Webinar: Enhanced eQuote Features and Functions

1. Professional Development Providing Training for State Purchasing Professionals Webinar: Enhanced eQuote Features and Functions April 4, 2008 State Purchasing Division www.DOAS.GA.GOV

2. Your instructor Title: Procurement Training Specialist Experience: • DOAS State Purchasing 2002-present • DOAS Human Resources 1997-2002 • Department of Corrections 1990-1997 Education: Ed.S. Counseling and Psychological Services, Georgia State University 1987 Contact: Gayle.porster@doas.ga.gov 404-656-6131 State Purchasing Division Gayle Porster

3. Webinar objectives • Provide updated information from February’s webinar • Display the newly added features available in the enhanced eQuote for both purchasing agents and suppliers • Explain the policies and procedures regarding using eQuote • Participate in a question and answer session on using eQuote State Purchasing Division

4. Enhanced eQuote Features State Purchasing Division

5. Manuals on Website: Totally Rewritten and updates planned • eQuote step by step with examples and screenshots • Available on DOAS State Purchasing webpage • Includes FAQs • Includes eQuote vendor instructions and standard terms and conditions State Purchasing Division

6. eQuote Training—totally Rewritten • Training schedule posted on the State Purchasing website • To include training throughout the state • Atlanta—April 9 and April 18 and May 9 • Macon—to be rescheduled • Coosa Valley Gordon Campus—April 11 • Valdosta—April 18 and April 19 • Athens—April 25 • Columbus—April 25 • Augusta—April 30 • Savannah—April 30 and May 1 • Waycross—May 7 and May 8 • Albany—May 13 and May 14 • Rome—May 16 • Dublin—May 23 State Purchasing Division

7. Using eQuote State Purchasing Division Can’t be used for RFPs and for non-maintenance/non-repair Construction

8. eQuote/GPR Posting Explained An Agency must advertise all eQuotes with estimated contract values of $50,000 or more on the Georgia Procurement Registry. To comply with this requirement, the Agency must either (1) create a listing on the Georgia Procurement Registry, which directs the vendor to submit an electronic bid through the eQuote system* or (2) utilize the automatic process for listing open and pending eQuotes on the Georgia Procurement Registry once this automatic process becomes available * Template to assist with this provided in manual State Purchasing Division

9. How Long Does an eQuote Have to be Posted? State Purchasing Division

10. eQuote: Access eQuote through the Georgia Procurement Registry (GPR) • Agency Procurement Officer (APO) determines who has access and level • Level 6—for APO and Senior Manager • Level 1 or 2—for Buyers with GPR and eQuote • Level 0—eQuote only State Purchasing Division

11. What type of eQuote bid is it? • eQuote for those State of Georgia governmental entities that are Exempt from OCGA and the GPM • All other Agencies and College and Universities • Is this an Exempt purchase? • Is this Not an Exempt purchase? • Is the purchase under your agency’s DPA? If so, needs approval from SPD • $100,000 or above, also needs NOIA before NOA • If $50,000+ also needs public posting, opening, and reading • Through link provided to vendors on Public GPR • Or through subsequent posting using template language • eQuote for non-State of Georgia governmental entities (city, county, public schools) State Purchasing Division

12. Old eQuote Menu still on screen State Purchasing Division Click here to enter New eQuote Menu

13. eQuote Menu—totally revised to reflect increased and improved functionality! State Purchasing Division Reports not yet available

14. Ability to include with your eQuote—same as currently with RFQ using GPR • Well-defined specifications or a clear description of the scope of work • All contractual terms and conditions • Delivery requirements • Quality expected, including performance requirements • Samples possibly • Packaging requirements • Warranty information • Insurance and/or bonds requirement if applicable • Pre-bid conference or site visit information-if applicable (must not be less than 5 business days before eQuote closing date) • References required—if requesting these • Training requirements • Maintenance or installation requirements State Purchasing Division

15. Click Yes for Exempt State Purchasing Division

16. An Exempt Purchase—must provide justification/explanation State Purchasing Division

17. eQuote for an Agency making a non-exempt purchase Leave at No State Purchasing Division

18. Ability to copy from prior eQuotes eQuote number Automatically enters name, email and FY FY of posting date State Purchasing Division

19. Suggested wording regarding possible early-pay discounts State Purchasing Division

20. Adding Agency Contract or additional Terms and Conditions • eQuote’s Terms and Conditions are very, very general • The vendor MUST agree to those Terms and Conditions • You may add a document that has agency-specific or solicitation-specific Terms and Conditions or an agency contract • This must be signed by both sides • You should include the ability for the vendor to submit exceptions to those with the eQuote response • Exceptions to your contract or Terms and Conditions can be approved and incorporated into the final eQuote award State Purchasing Division

21. Chart to help State Purchasing Division

22. Requirement to add to eQuote eQuotes $100,000+ The Agency must perform a formal public opening and reading of electronic bids for any eQuote with an estimated value of $100,000 or more. The Agency must accommodate any vendor desiring to attend the opening of the electronic bids regardless of the dollar amount. The time and date of the public opening and reading is the same as the eQuote closing time and date. The eQuote must state the location for the public opening and reading of the electronic bids received. (Usually, the public opening is held in an Agency office which is easily accessible to the public.) At a minimum, the Agency will read aloud the names of the vendors submitting bids and the corresponding bid prices. Vendors are welcome to attend the formal public opening As an alternative, all vendors are welcome to view the electronic bids using the “automated public opening” State Purchasing Division

23. NIGP Code Added to Header Note brief description State Purchasing Division

24. Another NIGP Code is Added to Header (unlimited) Added NIGP Code—can also change your mind and delete an NIGP Code State Purchasing Division

25. Add Documents to Header State Purchasing Division

26. Upload documents to header State Purchasing Division

27. Document has been Attached Can add more documents! State Purchasing Division Click on document to make sure it is correct

28. Document with Additional T’s & C’s State Purchasing Division

29. State Purchasing Division

30. Then decide: Update Header even more, Save the eQuote, Add Your Lines or Cancel Options available State Purchasing Division

31. Decided to Save State Purchasing Division

32. When You Want to Return to that eQuote Review and Maintenance State Purchasing Division

33. Saved eQuotes—in own section on menu State Purchasing Division

34. Same Options—Update, Save, Add Your Lines or Cancel (need to update closing date) State Purchasing Division

35. Adding Lines: Start with Line 1 Drop-down has all the NIGP Codes from Header State Purchasing Division

36. Can add document(s) to each line State Purchasing Division

37. As Before, You Can Delete the Document, Add More Documents, and Review the Added Document State Purchasing Division

38. Shows Line 1—with Document State Purchasing Division

39. Back to the BLUE—with Line 1 State Purchasing Division

40. Choices—Add another Line, Cancel, Save, Release—and Can Always Update State Purchasing Division

41. Adding Line 2 State Purchasing Division

42. State Purchasing Division

43. Random Vendor List—REVISED –suggest using COMPLETE LIST required for $250,000+) State Purchasing Division

44. If don’t go with complete list can add more vendors geographically State Purchasing Division

45. State Purchasing Division

46. You receive an email confirmation State Purchasing Division

47. eQuote is now an Open eQuote State Purchasing Division

48. State Purchasing Division

49. For eQuotes $50,000+ must be publically posted • Must create eQuote FIRST • Then go into GPR and post information with NIGP Codes • Use template information in Description section explaining to vendors how to contact you to get access to eQuote • Vendors with selected NIGP Codes will get duplicate emails • Vendors without selected NIGP Codes or not registered will have to contact buyer for eQuote access • Have electronic posting of eQuotes that satisfy this requirement State Purchasing Division

50. Vendor Receives eQuote invitation email (top part) • Email Includes: • Name of vendor • Business name • Agency Name • eQuote Title • eQuote closing date and time • Buyer name and email address • One-time userid and password • Link to access the eQuote • Access link to Vendor’s Guide • Reminder not to fax eQuote bid State Purchasing Division