Instructions to Vendor for Responding to Solicitation (through ...

Instructions to Vendor for Responding to Solicitation (through MyFloridaMarketPlace)

This document provides detailed instructions to assist vendors in responding to a solicitation through the MyFloridaMarketPlace Sourcing application.

MyFloridaMarketPlace Vendor Registration Application. Bidders must have a current and complete vendor registration application identified on the MyFloridaMarketPlace Vendor Information Portal (VIP) at: . Please click on the Vendor Registration Requirements. If you have not registered, or have requested a registration update, please be advised that a minimum of 48 hours is required for access to the MyFloridaMarketPlace Sourcing Tool. Completion of this registration is mandatory for those vendors who wish to submit a response. Within VIP vendors must at a minimum accept the MFMP Terms of Use, agree to participate in solicitations, and register for the commodity codes associated with their businesses.

- All solicitation documents and notices of agency decisions will be posted both in the MFMP Sourcing Tool and (or) on the Vendor Bid System.

- The MFMP Sourcing Tool can be accessed by Bidders that are properly registered in the MFMP Vendor Information Portal at:

- The Vendor Bid System can be accessed by going to and selecting the Department of Management Services under the Agency search criteria box. Then select the Initiate Search button near the bottom of the page and look for the name of this solicitation.

- Bidders are reminded that the MFMP Sourcing Tool's email notifications are an option provided to Bidders as a courtesy. The State of Florida is not under any obligation to provide, and does not guarantee that Bidders will receive, email notifications concerning any posting, amendment, or close of solicitations (ITBs).

- Interested parties are responsible for checking the MFMP Sourcing Tool and / or the Vendor Bid System for information and updates concerning solicitations.

- If Addenda are issued for the Invitation to Bid (ITB), they will be entered below this section in the MFMP Sourcing Tool.

- The State of Florida Department of Management Services' Division of State Purchasing (Department) is using an Invitation to Bid (ITB) to conduct this solicitation. The solicitation will be administered using an e-sourcing tool through MyFloridaMarketPlace (MFMP Sourcing Tool).

1. MyFloridaMarketPlace Sourcing Application Training. State Purchasing will conduct solicitation using the MyFloridaMarketPlace Sourcing application at: .

For all technical questions about the Sourcing application, Vendors should contact the MyFloridaMarketPlace Customer Service Desk at (866) 352-3776 or: VendorHelp@.

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For additional information or to view the training documents on using the Sourcing Tool, please visit the MyFloridaMarketPlace website at: .

This site includes: - Solicitation User Guides - On Demand web-based Sourcing training link - WinZip FAQs - Vendor FAQs

2. MyFloridaMarketPlace Sourcing Application Tips. When working in the MyFloridaMarketPlace Sourcing application, be aware of the 20minute time-out function in the application. This means that you should save your work (click the SAVE button) at intervals of less than 20-minutes to assure your entries since you last saved are not lost.

Please note that clicking the SAVE button within the MyFloridaMarketPlace Sourcing Application saves only your solicitation responses. The SAVE button does not transmit your solicitation response to the State. In order to transmit your solicitation response to the State, you must click the SUBMIT button on the SUMMARY page of the solicitation Response.

After clicking the SUBMIT button, it is the Vendor's responsibility to check any submitted response within the MyFloridaMarketPlace Sourcing application to verify that the response is accurately and completely captured within the MyFloridaMarketPlace Sourcing application. Vendors must do this while there is sufficient time remaining in the solicitation period in the event they discover an error and need to resubmit a revised response.

To validate your response, do the following before the solicitation period ends: - Go to the "My Bids / My Responses" tab within the MyFloridaMarketPlace Sourcing

application after you submitted your response. - Click on the Response ID number of your last submitted response. - Review entire Response to make sure all Responses are complete, accurate, and as

you intended to submit. - Minimum areas to check are:

Text boxes ?Can you view your entire answer viewable? Yes/No questions ? Is the displayed answer correct? All uploaded document files ? Can you open attached document(s) and clearly

view entire content? Does the content of the file(s) match your intended response within the MyFloridaMarketPlace Sourcing application (e.g., not an earlier version, incomplete copy, or working copy)? Pricing and Other Information ? Are all prices and other information you intended to submit visible and accurately captured within the MyFloridaMarketPlace Sourcing application? Required Items - Are all items listed on the solicitation completed as required within the MyFloridaMarketPlace Sourcing application?

Do not rely on the MyFloridaMarketPlace Sourcing application's time remaining clock. The official solicitation closing time shall be as reflected in Section 1.2.

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The response deadline(s) is reflected in Section 1.2, of the solicitation. The MyFloridaMarketPlace Sourcing application's time remaining clock is not the official submission date and time deadline, and only approximates the solicitation closing and adjustments.

State Purchasing strongly recommends vendors submit their responses as early as possible. You should allow time to receive any requested assistance and to receive verification of your submittal; waiting until the last hours of the solicitation could impact the timely submittal of your Response.

3. MyFloridaMarketPlace and Vendor Bid System E-mail Notification. State Purchasing reminds vendors that MyFloridaMarketPlace sends e-mail notifications as a courtesy. Vendor's firewall or other e-mail settings could present delivery of notifications to vendors. The State of Florida is not under any obligation and does not guarantee that Vendors will receive email Notifications concerning the posting, Addendum, Amendment or close of solicitations. Vendors are responsible for checking the MyFloridaMarketPlace Sourcing Tool and the Vendor Bid System for information and updates concerning solicitations.

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