1. Florida Vendor Bid System (VBS) State Purchasing Buyer Confernece
March 11, 2010
State Purchasing Buyer Confernece

2. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

3. Overview
The Vendor Bid System (VBS) is a place for state agencies, community colleges, universities, and water management districts to post solicitations and single source purchases per Florida Administrative Code (F.A.C.) requirements
Rule 60A-1.021, F.A.C. Electronic Posting of Decisions and Intended Decisions
VBS now includes the posting of public meeting notices
3/11/2010

4. Overview Who should have VBS access?
Agency customers who post solicitation notices, single source notices, or public meetings
If one person in your office is responsible for VBS activities, we recommend at least one backup for this person
Each agency should have at least one agency VBS system administrator
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5. Overview Agency VBS System Administrator First place for assistance
Responsible for resetting passwords and assigning permissions for their customers
If the agency system administrator is unable to assist, please contact DMS at:
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6. Overview VBS Notifications
When vendors register with MFMP and select ‘Yes’ for solicitations, they automatically register for VBS notifications
- VBS notifications are based on the commodity codes selected in their VIP account
- Sent to the VIP main contact 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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7. Overview
Overview
Vendors sign up for VBS notifications by logging into their account and selecting ‘View/Edit Solicitations Selections’ from the drop down menu
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8. Overview
The following table displays VBS advertisements that trigger vendor notifications:
Yes No
Single source X
Agency decisions
Grant opportunities
Competitive solicitations
Notices
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9. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

10. VBS
VBS Main Page
Select Search Advertisements to search for active solicitations
March 11, 2010

11. VBS VBS Search Parameters Type Competitive Solicitations
Subject Title
Type
Competitive Solicitations
Public Notices
Agency Decisions
Agency
Number
Title
Commodity Codes
Closed by Date
Subject Title
March 11, 2010

12. VBS
-VBS Search Results are displayed with Title, Number, Version and Type
-Links are provided in the Number Column to the solicitation documents
March 11, 2010

13. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

14. Logging In http://vbs.dms.state.fl.us/vbs/main_menu
If you currently have an Administrator Login or need access, click this link
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15. Logging In Enter your username and password and click ‘Log On’
If you don’t have a login click ‘Get One Now’
If you do not currently have access click ‘Get One Now’
To set up a profile you will then need to contact your agency VBS system administrator to receive permissions such as to create advertisements, etc.
3/11/2010

16. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

17. Changing Passwords
To change your password, click ‘Password Change’ at the bottom
3/11/2010

18. Change Password
Enter your User ID, Old Password, and New Password then click ‘Submit’
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19. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

20. Creating Advertisements
To create an advertisement click ‘New Advertisements’
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21. Creating Advertisements
Contact Person: Click the dropdown and choose the contact for the solicitation/public meeting notice (if not listed add a new contact)
Number: The solicitation /single source number that your agency has assigned
Type: Type of advertisement such as ITB, RFP, ITN, Public Meeting Notice, etc.
Title: Title of the advertisement according to your agency’s naming conventions-100 character limit
Description: Information to be included in your advertisement- 2GB character limit
3/11/2010

22. Creating Advertisements
Begin Date: Determines when the Advertisement will become public. This date can be the current day or any time in the future. Non-Administrators will not be able to see the advertisement if you use a future date, but you will be able to see, edit, and delete the Advertisement
Begin/End Time: Time the advertisement starts however it will not end at this time
End Date: Date that the Advertisement will come off the VBS system and go into “Closed Bids” (it will end at 11:59 PM on this date)
Opening Date and Opening Time: Solicitation opening date and time
Street Address, City, State: Address of where the solicitation documents will be housed and where the solicitation will be opened/public meeting held
Please Note: Always set your dates for a future time so that you can add your attachments and review your advertisement
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23. Creating Advertisements
Commodity Codes: List the commodity codes for the goods/services this advertisement is related to
If there are multiple commodity codes check the Additional Commodities box (Group Code of 000 is not acceptable)
Include Commodity Description: If Yes is chosen, the description will be displayed along with the numbers from the commodity code
Attachments: Choose to include standard language on four different topics:
Americans with Disabilities Act
Minority Business Enterprise (MBE) encouraged
Pre-solicitation conference
Right to reject
Click ‘Save Advertisement’
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24. Creating Advertisements
This screen notifies you that your advertisement was added, then you will be able to add your attachments
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25. Creating Advertisements
Browse for the document to be added
Note: Attachments can only be in PDF format
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26. Creating Advertisements
Select your file and choose ‘Open’
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27. Creating Advertisements
File Description: The name displayed with the advertisement
Click ‘Submit’
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28. Creating Advertisements
If you have more documents to attach click ‘Yes’
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29. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

30. Editing Advertisements
To edit or delete an advertisement, click ‘Search Advertisements’
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31. Editing Advertisements
Enter your Search criteria or click ‘Initiate Search’ for all open advertisements for your agency
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32. Editing Advertisements
To edit an advertisement click the ‘Edit’ box and choose ‘Ad’
To delete an advertisement click the ‘Delete link’
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33. Editing Advertisements
To make edits you must click ‘Version Advertisement’
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34. Editing Advertisements
Make your changes and click ‘Save Advertisement’
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35. Editing Advertisements
If you currently have an Administrator Login click the link. If you do not currently have access click the link and you can set up your own profile
3/11/2010

36. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

37. Removing Advertisements from View
To remove an advertisement from view, edit it to create a new version of the advertisement
Change the end date to today’s date and the advertisement will be removed from view at midnight
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38. Removing Advertisement from View
Using the cancel feature does not delete, hide, or close the advertisement
A cancelled advertisement remains visible for the duration the advertisement was originally set for
If you inadvertently cancel an advertisement, please contact
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39. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

40. VBS Admin Functions VBS Administrator functions include:
Adding Contacts
Editing/Deleting Contacts
Notification Log
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41. Adding New Contact
If you need to add a contact person into the dropdown box, click ‘New Contact Person’
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42. Adding New Contact
Complete the contact information and click ‘Save Contact’
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43. Editing/Deleting Contacts
To edit a contact’s information click ‘Update Contact’
To delete a contact, click ‘Delete Contact’
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44. Editing/Deleting Contacts
Click the dropdown and choose the contact person to update and click ‘Update’
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45. Editing/Deleting Contacts
Make your updates and click ‘Save Contact’
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46. Editing/Deleting Contacts
Choose the contact person to delete and click ‘Delete Contact’
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47. Editing/Deleting Contacts
Confirm your delete by clicking ‘Delete Contact’
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48. Vendor Notification Log
To view vendor notification logs, click ‘Notification Log’
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49. Vendor Notification Log
To search for vendor notification logs you must have the Advertisement Key, located as part of the web address on the Advertisement Detail
3/11/2010

50. Vendor Notification Log
Enter your search criteria and click ‘Initiate Search’
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51. Vendor Notification Log
This is an example of doing a search by vendor
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52. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

53. Wrap-Up VBS Toolkit To reach the VBS toolkit, click on ‘VBS Guide’
3/11/2010

54. Wrap-Up
VBS Toolkit
The VBS resources section includes a screen by screen guide and tips and tricks
3/11/2010

55. Vendor Bid System Enhancements
VBS Enhancements
DMS is exploring the possibility of making some enhancements to the Vendor Bid System (VBS)
What enhancements would you like to see?
Suggestions
3/11/2010

56. Agenda Agenda Overview Searching in VBS Logging In Changing Passwords
Creating Advertisements
Editing Advertisements
Removing Advertisements from View
VBS Administrator Functions
VBS Toolkit
Contact Us
3/11/2010

57. For technical assistance, please email vbsassist@dms.myflorida.com
Contact Us
Contact Us
Team Member
Phone Number
Communications Analyst
(850)
F&A Process Analyst
(850)
Operations Manager
(850)
Purchasing Process Analyst
(850)
Vendor Management Analyst
(850)
DMS Division of State Purchasing
(850)
For technical assistance, please
3/11/2010

58. Wrap-Up
Wrap-Up
Questions?
3/11/2010