1 Vendor RFP - Event User Guide. 2 Minimum System Requirements Internet connection - Modem, ISDN, DSL, T1. Your connection speed determines your access

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Vendor RFP - 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 > 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.

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2. Open for Bidding 3. Close

1. 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.

2. Open for Bidding –Vendors prepare to participate in the RFP 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.

3. Close – Purchasing Analyst evaluates all responses and the event is closed

RFP Response Process

1. Preview

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Open for Bidding Period

Close

Contents

Preview

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Step 1: Accessing the MyFloridaMarketPlace Solicitation Tool

1. Go to www.myfloridamarketplace.com2. Click on Additional Vendor Information OR go to 3. Click on MyFloridaMarketPlace (Sourcing) https://sourcing.myfloridamarketplace.com

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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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ILLUSTRATIVE

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‘Click’ on the department name link that invited you to participate. For the RFP choose the Agency (Example Department of Management Services)

Step 2: Finding the Event (cont.)

ILLUSTRATIVE

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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)

Step 2: Finding the Event (cont.)

ILLUSTRATIVE

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Information regarding the entire event.

Note: Some sections may contain attachments where you can download documents related to the event.

Step 3: Reviewing the Event – RFX Info

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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.

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Step 3: Reviewing the Event – Viewing Items

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Information regarding the items included in the event.

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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.

Step 3: Reviewing the Event – My Responses

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Step 3: Reviewing the Event – Suppliers

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By State law, All Suppliers information is sealed

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The Rules tab shows the schedule for the event. It communicates when the event starts and closes.

Step 3: Reviewing the Event – Rules

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Step 4: Monitoring the Message Center

All activities in the event can be viewed in 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.

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Here is an example of Message Center activities.

Step 4: Monitoring the Message Center (cont.)

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‘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.

The Clock will always show the time remaining to submit a response.

Step 5: Submitting Questions

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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.

Step 5: Submitting Questions (cont.)

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1 - Enter your question (s). Note that multiple questions maybe submitted in one box2 - ‘Click’ OK to submit.


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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.


Preview

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Close

Contents

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Step 1: Preparing Bids

Open for Bidding

There are two ways to enter bids / responses within the MyFloridaMarketPlace Sourcing tool:

Online Bidding (see pages 21 through 29 in this section)• Vendors have the ability to directly input bid / response details in the

MyFloridaMarketPlace Sourcing tool

Excel Bidding (see pages 30 through 42 in this section)• Vendors enter bids / responses into provided Excel spreadsheet and

import spreadsheet content into the Sourcing tool

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Step 1: Preparing Responses

When you are ready to submit a response,‘Click’ on the Prepare Response button.

The Clock will always show the time remaining to submit a response.

Open for Bidding

ONLINE BIDDING

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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.

ONLINE BIDDING

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In this example, you are required to upload required forms as attachments.

Open for Bidding

Step 1: Preparing Responses – Uploading Files

ONLINE BIDDING

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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)

Open for Bidding

ONLINE BIDDING

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In this example, you would enter the actual dollar values for each lot in the “Enter Values” section.

‘Click’ Next when finished.

Open for Bidding

Step 1: Preparing Responses – Items

ONLINE BIDDING

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Open for Bidding

Step 1: Preparing Responses – Submitting

Summary page provides a view of your overall response.

‘Click’ Submit if you are finished.

‘Click’ Prev. button if you would like to edit your response.

ONLINE BIDDING

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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 times remains in the Open for Bidding period. Only the last response is viewable by the State.

Open for Bidding

Step 1: Preparing Responses – Submitting (cont.)

ONLINE BIDDING

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Step 1: Preparing Bids-Exporting/Saving

When you are ready to enter your bids, download the Excel bidding spreadsheet by Clicking on the Open RFX in Excel.

The Clock will always show the time remaining to submit a bid.

Open for Bidding

EXCEL BIDDING

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EXCEL BIDDING

Open for Bidding

Step 1: Preparing Bids – Exporting/Saving

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”

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EXCEL BIDDING

1. Locate and open the saved spreadsheet

2. Open the RFX sheet

Please note that all cells in Yellow are required fields

1. In the column Answers answer all required information

Open for Bidding

Step 1: Preparing Bids – RFX Info.

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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

EXCEL BIDDING

Please note that all cells in Yellow are required fields and must be filled out

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Once You have entered your bid information,save the Excel spreadsheet.

Open for Bidding

This spreadsheet can then be uploaded into MyFloridaMarketPlace.

You will then be able to submit bids for all items at one time.

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.

Step 1: Preparing Bids – Entering Bids (cont.)

EXCEL BIDDING

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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.

Open for Bidding

Step 1: Preparing Bids – Importing

EXCEL BIDDING

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Click the “Import Bid Information” Button

Open for Bidding

Note: Your Bid Excel File can be imported through the RFX info tab or the Items tab


EXCEL BIDDING

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Open for Bidding

Click the “Browse” Button

Step 1: Preparing Bids – Importing (Cont.)

EXCEL BIDDING

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Open for Bidding

A window will open allowing you to choose the spreadsheet you want to upload.

Locate the spreadsheet that contain your bids and click “Open”


EXCEL BIDDING

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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

Open for Bidding


EXCEL BIDDING

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Notice now your bids have been entered automatically into the

solicitation

‘Click’ Next when finished.


Open for Bidding

EXCEL BIDDING

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Open for Bidding

Step 1: Preparing Bids – Submitting

Summary page provides a view of your overall bid.

‘Click’ Submit if you are finished.

‘Click’ Prev. button if you would like to edit your bid.

EXCEL BIDDING

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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.

Open for Bidding

Step 1: Preparing Bids – Submitting (cont.)

EXCEL BIDDING

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Step 2: Viewing Responses

Open for Bidding

To view your submitted / entered responses click on the “My Response” tab.

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Open for Bidding

Step 2: Viewing Responses (cont.)

A list of responses will be displayed.

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Open for Bidding


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.

You bid RFX info will appear, click on Items tab to view item bid info.

Click OK if you would like to go back to the main solicitation page

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Open for Bidding

Step 2: Viewing Bids (cont.) - Item Info.

Your bid Item info will appear, click on RFX Info. tab to view item RFX info.

Click OK if you would like to go back to the main solicitation page

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Open for Bidding


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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Step 3: Revising Responses

Open for Bidding

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.

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Step 5: Bid Closing

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.

The Message Center will indicate that the Solicitation has stopped accepting bids and is awaiting award selection.

Open for Bidding

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Preview Period


Close

Contents

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After the ‘Intent to Award’ process is completed, the State will award the business to the selected bidder (S). 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.

Step 1: Award Notification Message

Close

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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.

Close

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Step 3: View Past Responses

‘Click’ on the My Responses tab

Close

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For more information or assistance

• For all technical difficulties please contact the Customer Service Desk at (866)FLA-EPRO or [email protected]

• There are several Solicitation help links available on MyFloridaMarketPlace solicitation help https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm such as:

• Vendor FAQ• On-Demand Link• WinZip FAQ

It is strongly recommended not to Waite until the last minute to upload your bid.

Notes

Documents

1 Vendor RFP - Event User Guide. 2 Minimum System Requirements Internet connection - Modem, ISDN, DSL, T1. Your connection speed determines your access