Webinar: Enhanced eQuote Features and Functions State Purchasing Division Professional Development Providing Training for State Purchasing Professionals Professional Development Providing Training for State Purchasing Professionals April 4, 2008

State Purchasing Division Your instructor Title: Procurement Training Specialist Experience: DOAS State Purchasing 2002-present DOAS Human Resources Department of Corrections Education: Ed.S. Counseling and Psychological Services, Georgia State University 1987 Contact: Gayle Porster

State Purchasing Division 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 Enhanced eQuote Features 1.Ability to post eQuote up to DPA and beyond DPA with SPD approval 2.No dollar amount limit for non-state or exempt entities or for exempt purchases 3.Ability to enter numerous NIGP Codes on the header, and then select one per line— distinct header and line sections 4.Can split eQuote awards 5.Unlimited number of documents added at header and also at line level for both buyer AND vendor 6.Edit/addenda capability for both buyer AND vendor 7.Ability to copy previous eQuote for similar buys—useful in creating an eQuote template 8.Ability to save eQuote for up to 30 days 9.Vendor required to check “I Agree” to Terms and Conditions 10.System-generated invitation to selected vendors not registered to include links to vendor’s guide and VRS 11.Ability to re-award to different vendor if selected vendor cannot meet requirements 12.Tied into GPR for public access for higher monetary eQuotes

State Purchasing Division 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 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 Under $5000P-card, fax, , phone (competition not required) $5,000-$9999Fax, eQuote or GPR $10,000- $49,999 eQuote or GPR, Posted to GPR by link available to vendors explaining how to obtain access $50,000- $99,999 GPR, eQuote, eQuote with SPD approval for agencies with <$100,00 DPA, Posted to GPR by link available to vendors explaining how to obtain access $ GPR, eQuote with approval from SPDfor agencies with $100,000+ DPA, eQuote for SPD, Posted to GPR by link available to vendors explaining how to obtain access Using eQuote Can’t be used for RFPs and for non-maintenance/non- repair Construction

State Purchasing Division 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 How Long Does an eQuote Have to be Posted? Sole Source Solicitation3 business days on GPR onlyCannot use eQuote Solicitations valued from $0 to $ eQuote post minimum of three (3) business days; recommended for (3) business days Recommended minimum; must receive written approval from SPD for less than minimum Solicitations from $10, $49, eQuote post minimum of SEVEN (7) calendar days; recommended for ten (10 calendar days Recommended minimum— must be justified; must receive written approval from SPD or less than minimum Solicitations from $50, $99, eQuote post minimum of eight (8) calendar days; plus posted to GPR. recommended for fifteen (15) calendar days Recommended minimum— must be justified; must receive written approval from SPD or less than minimum Solicitations from $100, $249, eQuote post minimum of ten (10) calendar days; plus posted to GPR, recommended for twenty (20) calendar days Recommended minimum— must be justified; must receive written approval from SPD or less than minimum Any solicitation valued at $250,000 and above eQuote posting minimum of fifteen (15) calendar days plus posting to GPR; recommended for thirty (30) calendar days Required number of days (mandated by law); no approval for less than minimum

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

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

State Purchasing Division 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 Click Yes for Exempt

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

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

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

State Purchasing Division Suggested wording regarding possible early-pay discounts

State Purchasing Division 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 Chart to help

State Purchasing Division 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” Requirement to add to eQuote eQuotes $100,000+

State Purchasing Division NIGP Code Added to Header Note brief description

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

State Purchasing Division Add Documents to Header

State Purchasing Division Upload documents to header

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

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

State Purchasing Division

Then decide: Update Header even more, Save the eQuote, Add Your Lines or Cancel Options available

State Purchasing Division Decided to Save

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

State Purchasing Division Saved eQuotes—in own section on menu

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

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

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

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

State Purchasing Division Shows Line 1—with Document

State Purchasing Division Back to the BLUE—with Line 1

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

State Purchasing Division Adding Line 2

State Purchasing Division

Random Vendor List—REVISED –suggest using COMPLETE LIST required for $250,000+)

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

State Purchasing Division

You receive an confirmation

State Purchasing Division eQuote is now an Open eQuote

State Purchasing Division

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 s 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 Vendor Receives eQuote invitation (top part) Includes: Name of vendor Business name Agency Name eQuote Title eQuote closing date and time Buyer name and 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 Vendor eQuote invitation (bottom part)

State Purchasing Division Vendor accesses eQuote using link and enters userid and password

State Purchasing Division Vendors view of eQuote (top) Includes: eQuote number Agency Name Buyer name, phone and eQuote Title Info added in Description area Estimated value* NIGP Code(s) eQuote release date/time eQuote closing date/time Added documents at Header Vendor’s Guide access

State Purchasing Division Vendor view of eQuote (bottom)— choices Not to bid, Bid later, Bid now Includes: Each line item with description, NIGP Code and unit of measure Each line’s added document(s)

State Purchasing Division If clicks “I WILL NOT BID ON THIS EQUOTE”— system takes vendor to Public GPR

State Purchasing Division If that vendor tries to return….

State Purchasing Division What if vendor decides he made a mistake? Has to contact buyer to get access again-how that works:

State Purchasing Division Find the eQuote access is wanted for:

State Purchasing Division Buyer gets confirmation vendor was sent an again giving access

State Purchasing Division Re-access to vendor

State Purchasing Division If vendor clicks BID AT A LATER TIME—will be able to return up to closing using same userid and password

State Purchasing Division If vendor clicks BID NOW

State Purchasing Division Opens eQuote Bid Response—top section Includes: eQuote number and title Agency and buyer info Posting and closing date/time Buyer added documents NIGP Code(s) Area for vendor to attach documents Name of Vendor Vendor phone and Area for vendor to add comments

State Purchasing Division Vendor adds a document at Header— can add more or delete this document

State Purchasing Division Returns to eQuote Bid with name of vendor (not company), , phone, comments Buyer does not have access to comments until after eQuote closed

State Purchasing Division eQuote Bid cont.—middle section Must click here Very basic T’s & C’s Again, Vendor’s Guide

State Purchasing Division eQuote bid—bottom section Opens Description of Line 1 Vendor bid for Line 1 Comment added for Line 1 Buyer’s Line 1 Document Vendor can add Documents to each Line Total calculated When bottom is completed, Vendor clicks “Submit” button Price per line is to include shipping cost

State Purchasing Division This notice appears…. Clicks OK button

State Purchasing Division This screen follows eQuote number, title, closing date/time and Amount of total bid Says buyers ability to view who responded but not amount and that they will get confirming

State Purchasing Division Confirmation to vendor

State Purchasing Division If the vendor does not receive this , the vendor’s computer did not communicate with the eQuote system. Also, the time RECEIVED by the eQuote system is considered and not time the vendor might have sent the bid response…sometimes it takes 2-3 minutes to be received!

State Purchasing Division Another vendor response—with NO BID of Line 2

State Purchasing Division Here is all that can be done while an eQuote is open

State Purchasing Division Edit the eQuote to inform Vendors

State Purchasing Division Edited—added another Line Must click here

State Purchasing Division

notice to vendor who submitted a bid (must be reset)

State Purchasing Division to vendor who has not yet responded

State Purchasing Division Can View Bid Responses

State Purchasing Division Only see who responded—not amount Note Buyer selected vendor

State Purchasing Division Cancel eQuote: Must provide reason

State Purchasing Division

to vendor about Cancellation

State Purchasing Division Can send to ALL Vendors: Allows them to re- enter the eQuote to make adjustments

State Purchasing Division

to vendor of change plus ability to re-enter for vendor who has not responded yet

State Purchasing Division to vendor who has responded— has to be reset

State Purchasing Division Resend Notice to vendors who did not receive first or deleted it

State Purchasing Division Select vendor(s) to resend notice

State Purchasing Division

(Resend) to vendor

State Purchasing Division Adding a vendor to the random and geographically selected list

State Purchasing Division Add a Registered Vendor

State Purchasing Division Must know at least one word of company name—enter that and click Search button

State Purchasing Division List of vendors with that word in company name—select vendor

State Purchasing Division Click to add

State Purchasing Division Registered vendor has been added— now add a nonregistered vendor

State Purchasing Division Called Adding a Vendor on the Fly Must know Company Name and

State Purchasing Division

Vendor Added on the Fly Will be sent the same eQuote invitation When vendor accesses eQuote, before entering the eQuote, will be taken to the Vendor Registration System to register Will be registered under NIGP Code(s) selected for this eQuote Will be encouraged to return to Vendor Registration System to add relevant NIGP Code(s) Upon completion of registration process, will be taken into the eQuote to complete the eQuote process

State Purchasing Division Changes in the Solicitation while eQuote is still Open By buyer Using editing function (already shown) By vendor May modify a submitted bid at any time before closing May withdraw bid before closing

State Purchasing Division Vendor edit function: Vendor can change price/documents while eQuote is still open Vendor Contacts Purchasing Agent to Request Ability to Edit Bid Response

State Purchasing Division Find eQuote and THIS VENDOR

State Purchasing Division goes to vendor allowing vendor access to eQuote to update bid response

State Purchasing Division eQuote closes….Decision Time Responsive means the vendor, whether a company or an individual, has submitted a timely offer which materially conforms to the requirements and specifications of the solicitation. Responsible means the vendor, whether a company or an individual, has appropriate legal authority to do business in the State of Georgia, a satisfactory record of integrity, appropriate financial, organizational and operational capacity and controls, and acceptable performance on previous governmental and/or private contracts, if any. Examples of non-responsible vendors include, but are not limited to, a bidder’s history of nonperformance or performance problems on other contracts (public or private), a record of financial difficulty, business instability, criminal sanctions, civil sanctions, and/or tax delinquency. Non-responsibility will be determined by the State on a case-by-case basis taking into consideration the unique circumstances of the individual procurement. A non- responsibility determination of a vendor must be put in writing

State Purchasing Division After the eQuote closes, vendors can go to the GPR to see the eQuotes that have closed. Will show the responses, not the results of the evaluation or award decision!! Or can come to the agency office for opening and reading

State Purchasing Division

Reciprocal Preference Locate the Reciprocal Preference section on the State Purchasing webpage (under Resources, Agency Tools) Find the low bidder’s state Determine if that state provides “preference” for its vendors FOR THAT COMMODITY OR SERVICE If so, add that amount to that vendor’s price FOR EVALUATION PURPOSES ONLY If not, disregard as this is not applicable

State Purchasing Division Discounts If the vendor offers an early-pay discount you should incorporate that discount amount UP TO 5% in the price submitted—but you need to do this “off line” and justify your award in that section For example, let’s say Vendor A bids $10,010 with no cash discount. Vendor B bids $10,050 with a 5% discount (or a $50 discount for prompt payment) in the event the state makes payment within 30 days. Using our general evaluation rule from the GPM (up to 5% discount for payment within 30 days may be considered for the purposes of evaluation), Vendor B has actually bid $10,000 (for the purposes of evaluation) and will win the award over Vendor A. If the state does not make payment within 30 days to Vendor B, the state will have to pay the higher price - $10,050. In other words, based on our expectation that we will meet the 30 day turnaround for payment of $10,000, we believe it is a better business decision to contract with Vendor B

State Purchasing Division Ready to evaluate bid responses and make the award

State Purchasing Division Options—View responses, cancel, edit or award

State Purchasing Division After eQuote closes—only edit that can be done is to add documents!

State Purchasing Division Can View Bid Responses Note that added vendors responded Open to review the bid response

State Purchasing Division Can Make the Award Vendor NO BID this line Indicates vendor’s State for Reciprocal Preference Ability not to award the line Bids for Line 1 from low to high

State Purchasing Division Must award or opt to Not Award and write justification for

State Purchasing Division Shows price when award all lines to lowest bidder

State Purchasing Division Shows pricing difference when lowest bidder is not awarded each line

State Purchasing Division Also ability to award to one vendor— must provide justification if not lowest

State Purchasing Division

Then click the “Click to process the Award configuration above” button

State Purchasing Division Final step-click to finish

State Purchasing Division Vendor receiving all or part of award receives an notice

State Purchasing Division Vendor NOT receiving all or part of the award gets an notice

State Purchasing Division Posting award (besides link on Public GPR) eQuotes $50,000 to $99, post NOA to GPR if used eQuotes $100,000+ post NOIA to GPR and then NOA to GPR if used eQuotes less than $50,000—post notice in office of award

State Purchasing Division Additional Function—ability to re-award

State Purchasing Division Go to Awarded eQuotes

State Purchasing Division Find eQuote to re-award

State Purchasing Division Click Re-award

State Purchasing Division In RED vendor(s) who received award—should limit to days—vendors are notified by of re-award Provide re- award justification Re-awarded to this vendor

State Purchasing Division Example: Copying an eQuote

State Purchasing Division Select the correct eQuote to Copy and fill in the data. Why copy? Perhaps cancelled and want to re-solicit bids or to create a template. Note new eQuote number

State Purchasing Division This time over DPA, over $100,000— for non-exempt State agency only

State Purchasing Division eQuote over DPA

State Purchasing Division The same as if go above DPA with GPR

State Purchasing Division Provide Justification

State Purchasing Division Notice that eQuote is going to SPD

State Purchasing Division At SPD

State Purchasing Division SPD sends response

State Purchasing Division One Time Request to Exceed DPA— amended to include eQuote

State Purchasing Division Award over $100,000—must post NOIA. Also on GPR!

State Purchasing Division NOIA to vendor

State Purchasing Division Notice of Award Policy Estimated Solicitation First Post NOIA?Post NOA? Less than $50,000 NoYes 1.send via to all participants AND 2.publicly display in a conspicuous place in the Agency’s office $50,000 - $99, NoYes 1.send via to all participants AND 2.post to GPR listing $100,000 or more Yes 1.send via to all participants AND 2.post to GPR listing Yes* 1.send via to all participants AND 2.post to GPR listing

State Purchasing Division Tracking the NOIA

State Purchasing Division Fast forward—10 days have passed and eQuote is ready for NOA Click on eQuote

State Purchasing Division This screen appears.. Click on Award eQuote

State Purchasing Division

to vendor not getting award

State Purchasing Division to vendor awarded the eQuote

State Purchasing Division NOIA and then NOA--explained Unless otherwise authorized in writing by the SPD Deputy Commissioner or DOAS Commissioner, the NOA should be posted (1) no earlier than 10 calendar days following the posting of the NOIA and (2) in the event a protest is received, only after the protest has been resolved.

State Purchasing Division Additional NOA requirement NOA must be publicly posted on GPR using link available on Public GPR and also if you posted to the GPR

State Purchasing Division Another SPD issue--when Agency posts eQuote for UNDER DPA but attempt to award OVER DPA

State Purchasing Division

SPD decides how to handle this

State Purchasing Division

Bid responses received for this eQuote eQuote Agency processed SPD authorization decision

State Purchasing Division Other Additions and Changes Ability for SPD to use eQuote for agency work being handled by SPD Ability for SPD to use eQuote for Statewide Contracts when RFPs are not being used Amendments to GPM and VPM to reflect enhanced eQuote functionality

State Purchasing Division Help Desk Support and Assistance All trained on eQuote 2 Additional Tier Levels of Help

State Purchasing Division Questions Contact me at: or call me at