Transcript Document

Vendor RFP - Event User Guide
1
Minimum System Requirements
•
•
•
•
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.
RFP Response Process
1. Preview
1.
3
2. Open for Bidding
3. Close
2.
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 RFP event by reviewing questions and
attachments (if any). Vendors download and complete appropriate documents, prepare
responses and submit final responses and upload requested documents (if any). Vendors can
revise responses , if necessary, any time during Open for Bidding period.
3.
Close – Purchasing Analyst evaluates all responses and the event is closed
Contents
Preview
Open for Bidding Period
Close
4
Step 1: Accessing the MyFloridaMarketPlace Solicitation Tool
1. Go to www.myfloridamarketplace.com
2. Click on Additional Vendor Information
3. Click on MyFloridaMarketPlace (Sourcing)
5
OR go to
https://sourcing.myfloridamarketplace.com
Preview
Step 2: Finding the Event
ILLUSTRATIVE
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.
6
Preview
Step 2: Finding the Event (cont.)
ILLUSTRATIVE
‘Click’ on the department name link that invited you to participate. For the RFP choose the
Agency (Example Department of Management Services)
7
Preview
Step 2: Finding the Event (cont.)
ILLUSTRATIVE
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)
8
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.
9
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.
10
Preview
Step 3: Reviewing the Event – Viewing Items
Information regarding the items included in the event.
11
Preview
Step 3: Reviewing the Event – My Responses
Details of past submitted responses.
Note: You may save draft responses using the “Save” function. These saved responses
may be edited during later sessions while there is time remaining in the event. Once
responses are finalized, they may be submitted. Submitted responses may also be revised
as often as desired while there is time remaining in the event. Submitted responses are not
final until time remaining runs out. Only final responses are viewable by the State.
12
Preview
Step 3: Reviewing the Event – Suppliers
By State law, All Suppliers information is sealed
13
Preview
Step 3: Reviewing the Event – Rules
The Rules tab shows the schedule for the event. It
communicates when the event starts and closes.
14
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.
15
Preview
Step 4: Monitoring the Message Center (cont.)
Here is an example of
Message Center activities.
16
Preview
Step 5: Submitting Questions
The Clock will always show the time
remaining to submit a response.
‘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.
17
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.
18
Preview
Step 5: Submitting Questions (cont.)
1 - Enter your question (s). Note that multiple
questions maybe submitted in one box
2 - ‘Click’ OK to submit.
19
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.
20
Contents
Preview
Open for Bidding Period
Close
21
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 29 in this section)
• Vendors have the ability to directly input bid / response details in the
MyFloridaMarketPlace Sourcing tool
Excel Bidding (see pages 30 through 42 in this section)
• Vendors enter bids / responses into provided Excel spreadsheet and
import spreadsheet content into the Sourcing tool
22
Open for Bidding
Step 1: Preparing Responses
ONLINE BIDDING
The Clock will always show the time
remaining to submit a response.
When you are ready to submit a response,
‘Click’ on the Prepare Response button.
23
Open for Bidding
Step 1: Preparing Responses – RFX Info
ONLINE BIDDING
The RFX Info stage of the response process provides the ability
to submit responses to various questions.
24
Open for Bidding
Step 1: Preparing Responses – Uploading Files
ONLINE BIDDING
In this example, you are required to upload
required forms as attachments.
25
Open for Bidding
Step 1: Preparing Responses – Response Field Types
ONLINE BIDDING
Long Text Fields
(type up to 4,000 characters, or
approximately two full doublespaced pages)
Checkboxes (‘click’ one or more)
Dropdowns (‘click’ only one)
Dollars (type numeric values only)
26
Open for Bidding
Step 1: Preparing Responses – Items
ONLINE BIDDING
‘Click’ Next
when finished.
In this example, you would enter
the actual dollar values for each
lot in the “Enter Values” section.
27
Open for Bidding
Step 1: Preparing Responses – Submitting
ONLINE BIDDING
‘Click’ Submit if you are finished.
‘Click’ Prev. button if you would like
to edit your response.
Summary page provides a view
of your overall response.
28
Open for Bidding
Step 1: Preparing Responses – Submitting (cont.)
ONLINE BIDDING
Read the response submittal text and
‘click’ on the OK button.
Note: When clicking OK, your response
will be transmitted to the State. This
response can be revised as long as
times remains in the Open for Bidding
period. Only the last response is
viewable by the State.
29
Open for Bidding
Step 1: Preparing Bids-Exporting/Saving
EXCEL BIDDING
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.
30
Open for Bidding
Step 1: Preparing Bids – Exporting/Saving
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”
31
Open for Bidding
Step 1: Preparing Bids – RFX Info.
EXCEL BIDDING
1. Locate and open the saved
spreadsheet
2. Open the RFX sheet
1. In the column Answers answer all
required information
Please note that all cells in Yellow
are required fields
32
Open for Bidding
Step 1: Preparing Bids – Entering Bids
EXCEL BIDDING
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
33
Open for Bidding
Step 1: Preparing Bids – Entering Bids (cont.)
EXCEL BIDDING
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.
34
Open for Bidding
Step 1: Preparing Bids – Importing
EXCEL BIDDING
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.
35
Open for Bidding
Step 1: Preparing Bids – Importing
EXCEL BIDDING
Click the “Import Bid Information”
Button
Note: Your Bid Excel File can be
imported through the RFX info tab
or the Items tab
36
Open for Bidding
Step 1: Preparing Bids – Importing (Cont.)
EXCEL BIDDING
Click the “Browse” Button
37
Open for Bidding
Step 1: Preparing Bids – Importing (Cont.)
EXCEL BIDDING
A window will open allowing you to
choose the spreadsheet you want to
upload.
Locate the spreadsheet that contain
your bids and click “Open”
38
Open for Bidding
Step 1: Preparing Bids – Importing (Cont.)
EXCEL BIDDING
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
39
Open for Bidding
Step 1: Preparing Bids – Importing
EXCEL BIDDING
‘Click’ Next
when finished.
Notice now your bids have been
entered automatically into the
solicitation
40
Open for Bidding
Step 1: Preparing Bids – Submitting
EXCEL BIDDING
‘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.
41
Open for Bidding
Step 1: Preparing Bids – Submitting (cont.)
EXCEL BIDDING
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.
42
Open for Bidding
Step 2: Viewing Responses
To view your submitted / entered
responses click on the “My
Response” tab.
43
Open for Bidding
Step 2: Viewing Responses (cont.)
A list of responses will be displayed.
44
Open for Bidding
Step 2: Viewing Responses (cont.)
A list of bids will be displayed. Click
on the bid id number to view the
details of the bid submitted
45
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.
46
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.
47
Open for Bidding
Step 2: Viewing Responses (cont.)
If Ranking is enabled then Bid ranking
of the items will be shown here
48
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.
49
Open for Bidding
Step 3: Revising Responses
To revise your response, ‘click’ on the Revise Response button.
Note 1: When revising your response you will walk through the same
process as the initial submission of your response.
Note 2: Revising/entering a new response will “replace” previous
response. Only the last response is viewable by the State.
50
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.
51
Contents
Preview Period
Open for Bidding Period
Close
52
Close
Step 1: Award Notification Message
After the ‘Intent to Award’ process is
completed, the State will award the
business to the selected bidder (S). 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.
53
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.
54
Close
Step 3: View Past Responses
‘Click’ on the My Responses tab
55
Notes
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_sourcing_help.htm
such as:
• Vendor FAQ
• On-Demand Link
• WinZip FAQ
It is strongly recommended not to Waite until the last minute to
upload your bid.
56