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2009 Bid Posting Process Prepared by Bonita Gaston Tracy Taylor

Administrative Role. Tracy Taylor, Primary Staff Person for PostingBonita Gaston, Secondary Staff Person for PostingFlora Hill, Third Staff Person for PostingPosting Staff Person is responsible for the posting of allbids/quotes/request for proposals. If the Primary Staff Person is absent bids s

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2009 Bid Posting Process Prepared by Bonita Gaston Tracy Taylor

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    1. 2009 Bid Posting Process Prepared by Bonita Gaston & Tracy Taylor

    2. Administrative Role Tracy Taylor, Primary Staff Person for Posting Bonita Gaston, Secondary Staff Person for Posting Flora Hill, Third Staff Person for Posting Posting Staff Person is responsible for the posting of all bids/quotes/request for proposals. If the Primary Staff Person is absent bids should be given to the secondary staff person for posting, etc… Lillian Lowery, Dir. Communication, Research & Marketing should be notified after postings to communicate that new bids/quotes/request for proposals have been posted on website. 2

    3. Step I – Receipt of Bid Bids are generally received in MMBDC office via fax, regular mail or email. Bids received electronically or faxed should be forwarded to the Primary Staff Person, Tracy Taylor for posting; bids received via mail are date stamped by Flora Hill (or relief person in her absence) and delivered to Tracy Taylor for posting to MMBDC website. Bids can be time sensitive due to the “pre-bid meeting date” and attendance is sometimes mandatory in able to submit a bid. 3

    4. Step II – Posting on Website Posting Administrator – MMBDC authorized personnel and Corporate Members are the only individuals that can post bid opportunities on the website. Corporate members sometimes forward bids (email or fax) directly to the Primary Staff Person for posting. This is also a service MMBDC provide to our corporate members. 4

    5. Step III - Entering of Data There are 2 areas on the website where you have access to Post a Bid under Corporate Members area OR Access to Opportunities tab select “Post Bids” under either area: 5

    6. Step III - Entering of Data Continued After selecting Post Bids, click Add to enter project description/information: 6

    7. Step III - Entering of Data Continued 7

    8. Step III - Entering of Data Continued Enter criteria for companies submitting bids, quotes, proposals. You can also upload a PDF file of any critical documentation: 8

    9. Step III - Entering of Data Continued Enter deadline date/time, location, Bid/RFP URL if provided and all contact information, do not enter your contact information. 9

    10. Step III - Entering of Data Continued Enter Admin Only Block information accordingly, recommend not to check comment field unless you are prepared to answer questions regarding the project, enter a couple of “tags.” Upon completion select “submit listing” to post. 10

    11. Review Posted Bid To review bid posted select Corporate Members and select Post Bids tab; then select Search or Search Bid/RFPs: 11

    12. Review Posted Bid Continued 12

    13. Step IV – Review & Communication Make sure “Anonymous view” is checked in Admin Only Block (slide #10) - this is the only way MBEs can view bid opportunities until they receive a login/password. Review posting after entering all data for any mistakes, edit accordingly. Notify Lillian Lowery that new bids have been posted to website and include a brief description of the bid. This information is to be included in the next e/communication sent to MBEs. 13

    14. Attachment “A” Insert PDF Click on PDF icon, browse to locate your file, select file from your documents, file name will appear in URL field, select upload and file will appear Downloadable file screen. 14

    15. SUMMARY Bids are received in MMBDC office (fax, email or regular mail) and provided to authorized staff member for posting. Bids are posted to website within 24 hours. Contact person listed on bid material will receive an email confirmation upon completion of positing. New bid postings will be distributed on weekly basis in MMBDC email newsletter. If the bid is time sensitive an e/blast can be sent to MBEs within 48 and posted as a new article on front page of website. 15

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