Vendor ITB - Event User Guide
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Vendor itb event user guide

Vendor ITB - Event User Guide


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 > Preferences, select Advanced, and make sure you’ve checked Enable JavaScript for Navigator.

In Internet Explorer, choose Tools > Internet Options, the Advanced tab, and under the heading Java, make sure you’ve checked Use Java.

Minimum System Requirements


Vendor itb event user guide

ITB Bids Process

1. Preview

2. Open for Bidding

3. Close

  • Preview- Vendors prepare to participate in the bidding event by reviewing requirements, terms, and attachments. Download and complete appropriate documents. Submit questions via Q&A Board.

  • Open for Bidding –Vendors prepare to participate in the ITB event by reviewing questions and attachments (if any). Vendors download and complete appropriate documents, prepare bids and submit final bids and upload requested documents (if any). Vendors can revise bids , if necessary, any time during Open for Bidding period.

  • Close – Purchasing Analyst evaluates all bids and the event is closed


Vendor itb event user guide

Contents

Preview

Open for Bidding Period

Close


Vendor itb event user guide

Step 1: Accessing the MyFloridaMarketPlace Solicitation Tool

  • Go to www.myfloridamarketplace.com

  • Click on Additional Vendor InformationOR go to

  • Click onMyFloridaMarketPlace (Sourcing)https://sourcing.myfloridamarketplace.com


Vendor itb event user guide

ILLUSTRATIVE

Preview

Step 2: Finding the Event

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 events the agency currently has posted for your viewing and/or responding.

Note: Depending on the number of events you are invited to, you may not see this page. If you are invited only to one event, you will be directed to the RFX Info screen of the event you have been invited to. Please refer to the RFX Info screen.


Vendor itb event user guide

ILLUSTRATIVE

Preview

Step 2: Finding the Event (cont.)

‘Click’ on the department name link that invited you to participate. For the ITB choose the Agency (Example Department of Management Services)


Vendor itb event user guide

ILLUSTRATIVE

Preview

Step 2: Finding the Event (cont.)

This page lists all of the current events existing with the Agency (Example Department of Management Services). ‘Click’ on the event you want to participate in. (Example the DMS RFP for Audio-Visual Equipment and Services)


Vendor itb event user guide

Preview

Step 3: Reviewing the Event – RFX Info

Information regarding the entire event.

Note: Some sections may contain attachments where you can download documents related to the event.


Step 3 reviewing the event viewing attachments

Preview

Step 3: Reviewing the Event – Viewing Attachments

1.) ‘Click’ on the hyperlinks to review attachments.

2.) ‘Click’ “Save this file to disk” to download the attachments, or “Open this file…” to open it in a browser window.


Vendor itb event user guide

Preview

Step 3: Reviewing the Event – My Bids

Details of past submitted bids.

Note: You may save draft bids using the “Save” function. These saved bids may be edited during later sessions while there is time remaining in the event. Once bids are finalized, they may be submitted. Submitted bids may also be revised as often as desired while there is time remaining in the event. Submitted bids are not final until time remaining runs out. Only final bids are viewable by the State.


Vendor itb event user guide

Preview

Step 3: Reviewing the Event – Rules

The Rules tab shows the schedule for the event. It communicates when the event starts and closes.


Vendor itb event user guide

Preview

Step 4: Monitoring 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.

All activities in the event can be viewed in the Message Center.


Vendor itb event user guide

Preview

Step 4: Monitoring the Message Center (cont.)

Here is an example of Message Center activities.


Vendor itb event user guide

Preview

Step 5: Submitting Questions

The Clock will always show the time remaining to submit a bid.

‘Click’ on the Q&A 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.


Vendor itb event user guide

Preview

Step 5: Submitting Questions (cont.)

When you ‘click’ the Q&A Board button, a new window will open where you may ask questions regarding the solicitation.

‘Click’ the Ask Question button to ask a question.


Vendor itb event user guide

Preview

Step 5: Submitting Questions (cont.)

1 - Enter your question(s). Note that you may ask several questions at once.

2 - ‘Click’ OK to submit.


Vendor itb event user guide

Preview

Step 5: Submitting Questions (cont.)

When you submit questions using the Q&A Board, you will only see your organization's questions, not your competitors. The State will compile all questions from the Q&A Board, 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. Q&A Answers posted) has been made.


Vendor itb event user guide

Contents

Preview

Open for Bidding Period

Close


Vendor itb event user guide

Open for Bidding

Step 1: Preparing Bids

  • There are two ways to enter bids / responses within the MyFloridaMarketPlace Sourcing tool:

  • Online Bidding (see pages 21 through 27 in this section)

    • Vendors have the ability to directly input bid / response details in the MyFloridaMarketPlace Sourcing tool

  • Excel Bidding (see pages 28 through 40 in this section)

    • Vendors enter bids / responses into provided Excel spreadsheet and import spreadsheet content into the Sourcing tool


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids

The Clock will always show the time remaining to submit a bid.

When you are ready to submit a bid,

‘Click’ on the Prepare bid button.


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – RFX Info

The RFX Info stage of the bid process provides the ability to submit bids to various questions.


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – Uploading Files

In this example, you are required to upload required forms as attachments.


Step 1 preparing bids bid field types

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – Bid Field Types

Long Text Fields

(type up to 4,000 characters, or approximately two full double-spaced pages)

Checkboxes (‘click’ one or more)

Dropdowns (‘click’ only one)

Dollars (type numeric values only)


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – Items

‘Click’ Next when finished.

In this example, you would enter the actual dollar values for each lot in the “Enter Values” section.


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – Submitting

‘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.


Vendor itb event user guide

ONLINE BIDDING

Open for Bidding

Step 1: Preparing Bids – Submitting (cont.)

Read the bid submittal text and ‘click’ on the OK button.

Note: When clicking OK, your bid will be transmitted to the State. This bid can be revised as long as times remains in the Open for bidding period. Only the last bid is viewable by the State.


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Exporting/Saving

The Clock will always show the time remaining to submit a bid.

When you are ready to enter your bids, download the Excel bidding spreadsheet by Clicking on the Open RFX in Excel.


Vendor itb event user guide

EXCEL BIDDING

You will be prompted to Save or Open the Excel Spreadsheet

Click “Save”

You will then be prompted to choose a location to save the file in your computer.

Choose an easy to remember location on your hard drive and Click “Save”

Open for Bidding

Step 1: Preparing Bids – Exporting/Saving


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – RFX Info.

  • Locate and open the saved spreadsheet

  • Open the RFX sheet

  • In the column Answers answer all required information

Please note that all cells in Yellow are required fields


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Entering Bids

Open the tab sheet labeled “Bid Data”

Enter your pricing or other requested information in the cells provided

Please note that all cells in Yellow are required fields and must be filled out


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Entering Bids (cont.)

NOTE: Your solicitation may include requirement such ad (text, yes/no and numeric inputs) in addition to pricing.

These can be input into the spreadsheet and uploaded as well.

Once You have entered your bid information,

save the Excel spreadsheet.

This spreadsheet can then be uploaded into MyFloridaMarketPlace.

You will then be able to submit bids for all items at one time.


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing

When you are ready to enter your bids, and upload the Excel bidding spreadsheet, return to the solicitation through MyFloridaMarketPlace and

‘Click’ on the Prepare Bid button.


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing (cont.)

Click the “Import Bid Information” Button

Note: Your Bid Excel File can be imported through the RFX info tab or the Items tab


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing (cont.)

Click the “Browse” Button


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing (cont.)

A window will open allowing you to choose the spreadsheet you want to upload.

Locate the spreadsheet that contain your bids and click “Open”


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing (cont.)

The window will close and you will be returned to the Import page

Note the path to your bid sheet is now in the window of Step 3

Click the “Load Response” button


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Importing (cont.)

‘Click’ Next when finished.

Notice now your bids have been entered automatically into the solicitation


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Submitting

‘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.


Vendor itb event user guide

EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Submitting (cont.)

Read the bid submittal text and ‘click’ on the OK button.

Note: When clicking OK, your bid will be transmitted to the State. This bid can be revised as long as times remains in the Open for bidding period. Only the last bid is viewable by the State.


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids

To view your entered bids click on the “My Bid” tab.


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids (cont.)

A list of bids will be displayed. Click on the bid id number to view the details of the bid submitted


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids (cont.) - RFX Info.

Click OK if you would like to go back to the main solicitation page

You bid RFX info will appear, click on Items tab to view item bid info.


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids (cont.) - Item Info.

Click OK if you would like to go back to the main solicitation page

Your bid Item info will appear, click on RFX Info. tab to view item RFX info.


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids (cont.) - Item Info.

If Ranking is enabled then Bid ranking of the items will be shown here


Vendor itb event user guide

Open for Bidding

Step 2: Viewing Bids (cont.) – Checking Bid Details

  • TIPS:

  • Please remember to double check your bid after submission to validate the completeness and accuracy of your bid within the system.

  • Be sure to check any files you uploaded by clicking on the file name link to validate the availability and readability of the file

  • Vendors have the ability to revise bids submitted up to to the close of the bidding period

  • It is strongly recommended not to wait until the last minute to upload and verify your bid.


Vendor itb event user guide

Open for Bidding

Step 3: Revising Bids

To revise your bid, ‘click’ on the Revise Bid button.

Note 1: When revising your bid you will walk through the same process as the initial submission of your bid.

Note 2: Revising/entering a new bid will “replace” previous bid. Only the last bid is viewable by the State.


Vendor itb event user guide

Open for Bidding

Step 4: 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.


Vendor itb event user guide

Contents

Preview Period

Open for Bidding Period

Close


Vendor itb event user guide

Close

Step 1: Award Notification Message

After the ‘Intent to Award’ process is completed, the State will award the business to the selected bidders. A message will be displayed to the winning bidder(s) within the Message Center.

Note: The State reserves the right to contact the winning bidder(s) offline.


Vendor itb event user guide

Close

Step 2: View Completed Events

1. To view a completed event, ‘Click’ on the History Button.

2. ‘Click’ on the event you want to view.


Vendor itb event user guide

Close

Step 3: View Past Bids

‘Click’ on the My Bids tab


For more information or assistance

For all technical difficulties please contact the Customer Service Desk at (866)FLA-EPRO or [email protected]

There are several Solicitation help links available on MyFloridaMarketPlace solicitation help https://marketplace.myflorida.com/vendor/vendor_solicitation_help.htm such as:

Vendor FAQ

On-Demand web-based training link

WinZip FAQ

It is strongly recommended not to wait until the last minute to upload your bid.

For more information or assistance

Notes


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