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Vendor RFI - Event User Guide

Vendor RFI - Event User Guide. 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.

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Vendor RFI - Event User Guide

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  1. Vendor RFI - Event User Guide

  2. 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. Minimum System Requirements

  3. RFI Response Process 1. Preview 2. Open for Bidding 3. Close • Preview- Vendors prepare to participate in the bidding event by reviewing requirements, terms, and attachments. Download and complete appropriate documents. Submit questions via Q&A Board. • Open for Bidding –Vendors prepare to participate in the RFI event by reviewing questions and attachments (if any). Vendors download and complete appropriate documents, prepare responses and submit final responses and upload requested documents (if any). Vendors can revise responses , if necessary, any time during Open for Bidding period. • Close – Purchasing Analyst evaluates all responses and the event is closed

  4. Contents Preview Open for Bidding Period Close

  5. Preview Step 1: Accessing the MyFloridaMarketPlace Solicitation Tool • Go to www.myfloridamarketplace.com • Click on Additional Vendor InformationOR go to • Click onMyFloridaMarketPlace (Sourcing)https://sourcing.myfloridamarketplace.com

  6. ILLUSTRATIVE Preview Step 2: Finding the Event 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 events the agency currently has posted for your viewing and/or responding. Note: Depending on the number of events you are invited to, you may not see this page. If you are invited only to one event, you will be directed to the RFX Info screen of the event you have been invited to. Please refer to the RFX Info screen.

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

  8. ILLUSTRATIVE Preview Step 2: Finding the Event (cont.) This page lists all of the current events existing with the Department of Management Services. ‘Click’ on the event you want to participate in. For example you would select “Printing RFI-12-691-000-C”.

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

  10. Preview Step 3: Reviewing the Event – Viewing Attachments 1.) ‘Click’ on the hyperlinks to review attachments. 2.) ‘Click’ “Save this file to disk” to download the attachments, or “Open this file…” to open it in a browser window.

  11. Preview Step 3: Reviewing the Event – My Responses Details of past submitted responses. Note: you may save draft responses using the “Save” function. These saved responses may be edited during later sessions while there is time remaining in the event. Once responses are finalized, they may be submitted. Submitted responses may also be revised as often as desired while there is time remaining in the event. Submitted responses are not final until time remaining runs out. Only final responses are viewable by the State.

  12. Preview Step 3: Reviewing the Event – Rules The Rules tab shows the schedule for the event. It communicates when the event starts and closes.

  13. Preview Step 4: Monitoring 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. All activities in the event can be viewed in the Message Center.

  14. Preview Step 4: Monitoring the Message Center (cont.) Here is an example of Message Center activities.

  15. Preview Step 5: Submitting Questions The Clock will always show the time remaining to submit a response. ‘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.

  16. Preview Step 5: Submitting Questions (cont.) 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.

  17. Preview Step 5: Submitting Questions (cont.) 1 - Enter your question(s). You may enter several questions at once. 2 - ‘Click’ OK to submit.

  18. Preview Step 5: Submitting Questions (cont.) 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, 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.

  19. Contents Preview Open for Bidding Period Close

  20. Open for Bidding Step 1: Preparing Bids • There are two ways to place bid details using the MyFloridaMarketPlace Sourcing tool • Online Bidding • Vendors have the ability to directly input bid details in the MyFloridaMarketPlace Sourcing tool • Excel Bidding • Enable vendors to input bid details offline via Excel

  21. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses The Clock will always show the time remaining to submit a response. When you are ready to submit a response, ‘Click’ on the Prepare Response button.

  22. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – RFX Info The RFX Info stage of the response process provides the ability to submit responses to various questions.

  23. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – Uploading Files In this example, you are required to upload required forms as attachments.

  24. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – Response Field Types Long Text Fields (type up to 4,000 characters, or approximately two full double-spaced pages) Checkboxes (‘click’ one or more) Dropdowns (‘click’ only one) Dollars (type numeric values only)

  25. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – Items ‘Click’ Next when finished. In this example, you would enterthe actual dollar values for each lot in the “Enter Values” section.

  26. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – Submitting ‘Click’ Submit if you are finished. ‘Click’ Prev. button if you would like to edit your response. Summary page provides a view of your overall response.

  27. ONLINE BIDDING Open for Bidding Step 1: Preparing Responses – Submitting (cont.) Read the response submittal text and ‘click’ on the OK button. Note: When clicking OK, your response will be transmitted to the State. This response can be revised as long as time is remaining in Open for Bidding period. Only the last response is viewable by the State.

  28. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids-Exporting/Saving The Clock will always show the time remaining to submit a bid. When you are ready to enter your bids, download the Excel bidding spreadsheet by Clicking on the Open RFX in Excel.

  29. EXCEL BIDDING You will be prompted to Save or Open the Excel Spreadsheet Click “Save” You will then be prompted to choose a location to save the file in your computer. Choose an easy to remember location on your hard drive and Click “Save” Open for Bidding Step 1: Preparing Bids – Exporting/Saving

  30. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – RFX Info. • Locate and open the saved spreadsheet • Open the RFX sheet • In the column Answers answer all required information Please note that all cells in Yellow are required fields

  31. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Entering Bids Open the tab sheet labeled “Bid Data” Enter your pricing or other requested information in the cells provided Please note that all cells in Yellow are required fields and must be filled out

  32. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Entering Bids (cont.) NOTE: Your solicitation may include requirement such ad (text, yes/no and numeric inputs) in addition to pricing. These can be input into the spreadsheet and uploaded as well. Once You have entered your bid information, save the Excel spreadsheet. This spreadsheet can then be uploaded into MyFloridaMarketPlace. You will then be able to submit bids for all items at one time.

  33. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing When you are ready to enter your bids, and upload the Excel bidding spreadsheet, return to the solicitation through MyFloridaMarketPlace and ‘Click’ on the Prepare Bid button.

  34. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing Click the “Import Bid Information” Button Note: Your Bid Excel File can be imported through the RFX info tab or the Items tab

  35. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing (Cont.) Click the “Browse” Button

  36. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing (Cont.) A window will open allowing you to choose the spreadsheet you want to upload. Locate the spreadsheet that contain your bids and click “Open”

  37. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing (Cont.) The window will close and you will be returned to the Import page Note the path to your bid sheet is now in the window of Step 3 Click the “Load Response” button

  38. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Importing ‘Click’ Next when finished. Notice now your bids have been entered automatically into the solicitation

  39. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Submitting ‘Click’ Submit if you are finished. ‘Click’ Prev. button if you would like to edit your bid. Summary page provides a view of your overall bid.

  40. EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Submitting (cont.) Read the bid submittal text and ‘click’ on the OK button. Note: When clicking OK, your bid will be transmitted to the State. This bid can be revised as long as times remains in the Open for bidding period. Only the last bid is viewable by the State.

  41. Open for Bidding Step 2: Viewing Responses To view your Submitted / entered responses click on the “My Response” tab.

  42. Open for Bidding Step 2: Viewing Responses (cont.) A list of responses will be displayed.

  43. Open for Bidding Step 2: Viewing Responses (cont.) A list of bids will be displayed. Click on the bid id number to view the details of the bid submitted

  44. Open for Bidding Step 2: Viewing Responses (cont.) Click OK if you would like to go back to the main solicitation page You bid RFX info will appear, click on Items tab to view item bid info.

  45. Open for Bidding Step 2: Viewing Responses (cont.) Click OK if you would like to go back to the main solicitation page Your bid Item info will appear, click on Items tab to view item RFX info.

  46. Open for Bidding Step 2: Viewing Responses (cont.)- TIPS • TIPS: • Please remember to double check your bid after submission, this is a validation for you that the system has accepted your bid. • Please remember to check the files uploaded by clicking on the file name link. This is to validate that you have uploaded the correct required files • Vendors have the ability to revise bids submitted up to to the close of the bidding period • It is strongly recommended not to wait until the last minute to upload your bid.

  47. Open for Bidding Step 3: Revising Responses To revise your response, ‘click’ on the Revise Response button. Note 1: When revising your response you will walk through the same process as the initial submission of your response. Note 2: Revising/Entering a new response will “replace” previous response. Only the last response is viewable by the State.

  48. Contents Preview Period Open for Bidding Period Close

  49. Close Step 1: Event Closing The Message Center will indicate that the RFI has stopped accepting responses. Once the RFI is closed, it is moved to a Pending Selection status. Pending Selection allows the State to analyze all responses. Generally no awards will be made based on vendor responses to the RFI event, check rules for more specific rules regarding the award process.

  50. Close Step 2: View Completed Events 1. To view a completed event, ‘Click’ on the History Button. 2. ‘Click’ on the event you want to view.

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