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Webinar: Enhanced eQuote Features and Functions
State Purchasing Division
www.DOAS.GA.GOVProfessional Development
Providing Training for State Purchasing Professionals
Professional DevelopmentProviding Training for State Purchasing Professionals
April 4, 2008
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Your instructor
Title: Procurement Training Specialist
Experience:
DOAS State Purchasing 2002-present
DOAS Human Resources 1997-2002
Department of Corrections 1990-1997
Education: Ed.S. Counseling and Psychological Services, Georgia State University 1987
Contact: [email protected]
404-656-6131
Gayle Porster
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Webinar objectives
Provide updated information from February’s webinar
Display the newly added features available in the enhanced eQuote for both purchasing agents and suppliers
Explain the policies and procedures regarding using eQuote
Participate in a question and answer session on using eQuote
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Enhanced eQuote Features
1. Ability to post eQuote up to DPA and beyond DPA with SPD approval
2. No dollar amount limit for non-state or exempt entities or for exempt purchases
3. Ability to enter numerous NIGP Codes on the header, and then select one per line— distinct header and line sections
4. Can split eQuote awards
5. Unlimited number of documents added at header and also at line level for both buyer AND vendor
6. Edit/addenda capability for both buyer AND vendor
7. Ability to copy previous eQuote for similar buys—useful in creating an eQuote template
8. Ability to save eQuote for up to 30 days
9. Vendor required to check “I Agree” to Terms and Conditions
10. System-generated invitation to selected vendors not registered to include links to vendor’s guide and VRS
11. Ability to re-award to different vendor if selected vendor cannot meet requirements
12. Tied into GPR for public access for higher monetary eQuotes
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Manuals on Website: Totally Rewritten and updates planned
eQuote step by step with examples and screenshots
Available on DOAS State Purchasing webpage
Includes FAQs
Includes eQuote vendor instructions and standard terms and conditions
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eQuote Training—totally Rewritten
Training schedule posted on the State Purchasing website
To include training throughout the state
Atlanta—April 9 and April 18 and May 9
Macon—to be rescheduled
Coosa Valley Gordon Campus—April 11
Valdosta—April 18 and April 19
Athens—April 25
Columbus—April 25
Augusta—April 30
Savannah—April 30 and May 1
Waycross—May 7 and May 8
Albany—May 13 and May 14
Rome—May 16
Dublin—May 23
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Under $5000 P-card, fax, email, phone (competition not required)
$5,000-$9999 Fax, eQuote or GPR
$10,000-$49,999
eQuote or GPR, Posted to GPR by link available to vendors explaining how to obtain access
$50,000-$99,999
GPR, eQuote, eQuote with SPD approval for agencies with <$100,00 DPA, Posted to GPR by link available to vendors explaining how to obtain access
$100-000+ GPR, eQuote with approval from SPDfor agencies with $100,000+ DPA, eQuote for SPD, Posted to GPR by link available to vendors explaining how to obtain access
Using eQuote
Can’t be used for RFPs and for non-maintenance/non-repair Construction
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eQuote/GPR Posting Explained
An Agency must advertise all eQuotes with estimated contract values of $50,000 or more on the Georgia Procurement Registry. To comply with this requirement, the Agency must either (1) create a listing on the Georgia Procurement Registry, which directs the vendor to submit an electronic bid through the eQuote system* or (2) utilize the automatic process for listing open and pending eQuotes on the Georgia Procurement Registry once this automatic process becomes available
* Template to assist with this provided in manual
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How Long Does an eQuote Have to be Posted?Sole Source Solicitation 3 business days on GPR only Cannot use eQuote
Solicitations valued from $0 to $9999.99
eQuote post minimum of three (3) business days; recommended for (3) business days
Recommended minimum; must receive written approval from SPD for less than minimum
Solicitations from $10,000.00-$49,999.99
eQuote post minimum of SEVEN (7) calendar days; recommended for ten (10 calendar days
Recommended minimum—must be justified; must receive written approval from SPD or less than minimum
Solicitations from $50,000.00-$99,999.99
eQuote post minimum of eight (8) calendar days; plus posted to GPR. recommended for fifteen (15) calendar days
Recommended minimum—must be justified; must receive written approval from SPD or less than minimum
Solicitations from $100,000.00-$249,999.99
eQuote post minimum of ten (10) calendar days; plus posted to GPR, recommended for twenty (20) calendar days
Recommended minimum—must be justified; must receive written approval from SPD or less than minimum
Any solicitation valued at $250,000 and above
eQuote posting minimum of fifteen (15) calendar days plus posting to GPR; recommended for thirty (30) calendar days
Required number of days (mandated by law); no approval for less than minimum
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eQuote: Access eQuote through the Georgia Procurement Registry (GPR)
Agency Procurement Officer (APO) determines who has access and level
Level 6—for APO and Senior Manager
Level 1 or 2—for Buyers with GPR and eQuote
Level 0—eQuote only
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What type of eQuote bid is it? eQuote for those State of Georgia governmental entities that are
Exempt from OCGA and the GPM
All other Agencies and College and Universities
Is this an Exempt purchase?
Is this Not an Exempt purchase?
Is the purchase under your agency’s DPA? If so, needs approval from SPD
$100,000 or above, also needs NOIA before NOA
If $50,000+ also needs public posting, opening, and reading
– Through link provided to vendors on Public GPR
– Or through subsequent posting using template language
eQuote for non-State of Georgia governmental entities (city, county, public schools)
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Click here to enter New
eQuote Menu
Old eQuote Menu still on
screen
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eQuote Menu—totally revised to reflect increased and improved functionality!
Reports not yet available
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Ability to include with your eQuote—same as currently with RFQ using GPR Well-defined specifications or a clear description of the scope of
work
All contractual terms and conditions
Delivery requirements
Quality expected, including performance requirements
Samples possibly
Packaging requirements
Warranty information
Insurance and/or bonds requirement if applicable
Pre-bid conference or site visit information-if applicable (must not be less than 5 business days before eQuote closing date)
References required—if requesting these
Training requirements
Maintenance or installation requirements
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Click Yes for Exempt
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An Exempt Purchase—must provide justification/explanation
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eQuote for an Agency making a non-exempt purchase
Leave at No
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Ability to copy from
prior eQuotes
eQuote number
Automatically enters name, email and FY
FY of posting
date
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Suggested wording regarding possible early-pay discounts
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Adding Agency Contract or additional Terms and Conditions
eQuote’s Terms and Conditions are very, very general
The vendor MUST agree to those Terms and Conditions
You may add a document that has agency-specific or solicitation-specific Terms and Conditions or an agency contract
This must be signed by both sides
You should include the ability for the vendor to submit exceptions to those with the eQuote response
Exceptions to your contract or Terms and Conditions can be approved and incorporated into the final eQuote award
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Chart to help
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The Agency must perform a formal public opening and reading of electronic bids for any eQuote with an estimated value of $100,000 or more. The Agency must accommodate any vendor desiring to attend the opening of the electronic bids regardless of the dollar amount. The time and date of the public opening and reading is the same as the eQuote closing time and date.
The eQuote must state the location for the public opening and reading of the electronic bids received. (Usually, the public opening is held in an Agency office which is easily accessible to the public.) At a minimum, the Agency will read aloud the names of the vendors submitting bids and the corresponding bid prices.
Vendors are welcome to attend the formal public opening
As an alternative, all vendors are welcome to view the electronic bids using the “automated public opening”
Requirement to add to eQuote eQuotes $100,000+
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NIGP Code Added to Header
Note brief description
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Another NIGP Code is Added to Header (unlimited)
Added NIGP Code—can
also change your mind and
delete an NIGP Code
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Add Documents to Header
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Upload documents to header
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Document has been Attached
Click on document to
make sure it is correct
Can add more
documents!
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Document with Additional T’s & C’s
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Then decide: Update Header even more, Save the eQuote, Add Your Lines or Cancel
Options available
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Decided to Save
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When You Want to Return to that eQuote
Review and Maintenance
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Saved eQuotes—in own section on menu
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Same Options—Update, Save, Add Your Lines or Cancel (need to update closing date)
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Adding Lines: Start with Line 1
Drop-down has all the NIGP Codes
from Header
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Can add document(s) to each line
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As Before, You Can Delete the Document, Add More Documents, and Review the Added Document
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Shows Line 1—with Document
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Back to the BLUE—with Line 1
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Choices—Add another Line, Cancel, Save, Release—and Can Always Update
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Adding Line 2
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Random Vendor List—REVISED –suggest using COMPLETE LIST required for $250,000+)
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If don’t go with complete list can add more vendors geographically
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You receive an email confirmation
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eQuote is now an Open eQuote
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For eQuotes $50,000+ must be publically posted
Must create eQuote FIRST Then go into GPR and post information with NIGP
Codes Use template information in Description section
explaining to vendors how to contact you to get access to eQuote
Vendors with selected NIGP Codes will get duplicate emails
Vendors without selected NIGP Codes or not registered will have to contact buyer for eQuote access
Have electronic posting of eQuotes that satisfy this requirement
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Vendor Receives eQuote invitation email (top part)
Email Includes:
•Name of vendor•Business name•Agency Name•eQuote Title•eQuote closing date and time•Buyer name and email address•One-time userid and password•Link to access the eQuote•Access link to Vendor’s Guide•Reminder not to fax eQuote bid
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Vendor eQuote invitation email (bottom part)
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Vendor accesses eQuote using link and enters userid and password
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Vendors view of eQuote (top)Includes:
•eQuote number•Agency Name•Buyer name, phone and email •eQuote Title•Info added in Description area•Estimated value*•NIGP Code(s)•eQuote release date/time•eQuote closing date/time•Added documents at Header•Vendor’s Guide access
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Vendor view of eQuote (bottom)—choices Not to bid, Bid later, Bid now
Includes:•Each line item with description, NIGP Code and unit of measure•Each line’s added document(s)
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If clicks “I WILL NOT BID ON THIS EQUOTE”—system takes vendor to Public GPR
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If that vendor tries to return….
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What if vendor decides he made a mistake? Has to contact buyer to get access again-how that works:
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Find the eQuote access is wanted for:
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Buyer gets confirmation vendor was sent an email again giving access
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Re-access email to vendor
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If vendor clicks BID AT A LATER TIME—will be able to return up to closing using same userid and password
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If vendor clicks BID NOW
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Opens eQuote Bid Response—top section
Includes:•eQuote number and title•Agency and buyer info•Posting and closing date/time•Buyer added documents •NIGP Code(s)•Area for vendor to attach documents•Name of Vendor•Vendor phone and email•Area for vendor to add comments
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Vendor adds a document at Header—can add more or delete this document
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Returns to eQuote Bid with name of vendor (not company), email, phone, comments
Buyer does not have access to comments
until after eQuote closed
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eQuote Bid cont.—middle section
Must click here
Very basic T’s & C’s
Again, Vendor’s Guide
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eQuote bid—bottom section
Opens Description
of Line 1
Vendor bid for Line 1 Comment
added for Line 1
Buyer’s Line 1
Document
Vendor can add
Documents to each Line
Total calculated
When bottom is completed, Vendor clicks “Submit” button
Price per line is to include
shipping cost
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This notice appears….
Clicks OK button
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This screen follows
eQuote number, title, closing
date/time and Amount of total bid
Says buyers ability to view who
responded but not amount and that
they will get confirming email
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Confirmation email to vendor
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If the vendor does not receive this email, the vendor’s computer did not
communicate with the eQuote system.
Also, the time RECEIVED by the eQuote system is considered and not
time the vendor might have sent the bid response…sometimes it takes 2-3
minutes to be received!
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Another vendor response—with NO BID of Line 2
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Here is all that can be done while an eQuote is open
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Edit the eQuote
Email to inform Vendors
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Edited—added another Line
Must click here
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Email notice to vendor who submitted a bid (must be reset)
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Email to vendor who has not yet responded
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Can View Bid Responses
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Only see who responded—not amount
Note Buyer
selected vendor
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Cancel eQuote: Must provide reason
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Email to vendor about Cancellation
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Can send email to ALL Vendors: Allows them to re-enter the eQuote to make adjustments
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Email to vendor of change plus ability to re-enter for vendor who has not responded yet
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Email to vendor who has responded—has to be reset
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Resend Notice to vendors who did not receive first email or deleted it
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Select vendor(s) to resend notice
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Email (Resend) to vendor
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Adding a vendor to the random and geographically selected list
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Add a Registered Vendor
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Must know at least one word of company name—enter that and click Search button
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List of vendors with that word in company name—select vendor
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Click to add
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Registered vendor has been added—now add a nonregistered vendor
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Called Adding a Vendor on the Fly
Must know Company Name
and email
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Vendor Added on the Fly
Will be sent the same eQuote email invitation
When vendor accesses eQuote, before entering the eQuote, will be taken to the Vendor Registration System to register
Will be registered under NIGP Code(s) selected for this eQuote
Will be encouraged to return to Vendor Registration System to add relevant NIGP Code(s)
Upon completion of registration process, will be taken into the eQuote to complete the eQuote process
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Changes in the Solicitation while eQuote is still Open
By buyer
Using editing function (already shown)
By vendor
May modify a submitted bid at any time before closing
May withdraw bid before closing
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Vendor edit function: Vendor can change price/documents while eQuote is still open
Vendor Contacts Purchasing Agent to Request Ability to Edit Bid Response
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Find eQuote and THIS VENDOR
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Email goes to vendor allowing vendor access to eQuote to update bid response
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eQuote closes….Decision Time
Responsive means the vendor, whether a company or an individual, has submitted a timely offer which materially conforms to the requirements and specifications of the solicitation.
Responsible means the vendor, whether a company or an individual, has appropriate legal authority to do business in the State of Georgia, a satisfactory record of integrity, appropriate financial, organizational and operational capacity and controls, and acceptable performance on previous governmental and/or private contracts, if any. Examples of non-responsible vendors include, but are not limited to, a bidder’s history of nonperformance or performance problems on other contracts (public or private), a record of financial difficulty, business instability, criminal sanctions, civil sanctions, and/or tax delinquency. Non-responsibility will be determined by the State on a case-by-case basis taking into consideration the unique circumstances of the individual procurement. A non-responsibility determination of a vendor must be put in writing
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After the eQuote closes, vendors can go to the GPR to see the eQuotes that have closed. Will show the responses, not the results of the evaluation or award decision!! Or can come to the agency office for opening and reading
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Reciprocal Preference
Locate the Reciprocal Preference section on the State Purchasing webpage (under Resources, Agency Tools)
Find the low bidder’s state
Determine if that state provides “preference” for its vendors FOR THAT COMMODITY OR SERVICE
If so, add that amount to that vendor’s price FOR EVALUATION PURPOSES ONLY
If not, disregard as this is not applicable
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Discounts
If the vendor offers an early-pay discount you should incorporate that discount amount UP TO 5% in the price submitted—but you need to do this “off line” and justify your award in that section
For example, let’s say Vendor A bids $10,010 with no cash discount. Vendor B bids $10,050 with a 5% discount (or a $50 discount for prompt payment) in the event the state makes payment within 30 days. Using our general evaluation rule from the GPM (up to 5% discount for payment within 30 days may be considered for the purposes of evaluation), Vendor B has actually bid $10,000 (for the purposes of evaluation) and will win the award over Vendor A. If the state does not make payment within 30 days to Vendor B, the state will have to pay the higher price - $10,050. In other words, based on our expectation that we will meet the 30 day turnaround for payment of $10,000, we believe it is a better business decision to contract with Vendor B
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Ready to evaluate bid responses and make the award
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Options—View responses, cancel, edit or award
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After eQuote closes—only edit that can be done is to add documents!
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Can View Bid Responses
Note that added
vendors responded
Open to review the bid
response
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Can Make the Award
Vendor NO BID this line
Indicates vendor’s State for
Reciprocal Preference
Ability not to award the line
Bids for Line 1 from low to high
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Must award or opt to Not Award and write justification for
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Shows price when award all lines to lowest bidder
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Shows pricing difference when lowest bidder is not awarded each line
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Also ability to award to one vendor—must provide justification if not lowest
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Then click the “Click to process the Award configuration above” button
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Final step-click to finish
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Vendor receiving all or part of award receives an email notice
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Vendor NOT receiving all or part of the award gets an email notice
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Posting award (besides link on Public GPR)
eQuotes $50,000 to $99,999.00---post NOA to GPR if used
eQuotes $100,000+ post NOIA to GPR and then NOA to GPR if used
eQuotes less than $50,000—post notice in office of award
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Additional Function—ability to re-award
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Go to Awarded eQuotes
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Find eQuote to re-award
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Click Re-award
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In RED vendor(s) who received award—should limit to 60-90 days—vendors are notified by email of re-award
Provide re-award
justification
Re-awarded to this vendor
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Example: Copying an eQuote
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Select the correct eQuote to Copy and fill in the data. Why copy? Perhaps cancelled and want to re-solicit bids or to create a template.
Note new eQuote number
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This time over DPA, over $100,000—for non-exempt State agency only
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eQuote over DPA
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The same as if go above DPA with GPR
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Provide Justification
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Notice that eQuote is going to SPD
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At SPD
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SPD sends response
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One Time Request to Exceed DPA—amended to include eQuote
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Award over $100,000—must post NOIA. Also on GPR!
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NOIA email to vendor
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Notice of Award Policy
Estimated Solicitation
First Post NOIA? Post NOA?
Less than $50,000
No Yes1.send via email to all participants AND2.publicly display in a conspicuous place in the Agency’s office
$50,000 - $99,999.99
No Yes1.send via email to all participants AND2.post to GPR listing
$100,000 or more
Yes1.send via email to all participants AND2.post to GPR listing
Yes*1.send via email to all participants AND2.post to GPR listing
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Tracking the NOIA
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Fast forward—10 days have passed and eQuote is ready for NOA
Click on eQuote
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This screen appears..
Click on Award eQuote
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Email to vendor not getting award
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Email to vendor awarded the eQuote
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NOIA and then NOA--explained
Unless otherwise authorized in writing by the SPD Deputy Commissioner or DOAS Commissioner, the NOA should be posted (1) no earlier than 10 calendar days following the posting of the NOIA and (2) in the event a protest is received, only after the protest has been resolved.
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Additional NOA requirement
NOA must be publicly posted on GPR using link available on Public GPR and also if you posted to the GPR
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Another SPD issue--when Agency posts eQuote for UNDER DPA but attempt to award OVER DPA
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SPD decides how to handle this
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Bid responses received for this eQuote
eQuote Agency
processedSPD
authorization decision
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Other Additions and Changes
Ability for SPD to use eQuote for agency work being handled by SPD
Ability for SPD to use eQuote for Statewide Contracts when RFPs are not being used
Amendments to GPM and VPM to reflect enhanced eQuote functionality
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Help Desk Support and Assistance
404-657-6000
All trained on eQuote
2 Additional Tier Levels of Help
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Questions
Contact me at: [email protected] or call me at 404-656-6131
