Searching the Florida Vendor Bid System (VBS) Vendor Meeting: March 18, 2010
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Transcript of 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
Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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Agenda
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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
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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
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Overview: VBS Benefits
Why should vendors use VBS?Agencies are required by Rule 60A-1.021 to post all
bids for public view in VBSState of Florida guarantees the validity of all bids
posted in VBSMFMP 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 chargeeQuoteSourcing
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Agenda
Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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Agenda
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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
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Vendors sign up for VBS notifications by logging into their VIP account and selecting ‘View/Edit Solicitations Selections’ from the drop down menu
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Registering for Notifications
Overview
After clicking yes and saving changes, the registration for electronic notifications is complete
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Registering for Notifications
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Registering for Notifications
The following table displays VBS advertisements that trigger vendor notifications:
Yes No
Single source X
Agency decisions X
Grant opportunities X
Competitive solicitations X
Public Meeting Notices X
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Agenda
Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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Agenda
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VBS
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http://vbs.dms.state.fl.us/vbs/main_menu
VBS Main Page
Select Search Advertisements to search for active solicitations
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VBS
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Type Competitive Solicitations Public Notices Agency Decisions
Agency Number Title Commodity CodesClosed by Date
VBS Search Parameters
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VBS
-VBS Search Results are displayed with Title, Number, Version and Type
-Links are provided in the Number Column to the solicitation documents
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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
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VBS
Agenda
Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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Agenda
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Wrap-Up
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VBS Toolkit – http://dms.myflorida.com/vbsguide
The VBS resources section includes a screen by screen guide and tips and tricks
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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
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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)
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
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Responding to Bids: Tips
Agenda
Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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Agenda
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SPURSView is a public portal
Offers insight into agency purchasing activitiesContains a search for commodity codesAllows for searches for Certified Business
Enterprises (CBEs)
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SPURSView
http://www.myflorida.com/apps/spurs/spurs.main_menu_form
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SPURSView
Click on any of the links to perform the desired search
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
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SPURSview
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Overview Registering for Notifications Searching in VBS VBS Tips & Tricks SPURSView Contact Us
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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: [email protected] or 1-866-352-3776 Hours: Monday – Friday, 8:00 am – 5:30 pm EDT
Vendor toolkit: http://dms.myflorida.com/vendortoolkit
Resources
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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): [email protected] http://www.osd.dms.state.fl.us 850-487-0915
Resources
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Resources
Today’s presentation is available on MFMP vendor toolkithttp://dms.myflorida.com/vendormeetings
Future teleconferences:4/7/2010: MFMP Overview5/12/2010: How to Find Business Opportunities
• Register at http://dms.myflorida.com/vendormeetings
Questions / Comments
Be on the lookout for a participant survey!
SPURSview
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Wrap-Up
Questions?
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Wrap-Up
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