sourcing event tool kit october 2003 version 1.0 myfloridamarketplace

Sourcing Event Tool KitOctober 2003Version 1.0

MyFloridaMarketPlace

© 2004 MyFloridaMarketPlace. All rights reserved.2

Contents

Introduction

Design

Build

Run

Close

Appendix

MyFloridaMarketPlace Event Sourcing Tool KitPage

3

6

12

21

28

31


Introduction

Overview

Resource Location

PowerPoint presentation that describes the entire sourcing process This Document

Sourcing Event Check List Appendix A

Sourcing Event Job Aid Appendix B

Helpful links to the various resources such as the Buyer and Vendor links, training material, FAQ and documentation of the MyFloridaMarketPlace Sourcing tool

Appendix C

List of Agency Sourcing Liaisons and their contact information Appendix D

Sample email communications, event content and calendar of events Appendix E

Training User IDs and passwords Appendix F

Questions to help Purchasing Analysts identify event timeline and template settings Appendix G

List of system-generated emails Appendix H

HTML Quick Reference Guide Appendix I

WinZip Instruction Guide Appendix J

Connection Speed & Port Table Appendix K

Buyer Excel Import User Guide Appendix M


Introduction

Prior to conducting events in the MyFloridaMarketPlace Sourcing tool, it is strongly recommended that Purchasing Analysts do the following:

1. Attend 3-days instructor-led training

2. Review the OnDemand online Sourcing training (see Appendix C for link)

3. Contact your Agency’s Sourcing Liaison for general instructions and requirements to conduct a Sourcing event using MyFloridaMarketPlace (see Appendix D for list of Agency Sourcing Liaisons)

4. Review the Sourcing Event Tool Kit (main section of this document)

5. Review the Sourcing Event Check List (Appendix A) for the recommended process to conduct a Sourcing event using the MyFloridaMarketPlace Sourcing tool

6. Look at samples of past events provided on MyFloridaMarketPlace Training / Sandbox environment (see Appendix C)

7. Utilize MyFloridaMarketPlace Sourcing Training / Sandbox environment to practice and test alternate designs and configurations for your Sourcing event

8. Utilize the Buyers link on MyFloridaMarketPlace (see Appendix C), which provides additional information, training and communication on various issues

First Steps


Introduction

MyFloridaMarketPlace Event Sourcing Process Diagram

Design Build Run Close

IdentifyVendors

DevelopContent

SelectTemplate

Build EventPreview &

Train

Invite & Launch

Key Worksteps

DetermineCalendar

Test EventOpen Bid

Period

Posting

AwardDecision

CloseEvent

The above diagram will appear in the top right-hand corner of each slide throughout this Tool Kit to help you understand where you are in the process. The applicable stage and workstep will be highlighted in green.

A four-stage process has been developed to help Purchasing Analysts develop and launch effective solicitations within MyFloridaMarketPlace Sourcing tool that result in identifying the best-fit vendor(s) for the State’s business needs.


Contents

Introduction

Design

Build

Run

Close

Appendix

MyFloridaMarketPlace Event Sourcing Tool Kit


Design

Identify Vendors


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

DetermineCalendar

Test Event Open BidPeriod

Posting

AwardDecision

CloseEvent

•Determine the list of all vendors that should be notified of the upcoming event by: –Obtain vendors e-mail addresses who are registered under SPURS Class Codes

(See Tips Section 3)–Key vendors list e-mail addresses (e.g. identified via industrial research)–Other Agency identified vendors e-mail addresses

1.Send out one general notice of upcoming solicitation via email to prompt all vendors to do the following prior to posting of bids (see sample communication in Appendix E)

–Register in MyFloridaMarketPlace, check box to receive solicitation electronically, and select appropriate commodity codes for goods and services that they can provide –If they have already registered on MyFloridaMarketPlace, then make sure that they have

checked box to receive solicitations electronically and selected appropriate commodity codes for goods and services that they can provide

TIPS:1.Break the list of e-mails into groups (e.g. 100 e-mail addresses per e-mail)2.Use the Blind Carbon Copy (BCC) function when sending the invite e-mail3.Confirm that key vendors are registered in MyFloridaMarketPlace

• Two ways to verify whether a specific vendor is registered in MyFloridaMarketPlace and the Sourcing tool:

• Via Vendor Registration • Via MyFloridaMarketPlace Sourcing tool Supplier Search & Discovery functionality


Design


DevelopContent

SelectTemplate


Train

Invite & Launch

DetermineCalendar


Posting

AwardDecision

CloseEvent

Are there enough vendors to create

competition?(usually 3 or more)

Do market conditions favor vendor

competitiveness?

Can I clearly specify my

requirements?

yes

yes

yes AUCTION

no

no

Can I create competition in the market?Can I structure the bid differently to enable more vendors to participate?Is there an opportunity for a sub-tier auction?

no

yes

no

yes

Can I restructure the offering to favor competition? (e.g., contract term, index vs. fixed price)

(e.g., aggregate, bundle) Can I increase spend to attract more vendors?

no

TRADITIONALRFQ or RFP

Note: Ideal # of auction candidates is 5-10. However,successful auctions have been conducted with less.

Price Only?

yes no

ITB RFP

Select Type of Event – Sourcing Tool Decision Tree

IdentifyVendors


Design

1. Develop the content of the solicitation; a typical solicitation will contain the following main sections:– Instructions to Bidders– Technical Specifications– General Conditions– Forms

2. Contact your Agency’s Sourcing Liaison (see Appendix D) for specific agency related questions; your Agency Sourcing Liaison will escalate any tool or design related questions to the MyFloridaMarketPlace Customer Service Center

3. Determine how bidders will provide pricing information– Option A: Use MyFloridaMarketPlace Sourcing tool pricing functionality (recommended for simple

pricing scenarios)– Option B: Use a MS Excel pricing workbook that the Purchasing Analyst provides vendors in advance

(attached to solicitation) and that the bidders would complete and upload with their response (recommended for complex pricing scenarios)

4. Reference the Buyers link (see Appendix C) for documentation on additional functionality: – Scoring– Cost Formula– Multi-Stage– Matrix Pricing– Tiered Pricing

Develop Content


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

DetermineCalendar


Posting

AwardDecision

CloseEvent


Design

Develop Content (continued)


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

DetermineCalendar


Posting

AwardDecision

CloseEvent

TIPS:• Try to limit the size and the number of files that need to be uploaded by the vendors

– Example: The vendor needs to upload a signed contract that contains 32 pages. Instead of scanning all 32 pages, instruct the vendors to sign, scan and upload ONLY the last page.

• For files that are anticipated to be larger than 2 MB, recommend bidders use a compression software such as WinZip (see Appendix J)

• In the Instructions to Bidder section, provide phone number for the MyFloridaMarketPlace Customer Service Center (866-FLA-EPRO) for vendors to call with any technical issues they may encounter during the event

• Tell bidders that when uploading and downloading attachments in the MyFloridaMarketPlace Sourcing tool, it may take several minutes depending on their connection speed (see Appendix K)

• If vendors will be allowed to provide different terms or define alternative pricing models when uploading final proposal, Purchasing Analysts should provide additional locations (if offline pricing is used) or multiple line items (if online pricing is used) to accommodate

• Purchasing Analyst should clearly specify in Instructions to Bidders section if paper bids from vendors will be accepted


Design

Determine Calendar Sample Calendar Of Events


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

Determine Calendar


Posting

AwardDecision

CloseEvent

1. Identify target dates for the following key milestones:

– Launch date

– Training period

– Questions period

– Answer period

– Bidding period

– Analysis period

– Protest period

– Award period

TIPS:• Review questions in Appendix G to help

identify the length of each period above• Refer to sample Calendar of Events on

this page


Contents

Introduction

Design

Build

Run

Close

Appendix



Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Select Template

1. Consult the several available resources to help identify the best template that fits your solicitation

– Access the list of standard templates on MyFloridaMarketPlace via the Training / Sandbox environment (see Training / Sandbox environment link in Appendix C and list of Training User IDs and passwords in Appendix F)

– Use the Template Comparison Table to identify major components of each template (see Comparison table in Appendix G)

– Review sample events currently running on MyFloridaMarketPlace Training / Sandbox environment for configuration, setup example (see list of sample events in Appendix C)

TIPS:• It is recommended that Purchasing Analysts conduct a two-stage event to enable

vendors to raise concerns/questions during the first stage that can be addressed by Purchasing Analyst before launching the second stage

• Individually review and test different types of templates available in the MyFloridaMarketPlace Sourcing tool to help identify the best template that fits the business needs


1. Leverage the standard templates to build your event; standard templates are maintained / updated as needed (e.g., General Conditions, etc.)

2. Once the template type has been selected, look at past event samples in the MyFloridaMarketPlace Training / Sandbox environment for help in establishing rules, configuration settings, etc.

3. Contact your Agency’s Sourcing Liaison (see Appendix D) for specific agency related questions; your Agency Sourcing Liaison will escalate any tool or design related questions to the MyFloridaMarketPlace Customer Service Center

4. Obtain appropriate template approvals for the event (if applicable)5. Reference Buyer OnDemand online training tool for help in how to build and setup your

event within the MyFloridaMarketPlace Sourcing tool (see Appendix C for link)6. Reference the Buyers link (see Appendix C) for documentation on additional functionality

– Scoring– Cost Formula– Multi-Stage– Matrix Pricing– Tiered Pricing

Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Build Event


Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Build Event (continued)

TIPS:• When building your solicitation within the Sourcing tool, double check the following

areas for completeness and accuracy:– Team tab– Suppliers tab and Q&A settings– RFX info tab– Rules tab

• Price and Quantity Setting• Bidding Settings• Timing settings• Multi-stage settings

• Review questions in Appendix G to help identify desired template configuration settings• If conducting a reverse auction, consider using a pre-bid stage to allow bidders to submit

initial bid before start of live auction event; this allows bidders to instantly receive their rank when live auction stage starts (generates competition right away)

• Note that your draft solicitation can be saved for future edits via the save function• When loading attachments always consider using a compression software such as

WinZip (see Appendix J)


Suppliers and Q&A TabTeam Tab

Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent


TIPS:

1. Ensure that all Purchasing Analysts / Team members who need to view the event are added

2. Ensure that Legal department members are added

3. Ensure that all other reviewers / approvers of solicitation are added

4. If formal bid opening is used, then ensure that the individual conducting the bid opening is added

5. If scoring is enabled, then ensure that the evaluation committee members are added

Note member can be added anytime before the Event is closed manually by the Market Owner

TIPS:

1. Ensure that you have selected all the commodity groups. Note that by selecting the commodity groups all registered vendors under the commodity group will be notified.

2. Ensure that the MyFloridaMarketPlace Customer Service User ID is included to trouble shoot any technical issues that vendors may encounter

3. If Q&A Board is enabled, then ensure the proper setting are enabled (example: If Q&A is enabled only at the preview period then the answer to the second question in the Q&A Board section is no)


RFX Info Tab Rules Tab

Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent


TIPS:

1. When adding a Read Only attachment, use the add attachment function

2. When adding an attachment that vendors need to respond to, add a question with an answer type of “Use File Attachment”

3. Please note that there is 4,000 character limitation on long text fields and 2,000 character on the short text fields

4. Reference the HTML Guide (Appendix I) for formatting options to improve the readability of solicitation

TIPS:

1. Ensure all settings are enabled correctly (e.g., If bids are required to have a price?, If pre-bidding is enabled?, If vendors are required to bid on all line items?, etc.)

2. In the Timing tab, ensure that all time settings are aligned with your Calendar of Events (e.g., If your preview time is 2 weeks, then enable preview time start time when you click launch, and schedule the bidding start time 2 weeks from preview start time)


Build


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Test Event

TIPS:• Purchasing Analyst may test different designs and configuration settings on the training

environment (see Appendix C)• Testing the configuration setting required for the solicitation in the training environment

prior to conducting a Live event ensures a successful solicitation• If conducting vendor training in the training environment, ensure all details of your event

are not included on the test environment• MyFloridaMarketPlace Buyer’s Link provides several resources to identify the correct

settings for the event such as:

1. Questions to help identify the correct configuration settings (See Appendix G)

2. Screen Shots provided (See Section Build -> Test Event of this document)

3. OnDemand Buyers training

4. Documentation on advance functionality of the Sourcing Tool• Launching an event with the same parameters in the MyFloridaMarketPlace

Sourcing Training environment (see Appendix C) is not a requirement but it is strongly recommended prior to conducting your live event


Build

Templates Timing and Q&A Board


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Test Event (Continued)

TIPS:• Launching an event technically means making a copy of the

standard developed State’s template• Once you have conducted a successful event you can re-

launch the same event through the “Past RFX” option (See OnDemand for Buyers Appendix)

• Re-Launching through the “Past RFX” function enables you to edit all the configuration settings on the past event

(Example: If the Q&A Board needs to be enabled, you canre-launch the past event and only edit/enable the Q&ABoard.)

TIPS:• Once you have loaded all configuration settings in,

you can test what the vendor experience will be • Timing

Check from Preview to Open for Bidding status; see Timing and Q&A board screen shot

• Ensure the Q&A Board settings are correct

Logon as a vendor (see Appendix F) and place several questions and confirm that vendors cannot see other vendors’ questions


Build

Multi-Stage Bidding & Message Center


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Test Event (continued)

TIPS:• Multi-Stage is recommended to enable vendors to

raise concerns/questions during the first stage that can be addressed by Purchasing Analyst before launching the second stage

• During Testing of multi-stage:– Verify access to the correct template when the

event moves to the next stage– Review the messages that vendors receive at the

end of each stage

TIPS:• Purchasing Analyst should ensure familiarity with the

message board messages• Purchasing Analyst should ensure familiarity with the

bidding process:

– Logon as a vendor and place several bids– Make sure to test vendors’ visibility to other vendors’

pricing information (should not be occurring)– Make sure that vendors have the ability to upload

all required forms and documents


Contents

Introduction

Design

Build

Run

Close

Appendix



Run

1. Build and load the event and all the required attachments into the MyFloridaMarketPlace Sourcing Production environment

2. Verify the bidder list on the Supplier tab of the event (see Build Event section of this document)

3. Verify Team members (see Build Event section of this document)

4. Double check these additional areas (see Build Event section of this document):– Q&A settings– RFX info tab– Rules tab

• Price and Quantity setting• Bidding settings• Timing settings• Multi-stage settings

5. Launch event in the MyFloridaMarketPlace Sourcing Production environment

Invite & Launch


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent


Run

Invite and Launch (continued)


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

TIPS:1. System will automatically send out an invite email to all vendors registered for the

selected commodity code (see Appendix H for system generated emails)2. An optional invite email can be sent via VBS (see sample communication email to

vendors in Appendix E)3. Additional email will be sent out to all participants if any of the following changes are

made to a launched event by the Purchasing Analyst:– Add/Delete a Question– Add/Delete an Attachment– Edit Item Parameters– Edit Scoring Criteria– Edit Pricing– Edit Timing Rules

4. Purchasing Analysts should disable email functionality when making several changes so vendors will not receive an email for each change. Be sure to enable email functionality prior to making last change so that a single email notifying vendors that changes have been made is sent out by the system to all participants.


Run

1. During Preview Period, vendors:a. View the solicitation without placing a bidb. Download all required files, view rules, and instructionsc. Post questions about the solicitation to Purchasing via the Q&A Board Analyst (if enabled)d. Receive answers to bidders questions posted by Purchasing Analyst to the Q&A Board & email

2. When conducting a reverse auction, a pre-bid can be enabled during the Preview Period to allow bidders to load their initial bid; this enables the bidders to identify their ranking as soon as the event moves from Preview to Open Bid and is recommended

3. The following process is recommended for answering vendors’ questions: – After the questions period ends, collect all questions– Remove any confidential information from the questions such as vendor name, and encapsulate

repeated / similar questions into one (versus repeating the same question / answer over and over)– Compile all the answers to the questions into one document and obtain appropriate approvals– Post the Answer document via the tool as an addendum in the RFX Info tab (Note: System will

automatically send out emails to all the vendors letting them know that the event has been revised.)– Post the Answer document in VBS

4. Set a deadline for submitting questions in the Instruction to Bidders and Calendar of Events. Although this is a procedural step since the tool will accept questions until the Preview Period closes, the Purchasing Analyst will have time to develop and post the answers to the questions prior to the start of the Open Bid Period.


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Preview & Train


Run

1. There are several ways to provide training to vendors on how to use the Sourcing tool:– Provide them with link in your solicitation to interactive, web-based training on the MyFloridaMarketPlace website

(see Appendix C)– Setup a test event in the Training / Sandbox environment and instruct bidder to logon and practice; vendors can

call Purchasing Analyst or MyFloridaMarketPlace Customer Service Center (CSC) with questions (Note: CSC will answer technical questions, not event content-specific questions.)

– Conduct a conference call that reviews generic Sourcing training presentation and allows vendors to ask questions about using the Sourcing tool

– If conducting an auction, Purchasing Analyst should run a proactive mock event for the vendors

2. Conducting an optional test event for bidders in the Training / Sandbox environment is strongly recommended to identify and address the following issues prior to live event:

– Vendor connectivity (e.g., Firewall / ports)– Vendor hardware and software (e.g., spam filters) – Downloading, and uploading attachments– Submitting a bid – Using Q&A Board– Understanding and using Message Center– Receiving email notifications


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Preview & Train (continued)


Run


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

TIPS:• Run test/mock event ahead of time to allow vendors enough time to contact their

Network Administrators to resolve vendor-specific connectivity / hardware and software issues

• Communicate to vendors not to wait until the last minute to logon and submit bid• Training should include asking vendors to log into actual Production environment• Simulate the process of uploading attachments and forms• For Reverse Auction events, consider making test event / training required

Preview & Train (continued)


Run

My BidsTab Message Center & Revise Bid


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent

Open Bid Period (continued)

TIPS:• Instruct vendor to verify that their bids have been

accepted by the system via the My Bids Tab• My Bids tab contain the bid history• Drilling down on the My Bids tab enables you view the

content of the bid that has been entered• Purchasing Analysts should try to minimize the number of

updates during the open bid period; goal = zero• If making many updates to launched event, remember to

disable email when making updates and enabling email only before making the last update

TIPS:• Instruct vendor to verify that their bids have been

accepted by the system by revising their bid and not saving the revised bid

• Revising bids enable the vendors to view the content of their bid and if necessary make changes


Contents

Introduction

Design

Build

Run

Close

Appendix



Close

• Compare bidders response; it is useful to use an analysis tool such as MS Excel to compare pricing information

• Make an award recommendation• Obtain approvals (if applicable)• Post Intent to Award on VBS (see sample communication)• Protest period• Post Award on MyFloridaMarketPlace by performing the following steps:

– Create an Award Proposal– Compare Responses (it may be useful to use an analysis tool such as MS Excel to

compare pricing information)– Make an Award selection– Submit Proposal – Post on MyFloridaMarketPlace by closing the event; a system generated email will be

sent to the winning bidder (s) only

Award Decision, Posting & Closing Event


IdentifyVendors

DevelopContent

SelectTemplate


Train

Invite & Launch

GainApprovals


Posting

AwardDecision

CloseEvent


Contents

Introduction

Design

Build

Run

Close

Appendix



Appendix

• Appendix A – Sourcing Event Check List• Appendix B – Sourcing Event Job Aid• Appendix C – Helpful Links• Appendix D – Agency Sourcing Liaisons• Appendix E – Sample email communications, event content and calendar of

events • Appendix F – Training User IDs and passwords• Appendix G – Key Purchasing Analysts questions • Appendix H – List of system-generated emails• Appendix I – HTML Quick Reference Guide• Appendix J – WinZip Instruction Guide• Appendix K – Connection Speed & Ports Table• Appendix M – Buyer Excel Import User Guide

sourcing event tool kit october 2003 version 1.0 myfloridamarketplace

Documents

myfloridamarketplace

event content

live event

event timeline

agencys sourcing liaison

award decision close

appendix cappendix c

training material