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Vendor ITB - Event User Guide

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  1. Vendor ITB - Event 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. 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

  4. Contents Preview Open for Bidding Period Close

  5. 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

  6. 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.

  7. 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)

  8. 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)

  9. 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.

  10. 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.

  11. 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.

  12. Preview Step 3: Reviewing the Event – Rules The Rules tab shows the schedule for the event. It communicates when the event starts and closes.

  13. 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.

  14. Preview Step 4: Monitoring the Message Center (cont.) Here is an example of Message Center activities.

  15. 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.

  16. 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.

  17. 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.

  18. 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.

  19. Contents Preview Open for Bidding Period Close

  20. 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

  21. 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.

  22. 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.

  23. ONLINE BIDDING Open for Bidding Step 1: Preparing Bids – Uploading Files In this example, you are required to upload required forms as attachments.

  24. 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)

  25. 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.

  26. 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.

  27. 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.

  28. 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.

  29. 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

  30. 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

  31. 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

  32. 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.

  33. 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.

  34. 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

  35. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing (cont.) Click the “Browse” Button

  36. 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”

  37. 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

  38. 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

  39. 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.

  40. 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.

  41. Open for Bidding Step 2: Viewing Bids To view your entered bids click on the “My Bid” tab.

  42. 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

  43. 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.

  44. 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.

  45. Open for Bidding Step 2: Viewing Bids (cont.) - Item Info. If Ranking is enabled then Bid ranking of the items will be shown here

  46. 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.

  47. 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.

  48. 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.

  49. Contents Preview Period Open for Bidding Period Close

  50. 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.