Vendor ITB - Sourcing User Guide

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Vendor ITB - Sourcing User Guide
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Minimum System Requirements

• Internet connection - Modem, ISDN, DSL, T1. Your
  connection speed determines your access speed.
• Web browser - Microsoft Internet Explorer
  versions 6.x, or Netscape Navigator versions 6.x.
  Also, you must have Javascript enabled.
• In Netscape, choose Edit gt Preferences, select
  Advanced, and make sure youve checked Enable
  JavaScript for Navigator.
• In Internet Explorer, choose Tools gt Internet
  Options, the Advanced tab, and under the heading
  Java, make sure youve checked Use Java.

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The Sourcing Process

1. Preview Vendors prepare to participate in the
   bidding event by reviewing requirements, terms,
   and attachments. Download and complete
   appropriate documents.
2. Open for Bidding Vendors prepare and submit
   bids. Revise bid if necessary. Vendors also
   responsible for answering all required questions
   and uploading appropriate documents.
3. Pending Selection Purchasing Analyst evaluates
   all bids and decides which vendors to award
   according to Basis of Award language of ITB.

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Contents
Preview Period
Open for Bidding Period
Pending Selection
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Preview
Step 1 Accessing the MyFloridaMarketPlace
Sourcing Tool
Go to myfloridamarketplace.com
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Preview
Step 2 Finding the Solicitation
The first page you will see when you login is the
RFX List page. This page will provide a list of
State of Florida agencies. Next to each agency
there is a number. This number indicates how many
formal solicitations the agency currently has
posted for your viewing and/or responding. Note
Depending on the number of solicitations you are
invited to, you may not see this page. If only
one event, you will directed to RFX Info screen
of the auction you have been invited to. Please
refer to the RFX Info screen.
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Preview
Step 2 Finding the Solicitation (cont.)
Click on the Department name link that invited
you to participate. For example, the Department
of Management Services.
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Preview
Step 2 Finding the Solicitation (cont.)
This page lists all of the current bidding events
existing with the Department of Management
Services.
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Preview
Step 3 Reviewing the Solicitation RFX Info
Information regarding the entire solicitation.
Note Some sections may contain attachments where
vendors can download documents related to the
Solicitation.
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Preview
Step 3 Reviewing the Solicitation - Items
Lists the items comprising the solicitation.
Provides detail on each item.
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Preview
Step 3 Reviewing the Solicitation My Bids
Details of bid history. Vendors will NOT see any
bid history because the solicitation is in
Preview Period and bidding is not allowed at this
point.
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Preview
Step 3 Reviewing the Solicitation Rules
The Rules tab shows the schedule for the
solicitation. It communicates when bidding starts
and closes. The Bidding Start Time will mark
the transition from the Preview Period to Open
Bid Period.
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Preview
Step 4 Status Time Remaining
In the upper right hand corner, a timing window
exists which communicates the status of the
solicitation (Preview, Open for bid, pending
selection, closed) along with the time
remaining.
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Preview
Step 5 Submitting Questions
Click on the QA Board. You will have the
ability to submit questions electronically
regarding a solicitation if the solicitation has
been set up to allow a "Preview" period.
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Preview
Step 5 Submitting Questions (cont.)
When you click the QA Board button, a new
window will open where you may ask questions
regarding the solicitation. Click the Ask
Question button to ask a question.
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Preview
Step 5 Submitting Questions (cont.)
1 - Enter your question(s). 2 - Click OK to
submit.
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Preview
Step 5 Submitting Questions (cont.)
When you submit questions using the QA Board,
you will only see your organization's questions,
not your competitors. The State will compile all
questions from the QA Board, remove all
proprietary info, answer the questions, and post
the answers to all vendor question as an
attachment within the tool. The Message Center
will alert you when a revision to the tool (i.e.
QA Answers posted) has been made.
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Preview
Step 6 Monitoring the Message Center
All activities in the solicitation can be viewed
in the Message Center. Note When you see the
yellow envelope flashing it means you have a new
message to view. Click on the envelope to view
new and old messages.
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Preview
Step 6 Monitoring the Message Center (cont.)
Here is an example of Message Center activities.
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Contents
Preview Period
Open for Bidding Period
Pending Selection
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Open for Bidding
Step 1 Preparing Bid
The Clock will always show the time remaining to
submit a bid.
When you are ready to place a bid Click on the
Prepare Bid button.
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Open for Bidding
Step 1 Preparing Bid (cont.)
The first stage of the bid process is to submit
any required response in the Info Section. This
could include answering various questions,
attaching documents, and producing additional
information. Note RFX Info section requirements
is related to the solicitation as a whole.
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Open for Bidding
Step 1 Preparing Bid (cont.)
In this example, you are required to upload
Required Responses as attachments.
Click Next when finished.
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Open for Bidding
Step 1 Preparing Bid (cont.)
Click Next when finished.
The vendor populates the actual dollar values for
each lot in the Enter Values section.
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Open for Bidding
Step 2 Submitting Bid
Click Submit if you are finished. Click
Prev. button if you would like to edit your bid.
Summary page provides a view of your overall bid.
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Open for Bidding
Step 2 Submitting Bid (cont.)
Read the Agreement terms for bid submittal and
click on the OK button. Note When clicking
OK, your bid will be entered as a valid bid.
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Open for Bidding
Step 3 Viewing Bid
To view your entered bids click on the My Bid
tab.
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Open for Bidding
Step 3 Viewing Bid (cont.)
A list of bids entered will be displayed.
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Open for Bidding
Step 4 Revising Bid
To revise your bid click on the Revise Bid
button. Note 1 When revising your bid you will
walk through the same process that you did when
you initially submitted your bid. Note 2
Revising/Entering a new bid will replace
previous bid.
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Open for Bidding
Step 5 Bid Closing
The Message Center will indicate that the
Solicitation has stopped accepting bids and is
awaiting award selection.
Once the solicitation is closed for bidding, it
is moved to a Pending Selection status. Pending
Selection allows the State to analyze all bids,
documents, and requirements before making the
final award decision.
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Contents
Preview Period
Open for Bidding Period
Pending Selection
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Pending Selection
Step 1 Award Notification Message
Once the State awards the business, a message
will be displayed to the winning bidder(s) in the
Message Center. Note The State reserves the
right to contact the winning bidder(s) offline.
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Pending Selection
Step 2 View Completed Solicitation
1. To view a completed solicitation,
Click on the History Button.
2. Click on the solicitation you want to view.
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Pending Selection
Step 3 View Winning Bids
Click on the My Bids tab
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Pending Selection
Step 3 View Winning Bids (cont.)
Your bid status will move to a Transacted state.
Click on the Bid number.
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Pending Selection
Step 3 View Winning Bids (cont.)
The Filled Qty. column will show the items that
you have been awarded.