Sourcing Event Tool Kit Solicitation Archiving User Guide

© 2004 MyFloridaMarketPlace. All rights reserved. 2 Agenda Introduction Solicitation Archiving Vendor Bid/Response Archiving References

© 2004 MyFloridaMarketPlace. All rights reserved. 3 Purchasing Analysts are required to archive all electronic documents submitted in a solicitation. Solicitation documents are archived to support: –Public Record Requests –Analysis and evaluation –Audit Once training is completed Purchasing Analysts will be able to: –Download, save and view solicitation documents and vendor responses/bids from the MyFloridaMarketPlace Sourcing tool –Build a solicitation folder to archive solicitation documents Introduction

© 2004 MyFloridaMarketPlace. All rights reserved. 4 Agenda Introduction Solicitation Archiving Vendor Bid/Response Archiving References

© 2004 MyFloridaMarketPlace. All rights reserved. 5 Organization of downloaded documents is essential for accessing archived documents quickly and efficiently at a later date. A folder for solicitation documents should be created for each solicitation on a common, shared network drive (i.e. DMS S: drive) using Windows Explorer Sub-Folders can then be created in the main solicitation folder to archive: –All RFX documents (RFX text from the Sourcing tool, attachments, etc.) –Each vendor’s responses –All solicitation working documents (previous versions, bid analysis, communications, etc.) Names of folders and files should be named to provide quick search and reference capability –Date (MMDDYY), Title and version number: “010105_Spreadsheet_Test_v1.xls” –Underscores can be used for separation Creation of all folders and subfolders should be completed in Microsoft Windows® (Windows Explorer) before saving or downloading/exporting any files from the MyFloridaMarketPlace Sourcing tool Archived Folders

© 2004 MyFloridaMarketPlace. All rights reserved. 6 Solicitation information can be downloaded and archived in Microsoft Excel® format from the MyFloridaMarketPlace Sourcing tool. Downloading Documents Using Excel Export Functionality Solicitation text (RFX Info), Item lists, Team member lists, and Vendor responses can be downloaded in MS Excel format using the MS Excel feature of the MyFloridaMarketPlace Sourcing tool. If a page of a solicitation can be downloaded into Excel, the Excel Export Icon will be displayed: Navigate to the page you wish to download and click the Excel Export Icon A File Download window will appear. Select the “Save” button. Browse to the solicitation folder where you want to save the file and select the save button. The page you are viewing will then be saved as an Excel file

© 2004 MyFloridaMarketPlace. All rights reserved. 7 Navigate to the page within the solicitation that you need to archive, and click the Excel export icon. In this case, the Purchasing Analyst wishes to download the RFX text for Archiving 1.Select the “RFX Info” Tab 2.Select the Excel Export icon Downloading Documents Using Excel Export Functionality (continued) 1. 2.

© 2004 MyFloridaMarketPlace. All rights reserved. 8 Follow the dialog boxes as they appear, and name your file as needed. Once the Excel Export Icon is clicked, 1.A File Download page will open. Select “Save” 2.A “Save As” window will then open.Browse to the correct folder and click the “Save” 2 1 Downloading Documents Using Excel Export Functionality (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 9 All solicitation documents that were uploaded as attachments can be downloaded and archived from the MyFloridaMarketPlace Sourcing tool. Solicitation attachments can be downloaded from the Sourcing tool and archived where needed Navigate to the page you wish to download the file attachment Click the file hyperlink - Name of the document, in blue text and underlined A File Download window will appear. Select the “Save” button. Browse to the solicitation folder where you want to save the file and select the save button. The file will be saved in the location you selected Downloading Solicitation Documents

© 2004 MyFloridaMarketPlace. All rights reserved. 10 Navigate to the solicitation document that you need to archive, and click the hyperlinked name of the document. (Hyperlink is in blue text and underlined). All solicitation attachments can be archived as well 1.Click the document hyperlink 1. Downloading Solicitation Documents (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 11 Steps for saving the solicitation attachments are identical to the Excel export archiving steps. Once the Document hyperlink is clicked 1.A File Download page will open. Select “Save” 2.A “Save As” window will then open.Browse to the correct folder and click the “Save” 2 1 Downloading Solicitation Documents (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 12 All pages viewed in the MyFloridaMarketPlace Sourcing tool can also be saved as Hyper Text Markup Language (HTML) web page files. Saving solicitation pages as HTML files Every page of the solicitation that can be viewed in your internet browser can be saved on a hard drive (On your computer or a shared network drive) When opened later offline, these files will be the actual internet browser page as viewed when online. Navigate to the page you wish to download From the Menu bar, select “File”, a drop down will expand Select “Save As…” and a “Save Web Page” dialog box will appear Navigate to the folder location where you intend to save the file Name the file in the “File name:” box On the “Save as type” drop down box, Select : Web Page,HTML only (*.htm; *.html) Click the “Save” button and the html file will be saved for later viewing

© 2004 MyFloridaMarketPlace. All rights reserved. 13 Saving web pages from the MyFloridaMarketPlace is similar to saving any other type of file in Microsoft Office® using the Menu bar. 1.Click File on the Menu Bar, then Save As… Saving solicitation web pages

© 2004 MyFloridaMarketPlace. All rights reserved A “Save Web Page” window will then open. Saving solicitation web pages (continued) A dialog box for saving the web page will automatically open

© 2004 MyFloridaMarketPlace. All rights reserved. 15 Saving as a Web page, HTML only will ensure a single HTML file is created. Saving solicitation web pages (continued) 1.Name the file in the File Name box 2.On the “Save as type” drop down, Select : Web Page,HTML only (*.htm; *.html) 3.Click the “Save” button to save the file

© 2004 MyFloridaMarketPlace. All rights reserved. 16 Agenda Introduction Solicitation Archiving Vendor Bid/Response Archiving References

© 2004 MyFloridaMarketPlace. All rights reserved. 17 There are several ways to download vendor responses. Responses can be downloaded individually or multiple responses can be downloaded together as comparisons. Vendor responses information can be downloaded as Excel files, HTML files and attachments Each vendor’s response can be exported/saved individually or the vendors’ responses can be combined and exported/saved as a comparison Comparisons –To view item comparisons select the Items tab of the RFX –To view comparisons of solicitation responses (RFX Info) select the Supplier tab, check the boxes of suppliers you wish to compare then click the “Compare Bids” button Procedures for exporting/saving are identical to downloading RFX documents and web pages –Use the Excel export icon –Save as an HTML file –Attachments are saved by clicking the document hyperlink Downloading Vendor Responses

© 2004 MyFloridaMarketPlace. All rights reserved. 18 An individual vendor’s responses can be viewed, exported and saved from the Suppliers tab of the RFX. Downloading Vendor Responses – Individual 1.Click the any of the “View Response” hyperlinks to view, export or save individual vendor’s responses 1

© 2004 MyFloridaMarketPlace. All rights reserved. 19 Once the “View Response” hyperlink is clicked, the Bid Details for that vendor will be displayed. The vendor’s response can be exported as an Excel file or saved as an HTML file. Downloading Vendor Responses – Individual (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 20 Multiple vendors’ responses can be compared from the Suppliers tab of the RFX. 1.Select the check boxes of two or more vendors 2.Click the “Compare Bids” button to view, export or save a comparison of multiple responses 1 2 Downloading Vendor Responses – Comparisons

© 2004 MyFloridaMarketPlace. All rights reserved. 21 All selected vendors’ responses are displayed in a table. The comparison can then be exported as an Excel file or saved as an HTML file By clicking the RFX Info tab; comparison of RFX info responses can be viewed, exported or saved Downloading Vendor Responses – Comparisons (continued)

© 2004 MyFloridaMarketPlace. All rights reserved. 22 Agenda Introduction Solicitation Archiving Vendor Bid/Response Archiving References

© 2004 MyFloridaMarketPlace. All rights reserved. 23 References Review the Buyer’s Toolkit on the MyFloridaMarketPlace webpage : the Event Services Team at Call the MyFloridaMarketPlace Customer Service Desk at FLA-EPRO ( ) Additional References / Assistance