create a rfp event in jaggaer - home | department of ... forms/training/e.u.ps... · create a rfp...
TRANSCRIPT
1 | P a g e February 2020
Create a RFP Event in JAGGAER
Users assigned the Issuing Officer role can create and edit solicitations in JAGGAER. In JAGGAER,
solicitations are known as events. This document outlines the steps on how to create an Request for
Proposal (RFP) Event in JAGGAER.
Disclaimer: All screenshots used in this procedure are for example purposes only.
Step 1: On the Home page, in the Quick Links section, select the Create New Event link to begin the
process.
Step 2: Enter the name of the RFP in the Event Title field (as it will be advertised).
a. In the Agency field, select the Magnifying icon to search for your agency or bureau name.
2 | P a g e February 2020
b. Select the Arrow to expand the agency list.
c. Choose the Radio button for your agency or bureau name and select the Save Changes button. Note: If your agency has an arrow, expand the list to verify your bureau name is not listed. If your bureau name is not listed select the radio button for your agency.
3 | P a g e February 2020
Step 3: Select the Next button.
Step 4: In the Event Type field, select the Magnifying icon to choose the appropriate type (i.e. RFP or RFQ).
a. Choose the Select button for Request for Proposal. Note: Request for Information and Request
for Auction are not used by the Commonwealth.
4 | P a g e February 2020
Step 5: In the Create from Template field, select the Magnifying icon to choose the appropriate template.
a. Choose the Select button for the appropriate DGS Master template.
Step 6: Select the Create Sourcing Event icon button.
5 | P a g e February 2020
The RFP Event has been created and is in Draft status. Begin with the Setup section, enter information specific to
your RFP and complete the following sections under Settings and Content.
Step 7: In the Setup section, the Event Title field can be edited (if necessary). The Event Type and Agency fields
cannot be edited. Select the Pencil icon to edit the Event Number field.
a. Remove the system generated number and enter the SRM Number (i.e. 61XXXXXXXX) in the field. Note:
All agencies that have access to the Supplier Relationship Management (SRM) system should generate a
number in SRM for the RFP event in JAGGAER. Enter
All required fields
in each section
must be completed
to submit the event
for approval. A
field with a star is
required.
The Stage Title field
should remain blank.
6 | P a g e February 2020
Step 8: For Reporting Commodity Code, select the Edit button to search and choose the applicable commodity code.
This field allows only one code to be selected. Use the Additional Commodity Codes field to add more codes.
b. Choose the Select button for
the applicable Commodity
code.
a. Select Yes for Forced Supplier
Invitation by Commodity Code
option. This will send email
invites to all suppliers
registered for the commodity
code(s) selected.
7 | P a g e February 2020
Step 9: For Visible to Public, select Yes and enter a brief description in the Public Event Short Description field.
Step 10: Complete the Open Date, Close Date,
and Q&A Submission Close Date fields. Use the
Calendar and Clock icons or enter dates to
complete fields.
The checkboxes for Sealed Bid Open Date and
Show Sealed Bid Open Date to Supplier should
remain selected as defaulted.
Step 11: Select the Next button.
8 | P a g e February 2020
Step 12: In the Users section, select the Edit Users button to add applicable users. (Optional)
a. Select the Next button.
Note: When adding users, do not delete your name!! If you delete your name, you will remove your editing
permissions for the RFP Event. To add users, enter the last name of the user next to your name to search and add.
Once the user(s) have been added, select the Save Changes button. (Optional step)
9 | P a g e February 2020
Step 13: In the Description section, enter details specific to your RFP in the highlighted text fields throughout the
section. Note: Stage Description section should remain blank.
a. Select the Next button.
Step 14: The Prerequisites has information the supplier will need to know and/or act on. Do not delete any of the
default prerequisites. You have the option to add prerequisites by selecting the Add Prerequisite button, completing
the required fields, and save changes. (Optional step)
10 | P a g e February 2020
Step 15: In the Buyer Attachments section, upload reference documents for the supplier to view, download, and
complete (i.e. Technical Submittal, Cost Submittal, Terms and Conditions, and Appendices).
a. Review and remove the default template attachments. Select the Actions button and choose the Delete
item.
b. Select the Add Attachment button.
c. Choose the Add New Attachment menu item.
d. Complete the Display Name and File fields.
e. Select the Save Changes button.
f. Once all documents have been
11 | P a g e February 2020
f. Once all attachments have been uploaded, select the Next button.
Step 16: The Questions section list how the default template questions are grouped. No action is required in this
section. Select the Next button.
12 | P a g e February 2020
Step 17: In the Technical Questions group, review the default questions from the template. Delete only the
“Optional” questions if they are not applicable to your RFP. Select the Edit Down Arrow to delete or edit the
“Optional” questions.
Additional technical questions can be created by selecting the Add
Question button (if necessary). If the RFP is for multiple lots, you will
need to create additional questions for each lot.
a. No action is required in the
Small Diverse Business and
Small Business Participation
question group unless the
RFP is for multiple lots. If the
RFP is for multiple lots,
create additional questions
for each lot.
13 | P a g e February 2020
Step 18: Select the Next button after the cost document has been renamed.
b. In the Cost question group,
select the Edit button to
change the name of the cost
document.
c. Remove the “cost template”
language and rename it to the
name for your cost document.
d. Select the Save Changes button.
14 | P a g e February 2020
Step 19: In the Standard Forms group, review the default questions from the template. Each question listed has the
applicable form attached for the supplier to download and view. The “DGS Only” questions should be deleted unless
the RFP is being issued by DGS Bureau of Procurement. Select the Edit Down Arrow to delete the questions.
Additional questions can be created by selecting
the Add Question button (if necessary).
a. No action is required in the
Terms and Conditions and
Offeror’s Representation
question groups.
b. Select the Next button.
15 | P a g e February 2020
Step 20: In the Additional Item Fields section, there is no action required. Select the Next button.
Step 21: In the Items section, there is no action required. Select the Next button.
16 | P a g e February 2020
Step 22: In the Suppliers section, there may be a list of suppliers in the Suppliers Invited by Commodity Code tab
based on the commodity code(s) selected in the Setup section. In the Add Suppliers to Event tab, you have the option
to search and add suppliers to the that are registered in JAGGAER to receive a system generated email. Select the
Next button.
Step 23: In the Review and Submit section, verify all sections of the RFP Event are completed. If a required field is not
complete, the event cannot be submitted for workflow approval. To see the workflow approval, select the View
Approval Steps link. If all sections are completed, select the Next button.