Vendor Solicitation (Sourcing) FAQ

How do I register for the MyFloridaMarketPlace Solicitation/Sourcing tool?

To be eligible to participate in Solicitation/Sourcing events, you must be a registered vendor in the MyFloridaMarketPlace system. If you are not currently registered in MyFloridaMarketPlace, log on the https://vendor.myfloridamarketplace.com/ to begin the registration process. During the registration process, make sure to select “YES” on the Solicitation Page to elect to participate in solicitations.

If you are already a registered vendor in MyFloridaMarketPlace, you will need to login to MyFloridaMarketPlace Online Vendor Registration at https://vendor.myfloridamarketplace.com/ and select the “Solicitations” link located on the left side of the page and elect to participate in solicitations by selecting “YES”.

Once you have elected to participate in solicitations, your username for the solicitation tool is the same as the one you established for Vendor Registration. Your initial temporary password is the word: “welcome”. Your username and password are case-sensitive. There is a 24-hour turnaround between the time your registration is updated in the MyFloridaMarketPlace/e- Procurement system and when your account will be active in the Solicitation/Sourcing tool.

What are the minimum system requirements for accessing the MyFloridaMarketPlace Solicitation/Sourcing tool?

Web browser - Microsoft Internet Explorer versions 6.x, or Netscape Navigator versions 6.x. You must have JavaScript enabled (see instructions below).  In Netscape, choose Edit > Preferences, select Advanced, and make sure you’ve checked Enable JavaScript for Navigator.  In Internet Explorer, choose Tools > Internet Options, the Advanced tab, and under the heading Java, make sure you’ve checked Use Java. Internet connection - Modem, ISDN, DSL, T1. Your connection speed determines your access speed.

Is there training on how to use the MyFloridaMarketPlace Solicitation/Sourcing tool?

Several resources have been developed to help vendors learn how to use the MyFloridaMarketPlace Solicitation/Sourcing tool:  Web-based, interactive training is available for vendors to learn how to respond to an event using the MyFloridaMarketPlace Solicitation/Sourcing tool at : https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm, o Click on Solicitation Help, then the OnDemand Link.  Specific Vendor help documents by solicitation type are available at: https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm o Once at the site, click on Solicitation Help, then click on: . ITB Event Vendor Guide . RFP Event Vendor Guide . ITN Vendor Guide . Reverse Auction Vendor Guide

Buyers may elect to schedule additional optional training sessions. Please check each solicitation’s Calendar of Events for details.

Who do I contact if I have a technical issue?

For technical assistance regarding the Solicitation/Sourcing tool, please contact the MyFloridaMarketPlace Customer Service Desk at (866) FLA-EPRO (352-3776)

How do I contact the MyFloridaMarketPlace Customer Service Desk?

For general questions regarding the Solicitation/Sourcing tool, contact the MyFloridaMarketPlace Customer Service Desk by email at [email protected] or by calling (866) FLA-EPRO (352-3776) between the hours of 8:00 a.m. to 5:30 p.m. EST. Monday through Friday.

I tried to access the solicitation tool (Sourcing) home page, but I get an error message “Site Not Found” or Error 404?

We have recently changed our site to run on standard secure Port 443. We recommend that you try accessing the site again using https://sourcing.myfloridamarketplace.com. If you still have an issue, we recommend that you do the following:  Contact your Network Administration to make sure that Port 443 is open  Make sure your software and hardware meet the minimum requirements (see Question number 2 above)  Call the MyFloridaMarketPlace Customer Service Desk at (866) FLA-EPRO (352-3776)

How do I change my initial password in the Solicitation/Sourcing tool?

The MyFloridaMarketPlace Solicitation/Sourcing tool is setup to prompt you to change your initial password upon logging in for the first time. If you would like to change your password again, click the Preferences link located at the top center of the Solicitation/Sourcing tool home page and change your password on the Personal Info tab.

I am located in a different time zone; can I change my time zone?

Yes. Click the Preferences link located at the top center of the Solicitation/Sourcing tool home page and change your time zone on the Settings tab. The system will adjust the clock to the time zone settings.

How do I view solicitations if I am not registered in MyFloridaMarketPlace? You can view solicitations even if you are not registered in MyFloridaMarketPlace. Logon to https://sourcing.myfloridamarketplace.com as Username “publicuser” and password “publicuser”. Note that the publicuser ID will only allow you to view solicitation, to place bids on the solicitation you must register on MyFloridaMarketPlace

Do I have to fill out all of the profile information in the Solicitations/Sourcing tool?

Only fields with an asterisk (*) are required. However, Buyers may use the information in your profile to find vendors for future solicitations, so it is advantageous for you to keep your profile as complete and updated as possible.

How do I send a question to a Buyer?

Once logged on to MyFloridaMarketPlace Solicitation/Sourcing tool, click the Q&A Board button located at the middle of the top section of the RFX event home page, and then click the Ask Question button. Enter your message, and click OK.

Buyers may elect to receive all questions from vendors and then compose and post responses at one time. Be advised that some Buyers may publish the original vendor question exactly as submitted along with their formal answers.

Why do I have to download each attached document separately?

Most events are setup to clearly separate the read-only documents from the required responses documents.

Can my company bid as a team? Would we need separate logins to do this? You can bid as a team only if the team members share a single login. Different team members can edit and save the bid to enter their contributions, and then one team member submits the bid when it is complete. However, only one team member should edit the bid at a time; otherwise, the edits of one team member can overwrite the edits of another.

What do I do if I make a mistake during the bidding process?

The system checks your bid before you submit it and informs you of any errors (e.g., missing fields) you need to correct. After you submit your bid, you will receive a notification of a successful submission. Once your bid is entered, you can revise it as long as the RFX is still open for Bidding by clicking the Revise Bid button. Bid improvement rules, as defined by the Buyer, might prevent you from increasing your price in a revised bid. If your revised bid is not accepted, it may be because you increased your price. Will other vendors/competitors see my bid or my name?

Click the Rules tab in the Sourcing Tool, and check the Information Release section to see what information is revealed to other vendors.

Will the event end automatically?

Click the Rules tab in the Sourcing Tool, and check the Timing Rules section to see the Closing Rule.

Are there any size limitations on the attachments?

The maximum file size allowed by the system is 20 MB. The Solicitation/Sourcing tool has the ability to compress files (WinZip). For instruction on how to use WinZip please refer to the WinZip vendor User Guide on https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm

How long will it take to upload my bid?

Upload speed is dependent on your file size and type of Internet connection. Please see Connection Speed table located at https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm for approximate upload times. We strongly suggest that you upload your bid / responses well before the event closes to ensure that it is received prior to submission deadline.

What happens if I want to revise my submitted bid prior to the event closing?

Vendors can submit revised bids while the event is Open for Bidding. The system will only take the last submitted bid received before event closes.

How do I submit a signed document with my bid?

Follow uploading instructions provided in the solicitation. Generally, a document requiring signature should be downloaded, printed, signed and then scanned into electronic format. The electronic file can then be attached to your response and submitted.