Vendor Bid System (VBS) Seminar

Agenda Vendor Bid System Overview Step-by-Step Advertisement Posting Editing Active Advertisements Recommended Practices Resources

VBS Overview VBS is the official online storage area for all state formal advertisements. -State agencies, as well as some universities, community colleges, water management districts, and counties post advertisements on VBS. Advertisements include all variations of competitive procurements, grants, single source awards, agency decisions, and public meetings. VBS meets the requirements for electronic posting of decisions and intended decisions per Rule 60A-1.021, F.A.C.60A-1.021, F.A.C.

Log into VBS To create a new account or login to VBS visit: Click the ‘Login’ link in the upper right corner.

VBS Account Creation If you do not have a VBS account, click the ‘Register’ link to create a new account. If you forgot your password, click ‘reset password’ and the system will sent you an .

VBS Account Creation Complete the registration form -All fields highlighted in blue are required -Your agency System Administrator sets your permissions under the applications section Click save changes after the form is complete

VBS Account Validation To complete your registration process: – Click Validate your link on your registration page. – Follow the instructions in the you receive to complete the validation. – Your username is set to the name in your before symbol. – For example – would be After validating your account, contact your agency VBS Administrator to update your permissions to Advertisement Administrator.

Agenda Vendor Bid System Overview Step-by-Step Advertisement Posting Editing Active Advertisements Recommended Practices Resources

Advertisement Posting Select New Advertisements to begin the process Select New Contact to add a new solicitation contact. This is the person who’s name is listed as the contact for the event. Select Update or Delete Contact to modify the list of contacts for your agency. *

Contact Person Contact person Select the Contact Person for this advertisement. This will add the appropriate contact information A new Contact Person can be added using the New Contact Person button next to the drop down. Complete the requested information (phone, address, , etc.) Contact person Select the Contact Person for this advertisement. This will add the appropriate contact information A new Contact Person can be added using the New Contact Person button next to the drop down. Complete the requested information (phone, address, , etc.) *

Advertisement Posting Original Advertisement Number Use this field If this is an Award Posting or a Notice that needs to link to an existing VBS advertisement: Add the original advertisement number exactly (including spaces) as it appeared for the initial advertisement. (We recommend using the copy and paste function to assure the advertisement number is correct. This field is not required. Leave this blank if this is a New advertisement or does not need to be linked to a previous advertisement. Original Advertisement Number Use this field If this is an Award Posting or a Notice that needs to link to an existing VBS advertisement: Add the original advertisement number exactly (including spaces) as it appeared for the initial advertisement. (We recommend using the copy and paste function to assure the advertisement number is correct. This field is not required. Leave this blank if this is a New advertisement or does not need to be linked to a previous advertisement. Number: Enter your Advertisement Number based on your agency naming convention. Number: Enter your Advertisement Number based on your agency naming convention. *

Advertisement Posting Type Choose the advertisement type. This determines some of the system generated language displayed on the Advertisement Detail page. Note: If choosing a type of solicitations, VBS will require at least 24 hours between the Begin and End dates. Type Choose the advertisement type. This determines some of the system generated language displayed on the Advertisement Detail page. Note: If choosing a type of solicitations, VBS will require at least 24 hours between the Begin and End dates. *

Advertisement Posting Description: The description should be a summary of the solicitation and include: Solicitation type Basic information We recommend using an application that checks grammar and spelling prior to putting this in VBS. Description: The description should be a summary of the solicitation and include: Solicitation type Basic information We recommend using an application that checks grammar and spelling prior to putting this in VBS. Title: This information displays when vendors search VBS for advertisements. The title should be clear and concise to allow a vendor to understand what the agency is requesting. Title: This information displays when vendors search VBS for advertisements. The title should be clear and concise to allow a vendor to understand what the agency is requesting. *

Advertisement Posting UNSPSC Commodity Code: Search for commodity codes by code or description. Select codes at the: class (6-digit) commodity (8-digit) Double-click to select the commodity code(s ). UNSPSC Commodity Code: Search for commodity codes by code or description. Select codes at the: class (6-digit) commodity (8-digit) Double-click to select the commodity code(s ).

Advertisement Posting Begin Date: This date determines when the advertisement will become public. This date can be the current day or any time in the future. It is highly recommended that you use a ‘future date’ for your initial draft, allowing you to make changes before the advertisement becomes public. Once your advertisement is correct, change the date to the day it will become available to the public. Non-Administrators will not be able to see the advertisement if you use a future date, but you have full edit access to the ad which will appear in red font within your search results prior to the advertisement going live. The Date must be in MM/DD/YYYY format. Begin Date: This date determines when the advertisement will become public. This date can be the current day or any time in the future. It is highly recommended that you use a ‘future date’ for your initial draft, allowing you to make changes before the advertisement becomes public. Once your advertisement is correct, change the date to the day it will become available to the public. Non-Administrators will not be able to see the advertisement if you use a future date, but you have full edit access to the ad which will appear in red font within your search results prior to the advertisement going live. The Date must be in MM/DD/YYYY format. *

Advertisement Posting Begin/ending time These times are for internal records and protest time-tables. They should be listed on the solicitation document. The time field should match the advertisement document timeline for beginning and ending time. If you choose the current date for your Begin Date, the advertisement will show immediately after saving. If you choose a future date, the ad will appear at midnight that day and will disappear at midnight on the End Date. Begin/ending time These times are for internal records and protest time-tables. They should be listed on the solicitation document. The time field should match the advertisement document timeline for beginning and ending time. If you choose the current date for your Begin Date, the advertisement will show immediately after saving. If you choose a future date, the ad will appear at midnight that day and will disappear at midnight on the End Date. The End Date also includes a time stamp to display when the advertisement is live. *

Advertisement Posting Address Address of where responses should be delivered to. Address Address of where responses should be delivered to. Save Advertisement Click Save Advertisement. If there are any problems with the information you entered, an error message page will display explaining which areas need attention. Click the Back button on the browser to correct the errors. You will see a message saying that the advertisement was successfully saved. Save Advertisement Click Save Advertisement. If there are any problems with the information you entered, an error message page will display explaining which areas need attention. Click the Back button on the browser to correct the errors. You will see a message saying that the advertisement was successfully saved. *

Confirmation Message This screen allows for uploading files, editing the advertisement, or a view of the completed ad.

Add Attachments File Description This is the description the public will see. We recommend using a short descriptive phrase that will help the vendor understand what is in the advertisement. (ex.: “Addendum No. 1: Questions & Answers) Special characters are allowed in this field since it is not the actual document path name. File Description This is the description the public will see. We recommend using a short descriptive phrase that will help the vendor understand what is in the advertisement. (ex.: “Addendum No. 1: Questions & Answers) Special characters are allowed in this field since it is not the actual document path name. Browse Use the Browse button to find the file that you wish to use as the Advertisement document. The upload file size limit is 4MB. Browse Use the Browse button to find the file that you wish to use as the Advertisement document. The upload file size limit is 4MB. *

Advertisement Posting Document Type Allows you choose if the document you are uploading is a complete file, an amendment or a page-replacement. Use the dropdown menu for the different options. Upload Bid Specs Once you’ve have completed the information Click Upload Bid Specs to add the file to your advertisement. Finished When all documents are attached click the Finished button. Document Type Allows you choose if the document you are uploading is a complete file, an amendment or a page-replacement. Use the dropdown menu for the different options. Upload Bid Specs Once you’ve have completed the information Click Upload Bid Specs to add the file to your advertisement. Finished When all documents are attached click the Finished button. *

Agenda Vendor Bid System Overview Step-by-Step Advertisement Posting Editing Active Advertisements Recommended Practices Resources

Advertisement Console The Advertisement Console shows the Version history of the advertisement. When it was published Who posted it All visible attachments What vendors were notified The Advertisement Console shows the Version history of the advertisement. When it was published Who posted it All visible attachments What vendors were notified

Editing Active Advertisements To make updates to the advertisement, select the Edit radio button. A pop-up window appears informing you changes will be made as you are versioning the ad. The advertisement edit screen will display allowing you to make applicable edits. To make updates to the advertisement, select the Edit radio button. A pop-up window appears informing you changes will be made as you are versioning the ad. The advertisement edit screen will display allowing you to make applicable edits.

Deleting Active Advertisements To remove the advertisement from public view, select the Delete radio button. This action forces the advertisement into closed status To remove the advertisement from public view, select the Delete radio button. This action forces the advertisement into closed status

Canceling Active Advertisements Using the Mark as Canceled radio button locks the advertisement in public view for the duration of the original advertisement. Do not select this option if you want to remove the advertisement from public view. Using the Mark as Canceled radio button locks the advertisement in public view for the duration of the original advertisement. Do not select this option if you want to remove the advertisement from public view.

Agenda Vendor Bid System Overview Step-by-Step Advertisement Posting Editing Active Advertisements Recommended Practices Resources

VBS Recommended Practices Begin building your advertisement prior to the launch date. -This will allow time to make corrections/updates without having to edit (version) a live advertisement. Link previous stages of the advertisement to the newest version. -This will allow vendors to easily follow the progress of the event.

Agenda Vendor Bid System Overview Step-by-Step Advertisement Posting Editing Active Advertisements Recommended Practices Resources

VBS Manual – Provides step-by-step instructions for all aspects of VBS and is available on the MFMP U website.MFMP U Vendor Bid System – MFMP University –

Resources For questions or assistance, contact the MFMP customer service desk at: +1 (866) or