MyFloridaMarketPlace. Sourcing and equote Training Vendors

Transcription

1 MyFloridaMarketPlace Sourcing and equote Training Vendors

2 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

3 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

4 What is Sourcing DMS Division of State Purchasing uses MFMP Sourcing to issue formal competitive solicitations. State of Florida agencies use MFMP Sourcing to issue informal electronic quotes, or equotes.

5 Benefits of Electronic Solicitation in Sourcing 24/7 access to Web-based application. Paperless. Event clock clearly shows time remaining: to preview period for solicitation to solicitation close Message board facilitates question submission. History of vendor responses to any quotes. What is Sourcing Vendors' usernames and passwords match their Vendor Information Portal (VIP) username and password.

6 What is Sourcing Benefits of Electronic Solicitation in Sourcing (continued) "Join vs. Preview" functionality Vendors can "preview" solicitation information to determine if they want to respond, i.e., "join" the solicitation event in Sourcing. Promotes Transparency Sourcing includes a Public Access" view without a username or password. Simply click the Public Access" button to view open events. Functionality Vendors respond in generally the same way for either informal non-competitive equotes, or formal competitive solicitations.

7 What is Sourcing Benefits of Electronic Solicitation in Sourcing (Continued) Registration Vendors registered in the MyFloridaMarketPlace Vendor Information Portal receive solicitation notices from Sourcing and the Vendor Bid System (VBS) based on commodity codes selected during the vendor s registration. Firewall and other settings can prevent delivery of the notices Monitor Sourcing and VBS regularly as well

8 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

9 Register in the Vendor Information Portal (VIP) Access Sourcing Vendors register for Sourcing as part of Vendor Information Portal (VIP) account registration / maintenance activities. Select the View / Edit Solicitation Selections option from the I want to dropdown list to launch the Solicitations / Price Quote Requests page.

10 Access Sourcing Not selecting a commodity code means your business will be ineligible to receive notifications from VBS or Sourcing.

11 Vendor Information Portal Preferences Access Sourcing Update or select your Solicitation preferences by selecting Yes, I want to participate in electronic solicitations. Selecting Yes also provides you with solicitation notifications from the Vendor Bid System (the state s central posting tool for agency solicitation documents).

12 Access Sourcing If you do not select commodity codes, the next screen in the system, will not allow you to elect to participate in Sourcing/eQuote or VBS.

13 Access Sourcing Use the I want to dropdown list to View / Edit Commodity Codes associated with your VIP and Sourcing account and navigate to the update page. MFMP VIP sends account updates nightly to MFMP Sourcing. Allow up to 48 hours for access for new registrations or updates. Complete registration updates at least 48 hours before a bid submission is due. Once updated, MFMP sends notifications to you when a solicitation opens with your registered commodity codes.

14 Access Sourcing Vendor Bid System (VBS) The state s central posting tool for agency solicitation documents. All state agencies, universities and colleges, and some local governments post solicitations in VBS.

15 Sample MFMP Sourcing Notification Access Sourcing

16 Sample Vendor Bid System (VBS) Notification Access Sourcing

17 Access Sourcing Sourcing Login Page

18 Access Sourcing Reset your password in VIP by 6 p.m. Eastern Time on a given business day, and login to Sourcing with that password information the next business day. Complete any registration updates at least 48 hours before a bid submission is due. To log in, enter the same username and password information you currently use for your VIP account. If you forget your username or password, use the Forgot Your Password link on VIP to reset it contact the MyFloridaMarketPlace Customer Service Desk at (866) or VendorHelp@MyFloridaMarketPlace.com for assistance.

19 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

20 Access Events Public Access Public Access view does not require a username or password. Click the Public Access button to view all Open events. Public Access view includes a Preview option for each event. Note: To respond to solicitations, vendors must log in under their specific Sourcing accounts. Event 1 Event 2 Event 3 Event Description Event Description Event Description

21 Access Events My Events and Public Events Once a vendor logs into Sourcing using his/her username and password, this view shows: My Events (Solicitation events the vendor already joined). Public Events (Solicitation events, not yet joined, with at least one of the vendor s selected commodity codes). Event 1 Event 2 Event 3 This area will include a short description of the event.

22 Access Events Public Event Preview Event 1 Event 2 Event 3 This area will include a short description of the event. Event 3 Click Preview for summary level information about the event, due date, time remaining, etc : Tool Kits

23 Access Events Join Event 1 Event 2 Event 3 This area will include a short description of the event. To join a solicitation event, be sure to click the Join button next to the Public Event listed. To respond to the solicitation, vendors must join.

24 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

25 Event Clock Respond to Events Upper right-hand corner of event displays clock. Shows time remaining until solicitation event closes.

26 Respond to Events Event Details : Tool Kits You can Export Content, which gives you an Excel File. You can Print Event Information, which gives you a Word File. Both downloads contain the same information, just in different formats. You can also Review Agreement to respond to the event, or Decline to Respond.

27 Respond to Events Decline to Respond Use the Decline to Respond option if you do not wish to participate and respond to the event.

28 Respond to Events Review and Accept Agreement The Review and Accept Agreement link displays the terms of the bidder agreement. Vendors must accept the agreement to submit an official response.

29 Respond to Events Submit a Question To submit a message during an event, click on the Event Messages link on the navigation panel. The Review and Accept Agreement link displays the terms of the bidder agreement Vendors must accept On the the Event agreement Messages to page, submit use the Compose an official response Message button to send a message to the event owner.

30 Respond to Events Submit a Question Use the Compose New Message screen text box to type a question to the event owner. Type your question / message and click Send to send the message to the event owner.

31 Response Options Respond to Events Event Owner selects the type of responses and format he or she wants. Several different types of responses: Attachment Downloads Text Boxes (Single/Multi-Line) Yes/No Questions Pricing File Attachment Responses Asterisks (*) mark required fields.

32 Attachment download Respond to Events Read-only document (circled below) specifying information the procurement officer wants in the response.

33 Text Box Respond to Events Vendors submit responses in these fields (circled below). Single Line

34 Respond to Events Yes/No fields (circled below) Yes / No questions default to Unspecified. Select an answer from the dropdown. Sourcing permits only one answer per question.

35 Respond to Events Adding Comments / Documents If the procurement officer requests additional comments or documentation, select the quote balloon icon (circled on this slide). If this icon is unavailable, the procurement officer does not allow comments or attachments for the question.

36 Adding Comments / Documentation Respond to Events When you select the quote balloon icon, Sourcing displays a new page to allow entry of text comments (above). To upload documentation click the Attach a file link and Sourcing displays the Add Attachment page (below).

37 File Attachment fields (circled below) Respond to Events Select Attach a file. Sourcing prompts you to browse to the file on your computer. Select Ok and your file uploads. File size permitted to 20MB per file.

38 Respond to Events Submit your response Test Event

39 Respond to Events Submit your response Test Event To formally submit your bid, you must click Submit Entire Response. If you only click Save, Sourcing saves your record; however, it is not formally submitted. State Purchasing encourages you to submit your responses well in advance of the event day/time.

40 Respond to Events Confirmation box Test Event Test Event When you click Submit Entire Response, you see a confirmation box. You must click Ok to proceed. Once you click Ok, Sourcing displays this message at the top of the event: Your response has been submitted. Thank you for participating in the event.

41 Respond to Events Response History Test Event Test Event Additional helpful links include: Event Messages Shows a message history of notices associated with this event. Response History Shows your response details and confirmation that the state received your submitted response, and therefore it is formally submitted.

42 Respond to Events Response History Test Vendor Vendor Contact Sample Response History screen. Displays vendor s submission time and current status. Accepted means vendor submitted the response through the Sourcing tool and the state received it. Click on Reference Number to view your response details.

43 Respond to Events Revise in Sourcing as long as solicitation is open You can update your submitted response if needed. Assuming time is available before solicitation closes Click the Revise Response button to update.

44 Revise Responses Vendors will see the message shown here. To continue with the revision, click Ok Respond to Events

45 Revert to Original Response Respond to Events Vendor can revert back to the previous response by clicking Reload Last Bid. This reverts to vendor s most recent response Once solicitation event closes, the procurement officer receives only the vendor s last submitted response.

46 Avoid Last-minute Responses Respond to Events MFMP recommends you submit your final bid response at least 24 hours prior to the event closing to allow time for updates if needed. Provide vendors adequate time to verify in Sourcing that the state received the response.

47 What is Sourcing Access Sourcing Access Events Respond to Events Learn More Agenda

48 To recap: Learn More MFMP Sourcing allows you to view and respond to both: State Purchasing formal, competitive solicitations, and Agency informal solicitations (equotes) or quotes off state term contracts Log in to your VIP account to update your Solicitation Preferences to participate in electronic solicitations. Log in to MFMP Sourcing to familiarize yourself with viewing My Events and Public Events. Use Public Access view to familiarize yourself with exporting content related to an event. Response functionality for vendors is generally the same for equotes and formal competitive solicitations.

49 Vendor Resources MyFloridaMarketPlace Vendor Resources ridamarketplace/mfmp_vendors2 MyFloridaMarketPlace Vendor Customer Service Desk (866)