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    MyFloridaMarketPlace eQuote Training

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

  • eQuote Overview

    What is an electronic quote (eQuote)?

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

    • Agency customers issue eQuotes to a small group of vendors

    When do you use an eQuote?

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

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

    – MOP 16: Department of Lottery competitive quotes

  • Benefits of eQuotes

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

    • Similar look and feel to other MFMP applications

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

    • Detailed error messages

    • Provides consistency in requests to vendors

    • Vendors can be notified of events based on commodity codes

    • Event clock shows time remaining to respond

  • Manual vs Integrated Method

    Manual-Events are not electronically linked to the requisition in MFMP Buyer.

    -After awarding to a vendor(s), the agency customer must manually create a requisition or MFMP contract.

    Integrated-Events and requisitions are electronically linked within the Buyer & Sourcing applications.

    -Agency customers award the eQuote to a vendor(s) and the system will automatically update the requisition with the awarded vendor and the line item price(s).

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

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

    agency’s System Administrator

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

    Creating a Requisition

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

    • Click the yellow Create Non-Catalog Item button

    Creating a Requisition

  • Create the line item(s) for your eQuote.

    Creating a Line Item

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

    • Select a Commodity Code

    • Select Method of Procurement B, F or 16

    • Add the Quantity

    • Update the Unit of Measure (if applicable)

    • Add the Price

    • Click Update Total

    • Click OK

  • • Add a Title to the requisition

    • Click Edit in the Line Items section

    Requisition Summary

  • Line Item Details

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

    • Make sure the required fields are populated

    • You must select a ‘placeholder’ for Vendor Location

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

    • Click OK

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

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

    Link to MFMP Sourcing

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

    agency’s System Administrator

    Creating an Integrated eQuote;awsso_ru:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbj9TeXN0ZW0mcGFzc3dvcmRhZGFwdGVyPVBhc3N3b3JkQWRhcHRlcjE%3D;awsso_lu:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbi9hZC9jbGllbnRMb2dvdXQvU1NPQWN0aW9ucw%3D%3D;awsso_ap:U291cmNpbmdQUkQ%3D;awsso_arid:MTM3OTcwOTgzNzEzNA%3D%3D;awsso_ku:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbi9hZC9jbGllbnRLZWVwQWxpdmUvU1NPQWN0aW9ucw%3D%3D;awsso_fl:MQ%3D%3D&awsso_ap=SourcingPRD&awsso_hpk=true&passwordadapter=PasswordAdapter1&awsr=true

  • • With an integrated eQuote some fields will prepopulate from the requisition.

    • To proceed, complete the remaining required fields marked with an asterisk.

    Creating an Integrated eQuote

    • Add a Description (optional)

    • Select your Departments (agency)

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

    • Click Create

  • • Login to MFMP Sourcing– If you do not have a username and password, contact your

    agency’s System Administrator

    Creating an Manual eQuote;awsso_ru:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbj9TeXN0ZW0mcGFzc3dvcmRhZGFwdGVyPVBhc3N3b3JkQWRhcHRlcjE%3D;awsso_lu:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbi9hZC9jbGllbnRMb2dvdXQvU1NPQWN0aW9ucw%3D%3D;awsso_ap:U291cmNpbmdQUkQ%3D;awsso_arid:MTM3OTcwOTgzNzEzNA%3D%3D;awsso_ku:aHR0cHM6Ly9zb3VyY2luZy5teWZsb3JpZGFtYXJrZXRwbGFjZS5jb20vU291cmNpbmcvTWFpbi9hZC9jbGllbnRLZWVwQWxpdmUvU1NPQWN0aW9ucw%3D%3D;awsso_fl:MQ%3D%3D&awsso_ap=SourcingPRD&awsso_hpk=true&passwordadapter=PasswordAdapter1&awsr=true

  • Begin creating your eQuote from the dashboard by selecting Sourcing Project.

    Creating an eQuote

  • • With a manual eQuote complete the required fields marked with an asterisk.

    Create a Sourcing Project

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

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

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

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

    Step 1: Rules Page

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

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

    Step 2: Team Page

  • • Add vendors to the eQuote by clicking Invite Participants

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

    – VIP Admin:

    Username and password: publicuser

    – Office of Supplier Diversity: directory of certified minority vendors

    Step 3: Supplier Page

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

    • Add additional search filters using the Search Options link

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

    • Once you’ve selected your suppliers, click OK

    Step 3: Participant Search

  • • Build content that vendors can view and provide responses

    • Typical content includes:

    - Introductory text, contact information and instructions

    - Scope and purpose of the eQuote

    - Terms and conditions

    - Questions for participants to answer

    - Requirements participants must meet

    - Attachments for participants to view

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

    Step 4: Content Page

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

    • Section 1.2: Enter shipping information, if necessary

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

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

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

    Step 4: Content Page

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

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

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

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

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

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

    • Attachment: Upload attachments for vendors to download and view

    • Content from Library: Copy content from previously created eQuotes

    Adding Additional Content

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

    – Do you offer an extended warranty?

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

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

    Adding Questions

    • Select the checkbox next to the desired Section

    • Click Add and select Question

  • Select an Answer Type to begin creating the question.

    • Name: Enter your question to the vendor

    • Include in cost: Select No

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

    • Acceptable Values: Select Any Value

    • Response Required?: Select Yes, Participant Required

    • Reference Documents: Attach applicable documentation

    • Visible to Participant: Select Yes

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

    • Use participant-specific initial values?: Select No

    • Team Access Control: leave as (no value)

    • Click Done

    Adding Questions (Cont.)

  • Line items allow you to capture price and quantity of the goods/services begin purchased.

    Only add line items in Sourcing for manual eQuotes.

    Adding Line Items

    • Select the checkbox next to Section 4

    • Click Add and select Line Item

  • Enter details about the line item.• Name: Enter title of good/service

    • Description: Enter item details

    • Visible to Participant: Select Yes

    • Team Access Control: Keep (no value)

    • Participants bid per unit: Leave as defaulted

    • Item Terms: Enter or update the Quantity, Price and Unit of Measure (if applicable)

    Adding Line Items (Cont.)

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

    Editing Line Items

  • Reset the eQuote in Buyer (if applicable).

    • In the Reset MFMP eQuote Event field, select Yes

    • Edit the line items

    • Select the link Create an MFMP eQuote event

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

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

    Editing Line Items (Cont.)

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

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

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

    View As Participant

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

    • Click Next to view the Summary page in Step 5

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

    Step 5: Summary Page

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

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

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

    • Click Publish to invite vendors to the eQuote

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

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

    Vendor View

  • • The event clock shows the eQuote’s remaining time

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

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

    Vendor View

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

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

    Vendor View

  • Vendor View

    • Vendors review the content of the eQuote

    • Vendors respond in the Submit Response section

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

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

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

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

    Access Open eQuotes

  • Use tabs and notifications to monitor eQuotes.

    Managing eQuotes

    A yellow envelope appears when there is a new message.

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

    Content tab contains the content you have entered for vendors.

    Suppliers tab shows the vendors you added to the eQuote.

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

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

    Messages tab contains messages you received from vendors.

    Log tab tracks all activity related to your quote.

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

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

  • • The Messages tab is used to monitor vendor messages:

    ‐ Project Owners and vendors exchange messages within Sourcing

    ‐ Use the Messages tab to see all messages

    ‐ Sourcing sends messages to each recipient's email address

    • Unread messages display in bold

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


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

    • Select recipients (Participants and/or Team Members)

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

    • Compose your message

    • Click Send

    • When you send a message, the recipients see:

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

    ‐ A message in their My Messages tab

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

    Responding to Messages

  • Use the Actions button to edit and manage the event.

    Editing eQuotes

    • Use the Actions button to:

    – Pause, extend, reduce, stop and cancel timing

    – Edit and export content– View version changes

  • Always pause an event before edits are made.

    Editing an Event

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

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

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

    • Summary page displays your pending changes

    • Click Update to incorporate your changes into the event

    • Default participant response selection is to Keep and email

    • Click Update Event to proceed

    Managing eQuotes

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

    Managing eQuotes

    • From Overview tab, click Actions

    • Select Resume Event

    • Clock resumes from where you paused it

    Select the Monitor link to return to the Overview tab.

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

  • • Review vendor responses in the Content tab

    – Yellow star icons indicate lowest price offered

    Reviewing Vendor Responses

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

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


    • Click Submit for award

    Awarding the eQuote

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

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

  • • Notifying participants on the Award Confirmation page is optional

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

    - When customizing the messages, keep the bracketed information unchanged

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

    Notifying Participants

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

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

    Exporting Content

  • • Open the requisition and click Edit

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

    • Edit the line items

    Completing the Requisition

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

  • Reporting in MFMP

    System Searches

    Secure Reports

    MFMP Analysis

    Reporting tools in MFMP

    System Searches

    Search for data about activity in

    Buyer or Sourcing directly in the applications

    Secure Reports

    Obtain high level operational reports

    for your agency from this secure siteMFMP Analysis

    Create customized reports on

    information in Buyer, VIP, and FLAIR

  • Analysis Application

    Requires “Analysis” group

    Secure Reports Site

    Agency login shared by System Administrator

    Buyer or Sourcing

    Statewide query access requires “Query” group

    Pull data on requisitions, purchase orders, invoices, and

    Sourcing events

    Evaluate processes and procedures to

    gain efficiencies and make decisions

    Query against more fields than a system

    search and customize report layout

    Use “Save Search”

    Add more search filters using “Search Options”

    Overview of MFMP Reporting Tools

    Reporting Tools

    System Search Analysis





    Secure Reports

    Prepackaged reports

    Save reports in the personal/public


    Zip Utility is required to export reports

    Secure Reports Job Aid

  • Common Ways to Use Reporting Tools

    System Searches

    Search Types- Sourcing Project- Suppliers- Event

    Filter Choices- Sourcing Project ID- Event ID- Organization Name- Keywords

    Secure Reports


    Common Reports - eQuote Participation

    Report- Sourcing Users and

    Groups- Sourcing eQuote Event


    Prepackaged Reports- Vendor Count

    Facts- Vendor Location

  • Agenda

    • eQuote Overview

    • Creating an eQuote

    • Vendor View

    • Managing eQuotes

    • Awarding & Viewing Results

    • Demo and Practical Exercise

    • Reporting in MFMP

    • Resources

  • • Customer usernames and passwords in Buyer will be synchronized to Sourcing every hour between 7 a.m. and 7 p.m. ET

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

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

    Helpful Hints

  • • Buyer application

    • Sourcing application

    • Buyer training environment

    • Sourcing training environment

    • Sourcing vendor training environment

    • State Contracts and Agreements

    • Upcoming Customer Trainings

    • Upcoming Vendor Trainings

    – Agency customers should encourage their vendors to complete eQuote training


  • MyFloridaMarketPlace Customer Service Desk

    Phone: 866-352-3776

    Email: [email protected]

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

    Contact Information

    mailto:[email protected]