Searching the Florida Vendor Bid System (VBS) Vendor Meeting: March 18, 2010

Searching the Florida Vendor Bid System (VBS) Vendor Meeting: March 18, 2010

Agenda Agenda • Overview • Registering for Notifications • Searching in VBS • VBS Tips & Tricks • SPURSView • Contact Us

Overview • The Vendor Bid System (VBS) is a place for state agencies, universities, and water management districts to post announcements, solicitations and public meeting notices per Florida Administrative Code (F.A.C.) requirements • http://vbs.dms.state.fl.us/vbs/main_menu • Rule 60A-1.021, F.A.C. Electronic Posting of Decisions and Intended Decisions

Overview • Who uses VBS? • Agency customers who post solicitation notices, single source notices, or public meetings • Vendor customers who wish to be notified of upcoming business opportunities

Overview: VBS Benefits • Why should vendors use VBS? • Agencies are required by Rule 60A-1.021 to post all bids for public view in VBS • State of Florida guarantees the validity of all bids posted in VBS • MFMP vendors receive automatic notifications of new bids posted in VBS • Based on commodity codes • VBS is one of three bidding tools available to vendors at no charge • eQuote • Sourcing

Registering for Notifications • VBS Notifications • When vendors register in the Vendor Information Portal (VIP) and select ‘Yes’ for solicitations, they automatically register for VBS e-mail notifications - https://vendor.myfloridamarketplace.com - Based on the commodity codes selected in their VIP account -Sent to the VIP main contact e-mail address • Vendors receive VBS notifications for all new and modified advertisements posted for a commodity code (notifications are not sent for single sources or agency decisions) • To change notification settings, vendors update their contact information in their MFMP VIP account

Registering for Notifications • Vendors sign up for VBS notifications by logging into their VIP account and selecting ‘View/Edit Solicitations Selections’ from the drop down menu

Overview Registering for Notifications • After clicking yes and saving changes, the registration for electronic notifications is complete

Registering for Notifications • The following table displays VBS advertisements that trigger vendor notifications:

VBS http://vbs.dms.state.fl.us/vbs/main_menu VBS Main Page Select Search Advertisements to search for active solicitations

VBS • VBS Search Parameters Subject Title • Type • Competitive Solicitations • Public Notices • Agency Decisions • Agency • Number • Title • Commodity Codes • Closed by Date Subject Title

VBS -VBS Search Results are displayed with Title, Number, Version and Type -Links are provided in the Number Column to the solicitation documents

VBS • Now, let’s punch-out to VBS and perform a search. We’ll review: • Open solicitations • Closed solicitations • Agency decisions • http://vbs.dms.state.fl.us/vbs/main_menu

Wrap-Up VBS Toolkit – http://dms.myflorida.com/vbsguide The VBS resources section includes a screen by screen guide and tips and tricks

VBS Helpful Hints • VBS notifications are sent to the VIP main account’s e-mail address and are driven by commodity codes • Consider creating a general e-mail account as the main contact e-mail address • This ensures multiple parties have access to notifications received by the state • Easy to forward on internally by region, location or notification type • Eliminates the need to update contact information if an employee leaves your organization • Make sure commodity codes are up-to-date and accurate • If you offer a new product/service and have not updated the commodity codes, you could miss out on a bid opportunity

Responding to Bids: General Tips • The instructions for preparing a bid response will vary based on the solicitation type (ITB, RFP, or ITN) • Respondents should review the instructions with the evaluation criteria established in the solicitation to ensure that all critical elements are addressed • Provide a professional looking response • If there are questions, contact the agency solicitation contact listed in the actual solicitation • Utilize the checklist provided in the solicitation to confirm compliance with the basic requirements • Allow enough time to have someone in your organization review the proposed response (preferably someone not associated with the preparation)

Responding to Bids: Tips Common Pitfalls • Submission of incomplete or unsigned documents • Exceeding established page limits for response • Not participating in mandatory meeting/site visit • Relying on information that is ‘heard’ rather than getting the information is writing from the solicitation owner • The most common pitfall is not allowing enough time to prepare and submit the bid

SPURSView • SPURSView is a public portal • Offers insight into agency purchasing activities • Contains a search for commodity codes • Allows for searches for Certified Business Enterprises (CBEs)

SPURSView • http://www.myflorida.com/apps/spurs/spurs.main_menu_form Click on any of the links to perform the desired search

SPURSview • Now, let’s punch-out to SPURSView and perform a search. We’ll review: • Commodity code searches • Purchase Order (PO) information • http://www.myflorida.com/apps/spurs/spurs.main_menu_form

Resources Resources • Solicitation specific questions • Contact the Agency Contract Administrator / Purchasing Office responsible for the solicitation- this information is available in the solicitation documents • http://dms.myflorida.com/agencypurchasingofficials • For technical questions concerning solicitations, please contact Vendor Help at: VendorHelp@myfloridamarketplace.com or 1-866-352-3776 • Hours: Monday – Friday, 8:00 am – 5:30 pm EDT • Vendor toolkit: http://dms.myflorida.com/vendortoolkit

Resources Resources • For general State Term Contract (STC) information, please contact the Division of State Purchasing: • 850-488-8440 • http://dms.myflorida.com/contracts • For questions about becoming a certified minority vendor, please contact the DMS Office of Supplier Diversity (OSD): • OSDHelp@dms.myflorida.com • http://www.osd.dms.state.fl.us • 850-487-0915

Resources SPURSview • Today’s presentation is available on MFMP vendor toolkit • http://dms.myflorida.com/vendormeetings • Future teleconferences: • 4/7/2010: MFMP Overview • 5/12/2010: How to Find Business Opportunities • Register at http://dms.myflorida.com/vendormeetings • Questions / Comments • Be on the lookout for a participant survey!

Wrap-Up Wrap-Up Questions?

Searching the Florida Vendor Bid System (VBS) Vendor Meeting: March 18, 2010