myfloridamarketplace 3.0 sourcing and equote overview€¦ · • mfmp sourcing 3.0 allows you to...

MyFloridaMarketPlace 3.0

Sourcing and eQuote Overview

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• Access MFMP Sourcing 3.0

• Sourcing 3.0 Overview

• Access Events

• Respond to Events

• Learn More

Agenda

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Access MFMP Sourcing 3.0

Sourcing 3.0 Login Page

• DMS Division of State Purchasing uses MFMP Sourcing 3.0 to issue

formal competitive solicitations

• State of Florida Agencies use MFMP Sourcing 3.0 to issue informal

electronic quotes, or eQuotes

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


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Benefits of Electronic Solicitation in Sourcing 3.0

•24/7 access to Web-based application

•Paperless

•Functionality for vendors is generally the same for formal

competitive solicitations and for informal quick quotes, i.e.,

eQuotes

•E-mail notifications based on commodity codes

•Event clock clearly shows time remaining:

• to preview solicitation

• to solicitation close

•Q&A board facilitates question submission

•History of vendor responses to any quotes

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• Vendors register for Sourcing 3.0 as part of ‘Vendor Information Portal’

(VIP) account registration / maintenance activities

• Select the ‘View / Edit Solicitation Selections’ option from the ‘I want

to’ dropdown list to launch the ‘Solicitations / Price Quote Requests’

page

Register in the Vendor Information Portal (VIP)

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• Update your ‘Solicitation’

preferences by selecting ‘Yes, I

want to participate in electronic

solicitations’

• Selecting ‘Yes’ also provides you

with solicitation notifications

from the Vendor Bid System (the

state’s central posting tool for

agency solicitation documents)


Vendor Information Portal Preferences

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Vendor Bid System (VBS)

The state’s central posting

tool for agency solicitation

documents. All state

agencies, universities and

colleges, and some local

governments post

solicitations in VBS.

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• Use the ‘I want to’ dropdown list to ‘View / Edit Commodity Codes’ associated

with your VIP and Sourcing account and navigate to the update page

• MFMP VIP sends account updates nightly to MFMP Sourcing 3.0

• Allow up to 48 hours for access for new registrations or updates

• Complete any registration updates at least 48 hours before a bid submission is due

• Once updated, MFMP sends e-mail notifications to you when a solicitation opens

with your registered commodity codes.

-Keep in mind, your firewall and other e-mail settings, could prevent delivery

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Sample MFMP Sourcing 3.0 Notification

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Sample Vendor Bid System (VBS) notification

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• To log in, enter the same username and password

information you currently use for your VIP

account

• If you forget your username or password, use the

‘Forgot Your Password’ link on VIP to reset it

contact the MyFloridaMarketPlace Customer

Service Desk at (866) 352-3776 or

[email protected] for

assistance

• Reset your username and password in VIP by 6 p.m. Eastern Time on a

given business day, and login to Sourcing 3.0 with that username /

password information the next business day

• Complete any registration updates at least 48 hours before a bid

submission is due


mailto:[email protected]?execution=e1s1

mailto:[email protected]

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• Access Events


• Learn More

Agenda

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• Easy Access for Vendors: Vendors' usernames

and passwords match their Vendor Information

Portal (VIP) username and password.

• "Join vs. Preview" functionality: Vendors can

"preview" solicitation information to determine if

they want to respond, i.e., "join" the solicitation

event in Sourcing 3.0.

• Promotes Transparency: Sourcing 3.0 includes

a “Public Access" view – without a username or

password. Simply click the “Public Access" button

to view Open events.

Sourcing 3.0 Overview

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• Functionality: Vendors respond in generally the

same way for either informal non-competitive

eQuotes, or formal competitive solicitations.

• Registration: Vendors registered in the

MyFloridaMarketPlace Vendor Information Portal

receive solicitation notices from Sourcing 3.0 and

the Vendor Bid System

- Firewall and other e-mail settings can prevent

delivery of the notices

- Monitor Sourcing and VBS regularly as well


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Event 1

Event 2

Event 3

Event Description

Event Description

Event Description

• Public Access view does not require a

username or password

• Click the ‘Public Access’ button to view all

‘Open’ events

• Public Access view includes a ‘Preview’

option for each event

• Note: To respond to solicitations,

vendors must log in under their specific

Sourcing accounts


Public Access

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Usernames and

passwords in Sourcing

and the Vendor

Information Portal (VIP)

(for the main contact)

are the same.


Access Solicitation Events

• Log into Sourcing 3.0

• Same username and password as in VIP

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Event Clock

•Upper right-hand corner of event displays clock

•Shows time remaining until solicitation event closes

18 This area will include a short description of the event.

Event 1

Event 2

Event 3


Once a vendor logs into Sourcing 3.0 using his/her

username and password, this view shows:

• “My Events”

(Solicitation events the vendor already joined)

• “Public Events”

(Solicitation events, not yet joined, with at least

one of the vendor’s selected commodity codes

My Events and Public Events

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Event 3 Click ‘Preview’ for summary level

information about the event, due

date, time remaining, etc.

This area will include a short description of the event.

Event 1

Event 2

Event 3

Preview


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Join

This area will include a short description of the event.

Event 1

Event 2

Event 3

•To join the solicitation event, be sure to click the

‘Join’ button next to the Public Event listed.

•To respond to the solicitation, vendors must join.

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• While an event is in a ‘Preview’ period, you can download

or print event materials (use the buttons above)

• The clock at the top of the screen shows the remaining

time that the solicitation is open for responses

Respond to Events

Preview Period

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• To respond, vendors must agree to the terms of the event.

• Use the ‘Event Details’ checklist / navigation menu to

facilitate the submission process to respond to an event

• Make sure to complete each area listed (including the link

to ‘Review and Accept Agreement’)

• Use the ‘Review Event Details’ page to view summary

information about the event and to download or print

event content

Respond to Events

Event Details

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• The ‘Review and Accept Agreement’ link displays the

terms of the bidder agreement

• Vendors must accept the agreement to submit an

official response

Respond to Events

Review and Accept Agreement

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To submit a message during an event, click on the

‘Event Messages’ link on the navigation panel

On the ‘Event Messages’ page, use the ‘Compose Message’

button to send a message to the event owner

Respond to Events

Submit a Question

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• Use the ‘Compose New Message’ screen text box

to type a question to the event owner

• Type your question / message and click ‘Send’ to

send the message to the event owner

Respond to Events

Submit a Question

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Respond to Events

Response Options

• Event Owner selects the type of responses and format he or

she wants

• Several different types of responses:

– Attachment Downloads

– Text Boxes (Single/Multi-Line)

– Yes/No Questions

– Pricing

– File Attachment Responses

• Asterisks (*) mark required fields

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Respond to Events

Attachment download Read-only document (example circled below) specifying

information the procurement officer wants in the response

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Respond to Events

Single Line

Multiple Line

Text Box Vendors submit responses in these fields (circled below)

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Respond to Events

• Yes / No questions default to “Unspecified”

• Select an answer from the dropdown

• Sourcing 3.0 permits only one answer per question

• Asterisks(*) mark required fields

Yes/No fields (circled below)

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Respond to Events

• If the procurement officer requests additional comments or

documentation, select the “quote balloon” icon (circled on this slide)

• If this icon is unavailable, the procurement officer does not allow comments

or attachments for the question

Adding Comments / Documentation

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Respond to Events

• When you select the “quote balloon” icon, Sourcing 3.0 displays a new

page to allow entry of text comments (above)

• To upload documentation click the “Attach a file” link and Sourcing 3.0

displays the ‘Add Attachment’ page (below)

Adding Comments / Documentation

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Respond to Events

File Attachment fields (circled below)

• Select “Attach a file”

• Sourcing 3.0 prompts you to browse to the file on your computer

• Select “OK” and your file uploads

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Test Event

Respond to Events

Submit your response

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Test Event

• To formally submit your bid, you must click ‘Submit Entire

Response’

• If you only click ‘Save,’ Sourcing saves your record; however, it

is not formally submitted

• State Purchasing encourages you to submit your Responses

well in advance of the Event day/time.

Respond to Events

Submit your response

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Test Event

Test Event

• When you click ‘Submit Entire Response,’ you see a

confirmation box

• You must click ‘OK’ to proceed

• Once you click ‘OK,’ Sourcing 3.0 displays this message at

the top of the event: “Your response has been submitted.

Thank you for participating in the event.”

Respond to Events

Confirmation box

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Test Event

Test Event

Additional helpful links include:

•Event Messages: Shows a message history of notices

associated with this event

•Response History: Shows confirmation that the

state received your ‘submitted’ response, and

therefore it is formally submitted

Respond to Events

History

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Test Vendor Vendor Contact

• Sample ‘Response History’ screen

• Displays vendor’s submission time and current status

- “Accepted” means vendor submitted the response

through the Sourcing tool and the state received it

Respond to Events

Response History

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Respond to Events

Revise in Sourcing as long solicitation is open

• You can update your submitted response if needed

- Assuming time is available before solicitation closes

• Click the ‘Revise Response’ button to update

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Respond to Events

Revise Responses

• Vendors will see the message shown here

– To continue with the revision, click ‘OK’

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Respond to Events

Revert to Original Response

• Vendor can revert back to the previous response by clicking

‘Reload Last Bid’

– This reverts to vendor’s most recent response

– Once solicitation event closes, the procurement officer receives

only the vendor’s last submitted response

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Respond to Events

Avoid Last-minute Responses

• MFMP recommends you submit your final bid response at least

24 hours prior to the event closing to allow time for updates if

needed.

• Provide vendors adequate time to verify in Sourcing that the

state received the response

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• Access Events


• Learn More

Agenda

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• MFMP Sourcing 3.0 allows you to view and respond to both :

- State Purchasing formal, competitive solicitations, and

- Agency informal solicitations or quotes off State Term Contracts

• Log in to your VIP account to update your “Solicitation

Preferences” to participate in electronic solicitations

• Log in to MFMP Sourcing 3.0 to familiarize yourself with

- Viewing “My Events” and “Public Events”

- Joining and Responding to events

- Submitting questions (when Event Owner allows)

- Submitting your responses

Learn More

To recap:

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• MyFloridaMarketPlace Vendor Toolkit

http://dms.MyFlorida.com/mfmp_vendors

• MyFloridaMarketPlace Vendor Training Opportunities

http://dms.MyFlorida.com/mfmp_tours

Learn More

http://dms.myflorida.com/mfmp_vendors

http://dms.myflorida.com/mfmp_tours

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Learn More

MyFloridaMarketPlace Customer Service Desk:

• Phone: (866) 352-3776

• E-mail: [email protected]

• Website: http://myfloridamarketplace.com

• Hours: Monday-Friday, 8 a.m. to 6 p.m. Eastern time

mailto:[email protected]

http://myfloridamarketplace.com/

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Make the most of your MFMP Vendor Registration!

Welcome to MFMP Sourcing 3.0



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