997
• Education Ed.S. Counseling and Psychological
  Services, Georgia State University 1987
• Contact Gayle.porster_at_doas.ga.gov
• 404-656-6131

Gayle Porster
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Webinar objectives

• Provide updated information from Februarys
  webinar
• Display the newly added features available in the
  enhanced eQuote for both purchasing agents and
  suppliers
• Explain the policies and procedures regarding
  using eQuote
• Participate in a question and answer session on
  using eQuote

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Enhanced eQuote Features
Ability to post eQuote up to DPA and beyond DPA with SPD approval No dollar amount limit for non-state or exempt entities or for exempt purchases Ability to enter numerous NIGP Codes on the header, and then select one per line distinct header and line sections Can split eQuote awards Unlimited number of documents added at header and also at line level for both buyer AND vendor Edit/addenda capability for both buyer AND vendor Ability to copy previous eQuote for similar buysuseful in creating an eQuote template Ability to save eQuote for up to 30 days Vendor required to check I Agree to Terms and Conditions System-generated invitation to selected vendors not registered to include links to vendors guide and VRS Ability to re-award to different vendor if selected vendor cannot meet requirements Tied into GPR for public access for higher monetary eQuotes
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Manuals on Website Totally Rewritten and updates
planned

• eQuote step by step with examples and screenshots
• Available on DOAS State Purchasing webpage
• Includes FAQs
• Includes eQuote vendor instructions and standard
  terms and conditions

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eQuote Trainingtotally Rewritten

• Training schedule posted on the State Purchasing
  website
• To include training throughout the state
• AtlantaApril 9 and April 18 and May 9
• Maconto be rescheduled
• Coosa Valley Gordon CampusApril 11
• ValdostaApril 18 and April 19
• AthensApril 25
• ColumbusApril 25
• AugustaApril 30
• SavannahApril 30 and May 1
• WaycrossMay 7 and May 8
• AlbanyMay 13 and May 14
• RomeMay 16
• DublinMay 23

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Using eQuote
Under 5000 P-card, fax, email, phone (competition not required)
5,000-9999 Fax, eQuote or GPR
10,000-49,999 eQuote or GPR, Posted to GPR by link available to vendors explaining how to obtain access
50,000-99,999 GPR, eQuote, eQuote with SPD approval for agencies with lt100,00 DPA, Posted to GPR by link available to vendors explaining how to obtain access
100-000 GPR, eQuote with approval from SPDfor agencies with 100,000 DPA, eQuote for SPD, Posted to GPR by link available to vendors explaining how to obtain access
Cant be used for RFPs and for non-maintenance/non
-repair Construction
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eQuote/GPR Posting Explained

• An Agency must advertise all eQuotes with
  estimated contract values of 50,000 or more on
  the Georgia Procurement Registry. To comply with
  this requirement, the Agency must either (1)
  create a listing on the Georgia Procurement
  Registry, which directs the vendor to submit an
  electronic bid through the eQuote system or (2)
  utilize the automatic process for listing open
  and pending eQuotes on the Georgia Procurement
  Registry once this automatic process becomes
  available
• Template to assist with this provided in manual

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How Long Does an eQuote Have to be Posted?
Sole Source Solicitation 3 business days on GPR only Cannot use eQuote
Solicitations valued from 0 to 9999.99 eQuote post minimum of three (3) business days recommended for (3) business days Recommended minimum must receive written approval from SPD for less than minimum
Solicitations from 10,000.00-49,999.99 eQuote post minimum of SEVEN (7) calendar days recommended for ten (10 calendar days Recommended minimummust be justified must receive written approval from SPD or less than minimum
Solicitations from 50,000.00-99,999.99 eQuote post minimum of eight (8) calendar days plus posted to GPR. recommended for fifteen (15) calendar days Recommended minimummust be justified must receive written approval from SPD or less than minimum
Solicitations from 100,000.00-249,999.99 eQuote post minimum of ten (10) calendar days plus posted to GPR, recommended for twenty (20) calendar days Recommended minimummust be justified must receive written approval from SPD or less than minimum
Any solicitation valued at 250,000 and above eQuote posting minimum of fifteen (15) calendar days plus posting to GPR recommended for thirty (30) calendar days Required number of days (mandated by law) no approval for less than minimum
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eQuote Access eQuote through the Georgia
Procurement Registry (GPR)

• Agency Procurement Officer (APO) determines who
  has access and level
• Level 6for APO and Senior Manager
• Level 1 or 2for Buyers with GPR and eQuote
• Level 0eQuote only

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What type of eQuote bid is it?

• eQuote for those State of Georgia governmental
  entities that are Exempt from OCGA and the GPM
• All other Agencies and College and Universities
• Is this an Exempt purchase?
• Is this Not an Exempt purchase?
• Is the purchase under your agencys DPA? If so,
  needs approval from SPD
• 100,000 or above, also needs NOIA before NOA
• If 50,000 also needs public posting, opening,
  and reading
• Through link provided to vendors on Public GPR
• Or through subsequent posting using template
  language
• eQuote for non-State of Georgia governmental
  entities (city, county, public schools)

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Old eQuote Menu still on screen
Click here to enter New eQuote Menu
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eQuote Menutotally revised to reflect increased
and improved functionality!
Reports not yet available
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Ability to include with your eQuotesame as
currently with RFQ using GPR

• Well-defined specifications or a clear
  description of the scope of work
• All contractual terms and conditions
• Delivery requirements
• Quality expected, including performance
  requirements
• Samples possibly
• Packaging requirements
• Warranty information
• Insurance and/or bonds requirement if applicable
• Pre-bid conference or site visit information-if
  applicable (must not be less than 5 business days
  before eQuote closing date)
• References requiredif requesting these
• Training requirements
• Maintenance or installation requirements

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Click Yes for Exempt
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An Exempt Purchasemust provide
justification/explanation
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eQuote for an Agency making a non-exempt purchase
Leave at No
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Ability to copy from prior eQuotes
eQuote number
Automatically enters name, email and FY
FY of posting date
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Suggested wording regarding possible early-pay
discounts
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Adding Agency Contract or additional Terms and
Conditions

• eQuotes Terms and Conditions are very, very
  general
• The vendor MUST agree to those Terms and
  Conditions
• You may add a document that has agency-specific
  or solicitation-specific Terms and Conditions or
  an agency contract
• This must be signed by both sides
• You should include the ability for the vendor to
  submit exceptions to those with the eQuote
  response
• Exceptions to your contract or Terms and
  Conditions can be approved and incorporated into
  the final eQuote award

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Chart to help
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Requirement to add to eQuote eQuotes 100,000
The Agency must perform a formal public opening
and reading of electronic bids for any eQuote
with an estimated value of 100,000 or more. The
Agency must accommodate any vendor desiring to
attend the opening of the electronic bids
regardless of the dollar amount. The time and
date of the public opening and reading is the
same as the eQuote closing time and date. The
eQuote must state the location for the public
opening and reading of the electronic bids
received. (Usually, the public opening is held
in an Agency office which is easily accessible to
the public.) At a minimum, the Agency will read
aloud the names of the vendors submitting bids
and the corresponding bid prices. Vendors are
welcome to attend the formal public opening As
an alternative, all vendors are welcome to view
the electronic bids using the automated public
opening
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NIGP Code Added to Header
Note brief description
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Another NIGP Code is Added to Header (unlimited)
Added NIGP Codecan also change your mind and
delete an NIGP Code
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Add Documents to Header
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Upload documents to header
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Document has been Attached
Can add more documents!
Click on document to make sure it is correct
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Document with Additional Ts Cs
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Then decide Update Header even more, Save the
eQuote, Add Your Lines or Cancel
Options available
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Decided to Save
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When You Want to Return to that eQuote
Review and Maintenance
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Saved eQuotesin own section on menu
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Same OptionsUpdate, Save, Add Your Lines or
Cancel (need to update closing date)
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Adding Lines Start with Line 1
Drop-down has all the NIGP Codes from Header
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Can add document(s) to each line
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As Before, You Can Delete the Document, Add More
Documents, and Review the Added Document
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Shows Line 1with Document
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Back to the BLUEwith Line 1
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ChoicesAdd another Line, Cancel, Save,
Releaseand Can Always Update
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Adding Line 2
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Random Vendor ListREVISED suggest using
COMPLETE LIST required for 250,000)
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If dont go with complete list can add more
vendors geographically
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You receive an email confirmation
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eQuote is now an Open eQuote
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For eQuotes 50,000 must be publically posted

• Must create eQuote FIRST
• Then go into GPR and post information with NIGP
  Codes
• Use template information in Description section
  explaining to vendors how to contact you to get
  access to eQuote
• Vendors with selected NIGP Codes will get
  duplicate emails
• Vendors without selected NIGP Codes or not
  registered will have to contact buyer for eQuote
  access
• Have electronic posting of eQuotes that satisfy
  this requirement

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Vendor Receives eQuote invitation email (top part)

• Email Includes
• Name of vendor
• Business name
• Agency Name
• eQuote Title
• eQuote closing date and time
• Buyer name and email address
• One-time userid and password
• Link to access the eQuote
• Access link to Vendors Guide
• Reminder not to fax eQuote bid

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Vendor eQuote invitation email (bottom part)
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Vendor accesses eQuote using link and enters
userid and password
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Vendors view of eQuote (top)

• Includes
• eQuote number
• Agency Name
• Buyer name, phone and email
• eQuote Title
• Info added in Description area
• Estimated value
• NIGP Code(s)
• eQuote release date/time
• eQuote closing date/time
• Added documents at Header
• Vendors Guide access

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Vendor view of eQuote (bottom)choices Not to
bid, Bid later, Bid now

• Includes
• Each line item with description, NIGP Code and
  unit of measure
• Each lines added document(s)

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If clicks I WILL NOT BID ON THIS EQUOTEsystem
takes vendor to Public GPR
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If that vendor tries to return.
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What if vendor decides he made a mistake? Has to
contact buyer to get access again-how that works
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Find the eQuote access is wanted for
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Buyer gets confirmation vendor was sent an email
again giving access
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Re-access email to vendor
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If vendor clicks BID AT A LATER TIMEwill be able
to return up to closing using same userid and
password
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If vendor clicks BID NOW
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Opens eQuote Bid Responsetop section

• Includes
• eQuote number and title
• Agency and buyer info
• Posting and closing date/time
• Buyer added documents
• NIGP Code(s)
• Area for vendor to attach documents
• Name of Vendor
• Vendor phone and email
• Area for vendor to add comments

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Vendor adds a document at Headercan add more or
delete this document
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Returns to eQuote Bid with name of vendor (not
company), email, phone, comments
Buyer does not have access to comments until
after eQuote closed
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eQuote Bid cont.middle section
Must click here
Very basic Ts Cs
Again, Vendors Guide
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eQuote bidbottom section
Buyers Line 1 Document
Opens Description of Line 1
Vendor bid for Line 1
Comment added for Line 1
Total calculated
Price per line is to include shipping cost
Vendor can add Documents to each Line
When bottom is completed, Vendor clicks Submit
button
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This notice appears.
Clicks OK button
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This screen follows
eQuote number, title, closing date/time and
Amount of total bid
Says buyers ability to view who responded but not
amount and that they will get confirming email
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Confirmation email to vendor
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If the vendor does not receive this email, the
vendors computer did not communicate with the
eQuote system. Also, the time RECEIVED by the
eQuote system is considered and not time the
vendor might have sent the bid responsesometimes
it takes 2-3 minutes to be received!
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Another vendor responsewith NO BID of Line 2
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Here is all that can be done while an eQuote is
open
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Edit the eQuote
Email to inform Vendors
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Editedadded another Line
Must click here
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Email notice to vendor who submitted a bid (must
be reset)
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Email to vendor who has not yet responded
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Can View Bid Responses
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Only see who respondednot amount
Note Buyer selected vendor
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Cancel eQuote Must provide reason
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Email to vendor about Cancellation
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Can send email to ALL Vendors Allows them to
re-enter the eQuote to make adjustments
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Email to vendor of change plus ability to
re-enter for vendor who has not responded yet
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Email to vendor who has respondedhas to be reset
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Resend Notice to vendors who did not receive
first email or deleted it
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Select vendor(s) to resend notice
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Email (Resend) to vendor
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Adding a vendor to the random and geographically
selected list
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Add a Registered Vendor
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Must know at least one word of company nameenter
that and click Search button
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List of vendors with that word in company
nameselect vendor
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Click to add
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Registered vendor has been addednow add a
nonregistered vendor
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Called Adding a Vendor on the Fly
Must know Company Name and email
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Vendor Added on the Fly

• Will be sent the same eQuote email invitation
• When vendor accesses eQuote, before entering the
  eQuote, will be taken to the Vendor Registration
  System to register
• Will be registered under NIGP Code(s) selected
  for this eQuote
• Will be encouraged to return to Vendor
  Registration System to add relevant NIGP Code(s)
• Upon completion of registration process, will be
  taken into the eQuote to complete the eQuote
  process

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Changes in the Solicitation while eQuote is still
Open

• By buyer
• Using editing function (already shown)
• By vendor
• May modify a submitted bid at any time before
  closing
• May withdraw bid before closing

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Vendor edit function Vendor can change
price/documents while eQuote is still open
Vendor Contacts Purchasing Agent to Request
Ability to Edit Bid Response
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Find eQuote and THIS VENDOR
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Email goes to vendor allowing vendor access to
eQuote to update bid response
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eQuote closes.Decision Time

• Responsive means the vendor, whether a company or
  an individual, has submitted a timely offer which
  materially conforms to the requirements and
  specifications of the solicitation.
• Responsible means the vendor, whether a company
  or an individual, has appropriate legal authority
  to do business in the State of Georgia, a
  satisfactory record of integrity, appropriate
  financial, organizational and operational
  capacity and controls, and acceptable performance
  on previous governmental and/or private
  contracts, if any. Examples of non-responsible
  vendors include, but are not limited to, a
  bidders history of nonperformance or performance
  problems on other contracts (public or private),
  a record of financial difficulty, business
  instability, criminal sanctions, civil sanctions,
  and/or tax delinquency. Non-responsibility will
  be determined by the State on a case-by-case
  basis taking into consideration the unique
  circumstances of the individual procurement. A
  non-responsibility determination of a vendor must
  be put in writing

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After the eQuote closes, vendors can go to the
GPR to see the eQuotes that have closed. Will
show the responses, not the results of the
evaluation or award decision!! Or can come to the
agency office for opening and reading
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Reciprocal Preference

• Locate the Reciprocal Preference
• section on the State Purchasing
• webpage (under Resources,
• Agency Tools)
• Find the low bidders state
• Determine if that state provides preference for
  its vendors FOR THAT COMMODITY OR SERVICE
• If so, add that amount to that vendors price FOR
  EVALUATION PURPOSES ONLY
• If not, disregard as this is not applicable

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Discounts

• If the vendor offers an early-pay discount you
  should incorporate that discount amount UP TO 5
  in the price submittedbut you need to do this
  off line and justify your award in that section
• For example, lets say Vendor A bids 10,010 with
  no cash discount.  Vendor B bids 10,050 with a
  5 discount (or a 50 discount for prompt
  payment) in the event the state makes payment
  within 30 days.  Using our general evaluation
  rule from the GPM (up to 5 discount for payment
  within 30 days may be considered for the purposes
  of evaluation), Vendor B has actually bid 10,000
  (for the purposes of evaluation) and will win the
  award over Vendor A.  If the state does not make
  payment within 30 days to Vendor B, the state
  will have to pay the higher price - 10,050.  In
  other words, based on our expectation that we
  will meet the 30 day turnaround for payment of
  10,000, we believe it is a better business
  decision to contract with Vendor B

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Ready to evaluate bid responses and make the award
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OptionsView responses, cancel, edit or award
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After eQuote closesonly edit that can be done is
to add documents!
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Can View Bid Responses
Open to review the bid response
Note that added vendors responded
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Can Make the Award
Vendor NO BID this line
Bids for Line 1 from low to high
Indicates vendors State for Reciprocal Preference
Ability not to award the line
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Must award or opt to Not Award and write
justification for
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Shows price when award all lines to lowest bidder
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Shows pricing difference when lowest bidder is
not awarded each line
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Also ability to award to one vendormust provide
justification if not lowest
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Then click the Click to process the Award
configuration above button
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Final step-click to finish
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Vendor receiving all or part of award receives an
email notice
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Vendor NOT receiving all or part of the award
gets an email notice
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Posting award (besides link on Public GPR)

• eQuotes 50,000 to 99,999.00---post NOA to GPR
  if used
• eQuotes 100,000 post NOIA to GPR and then NOA
  to GPR if used
• eQuotes less than 50,000post notice in office
  of award

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Additional Functionability to re-award
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Go to Awarded eQuotes
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Find eQuote to re-award
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Click Re-award
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In RED vendor(s) who received awardshould limit
to 60-90 daysvendors are notified by email of
re-award
Re-awarded to this vendor
Provide re-award justification
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Example Copying an eQuote
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Select the correct eQuote to Copy and fill in the
data. Why copy? Perhaps cancelled and want to
re-solicit bids or to create a template.
Note new eQuote number
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This time over DPA, over 100,000for non-exempt
State agency only
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eQuote over DPA
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The same as if go above DPA with GPR
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Provide Justification
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Notice that eQuote is going to SPD
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At SPD
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SPD sends response
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One Time Request to Exceed DPAamended to include
eQuote
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Award over 100,000must post NOIA. Also on GPR!
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NOIA email to vendor
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Notice of Award Policy Notice of Award Policy Notice of Award Policy
Estimated Solicitation First Post NOIA? Post NOA?
Less than 50,000 No Yes send via email to all participants AND publicly display in a conspicuous place in the Agencys office
50,000 - 99,999.99 No Yes send via email to all participants AND post to GPR listing
100,000 or more Yes send via email to all participants AND post to GPR listing Yes send via email to all participants AND post to GPR listing
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Tracking the NOIA
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Fast forward10 days have passed and eQuote is
ready for NOA
Click on eQuote
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This screen appears..
Click on Award eQuote
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Email to vendor not getting award
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Email to vendor awarded the eQuote
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NOIA and then NOA--explained

• Unless otherwise authorized in writing by the SPD
  Deputy Commissioner or DOAS Commissioner, the NOA
  should be posted (1) no earlier than 10 calendar
  days following the posting of the NOIA and (2) in
  the event a protest is received, only after the
  protest has been resolved.

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Additional NOA requirement

• NOA must be publicly posted on GPR using link
  available on Public GPR and also if you posted to
  the GPR

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Another SPD issue--when Agency posts eQuote for
UNDER DPA but attempt to award OVER DPA
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SPD decides how to handle this
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eQuote Agency processed
SPD authorization decision
Bid responses received for this eQuote
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Other Additions and Changes

• Ability for SPD to use eQuote for agency work
  being handled by SPD
• Ability for SPD to use eQuote for Statewide
  Contracts when RFPs are not being used
• Amendments to GPM and VPM to reflect enhanced
  eQuote functionality

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Help Desk Support and Assistance

• 404-657-6000
• All trained on eQuote
• 2 Additional Tier Levels of Help
• eQuote_at_doas.ga.gov

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Questions

• Contact me at Gayle.porster_at_doas.ga.gov or call
  me at 404-656-6131