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  • MFMP eQuote Manual

    Last Update: September 2018

  • MFMP Sourcing Manual 2

    Table of Contents MFMP SYSTEM OVERVIEW ................................................................................................................................................................ 5

    What is MyFloridaMarketPlace (MFMP)? ....................................................................................................................................... 5 Five MFMP Modules ........................................................................................................................................................................ 5 Navigating MFMP Sourcing ............................................................................................................................................................. 6 Compatibility ................................................................................................................................................................................... 6 Login ................................................................................................................................................................................................ 6 Dashboard ....................................................................................................................................................................................... 6 Drop-Down Boxes ............................................................................................................................................................................ 7 Calendar Icon .................................................................................................................................................................................. 7 Timeout Period ................................................................................................................................................................................ 7 Log Out ............................................................................................................................................................................................ 7 Change Password ............................................................................................................................................................................ 7 Common Terms ............................................................................................................................................................................... 8

    UNDERSTANDING MFMP SOURCING ................................................................................................................................................. 9

    MFMP Sourcing Functionality ......................................................................................................................................................... 9 eQuote Process Flow ....................................................................................................................................................................... 9 Events in MFMP Sourcing .............................................................................................................................................................. 10 eQuote Statuses ............................................................................................................................................................................ 11 Performing System Searches ......................................................................................................................................................... 12 Viewing Search Results ................................................................................................................................................................. 12 Exporting & Importing Events ....................................................................................................................................................... 13 Exporting an Event ........................................................................................................................................................................ 13 Importing an Event ........................................................................................................................................................................ 14

    CREATING EQUOTES ........................................................................................................................................................................ 16

    Initiating an Integrated eQuote .................................................................................................................................................... 16 Initiating a Manual eQuote ........................................................................................................................................................... 20

    BUILDING AN EQUOTE ..................................................................................................................................................................... 22

    Developing Rules ........................................................................................................................................................................... 22 Timing Rules .................................................................................................................................................................................. 22 Market Feedback Rules ................................................................................................................................................................. 22 Message Board Rules .................................................................................................................................................................... 23 Selecting Team Members.............................................................................................................................................................. 23 Adding the Observer Group ........................................................................................................................................................... 24 Inviting Participants ...................................................................................................................................................................... 24 Inviting All Participants Based on Commodity Code to an Event: ................................................................................................. 25 Creating Content ........................................................................................................................................................................... 26 Standard eQuote Content Template ............................................................................................................................................. 26 Adding Additional Sections ........................................................................................................................................................... 28 Creating a Question ...................................................................................................................................................................... 29 Creating a Line Item ...................................................................................................................................................................... 31 Creating Lots ................................................................................................................................................................................. 35 Creating a Requirement ................................................................................................................................................................ 37 Creating an Attachment ................................................................................................................................................................ 38 Accessing Sourcing Library Content .............................................................................................................................................. 39 Viewing and Publishing an Event .................................................................................................................................................. 40 Reviewing the Event ...................................................................................................................................................................... 40 Publishing the Event ...................................................................................................................................................................... 41

    EVENT MANAGEMENT..................................................................................................................................................................... 42

  • MFMP Sourcing Manual 3

    Monitoring an Event ..................................................................................................................................................................... 42 Accessing an Event ........................................................................................................................................................................ 42 Content Tab ................................................................................................................................................................................... 43 Suppliers Tab ................................................................................................................................................................................. 43 Team Tab ...................................................................................................................................................................................... 45 Report Tab ..................................................................................................................................................................................... 45 Message Tab ................................................................................................................................................................................. 45 Log Tab .......................................................................................................................................................................................... 46 Exporting Sourcing Data to Excel .................................................................................................................................................. 46 Adjusting the Event Timing ........................................................................................................................................................... 46 Pausing an Event ........................................................................................................................................................................... 46 Resuming an Event ........................................................................................................................................................................ 47 Extending or Reducing Timing ....................................................................................................................................................... 47 Stopping an Event ......................................................................................................................................................................... 47 Cancelling an Event ....................................................................................................................................................................... 47 Closing an Event ............................................................................................................................................................................ 47 Deleting an Event .......................................................................................................................................................................... 47 Editing Published Events ............................................................................................................................................................... 48 Edit Line Item Details on Integrated eQuotes ............................................................................................................................... 48 Updating the Event ....................................................................................................................................................................... 49 Discarding the Draft Version ......................................................................................................................................................... 49 Viewing the Change History .......................................................................................................................................................... 50 Two Customers Editing an Event Simultaneously ......................................................................................................................... 51 System Notifications ..................................................................................................................................................................... 52 Automatic Notification Addressing ............................................................................................................................................... 53 Customizing Messages .................................................................................................................................................................. 53 Creating Reports ........................................................................................................................................................................... 54 Evaluating an Event Using the Event Reports ............................................................................................................................... 54 Creating the Bids Report ............................................................................................................................................................... 54 Creating the Bids Summary Report ............................................................................................................................................... 54 Creating a Scenarios Report .......................................................................................................................................................... 55 Creating the Questions and Terms Report .................................................................................................................................... 55 Exporting to Microsoft Excel ......................................................................................................................................................... 55

    AWARDING AN EQUOTE .................................................................................................................................................................. 57

    Developing Scenarios .................................................................................................................................................................... 57 Using Manual Scenarios to Award to Suppliers ............................................................................................................................ 57 Using Optimization Scenarios to Award to Suppliers .................................................................................................................... 58 Creating an Optimization Scenario ............................................................................................................................................... 58 Optimization Status ....................................................................................................................................................................... 59 Updating the Integrated Requisition ............................................................................................................................................ 60

    APPENDIX ........................................................................................................................................................................................ 61

    Team Access Control ..................................................................................................................................................................... 61 Predecessor Projects ..................................................................................................................................................................... 62 Formulas ....................................................................................................................................................................................... 64 Cost Terms .................................................................................................................................................................................... 65 Adders ........................................................................................................................................................................................... 65 Subtracters .................................................................................................................................................................................... 65 Multipliers ..................................................................................................................................................................................... 65 Percent Discount ........................................................................................................................................................................... 65 Applying Cost Terms to Unit(s) ...................................................................................................................................................... 66 Multipliers (all units) ..................................................................................................................................................................... 66 Summary of Cost Term Concepts .................................................................................................................................................. 66 Creating a Cost Term ..................................................................................................................................................................... 66

  • MFMP Sourcing Manual 4

    Limits ............................................................................................................................................................................................. 68

    MFMP GLOSSARY ............................................................................................................................................................................ 69

    Customer Service Desk (CSD) ........................................................................................................................................................ 71 MFMP Website ............................................................................................................................................................................. 71 MFMP University........................................................................................................................................................................... 71

  • MFMP Sourcing Manual 5

    MFMP System Overview

    What is MyFloridaMarketPlace (MFMP)? Established in 2003, MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system. MyFloridaMarketPlace offers 24/7 online access to the eProcurement system, registered vendors, State Term Contracts (STC), informal quoting, solicitations, and the Vendor Bid System (VBS). Transactions in MFMP are automated, which provides validation of information and integration with the State’s financial accounting system (FLAIR). Both Purchasing and Finance and Accounting (F&A) customers benefit from the reduction in error rates and the procurement-to-payment cycle times achieved through processing in MFMP.

    Five MFMP Modules • Analysis is an analytical reporting application that combines data from MFMP purchase orders,

    contracts, registered vendors, invoices, cycle times, and FLAIR encumbrances and payments

    • Buyer is the application state agencies use to work with registered vendors to issue purchase orders, receive goods, and process invoices

    • Sourcing is an electronic notification, bidding, and quoting application used for procuring State Term Contracts (STCs) and agency electronic quotes (eQuotes)

    • Vendor Bid System (VBS) is the application used by agencies to post solicitations for the procurement of goods and services.

    • Vendor Information Portal (VIP) is the application in which vendors register to do business with the State of Florida and elect to participate in bidding opportunities

    State agencies use the Sourcing application to develop and advertise electronic request for quotes (RFQs), commonly referred to as eQuotes, and formal, competitive solicitations. The Department of Management Services (DMS), Division of State Purchasing, is currently the only agency to utilize MFMP Sourcing to develop and release formal, competitive solicitations (referred to as Full Projects in the system). However, all agencies are able to develop, publish, and award eQuotes using MFMP Sourcing.

    Benefits of using MFMP Sourcing include:

    • Automated source-to-pay processing

    • Auto-saves work

    • Provides detailed error messages

    • Electronic repository of vendor responses and award decisions

    • Creates consistency in requests to vendors across the State of Florida

    MFMP Access The Department of Management Services grants MFMP system administration responsibilities to specific individual customers within each agency, referred to as System Administrators. Customers may request MFMP access by contacting their agency’s System Administrator. If necessary, the MFMP customer service desk (CSD) can assist customers with identifying their System Administrator. See the System Administrator Manual for more information about System Administrator roles and responsibilities.

    https://sourcing.myfloridamarketplace.com/Sourcing/Main?passwordadapter=PasswordAdapter1http://www.dms.myflorida.com/mfmp/jobaids

  • MFMP Sourcing Manual 6

    Navigating MFMP Sourcing Compatibility Please note that the recommended web browser for accessing and using MFMP is Internet Explorer version 8. While MFMP does not officially support Internet Explorer version 9 and higher, MFMP applications have been successfully tested on versions 9 and higher after certain browser settings are enabled. View the Internet Explorer Compatibility job aid for more information.

    Login Navigate to MFMP Sourcing and enter login credentials. Click Login. Agency customers without login credentials should contact their agency’s System Administrator.

    Dashboard The Dashboard is the starting point for creating, managing, and searching for eQuotes. It is easy for customers to customize their Dashboard. The table below defines each area on the Dashboard:

    Area Description

    Common Actions Provides quick links to the most common functions of MFMP Sourcing.

    Recently Viewed Provides easy access to the customer’s most recently viewed events.

    Newsfeed Provides important information regarding MFMP Sourcing and other announcements from the MFMP team.

    My Documents Contains all projects and events created by the Project Owner.

    To Do Like MFMP Buyer, MFMP Sourcing has a To Do tab for projects and project actions that have been assigned to the customer. Currently, only DMS State Purchasing customers utilize this area.

    Search Provides access to various search categories, such as projects, events, or documents in MFMP Sourcing. Customers can refine their search by adding or removing filters.

    Announcements Displays the announcements pertaining to the project or event. Click New to add a new announcement or Details to view an existing announcement.

    http://www.dms.myflorida.com/media/purchasing/mfmp_files/buyers/new_ie_compatibility_job_aidhttps://sourcing.myfloridamarketplace.com/Sourcing/Main?passwordadapter=PasswordAdapter1

  • MFMP Sourcing Manual 7

    Drop-Down Boxes All fields with drop-down boxes throughout MFMP will display the customer’s last five selections. If the desired option is not listed as one of the last five selections, then the customer will need to select Search for more.

    Calendar Icon The calendar icon aids with entering dates:

    • Double arrows move forward / backward by year

    • Single arrow moves forward / backward by month

    • Add dates manually using the following formats:

    o M/D/YY or M/DD/YY

    o MM/D/YY or MM/DD/YY

    o M/D/YYYY or M/DD/YYYY

    o MM/D/YYYY or MM/DD/YYYY

    Required Fields/Error Messages Asterisks (*) identify required fields in MFMP. If the customer does not complete a required field, a red asterisk displays along with an error message. Once all the required fields are completed and the error messages have been resolved, the customer can publish their eQuote. MyFloridaMarketPlace displays detailed error messages at the top of the eQuote Summary page, including the number of errors. Roll the mouse over the highlighted error for more information and use the Next button in the error message to move between errors.

    (!) Value must be set.

    Timeout Period MyFloridaMarketPlace sessions expire after 30 minutes of inactivity. After 29 minutes, a logout warning with a 60-second countdown will appear. To continue working in MFMP, select Cancel Logout and the current session will remain open, or select Logout to end the session.

    Log Out To logout, click the Logout option (located on menu bar across top of page). Clicking the X at the top of the Internet browser is not advised since this action does not end the MFMP session.

    Change Password MyFloridaMarketPlace Sourcing passwords are managed though the Buyer application. For instructions on how to update passwords, see the MFMP Buyer Manual.

    Tip: Type the words Today, Tomorrow, and Yesterday into the date area and MFMP will recognize

    the date.

    Tip: Password resets are synchronized between MFMP Buyer and MFMP Sourcing twice a day, first at 12:45 p.m. and again at 6:45 p.m., Eastern Time.

    http://www.dms.myflorida.com/mfmp/jobaids

  • MFMP Sourcing Manual 8

    Common Terms Below is a chart of common terms that appear in the MFMP Buyer and Sourcing applications. See the Glossary of Terms for more system terms.

    Sourcing Term MFMP Translation

    Event, eQuote, and Quick Project

    An eQuote is the only type of solicitation (referred to as an event) available to agency customers in MFMP Sourcing. The other event types are only available to DMS State Purchasing customers. Anytime an event is referred to in this manual, it is referencing an eQuote. An eQuote is also referred to as a Quick Project in MFMP Sourcing.

    Participant, Supplier, and Vendor

    The Sourcing application refers to vendors as suppliers. Suppliers who have been invited to an eQuote are referred to as participants. This manual will use the terms supplier and participant, as applicable, to refer to MFMP vendors.

    Project Owner The customer(s) that is responsible for creating/editing the eQuote. Multiple customers may be assigned this permission for the eQuote.

    Team Member The customer(s) that were added to the event to perform a specific role. The Project Owner(s) is the main Team Member.

  • MFMP Sourcing Manual 9

    Understanding MFMP Sourcing MyFloridaMarketPlace Sourcing is an online application that has a similar look and feel to MFMP Buyer and MFMP Analysis. MyFloridaMarketPlace Sourcing makes the process of researching suppliers, conducting competitive solicitations and informal eQuotes, and negotiating contracts faster, easier, and more comprehensive.

    MFMP Sourcing Functionality MyFloridaMarketPlace Sourcing provides a process management functionality that allows customers to control their solicitation process. Agency customers have access to negotiation tools that allow them to collaborate on events internally with other customers or externally with suppliers.

    eQuote Process Flow An eQuote, (also referred to as a Quick Project) gives agency customers the ability to procure goods and/or services that do not require a formal, competitive solicitation. Agency customers have the option to create eQuotes via either of the following methods:

    • Integrated eQuote Method – Electronically links the requisition and event within the MFMP Buyer and Sourcing applications, respectively

    • Manual eQuote Method – Event is not electronically linked to the requisition within the MFMP Buyer application

  • MFMP Sourcing Manual 10

    Events in MFMP Sourcing When creating an eQuote, there are various tasks that must be completed. These tasks are discussed in detail throughout this manual; however, the table below provides a high-level definition.

    Task Procedure

    Create the Event

    Depending on the eQuote creation method (integrated or manual), customers either begin creating their eQuote in MFMP Buyer with a requisition or manually beginning in MFMP Sourcing. This process is covered in more detail below in the Creating eQuotes section.

    Define Event Rules Customers set up the timing and notification preferences of their eQuote on this page. The rules are discussed in greater detail in the Developing Rules section.

    Select Team Members

    By default, the customer initiating the eQuote is the Project Owner. The Project Owner can add other Project Owners and Observers (view-only access) on the Team page. See the Selecting Team Members section for more detail.

    Invite Participants From the Suppliers page, customers can invite registered suppliers. See the Inviting Participants section for more detail.

    Create Event Content The Content page gives customers the ability to add questions, requirements, line items, and other content for a participant to respond to. See the Creating Content section for more detail.

    Publishing Event To launch the eQuote, click Publish on the Summary tab. See the Viewing and Publishing an Event section for more detail.

    Monitor Event While an eQuote is open for vendor response, customers may view and manage their eQuote in MFMP Sourcing. See the Adjusting the Event Timing section for more detail.

    Award Event

    Customers may award their eQuote to a selected participant (or multiple participants) and, if the eQuote is integrated with a requisition, the system will automatically populate the awarded vendor’s information on the requisition. See the Awarding an eQuote section for more detail.

  • MFMP Sourcing Manual 11

    eQuote Statuses An eQuote follows a process, beginning with the event creation and ending with awarding a contract/purchase order to the selected participant(s). In MFMP Sourcing, an eQuote has a status, corresponding to each stage in the eQuote process. The following diagram illustrates this process:

    Agency customers can view the eQuote status on the upper right hand corner of the screen. See the chart below to view all event statuses:

    Status Description

    Draft When a customer is creating an event, before it is published, it will be in a ‘Draft’ status. This is like the ‘Composing’ status of a requisition in MFMP Buyer. If an event is in ‘Draft’ status, it can be deleted.

    Open The event is open for participant responses.

    Paused The event has been paused. Agency customers can edit, cancel, change the timing rules, or resume the event. While the event is paused, participants are unable to submit a response.

    Pending Selection The event is no longer accepting responses. At this stage, customers can choose to award, close, reopen, or edit the event.

    Completed The event is complete. If the customer awards the event, it cannot be reopened or edited. This status will also appear if the event has been closed by the customer.

    Cancelled The event has been cancelled. Event information and attachments remain available for download.

  • MFMP Sourcing Manual 12

    Performing System Searches Agency customers can search for eQuotes created by any agency. From the Search portlet on the Dashboard, search for an event by Keywords, ID, or Title. Customers may also search for eQuotes using the Search drop-down on the menu bar. Once the information has been entered, click Search.

    Viewing Search Results Sourcing displays a maximum of 100 search results; however, the customer has the option to ignore the maximum limit of 100 by selecting the Ignore max results limit option in the advanced area of the Search Options menu. After the customer receives their search results, they may click the table icon to show or hide search results columns, group search results by column, and export search results to Microsoft Excel.

  • MFMP Sourcing Manual 13

    Exporting & Importing Events Customers can export all event information, including related attachments, for an event in any status. Exporting an event gives the customer the ability to save the event information for future use, such as creating a new event, or for sharing with a coworker.

    Agency customers may also import event information using a previously exported Microsoft Excel spreadsheet. The exported spreadsheet contains the exported event’s content, rules, and/or participants. Customers can modify or add to the data in Excel, then import the modified spreadsheet back to MFMP Sourcing to create a new event.

    Exporting an Event 1. Open the MFMP Sourcing event that needs to be exported

    2. Click Actions and select Excel Export

    3. On the Export Content to Excel screen, in Step 1, select the data that needs to be exported (Content, Participants, and/or Rules)

    4. In Step 2, click the link titled Click here to open your eQuote in an Excel Spreadsheet

    5. If the exported event contains attachments, click the link Click to download existing attachments into a Zip file. Please note that the event data spreadsheet is not included within the zip file, only attachments; thus, for exported event with attachments, customers must download both files

    6. Click Done to return to the eQuote

  • MFMP Sourcing Manual 14

    Exported eQuote Spreadsheet Example When importing eQuotes, Project Owners should make sure that the first tab of the exported Excel workbook looks identical to the one below. Project Owners should also take note of the general guidelines and cell legend located on the first tab. MyFloridaMarketPlace Sourcing allows the import of data using this Excel template. Only Excel spreadsheets previously exported from MFMP Sourcing can be imported.

    Importing an Event

    1. Begin creating a new eQuote

    2. Navigate to either the Suppliers or the Content page of the event. Project Owners can import previously exported content/participants/rules from either page

    3. Click the Excel Import button at the bottom of the page

    4. In Step 4, select whether to add the previously exported data to the current event data or to replace the current event data selected in Step 1. Choosing Replace Event Data will remove all the existing content, participants, and rules from the event

    5. In Step 5 click the Browse button to locate the Excel spreadsheet file to import

    6. If this spreadsheet lists reference documents on the Content or Terms pages, make sure all these files are in a zip file. Then click the second Browse button in Step 5 and find the zip file containing the attachments

    7. Click Import in Step 6 to import these files

  • MFMP Sourcing Manual 15

    8. Click Done to return to the event

  • MFMP Sourcing Manual 16

    Creating eQuotes MyFloridaMarketPlace Sourcing gives customers the ability to issue informal electronic quotes (eQuotes) to registered vendors. To access MFMP Sourcing, customers will need to have the appropriate permissions (Sourcing and Sourcing eQuote) assigned by their agency’s MFMP System Administrator. Before creating an eQuote, customers should consider the supplemental documents they will need to include in their event.

    Initiating an Integrated eQuote An eQuote can originate in MFMP Buyer, tying the eQuote to the requisition. To initiate an eQuote using integration, the customer must create a non-catalog requisition and complete all required fields before selecting the Create an MFMP eQuote event link. If the eQuote link is selected before required fields are populated, header and line-level errors will display on the requisition. The link to MFMP Sourcing may not display if the Requester does not have Sourcing and Sourcing eQuote permissions. The steps below detail the integrated eQuote creation method.

    The following information prepopulates on the eQuote in MFMP Sourcing, from the requisition.

    MFMP Buyer Requisition MFMP Sourcing eQuote

    Requisition ID and Title Name

    Total Cost Baseline Spend

    Currency Currency

    Unit of Measure Unit of Measure

    Line Item Detail Line Item

    To create an integrated eQuote, enter information about the good(s) or service(s) being procured on a requisition in MFMP Buyer. Please note that all of the fields below containing an asterisk (*) are required fields.

    1. Login to MFMP Buyer

    2. On the Common Actions menu, select Requisition

    3. Click Create Non-Catalog Item

    4. Enter the Description for the solicited item

    5. Select an applicable class or commodity level Commodity Code

    6. Click the Vendor Location and select any vendor

    Note: The supplier selected here will not be invited to the eQuote and the requisition will automatically update with the correct supplier once the eQuote has been awarded

    Tip: Line items on integrated events should always be updated directly in MFMP Buyer rather than

    MFMP Sourcing to prevent breaking the integration between the requisition and eQuote. If a

    customer needs to make an edit to a line item, they should make the update in MFMP Buyer and

    then choose to reset the eQuote to accept the updates.

    https://buyer.myfloridamarketplace.com/

  • MFMP Sourcing Manual 17

    7. Select a Method of Procurement (agencies receive utilization credit for B, F, or 16)

    8. Enter a Quantity and the expected spend, via the Price field

    9. Select an applicable Unit of Measure

    Note: The Price field references historical spend. This field is not visible to the vendor. The price is automatically updated once the eQuote is awarded

    10. Click OK

    11. If a quote is needed for multiple items, click the Add Non-Catalog Item button and repeat steps four through 10 above

    12. Once all desired line items have been added to the requisition, edit each line to add the required accounting information

    Note: This can be done individually or by selecting all items and clicking edit (a mass edit)

    13. Enter a Title on the Summary tab. This becomes the eQuote title

    14. Click the Create an MFMP eQuote event link

  • MFMP Sourcing Manual 18

    15. Login to MFMP Sourcing using the same login as MFMP Buyer. The event Overview page will automatically open

    16. Name*: This field auto-populated with title of the requisition. As invited participants receive an

    email notification that includes the name of the eQuote, MFMP recommends updating the name, if necessary, to make sure that it is not confusing to participant. The name can contain up to 254 characters and cannot be the name of another event. The name cannot contain special characters, such as #*^@)}

    17. Description: Participants are not able to view the information entered into this box. Project Owners may use this field to enter a description of the event for historical reference

    18. Project*: Leave this field auto-populated as Quick Project

    19. Event Type*: Leave this field auto-populated as eQuote. This event type populates the eQuote Master Template at the bottom of the screen

    20. Test Project*: Leave as No. If a test project is created in the MFMP Sourcing production environment, the event will still generate supplier notifications

    21. Departments*: Project Owners must select their agency from the drop-down

    22. Baseline Spend: The estimated total spend or historic spend. This field is auto-populated with the total amount from the requisition. Participants are unable to view this field

    23. Target Savings %: Enter the targeted savings percentage, if applicable

    24. Notify Vendors?: MFMP recommends leaving defaulted as No. This will require Project Owners to manually select the participants on the Suppliers page. If Yes is selected, then notifications will be sent to all participants registered with the selected commodity code(s)

    25. Predecessor Project: If desired, Project Owners can select and import data from a related, previously completed eQuote. If selected, the system will add a link to the previous eQuote to the new eQuote. To learn more, see Predecessor Projects.

  • MFMP Sourcing Manual 19

    Note: To edit an event’s overview, for example, its title or description, after the event has been created, go to the Summary page, click Actions, and select Edit Overview

    26. Owner*: The Project Owner’s name will appear here

    27. Commodity*: This field is auto-populated with the commodity code selected on the requisition.

    28. Contract Months: Project Owners may wish to record the duration of the contract resulting from this eQuote in this field. This field is not required

    29. Contract Number: For eQuotes with MOP B (off of a State Term Contract requiring quotes), select the applicable State Term Contract number

    30. Contract Effective Date: Project Owners may wish to record the start date of the contract resulting from this eQuote in this field. This field is not required

    31. Number of Available Renewals (Years): Enter the number of available renewals for the resulting contract, if applicable

    32. Click the Create button. After this point, MFMP Sourcing will auto-save all work

  • MFMP Sourcing Manual 20

    Initiating a Manual eQuote The steps below detail the manual eQuote creation method that creates a stand-alone eQuote that is not tied to a requisition in MFMP Buyer. Please note that all of the fields below containing an asterisk (*) are required fields.

    1. Login to MFMP Sourcing and view the dashboard. Agency customers can return to the dashboard at any time by clicking Home

    2. Click Create on the menu bar and select Sourcing Project

    3. Name*: Enter the name of the eQuote. The name can contain up to 254 characters and cannot be

    the name of another project. The name cannot contain special characters such as #*^@)}. Invited suppliers receive an email notification that included the name of the eQuote, so make sure that it is not confusing to vendors

    4. Description: Participants are not able to view the information entered into this box. Project Owners may use this field to enter a description of the event for historical reference

    5. Copy from Project: Project Owners may copy any of their previously created eQuotes

    6. Project*: Select Quick Project

    7. Event Type*: Select eQuote from the drop-down. This event type populates the eQuote Master Template at the bottom of the screen

    8. Test Project*: Select No. If a test project is created in the MFMP Sourcing production environment, the project will still generate notifications

    9. Departments*: Project Owners must select their agency from the drop-down

    10. Baseline Spend: Enter the estimated total spend or historic spend

    11. Target Savings %: Enter the targeted savings percentage, if applicable

    https://sourcing.myfloridamarketplace.com/Sourcing/Main?passwordadapter=PasswordAdapter1

  • MFMP Sourcing Manual 21

    12. Notify Vendor?: MFMP recommends leaving defaulted as No. This will have required Project Owners to manually select the participants on the Suppliers page. If Yes is selected, then notifications will be sent to all participants registered with the selected commodity code(s)

    13. Predecessor Project: If desired, customers can select and import data from a related, previously completed eQuote. If selected, the system will add a link to the previous eQuote on the new eQuote. To learn more, see Predecessor Projects.

    Note: To edit an event’s overview, for example, its title or description, after the event has been created, go to the Summary page, click Actions, and select Edit Overview

    14. Owner: The initial Project Owner’s name will appear here

    Note: The Project Owner can add additional owners to the event on the Team Page

    15. Commodity: Select a class or commodity code to classify the goods or services that are being procured. The State of Florida uses the United Nations Standard Products and Services Code (UNSPSC) set. Please note that the system requires customers to select a commodity code at the Class or Code level (e.g., XXXXXX00 or XXXXXXXX). For more information about commodity codes, please view the Commodity Code webpage

    16. Contract Months: Project Owners may wish to record the duration of the contract resulting from this eQuote in this field. This field is not required

    17. Contract Number: For eQuotes with MOP B (off of a State Term Contract requiring quotes), select the applicable State Term Contract number

    18. Contract Effective Date: Project Owners may wish to record the start date of the contract resulting from this eQuote in this field. This field is not required

    19. Number of Available Renewals (Years): Enter the number of available renewals for the resulting contract, if applicable

    20. Click the Create button. After this point, MFMP Sourcing will auto-save all work

    http://www.unspsc.org/educationhttp://www.unspsc.org/educationhttp://www.dms.myflorida.com/mfmp/projects/commoditycode

  • MFMP Sourcing Manual 22

    Building an eQuote Once the overview page is completed, there are five additional steps that need to be completed to publish the eQuote:

    • Rules - Define the rules of the event

    • Team – Define the team

    • Suppliers - Invite suppliers to participate in the event

    • Content - Build information about requested good(s) and/or service(s)

    • Summary - Review a complete summary of the event

    Developing Rules On the Rules page, the Project Owner can select the timing for the event, choose whether they want to view participants’ bids in real time and select how they wish to receive system notifications.

    Timing Rules • Duration: Allows the Project Owner to establish a numerical value and select Days, Hours, or

    Minutes from a drop-down. Please note that days are calculated based on calendar and not business days

    • Fixed Time: Allows the Project Owner to select an end date from an interactive calendar and select an end time from a drop-down list. MyFloridaMarketPlace recommends using this option

    • No time limit: If chosen, the eQuote will never end. However, once published, the customer can edit the event to reflect an appropriate end time. MyFloridaMarketPlace does not recommend choosing No time limit

    Market Feedback Rules The Market Feedback field determines when the Project Owner(s) can view participant’s bid responses. Selecting Yes to Can owner see responses before event closes, allows the Project Owner to see the participant’s responses in real time. Selecting No requires the Project Owner to wait until the eQuote has ended and the status has moved to ‘Pending Selection’ status to view the participant’s responses.

  • MFMP Sourcing Manual 23

    Message Board Rules The Message Board is where participants and Team Members can compose, send, and read messages. In the Receive emails from participants at this address field, select where to receive email communications. MFMP Sourcing offers two options:

    • Owner email address: MFMP Sourcing uses the email address(es) of the Project Owner(s)

    • Other email address: The Project Owner can input an alternate email address to receive the participants email responses. For example, an agency division or department may wish to receive communications via an email distribution list

    Selecting Team Members The Team page of an eQuote specifies who can view and edit the event. The Project Owner can grant each Team Member specific groups and permissions. A customer can be in multiple groups. Common groups include: Project Owner and Observer. For more information about groups and associated permissions, please contact the MyFloridaMarketPlace team.

    Group Notable Permissions

    Project Owner Can edit/create documents, tasks, and announcements, receives system notifications

    Observer Can edit/create announcements, can access participants’ messages, can view audit logs

    Adding Additional Project Owners to a Group 1. Click the Plus (+) button and then open the drop-down in the new, empty Project Owner group, to

    add an additional member

    2. Recently selected customers (for any group) appear in the drop-down menu. To add others, choose Search for more

    3. Search for other customers

    4. Check the box next to the customer’s name and then click Done

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    Adding the Observer Group 1. Click the Add Group button

    2. On the Project Group Details page, enter a title for the new group (e.g. Observer)

    3. To add the Observer role, click the select link

    4. Search for and select the Observer Team Member role and click the Done button

    5. Click the yellow OK button to return to the Team page

    6. To add a new member to the group, click the drop-down and search for the relevant customer

    7. Check the box next to the customer’s name and then click Done

    Removing a Team Member from a Group If a Team Member is added to a group in error or if a Team Member needs to be removed from a group, complete the following steps:

    1. Click the drop-down at the right side of the group, to remove a member

    2. Select Search for more

    3. On the currently selected list, uncheck customers that need to be removed and click Done

    4. After unchecking the customer, click Done in the lower right corner

    Inviting Participants Once an event is published, the invited suppliers will receive email invitations at the solicitation/sales email address they have listed in their Vendor Information Portal (VIP) account. See Notifications for further information regarding system notifications. Agency customers can only invite suppliers that are registered in MFMP VIP and have selected to receive Sourcing notifications. Agency customers have the option to flag incumbent suppliers, which may be useful when awarding an event. For example, switching from an incumbent supplier may incur additional costs. Agency customers can only invite up to 100 suppliers per event. This limit is set in MFMP Sourcing to safeguard against performance issues on events with an unmanageable number of invited suppliers.

    When creating an eQuote (on the event Overview screen), customers are required to select how they will invite suppliers to respond to their eQuote. Selecting Yes to the Notify Vendors? field tells the system to invite suppliers based on the commodity code(s) selected. When inviting suppliers by commodity code, customers are required to add the ‘Public User’ supplier. Selecting No requires the Project Owner to individually select which suppliers to participate. MyFloridaMarketPlace recommends that customer select No and invite participants directly.

    Inviting Participants to an Event: 1. From the Suppliers page, click the Invite Participants button. Alternatively, customers can click

    Excel Import to import a list of suppliers. See the Importing and Exporting section for more information

    2. Search for suppliers using the pre-populated search criteria and click Search

    Note: To add or remove search criteria, click Search Options, and select the desired filters

    3. Place a checkmark next to the desired suppliers and then click the OK button

    Tip: Team Members can also be removed by clicking the minus button next to their name. The gray

    button will turn red to signify which member will be removed.

    https://vendor.myfloridamarketplace.com/

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    Note: This will return the Project Owner to the Suppliers page

    4. To invite more suppliers to participate, click the Invite Another Participant button and repeat steps two through five

    5. For more information about selecting vendors, view the Searching for Vendors in VIP online training

    Inviting All Participants Based on Commodity Code to an Event:

    1. From the Suppliers page, click the Invite Participants button

    2. Enter Public User as the supplier’s name

    3. Click the yellow Search button

    4. Place a checkmark next to the supplier name and click the OK button

    Note: Adding Public User as a participant will invite all registered vendors with the selected commodity code

    Tip: MyFloridaMarketPlace recommends inviting three to 12 suppliers per eQuote.

    http://www.dms.myflorida.com/searching_for_vendors_in_mfmp_online_traininghttp://www.dms.myflorida.com/searching_for_vendors_in_mfmp_online_training

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    Creating Content Standard eQuote Content Template The content section of an eQuote is the information that the participants will review and respond to. MyFloridaMarketPlace auto-populates a standard template with four sections for eQuotes (integrated eQuotes also contain additional sections for the line items developed in MFMP Buyer). This template is intended as a guideline; if the content is not applicable to the eQuote, customers can delete an entire section or individual fields within a section. In addition to the auto-populated sections, customers may add addition content, as needed. For example, typical additional content could include:

    • Introductory text, information, and instructions for suppliers

    • Terms to define the relationship between the customer and the suppliers

    • Questions for suppliers to answer

    • Requirements that suppliers must meet

    • File attachments for suppliers to view

    • Line items or lots for suppliers to bid on

    When creating content, consider these questions:

    • What is the best way to get pricing information?

    • Does it represent a group of items (a lot, line item or a section)?

    • What should the unit of measure be?

    • Would suppliers compete on it or negotiate on it?

    On the Content page, customers should complete each of the fields, removing unnecessary fields and adding new content, as necessary.

    • Section 1: The Overview section contains seven required fields. The Project Owner should enter the contact information for the main contact for the eQuote in the Requester, Requester Email, and Requester Phone fields. If the eQuote is for commodities, the Project Owner should add the shipping information in the Ship-To Address, Delivery Needed by date, Rush Delivery acceptance, and FOB Code fields

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    • Section 2: The Purpose and Scope section contains two required fields: Additional Information and Substitute Products. Agency customers should enter their scope of work or eQuote requirements in the Additional Information field. Agency customers may also desire to upload a document for their invited suppliers to view (see the Creating an Attachment section for more information). The Substitute Products field lets the participants know whether the customer will accept products other than the ones explicitly requested in the eQuote. If this is not applicable to the eQuote, customers may delete this line

    • Section 3: The Notes/Attachments section is where customers can upload documents or information for the suppliers to review (e.g., Requirements). See the Creating an Attachment or Creating a Requirement sections for more information

    • Section 4: The Vendor Response section is intended for customers to add questions they want the participants to respond to. See the Creating a Question section for more information. For manual eQuotes, the customer may add line items for the participant to submit their pricing response. See the Creating a Line Item section for more information

    • Section 5 and on (integrated eQuotes only): Line item(s) information from the requisition will auto-populate starting with Section 5. Customers are required to select the date they need the product or service by in the Need by date field for each line item

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    Adding Additional Sections Project Owners have the option to add additional sections to the standard eQuote template.

    1. To create a new section, click the Add button and then select Section

    2. Complete the applicable fields

    a. Name: Title of the new section

    b. Description: Provide a description of the new section

    c. Visible to Participant: Specify if the item or term is visible to a participant

    d. Team Access Control: Specify which Team Members cannot see the content, if applicable

    3. Click OK

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    Creating a Question Project Owners can utilize questions to solicit information from participants.

    1. To create a question, click the Add button and then select Question

    2. Location: Determines where this question will be placed in the event. Selecting the Add Inside radio button, places the question as a sub-point of the originally selected section. Selecting the Add After radio button, creates a new section after the originally selected section

    3. Name: Enter the question to your participants in the Name field

    4. Include in cost: Project Owners can add, subtract, or multiply this value to make up the total cost. To apply a discount, use a percentage data type and specify the percentage discount. Click the drop-down to choose between No or Custom. The default setting for this field is No. See the Cost Terms section for more information

    5. Answer Type: Select how the participants can respond to the question. Specifying a specific answer type allows Project Owners to define acceptable answer values. See the table below for a list of available answer types:

    Answer Types Supplier Response Option Size/Range

    Text (Single Line)

    Provides single line free text box for participants to input their response. Single Line text fields have a 4,000 character limit

    Size: 4000 characters

    Text (Multi Line)

    Provides multi line free text box for participants to input their response. Multi Line text fields have no character quantity limits

    Size: unlimited

    Whole Number

    Provides field that only accepts whole numbers for participants to input their response (decimals are automatically removed)

    Range: +/- 2,147,483,648

    Decimal Number

    Provides field that only accepts decimal number values for participants to input their response (set number of decimals places)

    Range: unlimited

    Date Provides field that only accepts a date for participants to input their response

    January 1, 1900 –January 1, 9999

    Money Provides field that only accepts a dollar amount for participants to input their response (USD)

    Range: +/- 10^18

    Yes/No Provides field that only accepts a Yes" or "No" value for participants to input their response

    Yes or No

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    6. Acceptable Values: Create a list of participants’ response options or limits the range of acceptable

    answers from participants. Project Owners may use this field to limit the potential responses to the question

    7. Response Required?: Select whether the participants are required to submit a response to this question. MFMP Sourcing defaults the answer as Yes, Participant Required; however, this field can be set to Not Required or Yes, Owner Required

    8. Reference Documents: Customers may attach a document for the participants to reference when responding to this question, if desired

    9. Visible to Participant: Specify if this item is visible to participants. MyFloridaMarketPlace Sourcing defaults this field to Yes; however, this filed can be set to Yes, after the participant accepts the agreement

    10. Participant can add additional comments and attachments: Specify whether participants will be able to provide additional comments and attach supporting documentation

    11. Use participant-specific values?: Project Owners may select specific values for participants, if desired

    12. Team Access Control: Content visibility can be restricted to certain Team Members. Depending on how the Team Access Controls are set, certain customers will not be able to see the content. For example, if an item is set to Owner Only, then only the Project Owner will be able to see it

    Attachment Provides field that only accepts an uploaded attachment from participants

    Max size: 20 MB

    Percentage

    Provides field that only accepts a percentage for participants to input their response (set number of decimals places)

    Range: +/- 10^17

    Quantity Provides field that only quantity value for participants to input their response (each)

    Range: +/- 2,147,483,648

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    13. Initial Value: Specifies a specific answer to be populated initially for the question. The Project Owner can communicate expectations to the participants by setting a default value

    Creating a Line Item

    • For manual eQuotes, Project Owners can add line items to their eQuotes. However, please note that for integrated eQuotes, line items can only be created and edited in the requisition in MFMP Buyer

    Line items have these special characteristics:

    • A line item is an individual part or service that has an associated price

    • Agency customers can use line items to specify distinct products by their unique identifier, such as a manufacturer’s part number or SKU

    • Line items do not have to be inside lots, see Creating Lots for more information

    • A line item always has an associated unit of measure, for example, 50 items, 10 lbs., or 8 hours

    • Agency customers can set the number of decimal places for the item unit price out to 5 decimals

    • Line items can be split between participants, when awarding (only when outside a lot)

    MyFloridaMarketPlace recommends that customers always include at least one line item per eQuote. Line items should always be setup to mirror how the participant will submit an invoice. For example, if

  • MFMP Sourcing Manual 32

    the agency is requesting staff augmentation services, the participant will most likely respond with their hour rate. Thus, the line item should reflect the relevant number of service hours and the unit of measure should be hour.

    1. To create a line item, click Add and select Line Item

    2. Name: Enter the name of goods or services being requested

    3. Description: Provide the relevant details of the goods or services. Include all relevant information that the participants will need to provide a quote

    4. Commodity: Enter the Commodity code associated with the goods or services being requested

    5. Visible to Participant: Specify if the item is visible to the vendor

    6. Team Access Control: Specify which Team Members can see the content

    7. Item Terms: Set specialized information about the line item. The line item will automatically require terms such as price and quantity, which the Project Owner must complete when creating the line item

    8. List of Invited Participants: Customers may choose to exclude vendors from certain line items. View the List of Invited Participants section for more details

    9. Click Done

    Ceiling/ Initial Price A ceiling price is the highest dollar amount participants can provide for line item pricing, it can only be set when creating a manual eQuote and the Participants bid on all units (extended bidding) option is selected. If the participant tries to submit a bid higher than the established ceiling price, then they will see the follow error message:

  • MFMP Sourcing Manual 33

    Establishing a Ceiling Price 1. Place a check next to the relevant line item

    2. Click the Edit button from the drop-down menu and select Content

    3. Select the Participants bid on all units (extended bidding) radio button

    4. Input the desired Ceiling/Initial extended price

    5. Click the yellow Done button

    Historic Price MyFloridaMarketPlace Sourcing uses historic prices to calculate an event’s savings. The Project Owner enters the price that they expect to pay for the good or service they are procuring, based on the previous purchase. When suppliers enter their bids, the system automatically calculates the savings.

    Reserve Price The reserve price is the price at which it begins to make sense for the Project Owner to award business to a participant. The reserve price also helps manage the participant expectations. Participants understand that the Project Owner may not award business to bids that do not meet or improve on the reserve price. Participants can view the reserve and/or ceiling prices by clicking on the small (i) icon.

    Bid per unit / Bid all units Participants bid per unit (unit bidding) - Requires participants to enter their bids for line item pricing. MyFloridaMarketPlace Sourcing multiplies the line item price by the quantity, and adds in the effect of any cost formulas, to calculate the extended price and savings fields. When asking for a unit price, be sure to provide detailed instructions to the suppliers.

    Participants bid on all units (extended bidding) - Causes participants to enter their bids for the extended price. The system divides by the quantity to calculate the item price. Agency customers should

  • MFMP Sourcing Manual 34

    choose the bidding option that is most convenient for the participants. MyFloridaMarketPlace recommends that Project Owners only use the extended bidding option when creating manual eQuotes.

    List of Invited Participants The Project Owner can exclude invited participants from specific line items by selecting the relevant participants and clicking Remove. In this area, the Project Owner can also set participant-specific values for line items. Click the button Set Participant–Specific Values to activate participant specific values for the line item.

    Include in Cost The options are:

    • No – Non-numeric answer types such as text cannot be used in formulas

    • Custom – Enables the Project Owner to map the non-numerical answer types (text, date, and yes/no) to numerical values so they can use them in formulas

    • Adder, Subtracter, Multiplier, or Percent Discount – These options determine how the term is used in the various functions described in the Cost Terms Appendix

    Note: Choosing Custom will default the Answer Type setting to Money and the Number of Decimal Places setting to two decimal places

  • MFMP Sourcing Manual 35

    Creating Lots A lot is a group of goods and/or services that the customer wishes to combine so that the participants may respond per lot. Items within a lot are of a single class, composition, model, size, type, or version, and are intended to have uniform quality and characteristics within specified limits. Usually lots are composed of one or more line items; however, it is possible to have a lot with no line items. Lots have several special characteristics:

    • The price of a lot is the combined total of all the line items in the lot

    • Lots are optional elements

    • Lots are always the extended price or the total cost

    • A lot is awarded in its entirety; customers cannot award line items in a lot to different participants

    Lots and Line Items Compared Agency customers can use lots and line items together to collect pricing information.

    • A line item is the smallest item on which a participant can bid. It has a unique identifier, such as a manufacturer's part number or SKU. When a customer adds a line item to their event, they should enter the quantity associated with the item that they want to buy. Agency customers should make sure the unit(s) of measure are relevant to the good(s) or service(s) they are procuring

    • A lot is a group of line items, and the price of a lot is the combined total of those line items

    • By adding content as a line item (whenever possible), customers can take advantage of a supplier's ability to give them a price break on selected items

    1. In the Content page, select Add and then select Lot

    2. Select the type of lot

    3. Fill in the fields that apply to the eQuote

    a. Name: Title of the lot

    b. Description: Description of the lot

    c. Commodity Code: The commodity code that represents the lot

    d. Lot Type: The type of lot that will be added to the eQuote. For more information on the different lot options view the Lot Types table

    e. Visible to Paticpant: Specifies if the lot is visble to a particpant

    4. Click Done

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    Lot Types The following table defines the different types of lots:

    Lot Type Description

    Bid at Item level, compete at lot level (collect item pricing during bidding)

    This lot type allows the customer to collect line item pricing during bidding. This option provides more competitive pricing. However, the participants must enter much more information. If there are many items within a lot, then it might be difficult for participants to enter the detail information during the event.

    Bid at lot level, compete at lot level (collect item pricing post bidding)

    MyFloridaMarketPlace Sourcing displays the line items in the lot, but participants cannot enter prices for individual line items, only for the entire lot. The bids are always on the extended price or total cost. The Project Owner should use this lot type if they want to have multiple line items within a lot. This option will save participants time by making it easier for them to complete the bidding process.

    When the event is finished, participants fill in the individual line item prices in a process known as Lot Reconciliation. Agency customers will need to examine the item prices before they make their awarding decision in case a participant(s) raised some of their prices while lowering others to achieve a better lot price.

    Bid at lot level, compete at lot level (do not collect item pricing)

    The Project Owner should choose this option if they do not want to collect line item pricing information for their lots. The Project Owner cannot add line items to this type of lot. The bids are always on the extended price or total cost of the lot.

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    Bid discounted value at item level, compete at lot level (collect item pricing during bidding)

    A bundle is a grouping into which the Project Owner can create copies of line items. These line items can have a different price when sold as part of the bundle.

    Bid at Item Level, Compete at Item Level

    This type of bid allows the customer to collect line item pricing during bidding.

    Creating a Requirement A Requirement is a statement added to the eQuote, communicating information about the customer’s expectations. Participants are only able to view the requirements; they are not able to respond to these statements.

    For example, the Project Owner might add a requirement stating, “To submit a response, vendors must have a current vendor registration and be listed as ‘Active’ for “MFMP Sourcing Events” within the MFMP Vendor Information Portal (VIP).”

    Requirements can have attached reference documents. If the event is exported to a spreadsheet, the attached reference documents are exported in an accompanying zip file.

    1. To create a Requirement, choose Add and select Requirement

    2. Complete the applicable fields

    a. Requirement: Enter the statement

    b. Reference Documents: Attach reference documentation

    c. Visible to Participant: Specify if the requirement is visible to a participant

    d. Team Access Control: Specify which Team Members cannot see the content, if applicable

    3. Click Done

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    Creating an Attachment Attachments allow Project Owners to select a file for participants to view. For example, if a Project Owner is creating an eQuote for automobile parts, they might attach a PDF detailing the design of the parts. Project Owners can upload file(s) directly from their computers. Participants can click on a link to download and view the file(s) on their own computer. Project Owners should communicate to the participants the file format of the attachments and the applications they need to view them.

    Whenever participants download or view an attachment, an entry to that effect is added to the Audit Log Entries. To see additional log entries, turn on Show Users Logs via the Table Option Menu.

    1. To create an Attachment, choose Add and select Attachment

    2. Complete the applicable fields:

    a. Description: Description of the attachment

    b. Attachment: Select the Attach a file link to add attach the applicable document

    c. Reference Documents: Select the Attach a file link to attach reference documentation

    d. Visible to Participant: Specify if the item or term is visible to a participant

    e. Team Access Control: Specify which Team Members cannot see the content, if applicable

    3. Click Done

    Tip: If customers want to collect information from participants in the form of a file attachment they have uploaded, click the Add button, select Question, and set the answer type to Attachment.

  • MFMP Sourcing Manual 39

    Accessing Sourcing Library Content Project Owners can choose to copy content from any eQuote that is in the Sourcing Library. All eQuotes created are available in the Sourcing Library.

    1. While on the Content page, click Add and select Content From Library

    2. On the Add Content From Sourcing Library page, find the document to import. Either Browse by the document by choosing Explore Library or Search for the document by choosing Search Library or Events

    3. Search for the document to copy and click Select

    4. Click Copy

    Best Practices for Creating Content It is helpful to follow certain best practices to maximize the value of the event. These suggestions help to create simple, understandable content:

    • Organize the content logically so it is easy to understand. Rearrange content by using the Edit menu (cut, copy, and paste) or by dragging and dropping

    • Always place questions within a section

    • Avoid creating sections nested more than three levels deep

    • Phrase requirements so that they make a statement

    Tip: Project Owners can also import eQuote content by selecting a predecessor project on the Create Sourcing Project page.

  • MFMP Sourcing Manual 40

    • Phrase questions so they ask who, what, when, where, or how. For example, to ask a question do not say “Number of employees.” Instead say “How many people do you employ”

    • Create questions to be as quantifiable as possible. Asking questions that solicit numerical facts or a selection from a list of choices, as opposed to vague open-ended questions, helps to get the most value out of MFMP Sourcing

    • Selecting View as Participant from the Action button, on the Content page, allows the Project Owner to view the event while acting as one of the invited participants. This is a great way to validate that event content is clear and that participants can provide responses to questions, attachments, and line items. Once finished, select the End Preview link

    Viewing and Publishing an Event The system checks for errors when a customer navigates to the Summary page. After the customer fixes the errors, they may publish the event. Publishing an eQuote immediately opens the event for bidding to the selected participant(s).

    Reviewing the Event Click Step 5, Summary on the left table to access the Summary page. Scroll through the summary to review the event details. Correct any errors that are displayed.

    If there are any errors, they appear in a gray box at the top of the page.

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    An event cannot be published until all errors are fixed. If errors exist, then the customer will need to correct the errors and then return to the Summary page. Review each section to make sure the settings and content are correct. To edit any of the fields in the Overview section, click Actions and select Edit Overview.

    Publishing the Event On the Summary page, click Publish. Publishing the event prompts MFMP Sourcing to notify invited suppliers about eQuote. For more information about how the system notifies participants, see System Notifications. Agency customers can then click Monitor to view the event or return to the MFMP Sourcing Dashboard. See the Monitoring an Event section for more detail. Agency customers may click the Exit button if they wish to leave the eQuote without publishing it; as MFMP Sourcing auto-saves all work, there is no need to save an eQuote after the overview is complete.

  • MFMP Sourcing Manual 42

    Event Management After the Project Owner publishes the event, MFMP Sourcing notifies the invited suppliers, giving them an opportunity to respond.

    Monitoring an Event Accessing an Event

    1. If an event was recently created, then it may be listed in the My Documents section on the Dashboard. Click the event title to see the event’s monitoring page

    2. If an event is not listed in the My Documents section, then the customer must search for it. In the Search box on the Dashboard, enter the ID or the Name of the event and click Search. These fields are not case sensitive

    3. Once the event is located, left-click on the event name, and choose Open

    The event’s detail view has two parts, the Actions drop-down menu and a set of tabs. The Actions drop-down menu allows the customer to make event-wide actions (e.g., pausing an event). The tabs allow the customer to monitor and interact with individual elements of the event.

    If any of the content has been restricted using the Team Access Control field, the customer cannot see that Content tab unless they are in the group(s) granted access. For information on setting the Team Access Control, see the Team Access Control section.

    Monitoring Tabs The various tabs of the event’s detail view allow the customer to access information and take actions on specific areas of the event. Each tab has an Actions drop-down menu where a customer can export or customize the information on each tab.

    Overview Tab This tab allows the customer to view overview data, such as:

    • The eQuote’s ID Number

    • The eQuote’s creation date

    • The customer who created the eQuote

    • The Target Savings Percent

    • The version of the event

    • The timing rules that determine how the event runs

    • Link to requisition in MFMP Buyer (integrated eQuotes only)

    Tip: If the event has not been published, choose to exit the event and select View Details from the Confirm Edit Event Exit page. This will open the event’s detail view.

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    Content Tab This tab allows customers to view and compare supplier responses. If the Project Owner selected No in the Market Feedback field and the event is still open, they will be unable to view participant’s responses. Agency customers may sort and organize supplier responses on the Content tab with the following choices: Item Details, Participation Status, Responses, Price, Quantity, Extended Price, and Savings.

    The Content tab is also a convenient location from which to export participant responses to Excel, as described in Exporting Tables to Excel.

    Suppliers Tab This tab allows customers to view the status related to event participants:

    • See whether the supplier is actively viewing the event (indicated by a person-shaped icon)

    • View vendor status (e.g., declines to respond, intends to participate, or participated)

    • See status information about how far suppliers have progressed through the bidding process

    • See if the participant has been locked or designated as an incumbent

    Status Meaning

    No Status A blank status indicates that the participant has not yet accepted or declined the supplier agreement.

    Accepted Agreement The participant accepted the bidder agreement, but has not yet indicated intent to bid on specific items.

    Declined Agreement The participant actively declined the bidder agreement and does not intend to participate in the event.

    Decline to Respond The participant has selected the Decline to Respond option, indicating that they are not able to provide the requested goods and/or services at this time.

    Intends to Participate The participants accepted the bidder agreement and has expressed interest to bid on one or more lots.

    Participated The participant has submitted a bid on one or more lots. If Market Feedback is set as No, customers will be unable to view this status until the event has closed.

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    Decline to Respond If any participant clicked the Decline to Respond button, the Project Owner(s) receives an email and a message to that effect, and the participant’s status appears as ‘Decline to Respond’ on the Suppliers tab. A yellow icon to the right of the status indicates that the supplier added a comment. Click the icon to read the comment. The Decline to Respond button is available until the participant accepts the bidder agreement.

    Locking Participants If a customer decides to prevent one of the participants invited to the event from competing, then the Project Owner can lock these participants out of the event. This completely removes the participant’s ability to access any information associated with the event.

    Locking Participants Verse Removing Them from an Event Locking participants out of an event is a reversible action. Choose to lock a participant when their ability to access the event needs to be removed, but might be restored in the future. If the participant is unlocked, then their access is restored as if they had never been locked.

    The Project Owner can also remove a participant’s access to an event by editing the event (see Editing Published Events) and removing them from the Supplier page. Agency customers should choose to remove a participant using this method when they are confident that they will not need to restore their access to the event. When a participant’s access is removed in this manner, MFMP Sourcing:

    • Revokes their access to the event. If they are currently viewing the event, they see an error page

    • Invalidates their bids and removes their lot participation choices (the selections they made on the Choose Lot page)

    • Removes the record of their having accepted the Event Agreement. If the customer is re-invited to an event later, they must re-accept it

    • Does not delete notifications and messages from their Notification and Message Center. If the participant is re-invited to an event, any notifications they received are still visible

    Locking a Participant Out of the Event 1. On the Suppliers tab, select the participant that needs to be locked

    2. Click Lock/Unlock. The locked column changes to Yes to indicate that the participant has been locked out of the event. The participant immediately receives a notification message informing them that they have been locked out of the event

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    Team Tab This tab allows customers to view information about Team Members and groups. Making updates to the team is described in Selecting Team Members.

    Report Tab This tab allows customers to view summary information about the event, including financial, invitation, bidding, and lot details. Report data is generated in real time, so as the event progresses the data will change.

    Message Tab MyFloridaMarketPlace Sourcing allows the project Owner and participants to communicate using messages. Received messages display in the event’s Message tab.

    Participants may view, send, and receive messages via the Event Messages link on their event console when logged into MFMP Sourcing.

    Sending a New Message 1. Click the Compose Message button at the bottom of the Messages tab

    2. New messages can only be sent to all participants. The Project Owner can choose to send to all Team Members, specific Team Members, or select none

    3. Give the message a title. By default, the subject is prefixed with the event ID, but this can be changed or removed

    4. Enter the text of the message and click Send. When the message is sent, the recipient sees:

    • A popup in the lower right-hand corner of their browser window if they are logged into the system

    Tip: When a participant sends a message, it goes to all event Team Members, but not other participants

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    • A message on the Message tab

    • An email to the Solicitation/Sales email address listed in their MFMP VIP account

    When a customer is logged out of MFMP Sourcing, the system continues to forward received messages to the customer’s email address, and archives the customer’s messages in the Messages tab.

    Replying to a Message: View a message by clicking the Subject link on the Messages tab. Messages that are unread are shown in bold font. To reply to a vendor’s message:

    • Click the Reply button to begin composing a response

    • Update all applicable fields and click the yellow Send button

    When a Team Member replies to a message, the reply goes to the participant who sent the message, plus any other Team Members selected. When a participant replies to a message, it goes to the sender and any other Team Members who also received the original message.

    Log Tab This tab displays a list of significant event actions performed by participants, the Project Owner, MFMP System Administrators, and MFMP Sourcing. Use the Log tab to view when sup