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Vendor ITB - Sourcing User Guide

Vendor ITB - Sourcing User Guide. 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.

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Vendor ITB - Sourcing User Guide

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  1. Vendor ITB - Sourcing User Guide

  2. 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

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

  4. Contents Preview Period Open for Bidding Period Pending Selection

  5. Preview Step 1: Accessing the MyFloridaMarketPlace Sourcing Tool Go to myfloridamarketplace.com

  6. 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.

  7. 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.

  8. ‘Click’ on the ITB/RFX you want to participate in. Preview Step 2: Finding the Solicitation (cont.) This page lists all of the current bidding events existing with the Department of Management Services.

  9. 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.

  10. Preview Step 3: Reviewing the Solicitation - Items Lists the items comprising the solicitation. Provides detail on each item.

  11. 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.

  12. 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.

  13. 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.

  14. Preview Step 5: Submitting Questions ‘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.

  15. 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.

  16. Preview Step 5: Submitting Questions (cont.) 1 - Enter your question(s). 2 - ‘Click’ OK to submit.

  17. 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, 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. Q&A Answers posted) has been made.

  18. 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.

  19. Preview Step 6: Monitoring the Message Center (cont.) Here is an example of Message Center activities.

  20. Contents Preview Period Open for Bidding Period Pending Selection

  21. 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.

  22. 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.

  23. Open for Bidding Step 1: Preparing Bid (cont.) In this example, you are required to upload “Required Responses” as attachments. ‘Click’ Next when finished.

  24. 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.

  25. 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.

  26. 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.

  27. Open for Bidding Step 3: Viewing Bid To view your entered bids click on the “My Bid” tab.

  28. Open for Bidding Step 3: Viewing Bid (cont.) A list of bids entered will be displayed.

  29. 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.

  30. 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.

  31. Contents Preview Period Open for Bidding Period Pending Selection

  32. 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.

  33. 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.

  34. Pending Selection Step 3: View Winning Bids ‘Click’ on the My Bids tab

  35. Pending Selection Step 3: View Winning Bids (cont.) Your bid status will move to a Transacted state. ‘Click’ on the Bid number.

  36. Pending Selection Step 3: View Winning Bids (cont.) The Filled Qty. column will show the items that you have been awarded.

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