Buy4Michigan Updates

 

Buy4Michigan Updates:

To change your fiscal year in Buy4Michigan, please see the attachment at the bottom of this message.

Make sure when you complete awards that you note the FY 2014 document number in the Buy4michigan PO Alternate ID field, so we have correct fiscal year data when we migrate for Phase II.

The help desk is the place to direct all questions regarding system functioning; how to post a bid, request a password reset, where do I complete my certifications and representations (now under the terms and categories tab) during vendor registration, etc.  When there are questions regarding the instructions in an RFP/ITB/RFQ or around specifications themselves; the buyer needs to answer those questions.

Please remember to attach the notification letter with protest information to your bid tab when you are making awards in Buy4michigan; this is the only way to communicate this information to the vendors in the new system.

Prior to awarding a PO of any type in Buy4michigan you need to confirm that the awarded vendor’s FEIN is accurate. During site transitions, the FEINs we received from BidNet were scrambled. Shelley Warstler at DTMB Financial Services can assist you if you’re not sure your vendor has the right number.

• Document Functionality

• Please keep in mind that for every bid you must have at least one “normal” line item with quantity and unit of measure

• Use the “narrative” line item for information only items, not for items you need priced or items used to add NIGP codes for vendor look up and notification. The narrative line item has no quantity or unit of measure, and thus no NIGP code.

• Be aware that when a vendor submits a price quote with a discount, the calculation is completed on the bidtab item summary view. The total dollars viewed for each vendor side by side includes the discount calculation so your comparison and award are accurate. Bidders have a separate area in their submission to convey payment term discounts which are not factored in to their total bid price as they are only realized if payment is made early.

• When requesting revisions, the entire bid is reopened and the bidder can change anything, including pricing, in their response. Once submitted you’ll have two records for each bidder responding to revision requests, the original quote and the revised quote which will have the same number followed by a revision number suffix. In order to insure the correct price totals for award, the revision process must be used for pricing clarifications and Best and Final Offer (BAFO).

• A vendor Frequently Asked Questions (FAQ) document has been posted on the vendor instruction/training Internet site and a couple of new screen walks (Q&A, demand REQ, etc.) have been posted on the agency user site.

• I am working on a screen walk for solicitation-enabled/prequalification bid/master blanket PO; but am waiting for a response from Periscope to clarify a few points before publication.

• OrgAdmin_Change+Fiscal+Year+ScrnWlk+10082013.pdf