Searching in VBS

							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




                                  3/18/2010            2
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


                             3/18/2010                      3
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




                            3/18/2010                 4
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
                               3/18/2010                   5
Agenda
                                              Agenda

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




                                  3/18/2010            6
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
                                3/18/2010                            7
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




                              3/18/2010                   8
 Overview
Registering for Notifications

 After clicking yes and saving changes, the registration for
  electronic notifications is complete




                              3/18/2010                         9
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




                                 3/18/2010               10
Agenda
                                              Agenda

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




                                  3/18/2010            11
VBS

http://vbs.dms.state.fl.us/vbs/main_menu

VBS Main Page

Select Search Advertisements to search for
active solicitations




                                             3/18/2010   Page - 12
 VBS
 VBS Search Parameters
 Type
     Competitive Solicitations
     Public Notices
     Agency Decisions
   Agency
   Number
   Title
   Commodity Codes
   Closed by Date




                                  3/18/2010   Page - 13
VBS



-VBS Search Results are displayed with
Title, Number, Version and Type

-Links are provided in the Number
Column to the solicitation documents




                                         3/18/2010   Page - 14
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




                               3/18/2010                    15
Agenda
                                              Agenda

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




                                  3/18/2010            16
                                            Wrap-Up
VBS Toolkit – http://dms.myflorida.com/vbsguide




                                       The VBS resources
                                       section includes a
                                       screen by screen
                                       guide and tips and
                                       tricks




                         3/18/2010                          17
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




                                           3/18/2010                               18
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)


                                           3/18/2010                                     19
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

                                     3/18/2010                     20
Agenda
                                              Agenda

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




                                  3/18/2010            21
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)




                              3/18/2010                 22
SPURSView

 http://www.myflorida.com/apps/spurs/spurs.main_menu_form




                                                  Click on any of the
                                                  links to perform the
                                                  desired search




                                3/18/2010                                23
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




                              3/18/2010                         24
Agenda
                                              Agenda

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




                                  3/18/2010            25
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




                                      3/18/2010                                Page - 26
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


                             3/18/2010                   Page - 27
SPURSview
                                                Resources

 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!
                              3/18/2010                  Page - 28
Wrap-Up
                           Wrap-Up




          Questions?


               3/18/2010             29