MyFloridaMarketPlace
MyFloridaMarketPlace Vendor Teleconference SeriesJuly 9, 2008: “Solicitations”12:00 noon – 1:00 p.m. EDT
The toll free number is: (888) 808-6959Conference Code: 4888366
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Agenda
Welcome/Introduction [Eric Swanson] Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote Vendor Bid System Account Helpful Hints Resources
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Welcome/Introduction
Due to the number of participants, this teleconference call will be muted
Please send any questions you may have during the presentation to: [email protected]
We will address as many questions as possible at the end of the presentation
We are working to make future sessions interactive
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System [Eric Swanson] Commodity Codes Solicitations eQuote Vendor Bid System Account Helpful Hints Resources
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Overview
What are Solicitations?
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
Solicitations can be formal or informal: Formal bids are for procurements in excess of $25,000; these are
typically done through the Request for Proposal, Request for Bids, etc. process
Informal bids are for procurements less than $25,000; these are typically done through written quotes
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Overview
Solicitations The state primarly uses three electonic tools to solicit quotes and bid
responses from the vendor community:
eQuote Ariba Sourcing Vendor Bid System (VBS)
Each tool requires registration and enables you to identify the products/services that you offer
Notifications will be distributed based on the classification you’ve selected
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Overview
eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. You can access this site at: http://equote.myfloridamarketplace.com
Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/
Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes [Eric Swanson] Solicitations eQuote Vendor Bid System Account Helpful Hints Resources
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Commodity Codes
Commodity - An item of physical property as opposed to a service
Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes
Florida uses commodity codes in several tools to seek vendor
participation in solicitations (VBS, eQuote, Sourcing)
Commodity codes are selected by vendors as part of their MFMP registration
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Commodity Codes
The commodity code can be comprised of 13 digits:
Class - first 3 digits
Group - second 3 digits
• Item - third 3 digits
• Detail - last 4 digits
Most solicitations are issued at the Class or Group level (3- or 6-digit commodity
code)
Each solicitation tool (eQuote, VBS, Sourcing) requires registration and enables
you to identify the products/services you offer
When buyers solicit bids/quotes for products, notifications will be distributed
based on the classification you’ve selected
In addition, commodity codes are also used by state purchasers to notify the
applicable vendors of upcoming bids and solicitations
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Commodity Codes
Example – National Institute of Governmental Purchasing (NIGP) Commodity Codes
Florida currently uses a customized version of this structure
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Commodity Code
Selecting Commodity Codes Commodity codes are selected during the initial registration process,
but can be updated as needed by logging into vendor registration https://vendor.myfloridamarketplace.com/
To find or update commodity code selections: Commodity codes for goods:
http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=1
Commodity codes for services: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=2
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Commodity Codes
Searching for Commodity Codes
http://www.myflorida.com/apps/spurs/spurs.main_menu_form
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Commodity Codes
Enter search description for your products
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Commodity Codes
Class & Group are displayed with description
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Commodity Codes
MyFloridaMarketPlace Sourcing The commodity codes you select in Vendor Registration will be transmitted to
your Sourcing account at the Class (3 Digit) level
Once invited to a solicitation in MFMP Sourcing, you will have access to the solicitation by simply logging into your MFMP Sourcing account
Notifications of solicitations published in Sourcing are distributed at the Class level (first three digits of the commodity code) and are distributed to the Sourcing contact on your account
Updates from Vendor Registration account are sent over to Sourcing
Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected
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Commodity Codes
MyFloridaMarketPlace eQuote
The commodity codes you select in your MyFloridaMarketPlace Vendor Registration will be transmitted to your eQuote account when you first register
You can manage your own eQuote categories within the system
When an agency customer creates a quote for goods or services the request will be sent to the selected vendor by email
Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected
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Commodity Codes
MyFloridaMarketPlace Vendor Bid System (VBS)
Email notifications for solicitations are distributed using the 6 digit commodity (class and group)
The notification will be sent to the address you identified when your VBS account was created
If the account needs to be updated contact the VBS Helpdesk, [email protected]
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Commodity Codes
Helpful Hints A Commodity Code vendor training aid is available at:
http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_toolkit/mfmp_vendor_training
Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected https://vendor.myfloridamarketplace.com/
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Commodity Codes
Helpful Hints cont’d A searchable Excel document is available on the MFMP Toolkit under Vendor
Tools and Sourcing/Solicitations Web pages
This Excel file will assist you with finding your commodity code prior to making your selections or updating your selections in your MyFloridaMarketPlace Vendor Registration account To use this Excel file, please follow these steps:
Open the document Click "Edit" on the top of the tool bar Choose "Find" In the box that appears, type a keyword, the first selection that matches
your keyword search will appear
The Excel file’s far left column is the main category; the next column to the right is a subcategory, and so on. Use the "Find Next" button within the search to go to the next product level in the document Make sure to update your Vendor registration account to reflect any
updated commodity codes
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations [Mark Oyster] eQuote Vendor Bid System Account Helpful Hints Resources
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Solicitations
MyFloridaMarketPlace Sourcing Online competitive bidding tool
Used to collect bids/responses for formal solicitations (>$25,000); Current primary use is for State Term Contracts and DMS Agency Term contracts
Allows the review and electronic submittal of responses / bids
Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account
https://myfloridamarketplace.com/sourcing/
The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system
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Solicitations
Enter your Sourcing account username and password
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Solicitations
Select the agency that is responsible for the Solicitation from the list
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Solicitations
Select the solicitation from the list of active solicitations – Note the Time Remaining column
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Solicitations
Select Prepare Bid (Response) to provide a response to the solicitation
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Solicitations
Read, prepare and provide your bid/response as requested in the solicitation on the RFx Info page
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Solicitations
Submit any pricing components if required on the Enter Values page
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Solicitations Please note that clicking the SAVE button within MFMP Sourcing only
saves your bid responses The SAVE button does not transmit your bid response to the State In order to transmit your bid response to the State, you must click the
SUBMIT button on the SUMMARY page of the bid response
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Solicitations
1. To verify and review your previously submitted bid, select the Bid Id number (link)
2. To revise or edit your bid select the Revise Bid (Response) button
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote [Mark Oyster] Vendor Bid System Account Helpful Hints Resources
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eQuote
How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not
require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP http://equote.myfloridamarketplace.com
Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from
Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox
Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer
Step4: The buying agency selects a vendor and issues a purchase order
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eQuote
Main Account Page This is the main screen you will see when you login to eQuote You can click on the user at the bottom to edit the contact information or add
additional users to the account Click on WORK at the top of the screen to view any pending eQuotes
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eQuote
Viewing QuotesViewing Quotes
Within the WORK section you can view any pending quotes awaiting response After handling an eQuote request the supplier can select that quote to Archive
Dept. of Management Services
Dept. of Management Services
State User
State User
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote Vendor Bid System [Eric Swanson] Account Helpful Hints Resources
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VBS
Vendor Bid System (VBS)
The Vendor Bid System is an online bid posting site
Executive branch agencies and some local governments publically post competitive solicitations, agency notices and agency decisions electronically in the tool
All formal solicitations that the state issues are posted in VBS
http://vbs.dms.state.fl.us/vbs/notification_new.selection
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VBS
VBS Main Page
Select Search Advertisements to search for active solicitations
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VBS
Type Competitive Solicitations Public Notices Agency Decisions
Agency
Number
Title
Commodity Code (13 Digit)
Closed by Date
VBS Search Parameters
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VBS
VBS Search Results are displayed with Title, Number, Version and Type
Links are provided in the Number Column to the solicitation documents
Search Results
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote Vendor Bid System Account Helpful Hints [Eric Swanson] Resources
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Account Helpful Hints
Type of Account How often should I check this account?
Where do I go to access this account?
E-Quote At least monthly or as new products are offered
http://equote.myfloridamarketplace.com
Sourcing At least monthly or as new products are offered
https://myfloridamarketplace.com/sourcing
Vendor Registration
As needed to keep information updated
https://vendor.myfloridamarketplace.com
Vendor Bid System (VBS)
At least bimonthly (this is the main repository for all MFMP bids)
http://vbs.dms.state.fl.us/vbs/notification_new.selection
MFMP Helpful Hint: Consider using Microsoft Outlook Calendar to set up reminders for updating and checking your MFMP account information
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Other Helpful Hints
Today’s presentation is available on MFMP Vendor Toolkit http://dms.myflorida.com/business_operations/state_purchasing/
myflorida_marketplace/vendors/vendor_toolkit/vendor_tools
Future teleconferences: 7/16/08: Solicitations (eQuote, Sourcing, VBS) 7/23/08: Importance of Keeping Accounts Updated 8/20/08: Transaction Fee Processing & Reporting
Questions
Comments
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Agenda
Welcome/Introduction Overview of Solicitation, eQuote, and Vendor Bid System Commodity Codes Solicitations eQuote Vendor Bid System Account Helpful Hints Resources [Eric Swanson]
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Resources
Resources Solicitation Specific Questions
Contact the Agency Contract Administrator/Purchasing Office responsible for the solicitation
For technical questions concerning solicitations, please contact Vendor Help at: [email protected] or 1-866-352-3776 Contact information:
MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com
Hours: Monday – Friday, 8:00 am – 5:30 pm EDT
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