12/19/08 Hot Topic: Vendor Bid System (VBS)

Attention MyFloridaMarketPlace Vendors:

As a MyFloridaMarketPlace registered vendor, you can register in the Vendor Bid System (VBS), the official online repository for competitive solicitations from executive state agencies. Registering in VBS enables vendors to receive electronic notifications of upcoming solicitations that match your commodity code(s).

Specifically, VBS (http://vbs.dms.state.fl.us/vbs/main_menu) is used by executive state agencies and other State of Florida entities to post:

• Agency decisions and notices including intended awards
• Competitive solicitations including Invitations to Bid, Requests for Proposal, Invitations to Negotiate and Requests for Information
• Single Source purchases, including agency-intended purchases from vendors who may be the only source capable of meeting specified requirements

The VBS is also used by vendors to receive notices, and view and search information electronically.

Register in VBS
To sign up for electronic notifications:

• Access the VBS email notification option: http://vbs.dms.state.fl.us/vbs/notification_new.selection
• Scroll to the bottom of the page to "Add Email Notification"
• Enter your vendor number and sequence number - Your vendor number is the tax identification number used to register in MFMP. If you registered with a Social Security Number, the Type will be "S;" if you registered with a Federal Tax Identification number (FEIN or FEID) the Type will be "F;" and foreign vendors Type will be "N."
• The sequence number is assigned automatically by the MFMP vendor registration system and will be sent from MFMP after a vendor's initial registration. For example, if your assigned sequence number is 1, in VBS it will be 001. This update will take up to 48 hours (two business days) after your initial MFMP vendor registration is complete.
• Click "Use This Vendor"

The email notification is sent based on your commodity codes and to the email address you create in your VBS account. To ensure you receive the electronic notifications, you may want to set up a shared email box within your organization that provides access to more than one company contact.

It is important to keep your VBS account up to date. Florida executive state agencies use VBS to communicate opportunities / information to you. It is recommended that you review your VBS account regularly as this is independent from MFMP.

Search for VBS Advertisements
To search for advertisements in VBS:

• Access VBS: http://vbs.dms.state.fl.us/vbs/main_menu
• Select Search Advertisements to search for active solicitations
• Enter your search parameters, which may include:
• Type (Competitive Solicitations, Public Notices, Agency Decisions)
• Agency
• Number
• Title
• Commodity Code (up to 13 digits)
• Closed by Date

The VBS search results are displayed with Title, Number, Version and Type, with links provided in the Number Column to the solicitation documents.

Responding to a VBS Solicitation

• Access VBS (http://vbs.dms.state.fl.us/vbs/search.criteria_form) and search for the solicitation
• Click on the bid number link to open the advertisement
• Scroll to the bottom of the advertisement to locate the link for the solicitation documents
• Click on the document links to open the solicitation documents.
• Read thoroughly and prepare your response in accordance with the guidance provided in the solicitation

If you have any questions regarding the VBS or need your email address updated, please contact the VBS Helpdesk at help@myflorida.com or 850-487-1746.

Additional Resources

Vendor Solicitation Tools
Visit http://dms.myflorida.com/vendortraining and choose Solicitations Registration Aid (eQuote, VBS, Sourcing) - MatchMaker 2008 for detailed information about the three solicitations tools Florida uses and how each operates.

Commodity Code Selection
Visit http://dms.myflorida.com/vendortraining provides detailed information on what commodity codes are and how to select your commodity codes.

Vendor Informational Teleconferences
Visit http://dms.myflorida.com/vendortraining and select the Solicitations Teleconference presentation to download the PowerPoint presentation.

If you have any questions, please contact the Customer Service Desk at 1-866-352-3776 or at vendorhelp@myfloridamarketplace.com