Electronic Notification (enotification) Department of Administrative Services State Purchasing Division. statepurchasing.doas.georgia.

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1 Electronic Notification (enotification) Department of Administrative Services State Purchasing Division statepurchasing.doas.georgia.gov

2 Your instructor ivision State Purchasing Di Dorna C. Scott Title: Procurement Training Specialist - Supplier Accomplishments: Successful implementation of ERP training initiatives. Fifteen (15) years experience in Organizational Training & Development and Public Relations Education: M.B.A., Human Resources Management Contact: dorna.scott@doas.ga.gov (404)

3 Course objectives By completing this course, you will be able to: Describe enotification List the services available to enotification non-subscribers List the services that enotification provides to Suppliers Describe how buyers identify enotification subscribers/non- subscribers in GPR/eQuote and Team Georgia Marketplace State Purchasing Di ivision

4 Electronic Notification (enotification) What Is It?

5 enotification What is it? de 5 Dec c-09 Sli Electronic Notification or enotification is a process implemented by the Georgia Department t of Administrative Services (DOAS) to provide suppliers with notification to alert them when a state entity posts a sourcing event ivision State Purchasing Di

6 enotification What is it? de 6 Dec c-09 To subscribe to Electronic Notification (enotification), suppliers must pay $ per year. During this year, suppliers receive notifications of bid opportunities pertinent to their line of business from all State of Georgia entities including Colleges and Universities, Agencies and other municipalities Suppliers $ Notification of bid postings Sli Pay For One Year For Credit Card ivision State Purchasing Di Starts on December 8, 2009

7 enotification What is it? Suppliers can pay by one of four major credit cards AMEX, Visa, Master Card and Discover or by Electronic Check. de 7 Dec c-09 Suppliers $ Notification of bid postings Sli Pay For One Year For Credit Card State Purchasing Di ivision

8 enotification What is it? de 8 Dec c-09 Sli Subscription to enotification is optional. Suppliers that do not subscribe to enotification can continue to bid on any state entity sourcing event. Registered, but non-subscribed suppliers will be excluded from the electronic notification list and will not be a part of the buyer s search and Recommend Bidders options. State Purchasing Di ivision

9 enotification What is it? de 9 Dec c-09 Sli Suppliers that do not subscribe to enotification can continue to search the Georgia Procurement Registry (GPR) for posted events and respond to any state entity solicitation. However, non-subscribed suppliers do not receive invitations when state entities post their sourcing events. State Entities Non-Subscriber Suppliers Search GPR Bid State Purchasing Di ivision

10 Electronic Notification (enotification) Services Provided

11 enotification Benefits to Suppliers Free Services Slide State Purchasing Division Online Supplier Registration R i P h i N Self maintenance of the supplier s firm s Contacts, Addresses and selected NIGP Codes View Procurement Events and Place Bids View & download Purchase Orders (3 years history) from state agencies View Payments and receipts (3 years history) from state t agencies View Invoices (3 years history) to state agencies Check outstanding balances and payment status Receive Purchasing News and view Announcements on the state purchasing portal View and Respond to bid notices on Georgia Procurement Registry View, Self-Invite and Respond to equote bids Supplier Relations Seminars and Training Procurement Help Desk Assistance Supplier Newsletter Add or Delete multiple NIGP codes at any time

12 enotification Benefits to Suppliers enotification Services Slide 12 Division State Purchasing D All free services outlined on previous slide Electronic Bid Notifications and subsequent updates to bids that are posted by State of Georgia governmental entities including Colleges and Universities, Agencies and other municipalities on any of the following systems: Team Georgia Marketplace equote Georgia Procurement Registry Notifications are sent to every supplier s contact registered in Team Georgia Marketplace Annual Electronic Notification Fee reminder to assist you in renewing annually

13 How Suppliers Were Notified Suppliers received notifications announcing Electronic Notification at the beginning of the Fiscal Year. They also can review Web sites de 13 Dec c Publications Sli Supplier Source Newsletter ivision State Purchasing Di

14 enotification GPR and equote How It Works

15 enotification GPR and equote How it works with GPR and equote de 15 Dec c-09 Sli Search for Suppliers by NIGP code Search for Suppliers by NIGP Keyword GPR Bids equote Bids ivision State Purchasing Di

16 Vendor Sourcing de 16 Dec c-09 Sli To look up NIGP codes for vendors who have registered and are subscribed, click Vendor Sourcing Module ivision State Purchasing Di

17 Search for Suppliers NIGP Code Menu option: Vendor Sourcing Module (List) Choose 3-digit, then 5-digit code Division State Purchasing D Sl c-09 lide 17 Dec

18 Search for Suppliers NIGP key word Menu Option: NIGP key word search and Vendor Sourcing Module (List and/or ) You can search for vendors by NIGP keyword ivision State Purchasing Di Search by keyword

19 Search for Suppliers NIGP key word Menu Option: NIGP key word search and Vendor Sourcing Module (List and/or ) Enter keyword Sl lide 19 Dec c-09 State Purchasing Division Click Vendor List

20 Supplier lists Sl lide 20 Dec c-09 State Purchasing Division Results show how many Suppliers are paid and which will receive . The total number of vendor contacts t does not reflect the number of vendors, but the number of total contacts who will receive

21 Post Bids -GPR Menu Option: Post a Bid lide 21 Dec c-09 Sl When you post a bid on the GPR, follow the same initial steps Division State Purchasing D

22 Post Bids -GPR Menu Option: Post a Bid c-09 lide 22 Dec You will receive a confirmation screen Slof how many vendors have been contacted Division State Purchasing D Enter required information and click Post the Bid

23 Post Bids -GPR Menu Option: Notify/ il Additional Vendors about a Bid Sl lide 23 Dec c-09 State Purchasing Division You can notify additional vendors if resulting number is low This function is being monitored by SPD! Click Notify/ add l vendors

24 Post Bids -GPR Menu Option: Notify/ il Additional Vendors about a Bid lide 24 Dec c-09 Sl Select fiscal year This function is being monitored by SPD! State Purchasing Division Brings up a list of open bids from your agency to which vendors can be added

25 Post Bids -GPR Menu Option: Notify/ il Additional Vendors about a bid Search vendors who have key words in name lide 25 Dec c-09 SlClick Add Vendor to add company to list Division State Purchasing D This function is being monitored by SPD!

26 Post Bids -GPR Menu Option: Notify/ il Additional Vendors about a bit Sl lide 26 Dec c-09 State Purchasing Division Confirmation screen that the company has been notified If you receive a message that no vendors matched your search criteria, perform a different type of search

27 enotification Post a new equote How It Works

28 Post Bids -equote Menu Option: Post a new equote Perform same initial steps to post new equote ivision State Purchasing Di

29 Post Bids -equote Menu Option: Post a new equote Sl c-09 lide 29 Dec Enter required information Select NIGP codes State Purchasing Division

30 Post Bids -equote Save and Release Vendor Selection summary screen Sl lide 30 Dec c-09 Follow normal steps to complete equote. Once you click Save & Release, the equote Vendor Selection will generate the vendor list of only subscribed vendors who have been notified Division State Purchasing D

31 Post Bids -equote Save and Release When No Paid Subscribers Found State Purchasing Division Sl lide 31 Dec-09

32 Post Bids -equote Menu Option: Current option Add Vendors Monitored by SPD State Purchasing Division Sl c-09 lide 32 Dec This function is being monitored by SPD!

33 enotification equote and GPR State Purchasing Division

34 enotification Team Georgia Marketplace How It Works

35 Team Georgia Marketplace ivision State Purchasing Di Take the same steps when creating a sourcing event Access Sourcing menu If new event, Create Events/Event Details If existing event, go to Maintain Events/Event t Workbench

36 Team Georgia Marketplace Complete the Event Details as required Bidder Invitations ivision State Purchasing Di

37 Team Georgia Marketplace Invite Bidders: Search for Bidders Checked by default Click Search for Bidders ivision State Purchasing Di

38 Team Georgia Marketplace ivision State Purchasing Di On the Bidder Search screen, click Recommend Bidders to view the subscribed Bidders and Suppliers with the relative NIGP code in their profiles

39 Team Georgia Marketplace Results include registered Bidders and Suppliers that have paid the Electronic Notification Subscription fee Do not modify Invite column ivision State Purchasing Di Click OK to go back to Bidder Search page

40 Team Georgia Marketplace To include more companies based on other search criteria, complete the desired search fields ivision State Purchasing Di You can Select All to add all results to the Bidder Invitation List or check the Invite column for each company. Click OK.

41 Team Georgia Marketplace The Bidder Invitation List is updated with Bidders who will receive an notification Let s search for Suppliers State Purchasing Di ivision

42 Team Georgia Marketplace Now, perform a Vendor search using the same search criteria ivision State Purchasing Di You can Select All to add all results to the Bidder Invitation List or check the Invite column for each company. Click OK.

43 Team Georgia Marketplace List is updated with all companies that will be ed. ivision State Purchasing Di Save Event Changes

44 enotification Team Georgia Marketplace State Purchasing Division

45 Course summary lide 45 Dec c-09 Sl Electronic Notification or enotification is a process implemented by DOAS to provide suppliers with notification to alert them when a state entity posts a sourcing event Subscription to enotification is optional. Suppliers that do not subscribe to enotification can continue to bid on any state entity sourcing event. Registered, but nonsubscribed suppliers will be excluded d from the electronic notification list and will not beapa part of the buyer s search and recommend bidders options. State Purchasing Division To subscribe to Electronic Notification (enotification), suppliers must pay $ per year. During this year, suppliers receive notifications of bid opportunities pertinent to their line of business from all State of Georgia opportunities including Colleges and Universities, Agencies and other municipalities

46 Congratulations You have successfully completed the course Electronic Notification

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