Florida Vendor Bid System (VBS) State Purchasing Buyer Confernece March 11, 2010 State Purchasing Buyer Confernece

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Overview The Vendor Bid System (VBS) is a place for state agencies, community colleges, universities, and water management districts to post solicitations and single source purchases per Florida Administrative Code (F.A.C.) requirements Rule 60A-1.021, F.A.C. Electronic Posting of Decisions and Intended Decisions VBS now includes the posting of public meeting notices 3/11/2010

Overview Who should have VBS access? Agency customers who post solicitation notices, single source notices, or public meetings If one person in your office is responsible for VBS activities, we recommend at least one backup for this person Each agency should have at least one agency VBS system administrator 3/11/2010

Overview Agency VBS System Administrator First place for assistance Responsible for resetting passwords and assigning permissions for their customers If the agency system administrator is unable to assist, please contact DMS at: vbsassist@dms.myflorida.com 3/11/2010

Overview VBS Notifications When vendors register with MFMP and select ‘Yes’ for solicitations, they automatically register for VBS e-mail notifications - VBS notifications are based on the commodity codes selected in their VIP account - Sent to the VIP main contact e-mail address Vendors receive VBS notifications for all new and modified advertisements posted for a commodity code (notifications are not sent for single sources or agency decisions) To change notification settings, vendors update their contact information in their MFMP VIP account 3/11/2010

Overview Overview Vendors sign up for VBS notifications by logging into their account and selecting ‘View/Edit Solicitations Selections’ from the drop down menu 3/11/2010

Overview The following table displays VBS advertisements that trigger vendor notifications: Yes No Single source X Agency decisions Grant opportunities Competitive solicitations Notices 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

VBS VBS Main Page Select Search Advertisements to search for active solicitations March 11, 2010

VBS VBS Search Parameters Type Competitive Solicitations Subject Title Type Competitive Solicitations Public Notices Agency Decisions Agency Number Title Commodity Codes Closed by Date Subject Title March 11, 2010

VBS -VBS Search Results are displayed with Title, Number, Version and Type -Links are provided in the Number Column to the solicitation documents March 11, 2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Logging In http://vbs.dms.state.fl.us/vbs/main_menu If you currently have an Administrator Login or need access, click this link 3/11/2010

Logging In Enter your username and password and click ‘Log On’ If you don’t have a login click ‘Get One Now’ If you do not currently have access click ‘Get One Now’ To set up a profile you will then need to contact your agency VBS system administrator to receive permissions such as to create advertisements, etc. 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Changing Passwords To change your password, click ‘Password Change’ at the bottom 3/11/2010

Change Password Enter your User ID, Old Password, and New Password then click ‘Submit’ 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Creating Advertisements To create an advertisement click ‘New Advertisements’ 3/11/2010

Creating Advertisements Contact Person: Click the dropdown and choose the contact for the solicitation/public meeting notice (if not listed add a new contact) Number: The solicitation /single source number that your agency has assigned Type: Type of advertisement such as ITB, RFP, ITN, Public Meeting Notice, etc. Title: Title of the advertisement according to your agency’s naming conventions-100 character limit Description: Information to be included in your advertisement- 2GB character limit 3/11/2010

Creating Advertisements Begin Date: Determines when the Advertisement will become public. This date can be the current day or any time in the future. Non-Administrators will not be able to see the advertisement if you use a future date, but you will be able to see, edit, and delete the Advertisement Begin/End Time: Time the advertisement starts however it will not end at this time End Date: Date that the Advertisement will come off the VBS system and go into “Closed Bids” (it will end at 11:59 PM on this date) Opening Date and Opening Time: Solicitation opening date and time Street Address, City, State: Address of where the solicitation documents will be housed and where the solicitation will be opened/public meeting held Please Note: Always set your dates for a future time so that you can add your attachments and review your advertisement 3/11/2010

Creating Advertisements Commodity Codes: List the commodity codes for the goods/services this advertisement is related to If there are multiple commodity codes check the Additional Commodities box (Group Code of 000 is not acceptable) Include Commodity Description: If Yes is chosen, the description will be displayed along with the numbers from the commodity code Attachments: Choose to include standard language on four different topics: Americans with Disabilities Act Minority Business Enterprise (MBE) encouraged Pre-solicitation conference Right to reject Click ‘Save Advertisement’ 3/11/2010

Creating Advertisements This screen notifies you that your advertisement was added, then you will be able to add your attachments 3/11/2010

Creating Advertisements Browse for the document to be added Note: Attachments can only be in PDF format 3/11/2010

Creating Advertisements Select your file and choose ‘Open’ 3/11/2010

Creating Advertisements File Description: The name displayed with the advertisement Click ‘Submit’ 3/11/2010

Creating Advertisements If you have more documents to attach click ‘Yes’ 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Editing Advertisements To edit or delete an advertisement, click ‘Search Advertisements’ 3/11/2010

Editing Advertisements Enter your Search criteria or click ‘Initiate Search’ for all open advertisements for your agency 3/11/2010

Editing Advertisements To edit an advertisement click the ‘Edit’ box and choose ‘Ad’ To delete an advertisement click the ‘Delete link’ 3/11/2010

Editing Advertisements To make edits you must click ‘Version Advertisement’ 3/11/2010

Editing Advertisements Make your changes and click ‘Save Advertisement’ 3/11/2010

Editing Advertisements If you currently have an Administrator Login click the link. If you do not currently have access click the link and you can set up your own profile 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Removing Advertisements from View To remove an advertisement from view, edit it to create a new version of the advertisement Change the end date to today’s date and the advertisement will be removed from view at midnight 3/11/2010

Removing Advertisement from View Using the cancel feature does not delete, hide, or close the advertisement A cancelled advertisement remains visible for the duration the advertisement was originally set for If you inadvertently cancel an advertisement, please contact VBSAssist@dms.myflorida.com 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

VBS Admin Functions VBS Administrator functions include: Adding Contacts Editing/Deleting Contacts E-mail Notification Log 3/11/2010

Adding New Contact If you need to add a contact person into the dropdown box, click ‘New Contact Person’ 3/11/2010

Adding New Contact Complete the contact information and click ‘Save Contact’ 3/11/2010

Editing/Deleting Contacts To edit a contact’s information click ‘Update Contact’ To delete a contact, click ‘Delete Contact’ 3/11/2010

Editing/Deleting Contacts Click the dropdown and choose the contact person to update and click ‘Update’ 3/11/2010

Editing/Deleting Contacts Make your updates and click ‘Save Contact’ 3/11/2010

Editing/Deleting Contacts Choose the contact person to delete and click ‘Delete Contact’ 3/11/2010

Editing/Deleting Contacts Confirm your delete by clicking ‘Delete Contact’ 3/11/2010

Vendor Notification Log To view vendor notification logs, click ‘Notification Log’ 3/11/2010

Vendor Notification Log To search for vendor notification logs you must have the Advertisement Key, located as part of the web address on the Advertisement Detail 3/11/2010

Vendor Notification Log Enter your search criteria and click ‘Initiate Search’ 3/11/2010

Vendor Notification Log This is an example of doing a search by vendor 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

Wrap-Up VBS Toolkit To reach the VBS toolkit, click on ‘VBS Guide’ 3/11/2010

Wrap-Up VBS Toolkit The VBS resources section includes a screen by screen guide and tips and tricks 3/11/2010

Vendor Bid System Enhancements VBS Enhancements DMS is exploring the possibility of making some enhancements to the Vendor Bid System (VBS) What enhancements would you like to see? Suggestions 3/11/2010

Agenda Agenda Overview Searching in VBS Logging In Changing Passwords Creating Advertisements Editing Advertisements Removing Advertisements from View VBS Administrator Functions VBS Toolkit Contact Us 3/11/2010

For technical assistance, please email vbsassist@dms.myflorida.com Contact Us Contact Us Team Member E-mail Phone Number Communications Analyst Amy.Smyth@dms.myflorida.com (850) 294-3080 F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739 Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 766-7670 Purchasing Process Analyst Kasey.Bickley@dms.myflorida.com (850) 294-0494 Vendor Management Analyst Eric.Swanson@dms.myflorida.com (850) 445-3894 DMS Division of State Purchasing purchasingcustomerservice@dms.myflorida.com VBSAssist@dms.myflorida.com http://dms.myflorida.com/contracts (850) 488-8440 For technical assistance, please email vbsassist@dms.myflorida.com 3/11/2010

Wrap-Up Wrap-Up Questions? 3/11/2010