User Manual for Professional CMD Analyst
Contents
1. Question Answer Category Submitted User How will this proposal be evaluated What 15 the evaluation criteria Evaluation 06 16 2015 CAN How will this be evaluated Evaluation 06 17 2015 CAN What s the schedule for this contract Schedule 06 17 2015 CAN POSTED QUESTIONS AND ANSWERS o Question Answer expand collapse all Category Submitted Posted Popularity What type of insurance do we need for this contract Insurance 06 16 2015 06 16 2015 e question details screen appears which contains the following Updated 7 17 2015 Page 13 QUESTION DETAILS Back to all Category Costs Submitted The cost of cutting out the cement and hauling and dumping will be so high and not really environmentally friendly Is there any established recycling program for the cement in the City or with Formatted question to be posted The cost of cutting out the cement and hauling and dumping will be so high and not really environmentally friendly Is there any established recycling program for the cement in the City or with a regionally local contractor already 9 y y 9 9 9 Answer to be posted 1 ts t re lire f end t ents ente j gt e te e ent t be et the the 6 ti 115 f No Action Save Only A Email Question save e A Submitted Question label for reference which is not editable e formatted question to be posted text area o field contains the submitted question by2. All Rights Reserved about help contact REQUEST NEW SFBID ACCOUNT ROLE e You may need to contact us to be assigned the correct user role in the system e Send an to sfbid sfwater org to get set up with the correct user role o Please be sure to have your supervisor s approval for the role which you are requesting e You will receive confirmation that your account has been updated with your role s Updated 7 17 2015 Page 13 VIEW ACTION ITEMS ON LANDING PAGE 1 Log in to SFBid see Log In section above for instructions 2 Your landing page upon log in will be your My SFBid to return to this location at any time click star icon My SFBid in the top right corner of the screen o On the My SFBid page you can review Action Items and My Contracts O The Action Items queue includes all tasks which are waiting for you to perform an action O The My Contracts queue includes all contracts for which you have a role in the workflow 3 Click anywhere on the Action Item row to jump to that Action Item 1 Y SFBid TRAINING 2 2 Welcome Veronica O Account My SFBid Log off Contract List My SFBid ACTION ITEMS Action Number Title Assign CMD Analyst PUC PRO 0016 15 CO Write Doc Assign CMD Analyst PUC PRO 0015 15 CO Generate Doc Assign CMD Analyst PUC PRO 0066 Sidewalk Gardens Showing 1 to 3 of 3 MY CONTRACTS Title Number Amount Status Visible Updated Sidewalk Gardens PUC PRO 0066 100 005 Assign CMD Analyst 0
3. 7 pi Previous Versions Last updated at 06 22 15 04 54 Available for editing 2 0 System Account System Generated Refresh Document E 0 System SFBid Sy 3 RFP Open Check Out Read Only Upload new Version CHECK OUT e Clicking on the Open Check Out link will open the RFP Document from the central SharePoint location o RFP Document in SharePoint is always the latest version of the document so the Check Out option should be used in almost every case e You will need to enter o Your sfwater email address Your password same password that you use on your work computer Sign In Email Address patstbid stwater org Password 606000000 While you have the document checked out for editing other users can view but cannot edit the RFP Document This prevents conflicting changes to the document Updated 7 17 2015 Page 7 e When you are done editing the RFP Document you must Check In the document to save your changes and allow others to view the RFP Document in SharePoint o Do this by clicking the File menu at the top and then pressing the Check In button Information about PUC PRO 0218 14 http vim devsfbO1 RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document F Mo one else can edit this document or view your changes until it 15 checked in Discard Check Out Check In e As you check the document yo
4. LBE Goal 154 MBE Goal 5 8 WBE Goal 6 5 OBE Goal 3 1 e If CMD opts to waive the LBE Goals for the RFP slide the Yes No switch to the Yes slide the white dot to the right LBE GOAL LBE Goals are waived for this RFP If yes please explain why below RFP DOCUMENT The RFP Document is a preformatted document based on the standard RFP Template As information is filled into the Contract Web Form the RFP Document will populate the information following the prescribed format The schedule tasks etc will populate to the RFP Document as both the Contract Owner and Contract Analyst enter the information The Scope of Work can be expanded upon and contractual clarifications and specifics should all be added directly to the RFP Document Updated 7 17 2015 Page 6 Editing should always be done the response field outside of the document if it has been populated by SFBID into the RFP Document This will be noted in a notification ribbon at the bottom of the RFP Document if you click into a text area that is locked by the web form formatting e When Reviewing the RFP users can simply choose the Read Only option Should additional information be required and the Document be opened for editing users must click on Open Check Out and Check In when done DOCUMENT ACTIONS e Click the RFP Document blind to view available actions for the RFP Document RFP DOCUMENT Ve ea
5. default but can be edited by the Contract Analyst e The Answer to be posted o Here you may fill in the answer which will be posted to the RFP for the Vendors to see o Beas clear as possible and remember that while the answer may later be amended it cannot be removed from the RFP once posted e Post any comments in the Comment text area at the bottom of the blind o Comments not required but may help the Contract Analyst to answer the questions better o Comments are only viewable by internal users assigned to the contract o You may use this to clarify something to the Contract Analyst or to let them know that they may want to reassign it to another user o Click Save to post your comments to the question Note Saving without selecting from the dropdown does not send the question back to the Contract Analyst It saves the comment to the Discussion thread if a comment is entered and leaves the RFP your queue for you to return to later e When you are done commenting and or answering the question use the drop down in the bottom left of the page to select the user to send the question to Contract Analyst and click Save No Action Save Only Return to Contract Analyst o This will return the Question back to the Contract Analyst for review and posting CMD does not have the ability to post answers only Contract Analysts do ASSIGN QUESTIONS TO BE ANSWERED BY OTHERS e Send the question to be answered
6. 0 Pat SFBid 10 0 System Account System Generated 9 0 Ken SFBid 8 0 System Account System Generated lt 7 0 System Account System Generated Show all versions Discard Checkout Add Contributors e The Discard Check Out option will remove any changes that you have made to the document and will not be reflected in the Previous Version History and comments READ ONLY e Clicking this link downloads a local copy of the latest version of the RFP Document to your desktop but does not include SharePoint integration Updated 7 17 2015 Page 9 Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Available for editing 11 0 Pat SFBid 16 25 15 09 37 AM Refresh Document 06 22 15 04 43 PM 10 0 System Account System Generated 6 22 15 04 Open Check Out 9 0 Ken SEBid Read Only 8 0 System Account System Generated 6 22 15 03 40 PM Upload new Version 7 0 System Account System Generated 06 22 15 03 30 PM Show all versions Add Contributors e You cannot edit the document until you check it out which can be done within the Read Only document o The yellow ribbon at the top of the page will have a Check Out button Click this and enter your email and password information 5 A r Insert Page Layout References Mailings Review View Deve Navigation x L a e If you open a read only copy of the document and share it outs
7. 7 10 2015 2 25 PM Moccasin SharePoint Test PUC PRO 0065 15 000 000 Scope amp Response Form 07 10 2015 12 04 PM 8 Ductile Iron Water Main Installation on Alabama WD 2712 2 040 000 Posted 07 10 2015 10 48 AM Site Remediation at 520 John Muir Drive PUC CON 0053 14 300 000 Posted 07 10 2015 10 47 AM Don Pedro Reservoir Crossing 115kV and 230kV Transmission Lines HH 960 6 000 000 Posted 07 09 2015 11 03 AM TRA Watershed Maintenance Project PUC PRO 0061 150 000 Posted 07 08 2015 2 33 PM Technical Services for Pipeline Renewal PUC PRO 0041 4 600 000 Posted 07 08 2015 2 21 PM Downhill Skiers for H2Optimistic Event PUC PRO 0062 15 Review amp Send to City Attorney 07 08 2015 1 57 PM Town of Sunol Fire Suppression System WD 2705 6 335 000 Posted 07 08 2015 11 55 AM T Watershed Maintenance Project PUC PRO 0059 150 000 Draft 07 06 2015 3 43 PM Showing 1 to 10 of 44 Previous 1 2 34 5 Form Templates Updated 7 17 2015 Page 4 REVIEW amp SET GOAL EDIT After the Contract Owner and Contract Analyst have created a new RFP it will arrive in the CMD Manager s queue to assign a CMD Analyst When your manager has assigned you an RFP you will receive an email from SFBid to Review amp Set LBE Goal Click on the blue Review amp Set LBE Goal link in the email to jump into SFBid and log in using your email address and password Y SFBid Monday July 13 2015 Hello Sue SFBid You have an action it
8. PROFESSIONAL SERVICES CMD ANALYST USER MANUAL SF This document is designed to help CMD Analysts use SFBid If you are not a CMD Analyst please use the manual associated with your user role in the Help section on the SFBid website Table of Contents TN 3 Request New SFBId ACCOUNE ROME nit dt 3 VIEW ACTION Items On Landing Pate iaa 4 REVIEW 5 PCL A A 5 BEGAN is 5 DOCUMEN sitters in 6 COMME oo 11 O O 12 Send to Contract OWNER aid 12 Retura to Contract Owner Tor REWORK A E A a 12 IM a E naa eines E A E E AE E E A E E E E AE 12 Answer Vendor QUESTIONS casada di a 13 Comment Answer and Return to Contract Analyst 13 Questions to De INSWEerea DY DAS A Ros 14 Updated 7 17 2015 Page 2 LOG IN e Asa city employee you are already registered with SFBid 1 Goto https sfbid sfwater org 2 Click on the blue log in icon in the top right corner of the screen 3 Login using your sfwater org email address e g sfbid sfwater org 4 Enter your password o Your password is the same password you use to log in to your computer in the morning Y SFBid TRAINING 2 2 Es Contract List Login Search SFBid Stay signed in SIGN IN Need an account Register here Forgot your password Copyright O 2015 San Francisco Public Utilities Commission
9. by another person on the Contract o Use the drop down the bottom left of the page to select the user Updated 7 17 2015 Page 14 o Then click save on the bottom right of the page No Action Save Only Assign to City Attorney for answer Assign to CMD Analyst for answer Send to Contract Analyst Manager for Answer Assign to Contract Owner for answer Mark Duplicate Post Copyright O 2015 San Francisco Public Utilities Commission All Rights Reserved about help contact e Email the question to someone outside the workflow who can provide the relative information o the blue Email Question link on the bottom of the page An email window will pop up with a template which can be customized by you Enter the email address of the person you would like to send the email to When the person responds they will reply to your Active Directory email so please check for the answer there and enter the information to post the question as soon as possible e Click Save if you have populated any information which you wish to maintain or are sending the question to another user in the workflow whether or not the question is being posted to the Contract Opportunity Page Post A Email Question gt Updated 7 17 2015 Page 15
10. em in SFBid 1 gt Review LBE Goal Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUC Sue This is a great project Please review and set a strong goal Comment from Veronica CMDM test Thanks SFBid noreply After you log in you will be redirected to the Contract Web Form Review the information entered by the Contract Owner and or Contract Analyst o Click on the top of each blind to expand and see the fields of information Review any comments made at the bottom of the RFP Web Form Below the Edit line are your tasks LBE Goal o RFP Document o Comment optional Below the Actions line is your action o Send to Contract Owner o Return to Contract Owner for Rework Based on the information that you ascertain from the Summary of Scope of Services and the Service Types a k a categories you can determine who to assign for each RFP LBE GOAL You will only need to enter the sub category values SFBid functionality is designed to automatically calculate the total LBE percentage at the top of the blind You will not need to enter this number Always double check that these numbers all add up just in case Updated 7 17 2015 Page 5 e Sub Categories include o MBE Minority Business Enterprise o WBE Women s Business Enterprise o Other Business Enterprise e Enter these figures to the necessary decimal place LBE GOAL LBE Goals are waived for this RFP HD
11. ide of SharePoint local copies will not be saved in SFBid Should a more recent version of the document need to be entered into SFBid and is outside of SharePoint you will need to upload the newest version of the document to the system o Please note that documents uploaded to SharePoint through SFBid will remove previous versions which may have changes that were made between the times that the RFP Document was downloaded from the website and returned in a modified version o It is recommended that documents not be shared and modified outside of the SFBid SharePoint system however should this happen click the blue Upload New Version button and browse your local files for the document you wish to upload Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Available for editing 11 0 Pat SFBid 06 25 15 09 37 Refresh Document e ENE 10 0 System Account System Generated 06 22 15 04 43 PN o 9 0 Ken SFBid 6 22 15 04 11 Read Only 8 0 System Account System Generated 06 22 15 03 40 PM 7 0 System Account System Generated Upload new Version Show all versions Add Contributors VIEW HISTORY Updated 7 17 2015 Page 10 e Clicking the View History link will expand the form to show all the versions of the SharePoint RFP Document including user comments UMENT Version 10 0 Previous Versions W Last updated at 06 22 15 04 43 PM Available for editing 10 0 System Account System Ge
12. nerated 06 22 15 04 43 Refresh Document 9 0 Ken SFBid 06 22 15 04 11 ini ae 8 0 System Account System Generated 06 22 15 03 40 Read Only 7 0 System Account System Generated 06 22 15 03 30 Upload new Version 6 0 System Account System Generated 06 22 15 03 26 PN Show all versions Add Contributors ADD CONTRIBUTORS e You can click on the Add Contributors link to invite your colleagues to give contribute to the drafting of the RFP o Contributors can view and edit the RFP Document with you in SharePoint A RFP DOCUMENT ee Previous Versions W Last updated at 06 22 15 04 43 PM Available for editing 10 0 System Account System Generated 06 22 15 04 43 Refresh Document 9 0 Ken SFBid 06 22 15 04 11 namin 8 0 System Account System Generated 13 40 Read Only 7 0 System Account System Generated Upload new Version 6 0 System Account System Generated 06 22 15 03 26 PM Show all versions Add Contributors lt L e Select users from the searchable drop down list and click the Share button to send your colleagues an email Share draft document with other users are Notification will be sent to selected users Type at least 3 characters a A COMMENT e comments and click the blue Add Comment button to add comments to the Contract for the Team members and managers to see along the workfl
13. ow e Comments are editable and removable later however comments are not private and are viewable by all users in the workflow Updated 7 17 2015 Page 11 COMMENTS Comments Comments are not required unless sending an item rework Comments entered here will be included in syst section on this form Ken SFBid Contract Owner says this Tower project is on a fast track Can you review this quick please Thanks ACTIONS SEND TO CONTRACT OWNER Click the green Send to Contract to move the Contract forward in the workflow after you have intered all relative information ACTIONS Return to Contract Analyst for Rework A changes saveg gt Send to Contract Owner RETURN TO CONTRACT OWNER FOR REWORK Choosing this action will return the RFP Web Form to the Contract Owner for rework after which point it must be resubmitted to you for your input and or review O Note You must add a comment in order to move an RFP back in the workflow for rework O If you believe that the RFP needs to return multiple steps i e return to the Contract Analyst for further information include this in the comments by noting what information is lacking and to whom you are returning the RFP ACTIONS Return to Contract Analyst for Rework EE All changes saved Send to Contract Owner SAVE All Changes are AutoSaved in the RFP Web Form You will not need to save as you go outside of the Proposal Response Form Upda
14. ted 7 17 2015 Page 12 ANSWER VENDOR QUESTIONS COMMENT ANSWER AND RETURN TO CONTRACT ANALYST e Ifthe Contract Analyst receives question from a Vendor User and they either need your input or for you to answer the question then they will send you the question in SFBid which will generate email and move the question to your Action Items queue e Click the blue Answer Question link in the email to jump into SFBid Y SFBi SFBid Thursday July 16 2015 Hello Sue SFBid You have an action item in SFBid Answer Question The cost of cutting out the cement and hauling and dumping will be so high and not really environmentally friendly 1 there any established recycling program for the cement in the City or with a regionally local contractor already Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUC Thanks SFBid noreply e Log using your email address and password if prompted e Click on the details icon to the right side of the table This will bring you to the Question Details screen 2 Technical Services for Pipeline Renewal PUC PRO 0041 KR Bid Due 09 16 15 11 30 AM PST 82 days 0 hours 53 minutes left SUMMAR DOCUMENTS 5 REQUEST FOR SUBS 1 INTERESTED PARTIES 2 QUESTIONS 1 1 questions and answers posted Updated Tuesday 06 16 2015 Question Deadline Thursday 08 27 2015 Search Questions Q SUBMIT NEW QUESTION o SUBMITTED QUESTIONS NOT POSTED YET
15. u can enter comments to describe the changes saved to this version e In order to continue to continue working the RFP Document after saving changes check the box for Keep the document checked out after checking in this version o Checking in the document as you work allows other users contributors to see the most up to date RFP o Ifyou keep the document checkout other contributors can only see it in the Read Only version and are unable to make edits until you have checked the document back in Check In p xX Version Comments Drafted the detailed Scope of Work for the RFP e Ifyou happen to close out the window before checking the document you will receive a pop up prompt asking if you would like to check the document back in Select Yes to check the document in Updated 7 17 2015 Page 8 e Ifyou do not wish to keep any of your changes you can select to Discard Check Out o Do this by clicking the File menu at the top and then pressing the Check In button or Information about PUC PRO 0218 14 http vmn devstb01 RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document No one else can edit this document or view your changes until it is checked in wy Discard Check Out lt Check In 3 o Do this by closing out the document and clicking on the red Discard Check Out Version 11 0 Previous Versions Last updated at 06 25 15 09 37 AM Currently locked for editing by you 11
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