1. MyFloridaMarketPlace Sourcing Tool Buyer’s Common Tasks User Guide

2. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

3. The Buyer Common Tasks User Guide is designed to assist Purchasing Analysts in completing common MyFloridaMarketPlace Sourcing Tool solicitation management tasks. This User Guide is designed to provide additional assistance to solicitation owners in: –Editing time in a solicitation (Adding additional time for vendors to submit responses) –Adding or deleting Questions or Attachments –Managing Team members and establishing permissions –Proceeding to the next Stage of a multistage event (Launching Next Stage) This User Guide will also define Best Practices for performing common tasks in the MyFloridaMarketPlace Sourcing Tool Purpose of Document

4. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

5. Multi-Stage Solicitations Overview Multi-stage events are helpful if you want to first screen a large number of vendors to identify a smaller number of qualified vendors to continue forward in bidding process Sourcing’s multi-stage capability can also accommodate need to post notices to vendors (e.g., Notice to Delay, Notice of Intent to Award, etc.) There are an unlimited number of stages in Sourcing tool as long as multi-stage setting was selected when creating event Recommendation is to make all events multi-stage to give you flexibility to add additional stages if needed

6. Multi-Stage Solicitations Multistage RFX 1. To create a Multistage RFX, select the third option, “Decide when selecting awards”. There are three steps to creating a MultiStage event.

7. Multi-Stage Solicitations Next Stage Templates 2. Select “The list of next stage templates contains suggestions only…..” Click the “Select Template” Button

8. Multi-Stage Solicitations Choose Templates for Next Stage Select all template check boxes and click “OK”

9. Multi-Stage Solicitations Choose Templates for Next Stage (continued) Selected Templates now appear in the “Current Template” display

10. Multi-Stage Solicitations Transfer of Information to the Next Stage 3. Select “Do not transfer line items from this stage forward” NOTE: This is the recommended choice. You may choose to merge or overwrite information if your solicitation requires it. Your solicitation is now set up as a multistage.

11. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

12. Email Notification Overview When making several changes, (posting addendums, editing time, etc.) for your solicitation at one time, Email notification should be turned off to prevent multiple emails being sent to vendors. This technique will generate only one email for several changes and lead to less confusion for vendors and team members. If making a single adjustment or change, email notification should be left on

13. Email Notification Click the “Edit RFX” button Turning Off/On Email Notification to Vendors and Team Members (continued)

14. Email Notification Select the “No” Radio Button and then “OK” NOTE: To turn email notification back on before making last change so a single message is generated to vendors and team members, simply repeat the previous steps and select the “Yes” radio button. Turning Off/On Email Notification to Vendors and Team Members (continued)

15. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

16. Editing RFX Time Overview It is sometimes necessary to increase or decrease the amount of time an event is in a preview or open status Purchasing Analysts can extend or reduce time by a factor of Days, Hours or Minutes Time is adjusted in the current active period only. If in preview status, the length of the “Preview” period is changed, NOT the “Open for Bidding” period of the event.

17. Editing RFX Time Select the “Edit Timing Rules” Button Extending and Reducing RFX Time (continued)

18. 1.Select to extend or reduce time. 2.Enter amount of time (#) 3.Enter factor of time to adjust. 4.Click “OK” 1 2 3 Editing RFX Time 4 Extending and Reducing RFX Time (continued)

19. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

20. Adding/Deleting Questions and Attachments It is sometimes necessary to add questions and / or attachments to your event You will need to select answer type for questions you add Try to make file size of attachments as small as possible to reduce download and upload times for vendors Overview

21. Adding/Deleting Questions and Attachments Click the “RFX Info” tab on your solicitation Adding Questions/Attachments On the RFX info page you will see three buttons:

22. Adding/Deleting Questions and Attachments Adding Questions Select the “Add Question” button

23. Adding Questions (continued) 1.Add appropriate text for your question 2.Select if you will calculate cost with this question (Use in a Cost Formula) 3.Select Answer Type (Text, Yes/No, Attachment, etc. See next slide for details on Answer Types) 4.Click “OK” 1 2 3 4 Adding/Deleting Questions and Attachments

24. Whole NumberUsers may enter any number containing no decimal point Decimal NumberUsers may enter any number that may contain a decimal point. TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 2000 characters. Long TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 4000 characters. AttachmentRow specifies or requests a file attachment DateUsers may enter a date. Format: M/D/YY or MM/DD/YY MoneyUsers may enter a number representing a monetary value. May use decimal point followed by a max two digits Yes/No Users may enter either "Yes" or "No." Answer Types Adding/Deleting Questions and Attachments

25. Adding Attachments Select the “Add Attachment” button

26. 1.Add appropriate description text for your attachment 2.Click “Browse” and locate the attachment on you hard drive you wish to upload 3.Click “OK” 1 2 3 Adding/Deleting Questions and Attachments Adding Attachments (continued)

27. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

28. Adding, Editing and Deleting Item Terms Item Terms can be added and deleted Item Descriptions can be edited When adding item terms, a question type must be selected (Text, Yes/No, Attachment, etc.) When deleting items it is important to determine if a bid has been submitted for that particular item. –When a bid has been submitted and the item is deleted, THE VENDOR CANNOT REVISE THE BID AND WILL NOT BE ABLE TO ENTER A BID ON ANY NEW ITEM TERMS ADDED FOR THAT ITEM. Overview

29. Adding Item Terms Click the “Edit RFX” button Adding, Editing and Deleting Item Terms

30. Select the “Edit Item Parameters” Button Adding Item Terms (continued) Adding, Editing and Deleting Item Terms

31. Adding Item Terms (continued) 1.Select the Item you wish to add a term to 2.Click the “Add Term” button 1 2 Adding, Editing and Deleting Item Terms

32. 1 2 3 4 1.Add appropriate text for your Term 2.Select if you will calculate cost with this question (Use in a Cost Formula) 3.Select Answer Type (Text, Yes/No, Attachment, etc. See next slide for Answer Types) 4.Click “OK” Adding Item Terms (continued) Adding, Editing and Deleting Item Terms

33. Whole NumberUsers may enter any number containing no decimal point Decimal NumberUsers may enter any number that may contain a decimal point. TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 2000 characters. Long TextUsers may enter any standard keyboard characters. Including alphabetical, numerical, and punctuation. Max is 4000 characters. AttachmentRow specifies or requests a file attachment DateUsers may enter a date. Format: M/D/YY or MM/DD/YY MoneyUsers may enter a number representing a monetary value. May use decimal point followed by a max two digits Yes/No Users may enter either "Yes" or "No." Answer Types Adding, Editing and Deleting Item Terms

34. Select the “Edit Item Parameters” Button Deleting Item Terms Adding, Editing and Deleting Item Terms

35. Deleting Item Terms (continued) 1.Select the Item Term you wish to delete 2.Click the “Delete Term” button 1 2 Adding, Editing and Deleting Item Terms

36. 1 2 1.Check the Item Term(s) you wish to delete 2.Click the “Delete Term” button Deleting Item Terms (continued) Adding, Editing and Deleting Item Terms

37. Deleting Item Terms (continued) Confirm the deletion by clicking the “OK” button Or click “cancel” to abort Adding, Editing and Deleting Item Terms

38. Editing Item Descriptions Click the “Edit RFX” button Adding, Editing and Deleting Item Terms

39. Select the “Edit Item Parameters” Button Editing Item Descriptions (continued) Adding, Editing and Deleting Item Terms

40. 1.Select the Item wish to edit 2.Click the “Edit Description” button 1 2 Editing Item Descriptions (continued) Adding, Editing and Deleting Item Terms

41. Editing Item Descriptions (continued) The Item name, description and detailed description can be edited. Edit as needed and click the “OK” button Adding, Editing and Deleting Item Terms

42. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

43. Closing Solicitations In order to maintain a clear and concise list of active solicitations in the Sourcing tool, solicitations should be closed once all solicitation stages are complete Solicitations are closed by submitting an award through the award proposal process Once solicitations are closed, all information from all stages is still accessible to the user –Buyers: access though the History / Review Completed link (Left frame) –Vendors: access through the History link (Top of page) Overview

44. Most RFXs enter a Pending Selection status after they stop accepting bids or responses. During Pending Selection, the RFX owner or designated team-members manually select (or award) winners. In this award proposal process (or winner selection process), the system helps you compose an award proposal — a description of which participants will receive awards, or be promoted to the next stage of a multistage RFX. The RFX stays in Pending Selection status until you successfully submit an award proposal, at which point the RFX goes into the Closed status. –If the RFX is part of a multistage RFX, and a follow-on stage is expected (or is required) after it, then the RFX enters the Pending Next Stage status instead of Closed status. Proposals are used to create recommendations for award in the MyFloridaMarketPlace tool. About the Award Proposal Process

45. Go to the RFX that is pending selection of winners. List your Pending Selection RFXs by clicking the Evaluate link in the home page "swoosh" (or in the left-hand navigation area of your browser window). Click an RFX name to go to its details page. Click the Proposals tab. Decide whether to use an existing award proposal (viewing, copying, editing, or immediately submitting it), or whether to create an entirely new award proposal. This places you into the award proposal process, consisting of the following pages: –At the Name page, enter a name and description for the award proposal. –At the View Responses page, you review the participating suppliers and their bid details. –At the Award Winners page, you award quantities to winners. You can do this manually, or if this is a multiline RFX activity, you can use the system to Suggest a solution for you. You do not use this page in RFIs. –At the Summary page, review the details of the winner proposal and make final changes before submitting it. Award Proposals are created and submitted in several simple steps in the Sourcing tool. Award Proposal Creation Process Overview

46. To list your Pending Selection RFXs, click on the Evaluate link in the home page "swoosh" (or in the left-hand navigation area of your browser window). Listing Pending Selection RFXs

47. Locate the event that you wish to develop an Award Proposal for and click on the RFX Name. Selecting Solicitation

48. The details of the RFX are navigated using the Tabs of the RFX; select the Proposal tab to create, edit or submit an Award Proposal. Navigating Within the Event Select the Proposal tab to create, edit or submit an Award Proposal

49. All Award Proposals are managed from the Proposal Tab of the RFX. 1.Create a New Award Proposal 2.Edit, View, Copy, Delete, and Submit an Award Proposal Note: The system automatically generates an optimized Award Proposal (This Award Proposal can be edited) Creating, Editing, Deleting or Submitting Award Proposals

50. Once the New Proposal button is selected, the Award Proposal process is initiated. Creating a New Award Proposal At the Name page, enter a name and description for the Award Proposal.

51. Vendor responses / bids can be compared and analyzed to determine an Award Proposal. Viewing and Comparing Vendor Responses/Bids At the View Responses page, you review the participating vendors and their response / bid details. 1.Compare vendor’s responses 2.View individual vendor’s bids 3.Click Next to Select Awards 1 2 3

52. Vendors can be awarded by each line item, or the award can be split among vendors; you must select the vendors you wish to award or advance to the next stage. Selecting Vendors At the Award Winners page, use the dropdown for each Item to select the awarded winner. Note: The award can be split among vendors. If using the Proposal to advance vendors to a follow on stage, be sure that all desired vendors are selected to advance.

53. Splitting the award allows all participating vendors to be advanced to the follow-on stage, if applicable. Selecting Vendors for Split Award Allocate 100% to all vendors to advance them to the next stage

54. When Items are not used in a solicitation, the Select Suppliers page is displayed in lieu of the View Responses and Award Winners Page. Using Select Suppliers Page Check vendors that you intend to award or advance Click “Select”

55. Once selected, the chosen vendors will have a checkered flag icon displayed next to their name. Confirming Selected Suppliers Confirm the correct vendors are selected Click Next

56. The Summary page provides a final review of the Award Proposal and awarded vendors. Award Proposal Summary Page – Items

57. When Items are not used within the solicitation, the Summary page contains less information. Award Proposal Summary Page – No Items

58. When the solicitation is built as a multistage event, the option to promote (create a next stage) or submit a final award (close) is available on the Submit Winner Proposal page. Promoting or Closing Events Select Promote to create a next Stage Select Final Award to close

59. If promoting vendors to another stage once the proposal is submitted, a “Create Next Stage” button appears. Creating the Next Stage in Multistage Events Select “Create Next Stage” Build next stage as needed (Automatically creates a draft RFX)

60. Contents Overview Multistage Solicitations Email Notification Editing RFX Time Adding/Deleting Questions and Attachments Adding, Editing and Deleting Item Terms Closing Solicitations References

61. Review the Buyer’s Toolkit on the MyFloridaMarketPlace webpage : http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/myfloridamarketplace_ quick_links/buyers/buyer_training/buyer_solicitation_help Email the Event Services Team at myfloridamarketplace@myflorida.commyfloridamarketplace@myflorida.com Call the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-EPRO (352-3776) Additional References / Assistance