equote Practical Exercise Mobile Onsite Shredding Services

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1 equote Practical Exercise Mobile Onsite Shredding Services Scenario: Create an equote for Mobile Onsite Shredding Services In this scenario, you will create a new equote for practice. You will have the opportunity to add requirements, questions, and sections to content within your equote event. Background: You are creating a new equote event. Choose the correct rules and input appropriate content to build a robust training solicitation event. Note: Use the MFMP Sourcing Training environment for your training activity. Training environment links (Click the logo below to access each site): Training environment username: Your username is the same as the username that you use in the live Production environment. Training environment password: train30 Best Practices for Creating Content It is helpful to follow certain best practices to maximize the value of your event. These suggestions help to create simple, understandable content: Organize your content logically so it is easy to understand. Always place questions within a section. Avoid creating sections nested (sections within sections) many levels deep. Create your questions to be as quantifiable as possible. Asking questions that solicit numerical facts or a selection from a list of choices, as opposed to vague open-ended questions, helps you more easily score the bid. Activity #1: Create equote Log into Sourcing. In the Common Actions section, under Create, select the Sourcing Project option. You will now populate the fields below to create your equote project: Title your equote event and write a short description. [Please note: The description field is for internal use only and is not visible to the participating vendors.] Since this is your first activity, we will leave the Copy from project field to (no value.) [Please note: in the future, once you create other equotes, you can use this drop down menu to copy the content of a previous equote, so you don t have to re-type everything. You will be allowed to edit content of the copied equote to adjust to your updated needs.] Select the Quick Project radio button. Under Event Type, use drop down menu to select equote. You are creating this equote for practice, so go ahead and mark the Test Project field as Yes. [Please note in a real equote, you must select No radio button for Test Project. ] equote Practical Exercise Shredding Services

2 The Regions field is optional. It can be left as No Value or select FL Florida. Select your Agency in the Department field. Select radio button No for Notify Vendors? [Please note you will have the opportunity to select desired vendors to submit the equote to in the next section prior to creating the event content. Selecting Yes to the Notify Vendors? field will distribute the invitation to participate to all vendors with matching commodity codes.] Leave Predecessor Project as No Value. [This field is optional and rarely will apply to equotes.] Select a Commodity code: Use the arrow to search for more and find : Refuse collection and disposal commodity code. Click on Create to start developing your equote content. Activity #2: Setup equote Rules In the Timing Rules section, set the bidding end time to ten days for purposes of this training activity. In the Market Feedback section, select the Yes radio button for Can owner see responses before event closes? In the Message Board section, verify the Receive s from participants at this address drop down is selected with Owner Address option. Select the Next button to continue to Team. Activity #3: Set up equote Team As the equote creator, Sourcing defaults you as the Project Owner. If you choose to add others from your agency, you can add them as additional Project Owners, or select the Add Group button, which provides access to the equote. This is optional and provides a way for others to observe your equote. They must have Sourcing access for you to add them. For this activity we will not add other Project Owners. Select the Next button to continue to Suppliers. Activity #4: Setup equote Suppliers Use vendor accounts found in Appendix A of this practical exercise. Click Invite Participants. Choose a Company Name from Appendix A and type the name in the Supplier Name field and click Search. Select the supplier from the search results and click OK. Now let s add another vendor by clicking on Invite Another Participant. Choose a second Company Name from Attachment A and type the name in Supplier Name field and click Search. Select the supplier from the search results and click OK. Add one additional vendor by clicking on Invite Another Participant. Choose a third Company Name from Attachment A and type the name in Supplier Name field and click Search. Select the supplier from the search results and click OK. Click Next to continue to the Content page. Activity #5: Setup equote Content Section 1, Overview: In Section 1, Overview, you need to input contact information and service location details. o Input your first and last name in the Requester field. o Input your address and phone number o Input ship-to address under Shipping Details. Use your Agency s physical address. o Select Delivery Needed by to a date three weeks from today s date. o Select No for Rush Delivery from the drop down menu. o Choose INC-Dest: Destination freight paid by vendor and included in price. Title passes upon receipt. Vendor files any claims for the F.O.B. Code. equote Practical Exercise Shredding Services 2

3 Section 2, Purpose and Scope: Ensure vendors understand that completion and award of this equote event does not constitute any goods or services be provided to the State. Vendors must receive an approved purchase order to provide services outlined in this equote event. In Section 2, Purpose and Scope, you will add the following statement (or something similar) in the Additional Information field: Service Agreement: This quote is for periodic shredding of paper from July 1, 2015 through June 30, 2016 to occur at 5 Florida locations where the Agency for Health Care Administration (AHCA) has offices, as listed below. Periodic paper shredding will occur according to a pre-arranged schedule established by the vendor and AHCA (number of visits depends on need for this service at each office location and is described below in section 4). This quote also includes one major annual destruction of records to occur in June 2016 that will occur at all of the AHCA 5 locations listed below. Florida cities where DVR has offices where shredding and destruction of records will occur: 1. Palm Beach Gardens 2. Belle Glade 3. Boca Raton 4. West Palm Beach 5. Sunrise Select No from the dropdown for substitute products. Section 3, Notes/Attachments: Add the requirements of the event under Section 3, Notes/Attachments. A Requirement in Sourcing is a statement that can be added to an event, communicating information about your expectations. To add requirements, click on 3 Notes/Attachments for a drop down menu. From the drop down, select Requirement. o Leave the Location radio button defaulted to Add Inside. o In the new window, write the following paragraph: Security Precautions of Supplier, the Supplier s Employees or Subcontractor: Whenever necessitated by legitimate concern for reasonable security precautions as determined by the agency or the facility & without regard to the identity of any individual, the Agency or the facility will require the contracting party(ies) and/or employees of the contracting party(ies) to submit to, and successfully pass, an appropriate security background investigation prior to being allowed access to any of the agency's facilities to perform those services as set forth in this contract and/or purchase order. o Ensure the Visible to Participant drop down is set to Yes, then click Done. This will create requirement 3.1 of your equote event. Create Requirement 3.2 Click 3 Notes/Attachments to see the drop down menu. From the drop down, select Requirement. o Leave the Location radio button defaulted to Add Inside. o In the new window, write the following paragraph: Agreement Duration: This agreement will remain in force based on the term as stated in the start and end date of the approved purchase order given to the supplier based on this quote and agreement. o Ensure the Visible to Participant drop down is set to Yes, then click Done. This will create requirement 3.2 of your equote event. equote Practical Exercise Shredding Services 3

4 Section 4, Content: In this section you will capture vendor response details using questions with drop-down choices, multiple text, single text box and Line Item answer types. Use questions to solicit information from participants. Create Yes/No Question o To create a Yes/No drop-down type of question, click on 4 Vendor Response to see the drop down menu. Select Question from the drop-down menu. o Leave the Location radio button defaulted to Add Inside to create 4.1. o In the name box, type your question as follows: Do you carry insurance and have certificate available if requested? o In the field Include in Cost, make sure drop down is set to No (this is default.) o For the answer type dropdown field select Yes/No. o For the response required field, select Yes, Participant Required o Make sure visible to participant is set to Yes. o We don t need to allow vendors to add comments to their response and we don t need to use participantspecific initial values so go ahead and leave the next two drop-down boxes as No (this is default.) o The last field is Initial Value and is set to Unspecified by default. For this practice please leave the Initial Value field defaulted to Unspecified. This will require the participating vendors to select an answer. o Click Done to save your question. Test the drop-down in front of the question to make sure choices are Yes/No and it should read Unspecified by default. Create Multiple Text Line Question o Now let s create another question with a multiple text box for response. Click on 4 Vendor Response to see the drop down menu. Select Question from the drop-down menu. o Leave the Location radio button defaulted to Add Inside to create 4.2. o In the name box, type your question as follows: Explain the type of insurance carried. o In the field Include in Cost, make sure drop down is set to No (this is default.) o For the answer type dropdown field select Text (multiple lines). o For the response required field, select Yes, Participant Required. o Make sure visible to participant is set to Yes. o We don t need to allow vendors to add comments to their response and we don t need to use participantspecific initial values so go ahead and leave the next two drop-down boxes as No (this is default.) o The last field is Initial Value and is empty. For this practice, we will not set an initial value. o Click Done to save your question. Section 5: For this new section, Section 5, your goal is to capture pricing for specifications referred to in Section 4, Vendor Response. Sections should be used to logically organize your content. They are similar to folders or directories. You can create any kind of content inside of a section. To create Section 5, first make sure the checkboxes in the content area are not checked by accident while you were creating the questions. Uncheck boxes, if they are checked. Now click on the Add button at the bottom left of the content screen to see the drop down menu. Select Section to add Section 5. o Input Pricing in the name field. o Input the following information in the description field: SERVICES TO BE PROVIDED. o Make sure the Visible to Participant field is set to Yes. o Click Ok to finish creating Section 5. Now, let s add Line Items to Section 5. Line Items provide an opportunity for participants to provide pricing for each type of service. To add a Line Item to Section 5, click on 5 Pricing to see the drop down menu. Select Line Item from the drop down menu. o Leave the Location radio button defaulted to Add Inside to create 5.1. o In the Name field, type: Palm Beach Gardens equote Practical Exercise Shredding Services 4

5 o In the Description field, type: On-Site Document Shredding Service per 32 gallon Security Console every four weeks. o The Commodity field should be left blank. o Make sure Visible to Participant is set to Yes. o Team Access Control should be left blank. o Leave the radio button Participants bid per unit (unit bidding) as default. o In the Item Terms section, Quantity should be set based on the number of containers per month, on a weekly basis. For this line item we will assume there are 3 containers at the Palm Beach location. o Change the Unit of Measure (UOM) by clicking on each and search for container. Select the container UOM. o Click Done to save your Line Item. Repeat the above steps for every location you need serviced. Activity #6: Publish event Selecting View as Participant from the Action button drop-down menu, in the Content tab, allows the Project Owner to view the event while acting as one of the invited participants. This is a great way to ensure event content is clear and vendors can provide responses to Questions and Line Items. Once finished, select the End Preview option. Now that you have finished creating the equote content for Shredding Services, click on Next to see a summary of your equote. Review the summary page and if everything is accurate, click Publish to publish your equote. Activity #7: Respond to your equote event Agency customers can utilize the Sourcing Vendor Training environment to act as a vendor and provide a response to an event. Typically agency customers would not respond to an equote event, but completing this process for training purposes allows for award in Sourcing and synchronization to Buyer. Appendix A provides a table containing vendor login credentials. Use the link above, Vendor User ID and password that corresponds to the vendors added in the Supplier page of your equote event. Login as the first invited vendor added using the Vendor User ID and Password provided in the table provided in Appendix A. Select the equote event you ve created in the Open queue. Click Review Agreement to begin the bid response. Select I accept the terms of this agreement. Click OK. Click the Submit Selected Lots button. Answer all required questions, regardless of answer type. Click Submit Entire Response to complete the bid process. Logout and repeat this process with any or all vendors invited to participate. Commented [OCM1]: This statement only applies when we create an Intergrated equote, correct? Activity #8: Reduce time remaining Login as yourself in the agency customer Sourcing Training Environment and locate your equote event on the Sourcing Dashboard. On the Content tab, click the Actions button and choose Reduce Timing from the drop down menu. Reduce your event timing until there is no time remaining and your event is in Pending Selection status. Activity #9: Create Scenarios Navigate to the Scenario tab and select the Create button. Select Manual Scenario. Provide a title for you scenario. Select a vendor for each line item using the drop down menus. After making choices for each line item, you can click on the 2. Summary tab, select Done or Submit for award. equote Practical Exercise Shredding Services 5

6 o Selecting the 2. Summary tab provides high level information about your choices. o Selecting Done saves your scenario. o Selecting Submit for award initiates the award process. Click Done to return to the Scenario tab. Now you can create additional scenarios, like Optimization Scenarios and Sourcing will provide recommendations for award. You can award directly from any created scenario or proceed to the Award tab to complete your equote. Activity #10: Award Decision Navigate to the Award tab and select the Award button, found just under the Actions button. Choose a vendor for each line item using the drop down menus. Once a vendor(s) has been chosen for each line item, click Submit for award. Uncheck the Send s to Awarded Participants option. Click Done to complete this process. This completes the MFMP Sourcing equote Training Activity. For Access and Support, work with your agency MyFloridaMarketPlace System Administrator to get access to Sourcing equote both the training and production environments. If you have questions at any time when you are working through these activities in the Training Environment or using Sourcing equote in the Production environment, please contact the MyFloridaMarketPlace Customer Service Desk. BuyerHelp@MyFloridaMarketPlace.com (866) equote Practical Exercise Shredding Services 6

7 Appendix A Agency customers can utilize the Sourcing Vendor Training environment to act as a vendor and provide a response to an event. Typically agency customers would not respond to an equote event, but completing this process for training purposes allows for award in Sourcing and synchronization to Buyer. Appendix A provides a table containing vendor login credentials, passwords and Company Names. Add vendors to your equote event using the Company Name provided in the third column. Use the link above, Vendor User ID and password that correspond to the vendors added in the Supplier page of your equote event. equote Practical Exercise Shredding Services 7