Sourcing Event Tool Kit October 2003 Version 1.0 MyFloridaMarketPlace

© 2004 MyFloridaMarketPlace. All rights reserved. 2 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit Page

© 2004 MyFloridaMarketPlace. All rights reserved. 3 Introduction Overview ResourceLocation PowerPoint presentation that describes the entire sourcing processThis Document Sourcing Event Check ListAppendix A Sourcing Event Job AidAppendix 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 informationAppendix D Sample communications, event content and calendar of eventsAppendix E Training User IDs and passwordsAppendix F Questions to help Purchasing Analysts identify event timeline and template settingsAppendix G List of system-generated sAppendix H HTML Quick Reference GuideAppendix I WinZip Instruction GuideAppendix J Connection Speed & Port TableAppendix K Buyer Excel Import User GuideAppendix M

© 2004 MyFloridaMarketPlace. All rights reserved. 4 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)Appendix C 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)Appendix D 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 toolAppendix A 6.Look at samples of past events provided on MyFloridaMarketPlace Training / Sandbox environment (see Appendix C)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 issuesAppendix C First Steps

© 2004 MyFloridaMarketPlace. All rights reserved. 5 Introduction MyFloridaMarketPlace Event Sourcing Process Diagram DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Key Worksteps Updating Live event Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event 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.

© 2004 MyFloridaMarketPlace. All rights reserved. 6 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit

© 2004 MyFloridaMarketPlace. All rights reserved. 7 Design Identify Vendors DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event Determine the list of all vendors that should be notified of the upcoming event by: –Obtain vendors addresses who are registered under SPURS Class Codes (See Tips Section 3) –Key vendors list addresses (e.g. identified via industrial research) –Other Agency identified vendors addresses 1.Send out one general notice of upcoming solicitation via to prompt all vendors to do the following prior to posting of bids (see sample communication in Appendix E)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 s into groups (e.g addresses per ) 2.Use the Blind Carbon Copy (BCC) function when sending the invite 3.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

© 2004 MyFloridaMarketPlace. All rights reserved. 8 Design BuildRunClose Develop Content Select Template Build Event Preview & Train Invite & Launch Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event Are there enough vendors to create competition? (usually 3 or more) Do market conditions favor vendor competitiveness? Can I clearly specify my requirements? yes AUCTION 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 TRADITIONAL RFQ or RFP Note: Ideal # of auction candidates is However, successful auctions have been conducted with less. Price Only? yes no ITBRFP Select Type of Event – Sourcing Tool Decision Tree Identify Vendors

© 2004 MyFloridaMarketPlace. All rights reserved. 9 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 CenterAppendix D 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:Appendix C –Scoring –Cost Formula –Multi-Stage –Matrix Pricing –Tiered Pricing Develop Content DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event

© 2004 MyFloridaMarketPlace. All rights reserved. 10 Design Develop Content (continued) DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event 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)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)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

© 2004 MyFloridaMarketPlace. All rights reserved. 11 Design Determine Calendar Sample Calendar Of Events DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Determine Calendar Test Event Open Bid Period Posting Award Decision Close Event 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 aboveAppendix G Refer to sample Calendar of Events on this page

© 2004 MyFloridaMarketPlace. All rights reserved. 12 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit

© 2004 MyFloridaMarketPlace. All rights reserved. 13 Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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)Appendix C Appendix F –Use the Template Comparison Table to identify major components of each template (see Comparison table in Appendix G)Appendix G –Review sample events currently running on MyFloridaMarketPlace Training / Sandbox environment for configuration, setup example (see list of sample events in Appendix C)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

© 2004 MyFloridaMarketPlace. All rights reserved 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 CenterAppendix D 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)Appendix C 6.Reference the Buyers link (see Appendix C) for documentation on additional functionalityAppendix C –Scoring –Cost Formula –Multi-Stage –Matrix Pricing –Tiered Pricing Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Build Event

© 2004 MyFloridaMarketPlace. All rights reserved. 15 Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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 settingsAppendix G 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)Appendix J

© 2004 MyFloridaMarketPlace. All rights reserved. 16 Suppliers and Q&A Tab Team Tab Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Build Event (continued) 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)

© 2004 MyFloridaMarketPlace. All rights reserved. 17 RFX Info TabRules Tab Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Build Event (continued) 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 solicitationAppendix I 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)

© 2004 MyFloridaMarketPlace. All rights reserved. 18 Build DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Test Event TIPS: Purchasing Analyst may test different designs and configuration settings on the training environment (see Appendix C)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)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 eventAppendix C

© 2004 MyFloridaMarketPlace. All rights reserved. 19 Build TemplatesTiming and Q&A Board DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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)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 can re-launch the past event and only edit/enable the Q&A Board.) 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’ questionsAppendix F

© 2004 MyFloridaMarketPlace. All rights reserved. 20 Build Multi-StageBidding & Message Center DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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

© 2004 MyFloridaMarketPlace. All rights reserved. 21 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit

© 2004 MyFloridaMarketPlace. All rights reserved. 22 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 DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event

© 2004 MyFloridaMarketPlace. All rights reserved. 23 Run Invite and Launch (continued) DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event TIPS: 1.System will automatically send out an invite to all vendors registered for the selected commodity code (see Appendix H for system generated s)Appendix H 2.An optional invite can be sent via VBS (see sample communication to vendors in Appendix E) 3.Additional 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 functionality when making several changes so vendors will not receive an for each change. Be sure to enable functionality prior to making last change so that a single notifying vendors that changes have been made is sent out by the system to all participants.

© 2004 MyFloridaMarketPlace. All rights reserved. 24 Run 1.During Preview Period, vendors: a.View the solicitation without placing a bid b.Download all required files, view rules, and instructions c.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 & 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 s 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. DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Preview & Train

© 2004 MyFloridaMarketPlace. All rights reserved. 25 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)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 notifications DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event Preview & Train (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 26 Run DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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)

© 2004 MyFloridaMarketPlace. All rights reserved. 27 Run My BidsTabMessage Center & Revise Bid DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event 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 when making updates and enabling 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

© 2004 MyFloridaMarketPlace. All rights reserved. 28 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit

© 2004 MyFloridaMarketPlace. All rights reserved. 29 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 will be sent to the winning bidder (s) only Award Decision, Posting & Closing Event DesignBuildRunClose Identify Vendors Develop Content Select Template Build Event Preview & Train Invite & Launch Gain Approvals Test Event Open Bid Period Posting Award Decision Close Event

© 2004 MyFloridaMarketPlace. All rights reserved. 30 Contents Introduction Design Build Run Close Appendix MyFloridaMarketPlace Event Sourcing Tool Kit

© 2004 MyFloridaMarketPlace. All rights reserved. 31 Appendix Appendix A – Sourcing Event Check ListAppendix A Appendix B – Sourcing Event Job AidAppendix B Appendix C – Helpful LinksAppendix C Appendix D – Agency Sourcing LiaisonsAppendix D Appendix E – Sample communications, event content and calendar of eventsAppendix E Appendix F – Training User IDs and passwordsAppendix F Appendix G – Key Purchasing Analysts questionsAppendix G Appendix H – List of system-generated sAppendix H Appendix I – HTML Quick Reference GuideAppendix I Appendix J – WinZip Instruction GuideAppendix J Appendix K – Connection Speed & Ports TableAppendix K Appendix M – Buyer Excel Import User Guide