Procurement Officer Training

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Procurement Officer Training
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Agenda

• Overview of Procure.AZ
• System Navigation
• Creating and Managing Bids
• Completing and Managing the Blanket/Contract
  Purchase Order
• Change Orders

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Overview of Procure.AZ
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Overview What is Procure.AZ?

• Online eProcurement System
• Phase I - Replace SPIRIT system
• Vendor management
• Bid/solicitation management
• Contract management/ordering
• Phase II - Single statewide eProcurement system
• Requisitions, POs, Receiving
• Full integration to state financial system
• Standard integration API for state, local agencies

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Overview Why Procure.AZ?

• Capture Spend Data. Maximize the capture of spend
  data from all transactions occurring against the
  contracts and/or under purchase orders issued
  within the System.
• Provide for Scalability. Have the ability to
  capitalize on changing organizational and market
  environments by changing, scaling and expanding
  the capacity of the System.
• Standardization and Transparency. Increase
  uniformity in procurement procedure and supplier
  interaction standards, and centralize statewide
  purchasing data.

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Overview Who will use Procure.AZ?
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Overview - Hierarchy
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Overview - Terminology
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System Navigation
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Login Page
Use the following link to access
Procure.AZ. https//procure.az.gov/bso Procure.A
Z provides users without a login ID with the
ability to search and view open solicitations
(Bids), active Contracts/Blankets and their
corresponding solicitations. Users with a login
ID to Procure.AZ are able to conduct purchasing
activity, including creating Requisitions, Bids,
Contracts/Blankets and Releases.
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Home Page/Control Center
Home Page/Control Center displays all documents
that pertain to you and your department.
Documents can be viewed and maintained from this
screen. General News and Information will be
displayed here, if applicable. It contains news
bulletins that may apply to the State users,
vendors or both. Selecting a tab will display a
subset of that document type. Any of the links
will open the document or news items for your
review or further action.
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Header Bar

• Icons on the Header Bar (from left to right)
• Search - for documents by entering multiple
  criteria.
• Help - manuals for BSO
• Reporting Dashboard If turned on, a specific
  report is viewable here.
• Ad-hoc reporting If turned on, will take user
  to the portal.
• Administrative Reports - allows you to choose
  from and run preset reports.
• Dashboard - lists your documents from the last
  180 days
• G2B Punchout - allows you to purchase items from
  external vendor website if used.
• Logout logs you out of BuySpeed Online.

Icons on the Header Bar
Header Bar
Navigation Bar
The Header bar is the entire gray bar. The
Navigation bar is directly below the Header bar.
These bars allow you to move within the
Procure.AZ application and provide links to
important functions and documents. The Header
and Navigation bars are displayed at the top of
each page in the Procure.AZ application. Clicking
on the links in either bar will take you to a
different area of the application than your are
currently working. Only click these links if you
wish to be taken away from you are currently
working on. To the left of this page are the
definitions for each icon on the header bar.
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NIGP Codes

• National Institute of Governmental Purchasing -
  (NIGP) Code
• NIGP is a coding structure for standardized
  purchasing. The NIGP code is available as a
  3-digit class code, a 5-digit class-item code, a
  7-digit class-item-group code, and a detailed
  11-digit
  code commodity code
• You can browse the NIGP
• code using the Browse
• feature or directly from
• within a requisition

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Header Bar - NIGP Code Browse
Select the NIGP Code Browse link to display a
list of the 3-digit class codes. When you select
a 3-digit class code the 5-digit class item code
is displayed for your review.
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Header Bar - My Account Screen
To view your user profile, click the My Account
link on the header bar (the gray toolbar). To
edit this information, click the Edit button. The
required fields are identified with an asterisk
(). You can update all your user information
for your profile. This screen allows you to
change your password. You can also enter a
security login question and login answer. These
values will help to reset your password if you
forget it.
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Header Bar - Customer Service
The Customer Service link allows you to contact
your local system support staff for Procure.AZ
issues. You must select an issue from the drop
down list of issue types (bids, damaged products,
other, PO, requisitions, returns, website).
Next enter detail for the issue. Select Send
Exit to save and submit your issue. You will
receive a confirmation message.
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Header Bar About Screen

• The About link displays the version of the
  BuySpeed Online application that you are running.
• The tag information may be requested when you
  contact customer support.

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Navigation Bar - Home
The Navigation bar contains links (Home, Items,
Documents, Vendors) that provide access to
additional menus. From anywhere in the system
Home will bring you back to your home page.
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Navigation Bar - Items

• The Items link displays groupings of items
  available on the blanket purchase orders (POs)
  created in Procure.AZ.
• This link is useful for quickly finding items
  already on contract that you can order from.
• Making a selection from this link allows you to
  add an item to a new requisition or to add an
  item to an existing requisition in progress.

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Navigation Bar - Documents
The Documents link provides navigation to
Requisitions, Bids, POs, Receipts, and
Invoices. Each document subgroup displays
statuses per document type.
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Navigation Bar - Vendors
The Vendors link allows you to browse for vendors
based on their NIGP commodity codes. You may
also search for the vendors via the standard
Search feature.
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Creating and Managing Bids
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Solicitation Bid Creation Process

• Buyer determines whether to convert Requisition
  to PO or Bid
• Buyer converts Req to Bid and uses Req
  information to populate bid
• Specifications can be attached to Bid document
• Bids can be formal (requiring lockbox) or
  informal (can be opened at anytime)
• Approvals generated based on rules (dollar level,
  commodity, accounting)
• On final approval, the buyer is notified a Bid is
  Ready to Send
• Buyer can post Bid via Procure.AZ

Convert Req to Bid
Complete Bid Document
Buyer
Submit forApproval
Approver(s)
Post Bid
Buyer
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Solicitation Bid Response Process

• Vendors listed on Bid document will receive
  email/fax notifications of bids
• Other vendors can view bids, even if not notified
• Bids and attachments can be opened online by
  vendors
• Vendors can submit quotes online. Quotes can be
  withdrawn and/or amended by vendors before
  Opening Date/Time
• Quotes are locked and cannot be viewed by anyone
  other than vendor until Opening Date/Time

Receive Notification of Posted Bid
Open Bid Document
Vendor
Submit Quote
Quote Lockboxed Until Opening
Open Bids
Procurement Officer
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Solicitation Bid Process

• After Bids are opened, Buyers can enter any paper
  based quotes
• Once quotes are entered, create a bid tab to
  evaluate all quotes
• Proposal revision process can be initiated at
  this time allowing vendors to respond to agency
  requests
• RFP Scorecard can be used for technical
  evaluations and scoring
• Once scoring is complete, recommend award and
  submit for approval
• After approvals are complete, final award is made
• Bid will be converted to PO

Buyer
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Solicitation Bid Creation General Info

• To create a bid, from the toolbar menu select
  Documents Bids - New
• On the General Tab, the Buyer provides the
  following information
• Bid Opening Dates (when bids are due for opening
  by the Agency)
• Bid Available Date (when is the bid available
  for viewing by vendors)
• Show on Web/Allow Electronic Response
• Bid Type (Open Bid or Closed Bid) Closed
  allows only listed vendors to see
• Informal Bid (can be opened before Opening Date)
• Pre-Bid Conference and Descriptive Information

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Error Messages
After you have entered the general information
about the contract, if the information is
incorrect or missing, Procure.AZ will display
errors either as a yellow warning message or a
red error message. The yellow messages are
warnings that do not require intervention. The
red messages are hard errors. These error
messages indicate that the document does not have
proper information to continue. Your
intervention is required in order to complete the
document.
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Solicitation Bid Creation Items
The bid items tab is where the user will enter in
the item detail information. Search Items
Allows the user to pull item information from
another document Add Item Gives the user a
blank screen to enter in all information.
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Solicitation Bid Creation Items
When entering in an item from scratch the
following fields can be filled in Item Type
Normal or Narrative. A narrative is a note or
instruction to the vendor and does not have a
quantity or unit price. Description Enter in
the full item description here. Standard Text may
be added through the eyeglass lookup Quantity
Amount requested. Please enter a 1 if there is
an indefinite quantity Unit Cost Estimated
cost of item. This can be configured to show or
not to show to the vendor.
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Solicitation Bid Creation Items
UOM Unit of Measure Discount or Discount
Amount Fill in one of the above fields if
needed NIGP Class/Class Item Select the NIGP
code Tax Rate If applicable Manufacturer/Bran
d/Model/Make/Packaging Allows the user to
specify the information. While this may be part
of the item description, this will allow the
vendor to easily see the request.
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Solicitation Bid Creation Bidders
The Bidders tab allows the user to select vendors
to formally notify of the bid. Selection can be
made by entering in the vendor ID or by using the
Lookup and Add Vendors button at the bottom.
Within the lookup and add vendors, multiple
criteria can be used to narrow down vendor
selection. BSO does support a search by the NIGP
codes listed on the items. Click on Find Vendors
for All Commodity Codes on the Bid to get a list
of vendors who support at least one of the item
NIGP codes. Show unit price to vendors allows
the agency to show or hide the estimated
cost. If you do not want vendors to see the bid
holder list, check Hide Bid Holder List on Vendor
Side.
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Solicitation Bid Creation Questions
The Questions tab is used to ask questions of the
vendor during the quote process. The questions
can be required and can also be header level
questions or be item specific questions. The
response type setting determines what kind of
response the vendor is allowed to give.
Available In stock/Out of Stock Comment A
short freeform text field Scale10 Scale of
1-10 Scale15 Scale of 1-15 Text A larger
freeform text field True/False True or
False Yes/No Yes or No
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Solicitation Bid Creation QA
The QA tab allows vendors to ask questions
during the bid process. The tab can also be used
by the agency to list frequently asked questions
and answers. Question subject Title Question
and Answer The information to be
displayed Show on Web Whether the QA is
posted to bid Show Original Vendor Only If
checked, vendor who submitted the question is the
only one to see it. Allow Vendor to submit
questions Setting to allow vendors to ask
questions. Send notification when vendor
submitting questions - Sends buyer an email
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Solicitation Bid Creation - Attachments
Bid attachments range from Terms and Conditions
to specifications. The agency may elect to have
attachments that are automatically added to every
bid. If there are other attachments to add,
click the Add attachment button. The user can
set the name and description of the file. If you
do not wish to set one, BSO will use the file
name as is.
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Solicitation Bid Creation - Attachments

• What Documents Will Be Managed Through
  Attachments?
• Uniform Terms and Conditions Will be
  auto-attached and uneditable
• Special Terms and Conditions Will be
  auto-attached, but can be edited and replaced
  with edited version
• Uniform Instructions Will be auto-attached and
  uneditable
• Special Instructions Will be auto-attached, but
  can be edited and replaced with edited version
• Additional information, such as specifications,
  price sheets, etc. can be managed through
  attachments

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Solicitation Bid Creation - Summary
The Bid Summary tab is the last chance to look
over the bid before beginning the approval path
process. If any changes need to be made, the user
may go back to any tab to edit. Once the bid is
ready to continue, click the Submit for Approval
button. If no approval paths exist, the user
will be given the option to automatically approve
or manually add people to the list. Once the bid
is at Ready for Approval, the buyer must wait for
the bid to be fully approved to continue on.
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Solicitation Bid Creation Ready to Send
Upon final approval, the bid returns to the buyer
in a Ready to Send status. At the bottom of the
summary tab will be two options. Email and
notify vendors will update the status to Sent
and post the bid to the website and formally
notify vendors who were chosen. Set to printed
status sets bid to Sent status with no other
actions. While Procure.AZ allows you to include
the bid attachments in the email, we recommend
you do not do so due to email size limitations.
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Solicitation Bid Amendments
Bid Amendments allow for the buyer to make
changes to the document. This can be price
updates, changes to descriptions and cancelling
items. All amendments for the document are
listed on this screen and can be viewed by
clicking on the bid amendment number. To start
an amendment click on the Amendments tab. Then
click the Create Bid Amendment button.
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Solicitation Bid Amendments
The general tab allows the agency to change the
bid opening date and conference information The
items tab allows the agency to update pricing,
add other items, and cancel items. You may also
edit descriptions. The attachments tab allows
the agency to add more documents to the PO. Once
all changes are made, click on the summary tab.
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Solicitation Bid Amendments
The summary tab will show all changes made to the
Bid. There are comment fields to give information
on the amendment. Once completed, the amendments
can be applied to the document.
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Solicitation Bid Creation Sent
At this point, the bid is available for vendors
to view and create quotes electronically. Once
the bid opening time has passed, the bid will be
Ready to Open. You may go to either Documents
Bids Ready to Open for the full list of bids
ready or go to Documents Bids Sent for your
bids. Bids that are ready will have an open bid
link. Clicking on this will open the bid and make
the vendor quotes available for viewing.
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Bid Opening and Tabulation
The bid tab shows the quotes entered and allows
the buyer to enter in any paper quotes that have
been received. The Quotes tab allows the user to
click on a quote and view the entire vendor
quote. You can view acknowledgements of bid
amendments, the name of the user who submitted
the quote, and the quote details. Vendors who
did not acknowledge all bid amendments will be
flagged with a warning for consideration by the
Procurement Officer.
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Bid Tab - Revisions
The Revisions tab allows the agency to request
clarification or changes to the vendor
quote. The revision can be asked of all vendors
or specific vendors. To create a revision
request, enter in the due date for the request
and either use the global button or the button
for the vendor. The agency will then be allowed
to create an email to the vendor asking them to
submit a proposal revision. Once the process is
completed and the agency is ready to proceed, a
button will be available to Close Revision
Process. The bid cannot be tabulated if still
open.
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Bid Tab Evaluation and Award
The bid item tab is where the quotes are visible
side by side in order to compare pricing. From
here, the items can be awarded to the
vendors. To award an item to multiple vendors,
click the checkbox next to the item under each
vendor. NOTE Awarding an item to multiple
vendors will produce multiple Contract/Blanket
Purchase Orders following approval of the Bid
Tab. If an item is not going to be awarded, the
item can be cancelled using the checkboxes on the
left side.
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Bid Tab Questions
The questions tab allow the agency to see the
answers from the vendors in a side by side
manner. Please note that if there were item
questions, these are viewable from the Items tab
by clicking on the View Questions link under the
Item number.
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Bid Tab Scorecard
Scorecard allows the buyer to set up a scoring
system and select other Procure.AZ users to score
the vendor quotes. The first step is to set up
the criteria and the weights for each component.
Remember, that the weight total needs to equal
100. Next, list the users who are to score.
The users must be in Procure.AZ in order to
score. NOTE Use of the Procure.AZ scorecard is
not required to award a solicitation. Evaluations
can be conducted offline and relevant
documentation attached to the Bid Tab.
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Bid Tab Summary
Once the bid process is completed and items have
been awarded via the items tab, the final step is
to go to the summary. The items will need to be
submitted for approval. If no approvals exist,
the tabulation can be automatically
approved. Once approved, the bid then becomes
the contract which will be in the form of a
blanket Purchase Order.
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PO Conversion
During PO Conversion, the agency is given a
chance to determine what information will flow
from the bid onto the PO. Once the options have
been chosen, clicking continue will generate the
PO.Click on the PO number to edit the Purchase
Order. NOTE If multiple Contract/Blanket POs
were created as a result of the solicitation,
they will all appear on your homepage under the
tab POs-gtIn Progress. The resulting POs will
not share the same document number however they
can be linked via catalog. You can associate a
contract with a catalog on the General tab of the
Contract/Blanket PO.
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Completing and Managing the Blanket/Contract
Purchase Order
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Master Blanket/Contract Setup
The user is presented with the PO summary tab.
All tabs are open for editing so if more
information is needed on the item description,
you may go to the items tab and make changes.
In order for the PO to act as a master blanket
or contract, the control tab must be completed.
Also, vendor distributors must be listed (if any).
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Master Blanket/Contract Setup
The control tab contains the settings and limits
for the document. Begin Date and End Date The
dates this document are valid. Cooperative
Purchasing Allowed If turned on, this document
will allow multiple organizations to order from
it. If off, only the organization the document is
for can order. If it is for all organizations,
select the ALL ORG option. Dollar Limit Set
the spending limit for the document. Please note
that if you set organizations individually, you
can give each their own limit. Minimum Order
Amount Set the amount each order must meet.
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Master Blanket/Contract Setup
Procure.AZ allows you identify both a prime
vendor and vendor distributors on master
blankets/contracts. Vendor distributors are
authorized to receive and fulfill orders within a
contract awarded to a primary vendor (e.g., local
tire dealers who fulfill orders for a national
tire vendor). The vendor distributors are listed
under the vendor tab then click on
distributors. If there are no vendor
distributors for this document, simply click
Include Primary Vendor in Distributor List. If
there are distributors, adding them to the list
will allow the requisitioner to select the
specific vendor to order from.
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Master Blanket/Contract Setup
Once all red errors have been cleared and any
edits to the document are done, go back to the
Summary tab. To continue the process, click
Submit for Approval. If no approval paths exist,
the user will be given the option to
automatically approve or manually add people to
the list. Once the PO is at Ready for Approval,
the buyer must wait for the PO to be fully
approved to continue on. Once the PO is
approved, the PO is Ready to Send. Just as the
bid document, the buyer will be able to set it to
Sent status and notify the vendor. At this point,
if the effective date has been reached, the
document can be used for ordering.
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Change Orders
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Change Orders
Change Orders allow for the buyer to make changes
to the document. This can be price updates,
control information such as effective dates and
cancelling items. All change orders for the
document are listed on this screen and can be
viewed by clicking on the change order
number. To start a change order click on the
Change Order tab. Then click the Create Change
Order button. NOTE All change orders in
Procure.AZ are managed as unilateral amendments/
change orders. Any negotiations of bilateral
amendments/change orders should be managed
outside of Procure.AZ before posting in the
system.
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Change Orders
The items tab allows the agency to update
pricing, add other items, and cancel items. You
may also edit descriptions. The control tab
allows the agency to update the dollar limits and
the organizations and departments allowed to use
the document The attachments tab allows the
agency to add more documents to the PO. Once all
changes are made, click on the summary tab.
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Change Orders
The summary tab will show all changes made to the
Purchase Order. There are comment fields to give
information on the change order. Once completed,
the change order will need to be submitted for
approval. As with all other approvals, the buyer
must wait until they are completed. Once
approvals are completed the change order can be
officially applied to the document.