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MyFloridaMarketPlaceVendor Bid System (VBS)

Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

Upon completion of this training, you will be able to:

• Register as a user in the Vendor Bid System (VBS)

• Create formal advertisements and attach documents

• Edit, cancel, and delete active VBS advertisements

• Understand recommended practices for posting advertisements in VBS

Key Learning Objectives

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What is the Vendor Bid System?

• VBS is the State’s online repository for all 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, Florida Administrative Code

Vendor Bid System

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Vendor Bid System

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To create a new account or to log into VBS, click the Login link.

Vendor Bid System

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If you do not have a VBS account, click Register to create a new account.

If you forgot your password, click Reset Password and VBS will email you instructions.

VBS Account Creation

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All fields on this page are required. Once the fields are complete, click Save Changes.

Things to know:

• After completing the registration:

– You will receive a validation email to the address entered during registration

– Follow the instructions in the email to complete the validation

– Your username is set to the name in your email before the @ symbol (e.g., John.Smith@dms.myflorida.com = John.Smith)

• After validating your email, contact your agency’s VBS System Administrator to update your permissions to include ‘Advertisement Administrator’

VBS Account Validation

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Polling Question

What type of advertisement(s) may be posted on VBS?

(select all that apply)

A: Competitive procurements

B: Grants

C: Public Meetings

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Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

Things to know:

• When creating advertisements, the creator may select another user as the contact on the event

• Only one contact can be added to an advertisement

• You can create, update, or delete contacts from the VBS homepage

• The contact information will include name, phone number, email address, and fax number (if applicable)

• Each agency maintains a list of contacts available for use on advertisements

Contact Person

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New Contact

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Select New Contact to add a new solicitation contact. This is the person whose name is listed as the contact for the event.

Adding New Contact Person

To add a new contact, complete all of the applicable fields and click Save Contact.

Managing Contacts

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Select Update Contact or Delete Contact to modify the list of contacts for your agency.

Polling Question

The user who creates the advertisement must be listed as

the contact for the event.

A: True, the user that creates the advertisement will be listed as the contact for the event.

B: False, the contact can be different from the person who created the advertisement.

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Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

New Advertisement

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Select New Advertisements to begin creating an advertisement.

Selecting a Contact Person

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• Use the Contact Person drop-down menu to select a previously added contact to an advertisement

• Create a new contact by clicking the New Contact Person button

Original Advertisement Number

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• Use the Original Advertisement Number field to link to a previous VBS advertisement (optional):

‒ The number must appear exactly as it appeared on the initial advertisement

Enter your advertisement Number based on your agency’s naming convention.

Advertisement Type

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Select the advertisement type. This will display on the final advertisement and determines some of the system-generated language displayed on the Advertisement Detail page.

Advertisement Title & Description

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Enter the Title of the advertisement. The title should be clear and concise to allow a vendor to understand what the agency is requesting.

Enter a Description that includes a summary of the goods/services being requested, the solicitation type, and basic information related to the specifications or scope of service.

Commodity Codes

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• Search for commodity codes by the 8-digit code number or description

• Select codes at the following levels:‒ Class (e.g., 86101500) ‒ Commodity (e.g., 86101504)

• Double-click the code description to add the commodity code to your advertisement

Begin Date

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The Begin Date determines when the advertisement will become public. This field can be set for the current date or a future date.

Things to know:

• If you choose the current date for your Begin Date, the advertisement will show immediately after completing the advertisement

• It is highly recommended that you use a future date for your initial draft as this will allow you to make changes before the advertisement is published

‒ Public users will not be able to see the advertisement until it is published

• Once your advertisement is ready, change the Begin Date to the day it needs to become visible to the public

Begin Date

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End Date and Time

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The Begin Date and End Date and Time are for internal records and protest time-tables. They should match what is listed in your solicitation document.

Select an End Date and Time for when youradvertisement closes.

Address

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Once you have completed the applicable fields, click Save Advertisement.

Enter the address where responses must be delivered.

Confirmation Message

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After saving the advertisement, you will receive a confirmation message. You may now:• Upload any necessary files• Edit the advertisement• Finish the advertisement

and preview it

Attachments

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Click the Choose File button to browse for the file to include on the advertisement. The upload file size limit is 4 MB.

Enter a brief, descriptive phrase in the File Description field.

Document Type

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Once you have completed the information, click Upload Document to add your file to the advertisement.

Select a Document Type to choose if the document is a complete file, an amendment, or a page-replacement.

Click the Finishedbutton after adding your attachments.

Polling Question

Using the Original Advertisement Number field to link a previous

advertisement to a new advertisement is optional.

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A: True, using the Original Advertisement Number field is optional.

B: False, the Original Advertisement Number field is required.

Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

Advertisement Console

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The Advertisement Consoleshows the advertisement version history and provides the following information: • When it was published• Who posted it• All visible attachments• List of vendors who were

notified

Editing Active Advertisements

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• To make updates to the advertisement, click the Editradio button

• If the advertisement is published, a pop-up window will appear informing you that changes will be made

• The advertisement edit screen will display, allowing you to make the desired edits

Deleting Active Advertisements

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• To end the advertisement immediately, select Delete. This action will place the published advertisement in a closed status

• The advertisement will appear in the Closed Bids section

Canceling Active Advertisements

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• Select the Mark as Canceled radio button to cancel an advertisement

• Canceled advertisements will remain in public view for the duration set in the original advertisement

• Do not select this option if you want to remove the advertisement from public view

Polling Question

Which console action should you take to immediately end an

advertisement?

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A: Edit

B: Delete

C: Cancel

Demo

1. VBS Overview

2. Managing Contacts

3. Posting Advertisements

4. Editing Advertisements

5. Recommended Practices

6. Resources

I will now demonstrate how to create and edit an advertisement in the Vendor Bid

System.

Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

Things to remember:

• Create your advertisement prior to the publish date. This will give you time to make edits/updates before the advertisement is published

• Use the Original Advertisement Number field to link previous advertisements

• Provide sufficient and clear information in the Title and Description fields

• Add more than one commodity code to your advertisement, if possible

• When selecting the Begin Date and End Date and Time, confirm that they match what is in the solicitation’s timeline

Recommended Practices

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Agenda

• VBS Overview

• Managing Contacts

• Posting Advertisements

• Editing Advertisements

• Recommended Practices

• Resources

Resources

• MyFloridaMarketPlace

– The State of Florida’s eProcurement system website

• MyFloridaMarketPlace Agency Customer Training

– A list of available online MFMP University trainings

• Vendor Bid System

– The application used to view competitive solicitations from state agencies and eligible users

• VBS Manual

– Provides step-by-step instructions on all aspects of VBS

Contact the MFMP Customer Service Desk:

Phone: 866-352-3776

Email: BuyerHelp@MyFloridaMarketPlace.com

Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., ET

Contact Information