1 Vendor ITB - Sourcing User Guide

2 Minimum System Requirements Internet connection - Modem, ISDN, DSL, T1. Your connection speed determines your access speed. Web browser - Microsoft Internet Explorer versions 6.x, or Netscape Navigator versions 6.x. Also, you must have Javascript enabled. In Netscape, choose Edit > Preferences, select Advanced, and make sure you’ve checked Enable JavaScript for Navigator. In Internet Explorer, choose Tools > Internet Options, the Advanced tab, and under the heading Java, make sure you’ve checked Use Java.

3 1. Preview2. Open for Bidding3. Pending Selection 1.Preview – Vendors prepare to participate in the bidding event by reviewing requirements, terms, and attachments. Download and complete appropriate documents. 2.Open for Bidding – Vendors prepare and submit bids. Revise bid if necessary. Vendors also responsible for answering all required questions and uploading appropriate documents. 3.Pending Selection – Purchasing Analyst evaluates all bids and decides which vendors to award according to Basis of Award language of ITB. The Sourcing Process

4 Preview Period Open for Bidding Period Pending Selection Contents

5 Step 1: Accessing the MyFloridaMarketPlace Sourcing Tool Go to myfloridamarketplace.com Preview

6 Step 2: Finding the Solicitation The first page you will see when you login is the RFX List page. This page will provide a list of State of Florida agencies. Next to each agency there is a number. This number indicates how many formal solicitations the agency currently has posted for your viewing and/or responding. Note: Depending on the number of solicitations you are invited to, you may not see this page. If only one event, you will directed to RFX Info screen of the auction you have been invited to. Please refer to the RFX Info screen. Preview

7 ‘Click’ on the Department name link that invited you to participate. For example, the Department of Management Services. Step 2: Finding the Solicitation (cont.) Preview

8 This page lists all of the current bidding events existing with the Department of Management Services. ‘Click’ on the ITB/RFX you want to participate in. Step 2: Finding the Solicitation (cont.) Preview

9 Information regarding the entire solicitation. Note: Some sections may contain attachments where vendors can download documents related to the Solicitation. Step 3: Reviewing the Solicitation – RFX Info Preview

10 Lists the items comprising the solicitation. Provides detail on each item. Step 3: Reviewing the Solicitation - Items Preview

11 Details of bid history. Vendors will NOT see any bid history because the solicitation is in Preview Period and bidding is not allowed at this point. Step 3: Reviewing the Solicitation – My Bids Preview

12 The Rules tab shows the schedule for the solicitation. It communicates when bidding starts and closes. The ‘Bidding Start Time’ will mark the transition from the Preview Period to Open Bid Period. Step 3: Reviewing the Solicitation – Rules Preview

13 Step 4: Status & Time Remaining In the upper right hand corner, a timing window exists which communicates the status of the solicitation (Preview, Open for bid, pending selection, closed); along with the time remaining. Preview

14 Step 5: Submitting Questions ‘Click’ on the Q&A Board. You will have the ability to submit questions electronically regarding a solicitation if the solicitation has been set up to allow a "Preview" period. Preview

15 When you ‘click’ the Q&A Board button, a new window will open where you may ask questions regarding the solicitation. ‘Click’ the Ask Question button to ask a question. Step 5: Submitting Questions (cont.) Preview

Enter your question(s). 2 - ‘Click’ OK to submit. Step 5: Submitting Questions (cont.) Preview

17 When you submit questions using the Q&A Board, you will only see your organization's questions, not your competitors. The State will compile all questions from the Q&A Board, remove all proprietary info, answer the questions, and post the answers to all vendor question as an attachment within the tool. The Message Center will alert you when a revision to the tool (i.e. Q&A Answers posted) has been made. Step 5: Submitting Questions (cont.) Preview

18 Step 6: Monitoring the Message Center All activities in the solicitation can be viewed in the Message Center. Note: When you see the yellow envelope flashing it means you have a new message to view. ‘Click’ on the envelope to view new and old messages. Preview

19 Here is an example of Message Center activities. Step 6: Monitoring the Message Center (cont.) Preview

20 Preview Period Open for Bidding Period Pending Selection Contents

21 Step 1: Preparing Bid When you are ready to place a bid ‘Click’ on the Prepare Bid button. The Clock will always show the time remaining to submit a bid. Open for Bidding

22 The first stage of the bid process is to submit any required response in the Info Section. This could include answering various questions, attaching documents, and producing additional information. Note: RFX Info section requirements is related to the solicitation as a whole. Open for Bidding Step 1: Preparing Bid (cont.)

23 In this example, you are required to upload “Required Responses” as attachments. ‘Click’ Next when finished. Open for Bidding Step 1: Preparing Bid (cont.)

24 The vendor populates the actual dollar values for each lot in the “Enter Values” section. ‘Click’ Next when finished. Open for Bidding Step 1: Preparing Bid (cont.)

25 Summary page provides a view of your overall bid. ‘Click’ Submit if you are finished. ‘Click’ Prev. button if you would like to edit your bid. Open for Bidding Step 2: Submitting Bid

26 Read the Agreement terms for bid submittal and ‘click’ on the OK button. Note: When clicking OK, your bid will be entered as a valid bid. Open for Bidding Step 2: Submitting Bid (cont.)

27 Step 3: Viewing Bid To view your entered bids click on the “My Bid” tab. Open for Bidding

28 A list of bids entered will be displayed. Open for Bidding Step 3: Viewing Bid (cont.)

29 Step 4: Revising Bid To revise your bid ‘click’ on the Revise Bid button. Note 1: When revising your bid you will walk through the same process that you did when you initially submitted your bid. Note 2: Revising/Entering a new bid will “replace” previous bid. Open for Bidding

30 Step 5: Bid Closing Once the solicitation is closed for bidding, it is moved to a Pending Selection status. Pending Selection allows the State to analyze all bids, documents, and requirements before making the final award decision. The Message Center will indicate that the Solicitation has stopped accepting bids and is awaiting award selection. Open for Bidding

31 Preview Period Open for Bidding Period Pending Selection Contents

32 Once the State awards the business, a message will be displayed to the winning bidder(s) in the Message Center. Note: The State reserves the right to contact the winning bidder(s) offline. Step 1: Award Notification Message Pending Selection

33 Step 2: View Completed Solicitation 1. To view a completed solicitation, ‘Click’ on the History Button. 2. ‘Click’ on the solicitation you want to view. Pending Selection

34 Step 3: View Winning Bids ‘Click’ on the My Bids tab Pending Selection

35 Your bid status will move to a Transacted state. ‘Click’ on the Bid number. Pending Selection Step 3: View Winning Bids (cont.)

36 The Filled Qty. column will show the items that you have been awarded. Pending Selection Step 3: View Winning Bids (cont.)