myfloridamarketplace myfloridamarketplace vendor meetings december 16, 2009: “solicitations”...

MyFloridaMarketPlace

MyFloridaMarketPlace Vendor MeetingsDecember 16, 2009: “Solicitations”12:00 noon – 1:00 p.m. EST

The toll free number is: (888) 808-6959Conference Code: 9766076#

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Agenda

Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote Vendor Bid System Account Helpful Hints General Guidance for Preparing Bid Responses Resources

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Welcome/Introduction

Due to the number of participants, the audio portion of today’s meeting will be muted

Please type any questions you may have during the in the chat box in the bottom right hand corner of the WebEx application

We will address as many additional questions as possible at the end of the presentation

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Agenda


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Overview

What are Solicitations?

The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms

Solicitations can be formal or informal: Formal bids are for procurements in excess of $25,000; these are

typically done through the Request for Proposal, Request for Bids, etc. process

Informal bids are for procurements less than $25,000; these are typically done through written quotes

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Overview

Solicitations The state primarily uses three electronic tools to solicit quotes and bid

responses from the vendor community:

eQuote Ariba Sourcing Vendor Bid System (VBS)

These tools are all available for registration within the vendor’s MFMP VIP Account

Notifications will be distributed based on the commodity codes you’ve selected Electronic notifications are a courtesy

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Overview

eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. You can access this site at: http://equote.myfloridamarketplace.com

Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://sourcing.myfloridamarketplace.com

Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection

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Agenda


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Commodity Codes

The commodity code can be comprised of 13 digits:

Class - first 3 digits

Group - second 3 digits

• Item - third 3 digits

• Detail - last 4 digits

Most solicitations are issued at the Class or Group level (3- or 6-digit commodity

code)

When buyers solicit bids/quotes for products, notifications will be distributed

based on the classification you’ve selected

In addition, commodity codes are used by state purchasers to notify the

applicable vendors of upcoming bids and solicitations

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Commodity Codes

Example – National Institute of Governmental Purchasing (NIGP) Commodity Codes

Florida currently uses a customized version of this structure

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Commodity Code

Selecting Commodity Codes Commodity codes are selected during the initial registration process, but

can be updated as needed by logging into the Vendor Information Portal (VIP) https://vendor.myfloridamarketplace.com/

To find or update commodity code selections, vendors can search for commodity codes in their VIP accounts

For a listing of commodity codes proceed to the following links Commodity codes for goods:

http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=1

Commodity codes for services: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=2

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Commodity Codes

Vendors can enter ‘key words’ to conduct searches for applicable commodity codes

Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’

These commodity codes are then added to the vendor’s account

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Commodity Codes

Vendors can search/add/update commodity codes with in VIP

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

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Commodity Codes

Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account

Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

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Commodity Codes

MyFloridaMarketPlace Sourcing The commodity codes you select in VIP are transmitted to your Sourcing

account at the Class (3 Digit) level

Once invited to a solicitation in MFMP Sourcing, you have access to the solicitation by simply logging into your MFMP Sourcing account

Notifications of solicitations published in Sourcing are distributed at the Class level (first three digits of the commodity code) and are distributed to the Sourcing contact on your account

Updates from VIP are sent over to Sourcing

Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected

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Commodity Codes

MyFloridaMarketPlace eQuote

The commodity codes you select in your MFMP VIP account will be transmitted to your eQuote account when you first register

You can manage your own eQuote categories within the system

When an agency customer creates a quote for goods or services the request will be sent to the selected vendor by email

Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected

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Commodity Codes

MyFloridaMarketPlace Vendor Bid System (VBS)

Email notifications for solicitations are distributed using the 6 digit commodity (class and group)

The notification will be sent to the Main Contact address in the vendor’s MFMP VIP account

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Agenda


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Solicitations

MyFloridaMarketPlace Sourcing Online competitive bidding tool

Used to collect bids/responses for formal solicitations (>$25,000); Current primary use is for State Term Contracts and DMS Agency Term contracts

Allows the review and electronic submittal of responses / bids

Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account

https://sourcing.myfloridamarketplace.com

The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system

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Solicitations

Enter your Sourcing account username and password

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Solicitations

Select the agency that is responsible for the Solicitation from the list

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Solicitations

Select the solicitation from the list of active solicitations – Note the Time Remaining column

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Solicitations

Select Prepare Bid (Response) to provide a response to the solicitation

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Solicitations

Read, prepare and provide your bid/response as requested in the solicitation on the RFX Info page

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Solicitations

Submit any pricing components, if required, on the Enter Values page

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Solicitations Please note that clicking the SAVE button within MFMP Sourcing only

saves your bid responses The SAVE button does not transmit your bid response to the State In order to transmit your bid response to the State, you must click the

SUBMIT button on the SUMMARY page of the bid response

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Solicitations

1. To verify and review your previously submitted bid, select the Bid Id number (link)

2. To revise or edit your bid select the Revise Bid (Response) button

1

2

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Agenda


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eQuote

How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not

require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP http://equote.myfloridamarketplace.com

Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from

Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox

Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer

Step4: The buying agency selects a vendor and issues a purchase order

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eQuote

Main Account Page This is the main screen you will see when you login to eQuote You can click on the user at the bottom to edit the contact information or add

additional users to the account Click on WORK at the top of the screen to view any pending eQuotes

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eQuote

Viewing QuotesViewing Quotes

Within the WORK section you can view any pending quotes awaiting response After handling an eQuote request the supplier can select that quote to Archive

Dept. of Management Services

Dept. of Management Services

State User

State User

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Agenda


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VBS

Vendor Bid System (VBS)

The Vendor Bid System is an online bid posting site

Executive and Cabinet branch agencies and some local governments publically post competitive solicitations, agency notices and agency decisions electronically in the tool

All formal solicitations that the state issues are posted in VBS Note: VBS notifications are sent as a courtesy (emails not

guaranteed)

http://vbs.dms.state.fl.us/vbs/notification_new.selection

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VBS

VBS Main Page

Select Search Advertisements to search for active solicitations

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VBS

Type Competitive Solicitations Public Notices Agency Decisions

Agency

Number

Title

Commodity Code (13 Digit)

Closed by Date

VBS Search Parameters

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VBS

VBS Search Results are displayed with Title, Number, Version and Type

Links are provided in the Number Column to the solicitation documents

Search Results

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VBS

Searching for Past Advertisements

Click on Search Advertisements

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VBS

Searching for Past Advertisements

Complete your selected Commodity Code and the closed dates for the past three years then click Initiate Search

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Agenda


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Account Helpful Hints

Type of Account How often should I check this account?

Where do I go to access this account?

E-Quote At least monthly or as new products are offered

http://equote.myfloridamarketplace.com

Sourcing At least monthly or as new products are offered

https://sourcing.myfloridamarketplace.com

Vendor Information Portal (VIP)

As needed to keep information updated

https://vendor.myfloridamarketplace.com

Vendor Bid System (VBS)

At least bimonthly (this is the main repository for all MFMP bids)

http://vbs.dms.state.fl.us/vbs/notification_new.selection

MFMP Helpful Hint: Consider using your e-mail Calendar to set up reminders for updating and checking your MFMP account information

MFMP Helpful Hint: There are no annual or direct fees associated with registering for any of these MFMP tools

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Agenda


General Guidance for Preparing Bid Responses

The instructions for preparing a bid response will vary based on the solicitation type (ITB, RFP, or ITN)

Respondents should review the instructions with the evaluation criteria established in the solicitation to ensure that all critical elements are addressed

Provide a professional looking response

If there are questions, contact the agency solicitation contact listed in the actual solicitation

Utilize the checklist provided in the solicitation to confirm compliance with the basic requirements

Allow enough time to have someone in your organization review the proposed response (preferably someone not associated with the preparation)

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General Guidance for Preparing Bid Responses

Common Pitfalls Submission of incomplete or unsigned documents Exceeding established page limits for response Not participating in mandatory meeting/site visit Relying on information that is ‘heard’ rather than getting the

information is writing from the solicitation owner

The most common pitfall is not allowing enough time to prepare and submit the bid

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Agenda


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Resources

Resources Solicitation Specific Questions

Contact the Agency Contract Administrator/Purchasing Office responsible for the solicitation- this information is available in the solicitation documents

For technical questions concerning solicitations, please contact Vendor Help at: [email protected] or 1-866-352-3776 Contact information:

MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 am – 5:30 pm EDT

Vendor Toolkit: http://dms.myflorida.com/vendortoolkit

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Resources

For general State Term Contract (STC) information, please contact the Division of State Purchasing: 850-488-8440

For questions about becoming a certified minority vendor, please contact the DMS Office of Supplier Diversity (OSD): [email protected] http://www.osd.dms.state.fl.us 850-487-0915

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Resources

Today’s presentation is available on MFMP Vendor Toolkit http://dms.myflorida.com/vendormeetings

Future teleconferences: 1/20/2010: eInvoicing 2/10/2010: 1% Transaction Fee / Fee Reporting

Register at http://dms.myflorida.com/vendormeetings

Questions / Comments

Be on the lookout for a participant survey!

myfloridamarketplace myfloridamarketplace vendor meetings december 16, 2009: “solicitations”...

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