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Create an RFP Event in JAGGAER

This document outlines the steps on how to create a Request for Proposal (RFP) in JAGGAER. Please

review the JAGGAER RFP Quick Reference Guide located on the DGS Collab site for assistance on the RFP

process. Users assigned the Issuing Officer role can create and edit solicitations in JAGGAER. A solicitation

is known as an event in JAGGAER. Within JAGGAER the terms solicitation and event are interchangeable.

Disclaimer: All screenshots used in this procedure are for example purposes only.

Step 1: On the Home page, in the Quick Links section, select the Create New Event link to begin the

process.

Step 2: Enter the name of the RFP in the Event Title field (as it will be advertised on eMarketplace).

a. In the Agency field, select the Magnifying icon to search for your agency or bureau name.

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b. Select the Arrow to expand the agency list.

c. Choose the Radio button for your agency or bureau name and select the Save Changes button. Note: If your agency has an arrow, expand the list to verify your bureau name is listed. If your bureau name is not listed, you will need to select the radio button for your agency.

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Step 3: Select the Next button.

Step 4: In the Event Type field, select the Magnifying icon to choose the appropriate type (i.e. RFP).

a. Choose the Select button for Request for Proposal.

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Step 5: In the Create from Template field, select the Magnifying icon to choose the appropriate template.

a. Choose the Select button for the applicable DGS Master Template (i.e. Request for Proposal – Goal

Settings Services). Note: If the RFP is not identified as a goal setting procurement, choose the applicable

template with “NO GOAL” included in the template name to create the RFP.

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Step 6: Select the Create Sourcing Event button.

The RFP has been created and is in Draft status. Begin with the Setup section, enter information specific to your RFP

and complete the following sections under Settings and Content.

All required fields

in each section

must be completed

to submit the event

for approval. A

field with a star is

required.

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Step 7: In the Setup section, the Event Title field can be edited (if necessary). The Event Type and Agency fields

cannot be edited. Note: All agencies that have access to the Supplier Relationship Management (SRM) system

should use a SRM Number to identify the RFP event in JAGGAER. Select the Pencil icon to edit the Event Number

field.

a. Remove the system generated number and replace with a SRM Number.

Step 8: For Reporting Commodity Code, select the Edit button to search and choose the applicable code(s). This field

allows only one code to be selected. Use the Additional Commodity Codes field to add more codes.

The Stage Title field

should remain blank.

a. Choose the Select button

for the code.

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Step 9: For Visible to Public, select Yes and enter a brief description in the Public Event Short Description field.

b. Select Yes for Forced

Supplier Invitation by

Commodity Code option.

This will send email

notifications to all suppliers

registered for the

commodity code(s) selected.

Step 10: Complete the Open Date, Close Date,

and Q&A Submission Close Date fields. Use the

Calendar and Clock icons or enter dates/times

to complete the fields.

The checkboxes for Sealed Bid Open Date and

Show Sealed Bid Open Date to Supplier should

remain selected as defaulted.

Step 11: Select the Next button. Note: The Save

Progress button will save the edits and keep you

on the same screen. The Next button will save

the edits and advance you to the next screen.

It is recommended to use One Drive to provide

the Evaluators access to the technical

responses instead of the Use Panel

Questionnaire option in JAGGAER.

Visible to Public must always be selected when

creating an RFP. This allows suppliers to view

and access the solicitation in JAGGAER.

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Step 12: In the Users section, select the Edit Users button to add users. (Optional)

Note: When adding users, do not delete your name!! If you delete your name, you will remove your editing

permissions for the RFP. To add users, enter the user’s last name next to your name to search through results list

and select the applicable user. Once the user(s) are added, select the Save Changes button.

a. Select the Next button.

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Step 13: In the Description section, enter details specific to the RFP in the highlighted text fields throughout the

section.

a. If the RFP is deemed a goal setting procurement, complete the SDB and VBE Goal Percentages areas

accordingly. Note: The percentages can be found on the email and report received from BDISBO.

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b. For goal setting, informational sessions are recommended to be held for suppliers to assist with

understanding the program and how to complete the applicable documents. Complete the information

for the location, date, and time for the session. Note: If no session will be held, seek guidance from

Agency Legal with updating this section.

c. Do not enter any information in the Stage Description area. Select the Next button.

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Step 14: The Prerequisites has information the supplier will need to know and/or act on. Do not delete any of the

default prerequisites. Select the Next button.

Step 15: In the Buyer Attachments section, upload reference documents for the supplier to download, view, and/or

complete (i.e. Technical Submittal, Cost Submittal, Terms and Conditions, and Appendices). Note: Download the

Contract Terms and Conditions document before deleting it. This document details the steps for creating the Terms

and Conditions for the RFP.

a. Download and review the default attachments. Select the Actions button and choose the Delete item to

remove each attachment.

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b. Select the Add Attachment button.

c. Choose the Add New Attachment menu item. Note: There are no documents available in the Add from

Library option.

d. Select the Select files… button to upload all documents at one time.

e. Choose all documents (i.e., Technical Submittal, Terms & Conditions, Cost Submittal, and Appendices)

and select Open.

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f. Edit the name of the documents (if necessary) and select Save Changes button.

g. Once all attachments for the RFP are uploaded, select the Next button. Note: To make edits to a

document name or delete a document after it has been uploaded, select the Actions button.

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Step 16: The Questions section list how the default template questions are grouped. The suppliers will be required to

answer these questions. No action is required in this section. Select the Next button.

Step 17: In the Technical Questions group, delete the “Optional” questions if they are not applicable to the RFP.

Select the Edit Down Arrow to delete or edit the question(s). The questions should be edited by removing the

“Optional” text from the question and save the changes (if applicable to the RFP).

Additional technical questions can be created by selecting the Add Question button (if necessary). If the RFP is

for multiple lots, you will need to create additional questions for each lot.

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Note: When adding or making edits to questions, there is an option to apply a Confidential Mode indicator to

prevent internal users from viewing pricing contained in a document uploaded to a question. The commonwealth

users will not use this option for our solicitations issued in JAGGAER. The Issuing Officer can control who may view

the event by adding and/or removing users (i.e. Stakeholders). Therefore, using the Confidential Mode is not

necessary.

In addition, there is a Set Disqualifying Response indicator that allows the Issuing Officer to configure a response

that will disqualify a supplier if the supplier selects it. The commonwealth users will not use this option for our

solicitations issued in JAGGAER. The evaluation and scoring process is conducted outside of the JAGGAER system.

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b. In the Cost question group, select the Edit button to change the text “cost template” to

reflect the correct name of the document as listed in the Buyer Attachments section.

a. If the RFP is identified for goal setting, there will be Small Diverse Business (SDB) and Veteran Business Enterprise (VBE)

Participation question groups for suppliers to complete. Do not delete any questions. Note: You will need to create

duplicate questions for each lot if the RFP is for multiple lots. There will be no SDB and VBE questions if creating from a

DGS Master Template “No Goal”.

b.

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Step 18: Select the Next button after the cost document has been renamed.

Step 19: In the Standard Forms group, each question listed has the applicable form attached for the suppliers to

download, complete, and/or upload. The forms will vary in this section depending on the type of procurement (i.e.

materials vs. services).

Additional questions may be added if there are other standard agency specific forms relevant to the procurement.

The “DGS Only” questions should be deleted unless the RFP is being issued by DGS Bureau of Procurement. Select

the Edit Down Arrow to delete the questions.

c. Remove the “cost template” text and rename it to the name of your cost document.

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Step 20: In the Items section, there is no action required. The suppliers will be required to enter their pricing in the

attached cost document in the Buyer Attachments section. Select the Next button.

a. No action is required in the Terms and Conditions and Offeror’s Representation question groups. Select

the Next button.

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Step 21: In the Suppliers section, there may be a list of suppliers in the Suppliers Invited by Commodity Code tab

based on the commodity code(s) selected in the Setup section. In the Add Suppliers to Event tab, you have the option

to search and add suppliers that are registered in JAGGAER to receive a system generated email. Select the Next

button.

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Step 22: In the Review and Submit section, verify all the sections are completed. If a required field is not complete,

the RFP cannot be submitted for workflow approval. To see the workflow approval, expand the View Approval Steps

are. Once all sections are completed, select the Next button.

Once the RFP has been successfully submitted, you will receive a confirmation screen to verify the status.

The event is now in Pending status. Once approved and the Open Date/Time

is reached, the event will be in Open status for responses from suppliers.