1. Searching the Florida Vendor Bid System (VBS)
Vendor Meeting: March 18, 2010

2. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

3. 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
Rule 60A-1.021, F.A.C. Electronic Posting of Decisions and Intended Decisions
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4. 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
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5. Overview: VBS Benefits
Why should vendors use VBS?
Agencies are required by Rule 60A 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
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6. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

7. Registering for Notifications
VBS Notifications
When vendors register in the Vendor Information Portal (VIP) and select ‘Yes’ for solicitations, they automatically register for VBS notifications -
- 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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8. 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
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9. Overview Registering for Notifications
After clicking yes and saving changes, the registration for electronic notifications is complete
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10. Registering for Notifications
The following table displays VBS advertisements that trigger vendor notifications:
Yes No
Single source X
Agency decisions
Grant opportunities
Competitive solicitations
Public Meeting Notices
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11. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

12. VBS http://vbs.dms.state.fl.us/vbs/main_menu VBS Main Page
Select Search Advertisements to search for active solicitations
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13. 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
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14. VBS
-VBS Search Results are displayed with Title, Number, Version and Type
-Links are provided in the Number Column to the solicitation documents
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15. VBS Now, let’s punch-out to VBS and perform a search. We’ll review:
Open solicitations
Closed solicitations
Agency decisions
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16. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

17. Wrap-Up VBS Toolkit – http://dms.myflorida.com/vbsguide
The VBS resources section includes a screen by screen guide and tips and tricks
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18. VBS Helpful Hints
VBS notifications are sent to the VIP main account’s address and are driven by commodity codes
Consider creating a general account as the main contact 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
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19. 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)
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20. 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
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21. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

22. 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)
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23. SPURSView http://www.myflorida.com/apps/spurs/spurs.main_menu_form
Click on any of the links to perform the desired search
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24. SPURSview
Now, let’s punch-out to SPURSView and perform a search. We’ll review:
Commodity code searches
Purchase Order (PO) information
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25. Agenda Agenda Overview Registering for Notifications Searching in VBS
VBS Tips & Tricks
SPURSView
Contact Us
3/18/2010

26. Resources Resources Solicitation specific questions
Contact the Agency Contract Administrator / Purchasing Office responsible for the solicitation- this information is available in the solicitation documents
For technical questions concerning solicitations, please contact Vendor Help at: or
Hours: Monday – Friday, 8:00 am – 5:30 pm EDT
Vendor toolkit:
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27. Resources
Resources
For general State Term Contract (STC) information, please contact the Division of State Purchasing:
For questions about becoming a certified minority vendor, please contact the DMS Office of Supplier Diversity (OSD):
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28. Resources
SPURSview
Today’s presentation is available on MFMP vendor toolkit
Future teleconferences:
4/7/2010: MFMP Overview
5/12/2010: How to Find Business Opportunities
Register at
Questions / Comments
Be on the lookout for a participant survey!
3/18/2010

29. Wrap-Up
Wrap-Up
Questions?
3/18/2010