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MyFloridaMarketPlaceIntegrated eQuote Training

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

eQuote Overview

What is an electronic quote (eQuote)?

• eQuotes are a transaction type within the MyFloridaMarketPlace (MFMP) Sourcing application

• Agency customers issue eQuotes to a small group of vendors

When do you use an eQuote?

• Create eQuotes using the following Methods of Procurements (MOP):– MOP B: request for quotes off State Term Contracts (STC) requiring quotes

– MOP F: informal quote purchases not exceeding $35,000 (Category Two threshold)

– MOP 16: Department of Lottery competitive quotes

Benefits of eQuotes

• Sourcing is a web-based, paperless application that captures, stores and auto-saves all content

• Similar look and feel to other MFMP applications

• Small (i) icons throughout the screens display additional information

• Detailed error messages

• Provides consistency in requests to vendors

• Vendors can be notified of events based on commodity codes

• Event clock shows time remaining to respond

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

• To create an integrated eQuote from a requisition, login to MFMP Buyer– If you do not have a username and password, contact your

agency’s System Administrator

Tip: Select the link above from this presentation to open the website and then save it to your browser ‘Favorites.’

Creating a Requisition

• Access the Create menu and select Requisition to begin the requisition process

• Click the yellow Create Non-Catalog Item button

Creating a Requisition

Create the line item(s) for your eQuote.

Creating a Line Item

• Add a Full Description of the line item. This description will become the line item in the eQuote

• Select a Commodity Code

• Select Method of Procurement B, F or 16

• Add the Quantity

• Update the Unit of Measure (if applicable)

• Add the Price

• Click Update Total

• Click OK

• Add a Title to the requisition

• Click Edit in the Line Items section

Requisition Summary

Line Item Details

• You may receive a notice at the top of the page to validate fields marked with an asterisk

• Make sure the required fields are populated

• You must select a ‘placeholder’ for Vendor Location

• Scroll down the entire page to confirm all fields are populated correctly

• Click OK

• Select the link Create an MFMP eQuote event ‐ This will take you to the Sourcing application‐ If you do not have Sourcing access you will not

see this link. Work with your System Administrator to get access

Link to MFMP Sourcing

• After selecting the Create an MFMP eQuote event link in Buyer, login to MFMP Sourcing– If you do not have a username and password, contact your

agency’s System Administrator

Tip: Select the link above to open the website and then save it to your browser’s ‘Favorites.’

Creating an eQuote

Some fields will prepopulate from the requisition. To proceed, complete the remaining required fields marked with an asterisk.

Create a Sourcing Project

• Add a Description (optional)

• Select your Departments (agency)

• Leave No for the Notify Vendors field. You will select vendors in a later step

• Click Create

Demo and Practical Exercise

• Next there will be a demonstration on creating a requisition and integrated eQuote

• Follow along by completing Activities 1 and 2 of the Integrated eQuote Practical Exercise

• Timing Rules: Select how long your eQuote will be open for vendor response

• Market Feedback: Select whether you will be able to view vendor responses before the event closes

• Message Board: Select which email address you will use to receive messages from vendors

The Rules page controls how the event works. You will need to complete the following sections:

Step 1: Rules Page

• Sourcing automatically adds the Requester as the Project Owner in the eQuote

• Additional Team Members can be added to the eQuote by clicking the Plus (+) button

Step 2: Team Page

• Add vendors to the eQuote by clicking Invite Participants

• Use the following sites to find a list of vendors:

– VIP Admin: vendor.MyFloridaMarketPlace.com

Username and password: publicuser

– Office of Supplier Diversity: osd.dms.myflorida.com/directoriesOnline directory of certified minority vendors

Step 3: Supplier Page

• Search and add vendors by Supplier Name, Commodities Supplied, FEIN, etc.

• Add additional search filters using the Search Options link

• MFMP recommends inviting a minimum of three and maximum of 12 vendors

• Once you’ve selected your suppliers, click OK

Step 3: Participant Search

Demo and Practical Exercise

• Next there will be a demonstration on completing the Rules, Team and Suppliers pages

• Follow along by completing Activities 3 – 5 of the Integrated eQuote Practical Exercise

• Build content that vendors can view and provide responses

• Typical content includes:

- Introductory text, contact information and instructions

- Scope and purpose of the eQuote

- Terms and conditions

- Questions for participants to answer

- Requirements participants must meet

- Attachments for participants to view

• For integrated eQuotes, line items will automatically be added as additional sections to the bottom of the eQuote

Step 4: Content Page

• Section 1.1: Enter contact information that the vendor should use regarding this eQuote

• Section 1.2: Enter shipping information, if necessary

• Sections 2 & 3: Add details regarding the goods or services you wish to procure (e.g., Scope of Work)

• Section 4: Customers may delete this section as Sourcing automatically adds each requisition line item (starting at section 5) to integrated eQuotes

‐ Any line item changes must be made in the requisition in Buyer

Step 4: Content Page

The Content page includes nine required fields that must be completed before the eQuote can be published.

Add content to the eQuote by selecting the section/area you wish to update and clicking the Add button.

• Section: Add new sections to organize additional content as needed

• Line Item: For integrated eQuotes, only add line items to the requisition in MFMP Buyer

• Question: Add to provide a space where vendors can enter a response

• Requirement: Requirements are read-only text that should be used for any absolute conditions that the vendors must meet

• Attachment: Upload attachments for vendors to download and view

• Content from Library: Copy content from previously created eQuotes

Adding Additional Content

• Customers will need to add questions to most eQuotes for vendors to respond to with information specific to that eQuote. Example of questions include:

– Do you offer an extended warranty?

– What is your company’s annual sales in U.S. dollars?

• See an example of adding a question to Section 4 below:

Adding Questions

• Select the checkbox next to the desired Section

• Click Add and select Question

Select an Answer Type to begin creating the question.

• Name: Enter your question to the vendor

• Include in cost: Select No

• Answer Type: Select from the available options (e.g., Text, Date or Attachment)

• Acceptable Values: Select Any Value

• Response Required?: Select Yes, Participant Required

• Reference Documents: Attach applicable documentation

• Visible to Participant: Select Yes

• Participant can add additional comments and attachments: Select Yes if you allow vendors to upload additional supporting information, otherwise select No

• Use participant-specific initial values?: Select No

• Team Access Control: leave as (no value)

• Click Done

Adding Questions (Cont.)

• To edit line items, open the requisition in MFMP Buyer and click the Edit button

Editing Line Items

Reset the eQuote in Buyer (if applicable).

• In the Reset MFMP eQuote Event field, select Yes

• Edit the line items

• Select the link Create an MFMP eQuote event

• You will need to log back into Sourcing to re-complete the eQuote process

‐ You may export the eQuote prior to resetting the event to reduce the effort of re-creating the eQuote

Editing Line Items (Cont.)

Note: You can only reset an event while it’s in ‘Draft’ or ‘Cancelled’ status.

• View the eQuote as a participant to confirm that participants are able to respond to the questions

– From the Content page, click Actions and select one of the participants

View As Participant

• Select End Preview at the top left to exit and return to the eQuote

• Click Next to view the Summary page in Step 5

Review the eQuote content on the Summary page before publishing the eQuote.

Step 5: Summary Page

• Use the left navigation panel to return to a step to make edits

• To edit the Overview, click Actions and then select Edit Overview

• If you need to edit line items, you should complete this in Buyer beforethe eQuote is published

• Click Publish to invite vendors to the eQuote

Demo and Practical Exercise

• Next there will be a demonstration on completing the Content page and publishing the eQuote

• Follow along by completing Activities 6 and 7 of the Integrated eQuote Practical Exercise

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

Vendors that accept to participate in electronic solicitations in their Vendor Information Portal (VIP) account, can login to Sourcing to participate in the solicitation events.

https://sourcing.myfloridamarketplace.com/Sourcing/Main

Vendor View

• The event clock shows the eQuote’s remaining time

- Vendors who wish to respond must click on Review Agreement and accept the terms of the agreement

• Vendors can download content, print event information, or decline to respond to the event

Vendor View

• Selecting the Review and Accept Agreement link will display the terms of the agreement vendors must accept to submit an official response

• Vendors that are registered in MFMP have already accepted the terms of use

Vendor View

Vendor View

• Vendors review the content of the eQuote

• Vendors respond in the Submit Response section

• After drafting a response, vendors must click Submit Entire Response to submit their bid for evaluation

Demo and Practical Exercise

• Next there will be a demonstration on how to respond to the eQuote as a vendor

• Follow along by completing Activity 8 of the Integrated eQuote Practical Exercise

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

• Access and manage eQuotes from the dashboard via the My Documents or Recently Viewed queues

– Customers may also access the eQuote from the link in the requisition in MFMP Buyer

Access Open eQuotes

Use tabs and notifications to monitor eQuotes.

Managing eQuotes

A yellow envelope appears when there is a new message.

Overview tab looks like the Summary page before the event was published.

Content tab contains the content you have entered for vendors.

Suppliers tab shows the vendors you added to the eQuote.

Team tab provides a list of the Team Members associated with the eQuote.

Report tab contains information on the eQuote’s financials, invitation summary, lot details, etc.

Messages tab contains messages you received from vendors.

Log tab tracks all activity related to your quote.

Scenario tab is where you can create and view all scenarios (manual or optimization) associated with the eQuote.

Award tab is where you will make the final award once the event closes.

• The Messages tab is used to monitor vendor messages:

‐ Project Owners and vendors exchange messages within Sourcing

‐ Use the Messages tab to see all messages

‐ Sourcing sends messages to each recipient's email address

• Unread messages display in bold

• Select Messages and click View, Reply or Delete as desired

Messages

To reply to a message, from the Message tab, select the radio button next to the message and click Reply.

• Select recipients (Participants and/or Team Members)

• Update subject line. The event ID is the default prefix

• Compose your message

• Click Send

• When you send a message, the recipients see:

‐ A pop–up in the lower right hand corner of their browser windows if they are logged into Sourcing

‐ A message in their My Messages tab

‐ And they will receive an email, based on the main contact email addresses in their vendor registration profiles

Responding to Messages

Use the Actions button to edit and manage the event.

Editing eQuotes

• Use the Actions button to:

– Pause, extend, reduce, stop and cancel timing

– Edit and export content– View version changes

Always pause an event before edits are made.

Editing an Event

• After pausing the event, select Edit under Actions and proceed with necessary edits

• Note: If the eQuote was created from a requisition and line item(s) are changed in the eQuote, the awarded information will not sync with the requisition

Update the event and select how or if you want to notify vendors about changes.

• Summary page displays your pending changes

• Click Update to incorporate your changes into the event

• Default participant response selection is to Keep and email

• Click Update Event to proceed

Managing eQuotes

Confirm the that the event has been updated and then resume the event.

Managing eQuotes

• From Overview tab, click Actions

• Select Resume Event

• Clock resumes from where you paused it

Select the Monitor link to return to the Overview tab.

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

• Review vendor responses in the Content tab

– Yellow star icons indicate lowest price offered

Reviewing Vendor Responses

• To award an eQuote, select the Award tab and click Award

• Use the drop-down menu for each item to select the awarded vendor(s)– You can award all items to one vendor, or one vendor to each

item

• Click Submit for award

Awarding the eQuote

• If the eQuote is integrated, you must award the event in Sourcing for the information to populate in the requisition in Buyer. Closing the eQuote will not update the requisition

• Note: Encumbered requisitions cannot have multiple vendors when the eQuote is integrated

• Notifying participants on the Award Confirmation page is optional

- Use Customize Award Emails to customize email messages to the Awarded and/or Non-Awarded participants

- When customizing the messages, keep the bracketed information unchanged

• Click Done to complete the award process and send the award information to the requisition in MFMP Buyer

Notifying Participants

• Open the requisition and click Edit

• View the awarded line items by clicking the Detailbutton next to the line item(s)

• Edit the line items

Completing the Requisition

You must select the vendor location in the Vendor Location field.

• From the Award tab, click Excel Export to download the results of the items and vendor(s) you selected

• From any tab, click Actions to export the vendors' responses, attachments and the event information

Exporting Content

Demo and Practical Exercise

• Next there will be a demonstration on how to award the event in Sourcing and complete the requisition

• Follow along by completing Activity 9 and 10 of the Integrated eQuote Practical Exercise

Agenda

• eQuote Overview

• Creating an eQuote

• Vendor View

• Managing eQuotes

• Awarding & Viewing Results

• Resources

• Customer usernames and passwords in Buyer will be synchronized to Sourcing twice a day at 12:45 p.m. and 6:45 p.m.

• Customers will maintain their passwords (and secret questions) in MFMP Buyer

• MyFloridaMarketPlace recommends that customers work in the Buyer and Sourcing training environments to apply the knowledge gained from this training

Helpful Hints

• Buyer production environment

• Sourcing production environment

• Buyer training environment

• Sourcing training environment

• Sourcing vendor training environment

• State Contracts and Agreements

• Upcoming Customer Trainings

• Upcoming Vendor Trainings

– Agency customers should encourage their vendors to complete eQuote training

Links

Contact the MyFloridaMarketPlace Customer Service Desk:

Phone: 866-352-3776

Email: BuyerHelp@MyFloridaMarketPlace.com

Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m.,

Eastern Time

Contact Information