Workshop Title

1
Building Procurement Fitness
Building Procurement Fitness
Reverse Auctions in eVA
Jacky Suiter, eCommerce Analyst, eVA Project
Team, DPS Judith Wallace, Sr. Statewide Contract
Officer, DPS
2
Buyers - Auction Preparation and Posting

• n Create the Solicitation document
• Use Document Code RA (Reverse Auction)
• Header page
• Open to all Vendors or
• Use vendor restricted list (after pre-bid
  conference)
• Commodity Line
• Set Starting Bid Price Optional
• Publishing Page
• Enter a Let Date (publish date)
• Enter Starting Date/Time
• Enter Closing Date/Time
• Mandatory Pre-Bid conference
• Create Automatic extensions
• n Publish/post the auction for public viewing
• Upon clicking Submit
• eVA executes email push to vendors
• Posted on VBO

Building Procurement Fitness
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Creating the Solicitation

• To enable a quicker search, include the phrase
  Reverse Auction in the description. To allow
  all vendors to have an opportunity to participate
  in the auction, do not check Vendor List
  Restricted Responses

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Amending the Solicitation

• n As a result of a mandatory pre-bid conference,
  modify the solicitation to check Vendor List
  Restricted Responses to allow those vendors that
  attended the conference to participate in the
  auction.

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Restricted Vendor List

• Used after mandatory pre-bid conference.
  Amendment is issued indicating the vendors who
  will be allowed to participate in the auction

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Commodity Line Setup

• n Enter commodity code, line type, quantity,
  unit of measure and unit price. Set Starting
  Bid Price is optional-allows vendors to see
  where bidding will begin. However, do not check
  Set Starting Bid Price unless you know the
  current commodity market.

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Publishing the Auction

• Enter information in all date/time fields.
  Determine if you will use extensions and plan
  them carefully.

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Publishing the Amended Auction

• Takes place once the pre-bid conference has been
  conducted

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Extension in Minutes increased from 5 to 10
minutes
9
Canceling an Auction

Click Action Menu, Edit-Discard. Click Validate
and Submit to Finalize
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Vendors- finding the Reverse Auction

• Go to http//www.eva.virginia.gov and login with
  your username and password

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Navigating to the Auction

• Enter a name or description in

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Navigating to the Auction

• Search for the auction by entering the word
  auction into the keyword search field, then
  select Open at Search by Status

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Joining the Auction
Note bolded buttons All are important, however,
Pre-qualified vendors, Auction bids and Create
Response are crucial
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Monitoring the Auction after clicking Auction
Bids
Displays lowest bid for each commodity line
Building Procurement Fitness
Critical Click Refresh often to update time left
on Auction
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Creating a Response after clicking Create
Response

Click Step 2 Item Lines
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Creating Response Item Lines
1. Select the line number for each bid you want
to respond to
2. Enter Price and Delivery Days
Building Procurement Fitness
3. After all lines have been entered click Step
6 Submit Response
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After submitting response this screen will appear
Building Procurement Fitness
Displays the lowest bid at the time of your
submission. If your bid is not the lowest, it
will not be displayed
Dont forget to click Refresh to check for bid
price changes and time left
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After Auction is Over
- according to award terms conditions of the
solicitation
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Auction Results Vendor View

• Once auction is complete, vendors can view bid
  reading and award notices

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Auction Results Public Bid Reading
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Auction Results Notice of Award
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Auction Time Chart
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LESSONS LEARNED AND TIPS FOR BUYERS

• Allow plenty of time for planning.
• Choose a commodity fit for this type of
  solicitation.
• Include teleconferencing as part of the
  pre-bid conference.
• Give vendors a practice auction to test with
  at least one week prior to the auction.
• As with a traditional solicitation, you retain
  the right to cancel or reject all bids.
• As with a traditional solicitation, the award
  will go to the lowest responsible/responsive
  bidder.

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LESSONS LEARNED AND TIPS FOR VENDORS

• Know your eVA login username and password.
• If a test auction is available, use it. It
  will help prepare you for the real auction.
• Do your homework. Know what products you are
  going to bid and state it clearly in the comments
  of your response. Unless instructed, do not bid
  alternate products or services.
• Have a backup plan for the auction. Have
  another PC available for use. Also have at least
  one other person available to participate in case
  you are not available or have problems. Make
  sure they can login as you or themselves.
• Keep track and log what you are bidding during
  the auction. The system will only accept a bid
  lower than the previous one, so it is critical to
  know what you are bidding.
• Keep errors to a minimum. Once a bid is
  submitted, it cannot be rescinded.

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LESSONS LEARNED AND TIPS FOR VENDORS

• Click Refresh to see the current lowest bid.
• If your session is idle for 60 minutes, it will
  time out and you will be required to login back
  in.
• To activate an extension, you must submit a bid
  before the auction time expires. If there is no
  submission prior to the close time, the
  extensions will not apply. The auction is over.
• Add all attachments and comments regarding the
  products or services to your first submitted bid.
• After you have entered all of your data, click
  Submit.

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QUESTIONS ???

Building Procurement Fitness