April 2017

Creating Successful Sourcing Events in Team

Georgia Marketplace Kiaja Williams

Sr. Business Analyst

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AGENDA

• Event Comments – Communicate to suppliers/vendors and

agency users

• Effective Use of Bid Factors – Get the information you want

from vendors

• Private Sourcing Events – Select who can participate in the

sourcing event

• Event Analysis Tools – Use the system to help during the

evaluation of the event

EVENT COMMENTS

•External Comments

• Internal Comments

•Standard Comments

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External Comments• Display to vendors

• Keep track of event changes

• Send reminders

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External Comments• Included in Event Details PDF

• Comments can’t be retracted

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External Comments• Displayed on

Comments/Attachments page

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Comments on Description• Limited characters on the GPR

• Description details cut off

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Internal Comments• Internal to agency

• Comments from requisition

• Audit trail

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Standard Comments• FAQs

• Standard set of comments for

agency

Standard Comments

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Standard Comments

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Standard Comments

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Standard Comments

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Standard Comments

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Standard Comments

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EFFECTIVE USE OF BID FACTORS

• Types of Bid Factors

•Standard Bid Factors

•Group Bid Factors

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Types of Bid Factor• Attachment • Date

• List • Monetary

• Numeric • Separator

• Text • Yes/No

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Yes/No Bid Factor• Option to require response

• Option to require ideal response

• Option to include on contract

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Attachment Bid Factor• Option to require response

• Option to include on Contract

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Text Bid Factor• Option to require response

• Option to include on Contract

• Ideal Response Required

• Value of ideal response

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Standard Bid Factors

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Standard Bid Factors

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Standard Bid Factors

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Group Bid Factors

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Group Bid Factors

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Group Bid Factors

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Group Bid Factors

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Group Bid Factors

PRIVATE SOURCING EVENTS

•When to use

•Benefits of using

•How to create

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When to use a Private Sourcing Event• RFQC

• Not subject to state purchasing rules

• Federal requirements

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Benefits of a Private Sourcing Event• Only invited vendors can access and respond

• Eliminates bid responses from unapproved vendors

• Streamlines evaluation process

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Creating a Private Event

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Creating a Private Event• Uncheck Public Event box

• PUBLIC_AUC entry is removed

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Creating a Private Event• Uncheck Public Event box

• PUBLIC_AUC entry is removed

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Creating a Private Event• Selecting vendors

• No unregistered users

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Creating a Private Event• Lookup vendors

• Add to invitation list

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Creating a Private Event

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Creating a Private Event• Use comment

• Use bid factor

EVENT ANALYSIS TOOLS

•Analyze Export

•Download vendor attachments (9.2 Feature)

•NOIA/NOA Process (9.2 Feature)

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Analyze Export

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Analyze Export• Select recipients

• Filter bids

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Analyze Export Email

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Analyze Export

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Download vendor attachments (9.2)

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Download vendor attachments (9.2)

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Download vendor attachments (9.2)

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Download vendor attachments (9.2)

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Download vendor attachments (9.2)

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Download vendor attachments (9.2)

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NOIA (9.2 Feature)

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NOA (9.2 Feature)

QUESTIONS

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