Vendor ITB Event User Guide

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Vendor ITB - Event User Guide
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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 gt Preferences, select
  Advanced, and make sure youve checked Enable
  JavaScript for Navigator.
• In Internet Explorer, choose Tools gt Internet
  Options, the Advanced tab, and under the heading
  Java, make sure youve checked Use Java.

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ITB Bids Process
2. Open for Bidding
3. Close
1. Preview

• Preview- Vendors prepare to participate in the
  bidding event by reviewing requirements, terms,
  and attachments. Download and complete
  appropriate documents. Submit questions via QA
  Board.
• Open for Bidding Vendors prepare to participate
  in the ITB event by reviewing questions and
  attachments (if any). Vendors download and
  complete appropriate documents, prepare bids and
  submit final bids and upload requested documents
  (if any). Vendors can revise bids , if necessary,
  any time during Open for Bidding period.
• Close Purchasing Analyst evaluates all bids and
  the event is closed

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Contents
Preview
Open for Bidding Period
Close
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Step 1 Accessing the MyFloridaMarketPlace
Solicitation Tool

• Go to www.myfloridamarketplace.com
• Click on Additional Vendor Information
  OR go to
• Click on MyFloridaMarketPlace (Sourcing)
  https//sourcing.myfloridamarketplace.com

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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.
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Preview
Step 2 Finding the Event (cont.)
Click on the department name link that invited
you to participate. For the ITB choose the
Agency (Example Department of Management Services)
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Preview
Step 2 Finding the Event (cont.)
This page lists all of the current events
existing with the Agency (Example Department of
Management Services). Click on the event you
want to participate in. (Example the DMS RFP for
Audio-Visual Equipment and Services)
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Preview
Step 3 Reviewing the Event RFX Info
Information regarding the entire event.
Note Some sections may contain attachments where
you can download documents related to the event.
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Step 3 Reviewing the Event Viewing Attachments
Preview
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.
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Preview
Step 3 Reviewing the Event My Bids
Details of past submitted bids. Note You may
save draft bids using the Save function. These
saved bids may be edited during later sessions
while there is time remaining in the event. Once
bids are finalized, they may be submitted.
Submitted bids may also be revised as often as
desired while there is time remaining in the
event. Submitted bids are not final until time
remaining runs out. Only final bids are viewable
by the State.
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Preview
Step 3 Reviewing the Event Rules
The Rules tab shows the schedule for the event.
It communicates when the event starts and closes.

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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.
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Preview
Step 4 Monitoring the Message Center (cont.)
Here is an example of Message Center activities.
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Preview
Step 5 Submitting Questions
The Clock will always show the time remaining to
submit a bid.
Click on the QA 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.
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Preview
Step 5 Submitting Questions (cont.)
When you click the QA Board button, a new
window will open where you may ask questions
regarding the solicitation. Click the Ask
Question button to ask a question.
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Preview
Step 5 Submitting Questions (cont.)
1 - Enter your question(s). Note that you may ask
several questions at once. 2 - Click OK to
submit.
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Preview
Step 5 Submitting Questions (cont.)
When you submit questions using the QA Board,
you will only see your organization's questions,
not your competitors. The State will compile all
questions from the QA 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. QA Answers posted) has been
made.
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Contents
Preview
Open for Bidding Period
Close
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Open for Bidding
Step 1 Preparing Bids

• There are two ways to enter bids / responses
  within the MyFloridaMarketPlace Sourcing tool
• Online Bidding (see pages 21 through 27 in this
  section)
• Vendors have the ability to directly input bid /
  response details in the MyFloridaMarketPlace
  Sourcing tool
• Excel Bidding (see pages 28 through 40 in this
  section)
• Vendors enter bids / responses into provided
  Excel spreadsheet and import spreadsheet content
  into the Sourcing tool

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Open for Bidding
Step 1 Preparing Bids
The Clock will always show the time remaining to
submit a bid.
When you are ready to submit a bid, Click on
the Prepare bid button.
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Open for Bidding
Step 1 Preparing Bids RFX Info
The RFX Info stage of the bid process provides
the ability to submit bids to various questions.
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Open for Bidding
Step 1 Preparing Bids Uploading Files
In this example, you are required to upload
required forms as attachments.
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Step 1 Preparing Bids Bid Field Types
Open for Bidding
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)
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Open for Bidding
Step 1 Preparing Bids Items
Click Next when finished.
In this example, you would enter the actual
dollar values for each lot in the Enter Values
section.
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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.
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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.
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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.
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Open for Bidding
Step 1 Preparing Bids Exporting/Saving
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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
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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
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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.
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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.
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Open for Bidding
Step 1 Preparing Bids Importing (cont.)
Click the Import Bid Information Button
Note Your Bid Excel File can be imported through
the RFX info tab or the Items tab
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Open for Bidding
Step 1 Preparing Bids Importing (cont.)
Click the Browse Button
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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
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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
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Open for Bidding
Step 1 Preparing Bids Importing (cont.)
Click Next when finished.
Notice now your bids have been entered
automatically into the solicitation
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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.
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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.
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Open for Bidding
Step 2 Viewing Bids
To view your entered bids click on the My Bid
tab.
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Open for Bidding
Step 2 Viewing Bids (cont.)
A list of bids will be displayed. Click on the
bid id number to view the details of the bid
submitted
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Open for Bidding
Step 2 Viewing Bids (cont.) - RFX Info.
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.
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Open for Bidding
Step 2 Viewing Bids (cont.) - Item Info.
Click OK if you would like to go back to the main
solicitation page
Your bid Item info will appear, click on RFX
Info. tab to view item RFX info.
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Open for Bidding
Step 2 Viewing Bids (cont.) - Item Info.
If Ranking is enabled then Bid ranking of the
items will be shown here
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Open for Bidding
Step 2 Viewing Bids (cont.) Checking Bid
Details

• TIPS
• Please remember to double check your bid after
  submission to validate the completeness and
  accuracy of your bid within the system.
• Be sure to check any files you uploaded by
  clicking on the file name link to validate the
  availability and readability of the file
• 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 and verify your bid.

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Open for Bidding
Step 3 Revising Bids
To revise your bid, click on the Revise Bid
button. Note 1 When revising your bid you will
walk through the same process as the initial
submission of your bid. Note 2
Revising/entering a new bid will replace
previous bid. Only the last bid is viewable by
the State.
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Open for Bidding
Step 4 Bid Closing
The Message Center will indicate that the
Solicitation has stopped accepting bids and is
awaiting award selection.
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.
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Contents
Preview Period
Open for Bidding Period
Close
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Close
Step 1 Award Notification Message
After the Intent to Award process is completed,
the State will award the business to the selected
bidders. A message will be displayed to the
winning bidder(s) within the Message
Center. Note The State reserves the right to
contact the winning bidder(s) offline.
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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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Close
Step 3 View Past Bids
Click on the My Bids tab
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For more information or assistance
Notes

• For all technical difficulties please contact the
  Customer Service Desk at (866)FLA-EPRO or
  vendorhelp_at_myflorida.com
• There are several Solicitation help links
  available on MyFloridaMarketPlace solicitation
  help https//marketplace.myflorida.com/vendor/vend
  or_solicitation_help.htm such as
• Vendor FAQ
• On-Demand web-based training link
• WinZip FAQ
• It is strongly recommended not to wait until the
  last minute to upload your bid.