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MyFloridaMarketPlaceVendor Bid System (VBS)
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Agenda
• VBS Overview
• Managing Contacts
• Posting Advertisements
• Editing Advertisements
• Recommended Practices
• Resources
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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.
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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.
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VBS Account Creation
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All fields on this page are required. Once the fields are complete, click Save Changes.
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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., [email protected] = 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
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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.
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Adding New Contact Person
To add a new contact, complete all of the applicable fields and click Save Contact.
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Managing Contacts
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Select Update Contact or Delete Contact to modify the list of contacts for your agency.
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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
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New Advertisement
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Select New Advertisements to begin creating an advertisement.
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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
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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.
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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.
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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.
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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
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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.
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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.
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Address
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Once you have completed the applicable fields, click Save Advertisement.
Enter the address where responses must be delivered.
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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
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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.
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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.
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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.
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Agenda
• VBS Overview
• Managing Contacts
• Posting Advertisements
• Editing Advertisements
• Recommended Practices
• Resources
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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
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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
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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
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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
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Polling Question
Which console action should you take to immediately end an
advertisement?
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A: Edit
B: Delete
C: Cancel
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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.
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Agenda
• VBS Overview
• Managing Contacts
• Posting Advertisements
• Editing Advertisements
• Recommended Practices
• Resources
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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
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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
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Contact the MFMP Customer Service Desk:
Phone: 866-352-3776
Email: [email protected]
Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., ET
Contact Information