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Create a RFP Event in JAGGAER

Users assigned the Issuing Officer role can create and edit solicitations in JAGGAER. In JAGGAER,

solicitations are known as events. This document outlines the steps on how to create an Request for

Proposal (RFP) Event in JAGGAER.

Disclaimer: All screenshots used in this procedure are for example purposes only.

Step 1: On the Home page, in the Quick Links section, select the Create New Event link to begin the

process.

Step 2: Enter the name of the RFP in the Event Title field (as it will be advertised).

a. In the Agency field, select the Magnifying icon to search for your agency or bureau name.

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b. Select the Arrow to expand the agency list.

c. Choose the Radio button for your agency or bureau name and select the Save Changes button. Note: If your agency has an arrow, expand the list to verify your bureau name is not listed. If your bureau name is not listed select the radio button for your agency.

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Step 3: Select the Next button.

Step 4: In the Event Type field, select the Magnifying icon to choose the appropriate type (i.e. RFP or RFQ).

a. Choose the Select button for Request for Proposal. Note: Request for Information and Request

for Auction are not used by the Commonwealth.

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Step 5: In the Create from Template field, select the Magnifying icon to choose the appropriate template.

a. Choose the Select button for the appropriate DGS Master template.

Step 6: Select the Create Sourcing Event icon button.

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The RFP Event has been created and is in Draft status. Begin with the Setup section, enter information specific to

your RFP and complete the following sections under Settings and Content.

Step 7: In the Setup section, the Event Title field can be edited (if necessary). The Event Type and Agency fields

cannot be edited. Select the Pencil icon to edit the Event Number field.

a. Remove the system generated number and enter the SRM Number (i.e. 61XXXXXXXX) in the field. Note:

All agencies that have access to the Supplier Relationship Management (SRM) system should generate a

number in SRM for the RFP event in JAGGAER. Enter

All required fields

in each section

must be completed

to submit the event

for approval. A

field with a star is

required.

The Stage Title field

should remain blank.

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Step 8: For Reporting Commodity Code, select the Edit button to search and choose the applicable commodity code.

This field allows only one code to be selected. Use the Additional Commodity Codes field to add more codes.

b. Choose the Select button for

the applicable Commodity

code.

a. Select Yes for Forced Supplier

Invitation by Commodity Code

option. This will send email

invites to all suppliers

registered for the commodity

code(s) selected.

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Step 9: For Visible to Public, select Yes and enter a brief description in the Public Event Short Description field.

Step 10: Complete the Open Date, Close Date,

and Q&A Submission Close Date fields. Use the

Calendar and Clock icons or enter dates to

complete fields.

The checkboxes for Sealed Bid Open Date and

Show Sealed Bid Open Date to Supplier should

remain selected as defaulted.

Step 11: Select the Next button.

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Step 12: In the Users section, select the Edit Users button to add applicable users. (Optional)

a. Select the Next button.

Note: When adding users, do not delete your name!! If you delete your name, you will remove your editing

permissions for the RFP Event. To add users, enter the last name of the user next to your name to search and add.

Once the user(s) have been added, select the Save Changes button. (Optional step)

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Step 13: In the Description section, enter details specific to your RFP in the highlighted text fields throughout the

section. Note: Stage Description section should remain blank.

a. Select the Next button.

Step 14: The Prerequisites has information the supplier will need to know and/or act on. Do not delete any of the

default prerequisites. You have the option to add prerequisites by selecting the Add Prerequisite button, completing

the required fields, and save changes. (Optional step)

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Step 15: In the Buyer Attachments section, upload reference documents for the supplier to view, download, and

complete (i.e. Technical Submittal, Cost Submittal, Terms and Conditions, and Appendices).

a. Review and remove the default template attachments. Select the Actions button and choose the Delete

item.

b. Select the Add Attachment button.

c. Choose the Add New Attachment menu item.

d. Complete the Display Name and File fields.

e. Select the Save Changes button.

f. Once all documents have been

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f. Once all attachments have been uploaded, select the Next button.

Step 16: The Questions section list how the default template questions are grouped. No action is required in this

section. Select the Next button.

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Step 17: In the Technical Questions group, review the default questions from the template. Delete only the

“Optional” questions if they are not applicable to your RFP. Select the Edit Down Arrow to delete or edit the

“Optional” questions.

Additional technical questions can be created by selecting the Add

Question button (if necessary). If the RFP is for multiple lots, you will

need to create additional questions for each lot.

a. No action is required in the

Small Diverse Business and

Small Business Participation

question group unless the

RFP is for multiple lots. If the

RFP is for multiple lots,

create additional questions

for each lot.

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Step 18: Select the Next button after the cost document has been renamed.

b. In the Cost question group,

select the Edit button to

change the name of the cost

document.

c. Remove the “cost template”

language and rename it to the

name for your cost document.

d. Select the Save Changes button.

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Step 19: In the Standard Forms group, review the default questions from the template. Each question listed has the

applicable form attached for the supplier to download and view. The “DGS Only” questions should be deleted unless

the RFP is being issued by DGS Bureau of Procurement. Select the Edit Down Arrow to delete the questions.

Additional questions can be created by selecting

the Add Question button (if necessary).

a. No action is required in the

Terms and Conditions and

Offeror’s Representation

question groups.

b. Select the Next button.

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Step 20: In the Additional Item Fields section, there is no action required. Select the Next button.

Step 21: In the Items section, there is no action required. Select the Next button.

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Step 22: In the Suppliers section, there may be a list of suppliers in the Suppliers Invited by Commodity Code tab

based on the commodity code(s) selected in the Setup section. In the Add Suppliers to Event tab, you have the option

to search and add suppliers to the that are registered in JAGGAER to receive a system generated email. Select the

Next button.

Step 23: In the Review and Submit section, verify all sections of the RFP Event are completed. If a required field is not

complete, the event cannot be submitted for workflow approval. To see the workflow approval, select the View

Approval Steps link. If all sections are completed, select the Next button.

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Once the RFP Event has been successfully submitted, you will receive a confirmation screen.

The event is now in Pending status. Once approved and the Open Date/Time

is reached, the event will be in Open status for responses from suppliers.