User Manual for Professional Services Contract Analyst
Contents
1. IGN USER Assign Contract Analyst Select User M lt e Click on the desired user or press enter when the is highlighted in the scroll 24 ASSIGN USER Assign Contract Analyst Select User a kl Q Ken SFBid eion OOOO 7 COMMENTS Kofo CAN test 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 workflow e Comments are editable and removable later however comments are not private and are viewable by all users in the workflow COMMENTS Comments section on this form comments Ken SFBid Contract Owner says this Tower project is on a fast track Can you review this quick please Thanks ACTIONS Updated 7 20 2015 Page 6 SEND TO ANALYST GENERATE TEMPLATES e Click the green Send to Contract Analyst to Generate Templates to move the Contract forward the workflow ACTIONS RETURN TO CONTRACT OWNER FOR REWORK e Choosing this action will return the RFP Web Form to the Contract Owner for rework o Sending the RFP back for Rework without selecting a Contract Analyst will return the RFP to your queue for Assignment o Assigning a Contract Analyst and then sending the RFP back for rework will skip your review and move directly to the selected Contract Analyst in the Workflow Note You must add a comment in order to mo2. PROFESSIONAL SERVICES ANALYST MANAGER USER MANUAL SF This document is designed to help the Contract Analyst Manager use SFBid If you not the Contract Analyst Manager please use the manual associated with your user role in the Help section on the SFBid website Table of Contents Aie eec O 3 Request New SFBIG ACCOUDE ROIG odio Deo fotu A ERA she _ ______ 3 MAIS AADA IES OAAS 4 e 5 A t i RN 5 de _ _ __ _________ 5 6 PRT MOINS Ga coe taa ka cc maa AES a miisi maa cia He 6 Send to Contract Analyst to Generate Templates 7 Return to Contract Owner Tor Re WO A A da 7 SM M E A A E ata ete E A E E A uS EE sates E A E E E AT 7 EMAS MIO O A r a A 8 HP CT NOT M 8 ACON Soraa ee see at 8 Sena LO CONTAC CANIS cM a dte 8 Ret urmto Contract Analyst TOP REWORK _____________ _ _ _____ ses 9 Sci alia aal ES 9 Answer vendor QUESTIONS dor 10 Comment Answer and Return to Contract Analisis a aa aa vp seo a A ks kka lk 10 Assign Questions to answered DY A A e MM E Ms 11 Updated 7 20 2015 Page 2 LOG IN e Asa city employee you are already re
3. SFBid Ken SFBid 06 30 2015 2 39 PM e Showing 1 to 10 of 42 Previous 1121314 5 Page 4 ASSIGN CONTRACT ANALYST TO RFP e After the Contract Owner initiated the RFP and filled in some basic information you will receive an email from SFBid to Assign Contract Analyst e Click on the blue Assign Contract Analyst link in the email to jump into SFBid and log in using your email address and password Y SFBi j SFBid Friday July 10 2015 Hello Art SF Bid You have an action item in SF Bid Assign Contract Analyst Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUG think we will need GMD input on this one What do you think Ken Comment from Pat SFBid Thanks SFBid noreply e After you log in you will be redirected to the Contract Web Form e Review the information entered by the Contract Owner o Click on the top of each blind to expand and see the fields of information e Review any comments made at the bottom of the RFP Web Form e Below the Edit line are your tasks o Assign User o Comment optional e Below the Actions line is your action o Send to City Attorney for Review EDIT e Based on the information that you ascertain from the RFP you can determine who to assign ASSIGN USER e Click on the Select User drop down in the Assign User blind o Begin typing to narrow your search or o Scroll down to the desired user Updated 7 20 2015 Page 5 24 ASS
4. ails screen appears which contains the following Updated 7 20 2015 Page 10 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 15 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 C g y g g y g y Answer to be posted 1 15 t re lire f end t ents ente j gt e te 3 3 ent t be e t the the ti vs f No Action Save Only M A Email Question gt e A Submitted Question label reference which is not editable e formatted question to be posted text area o field contains the submitted question by 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 Beasclear 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 are not required but may help the Contract Analyst to answer the questions better o Comment
5. ave a role in the workflow 3 Click anywhere on the Action Item row to jump to that Action Item R Y SFBid TRAINING 2 2 9 6 x Updated 7 20 2015 My SFBid Log off Contract List My SFBid Search SFBid ACTION ITEMS Action Number Title Days Assign Contract Analyst PUC PRO 0051 CMD guideline change 13 Showing 1to 1011 MY CONTRACTS Title Number Amount Status Owner Analyst Visible Updated Sidewalk Gardens PUC PRO 0066 100 005 Final Review Pat SFBid Ken SFBid 07 14 2015 3 46 PM c San Francisco Groundwater Supply Pipel WD 2622 1 500 000 Posted Kate Long Kate Long Yes 07 14 2015 9 49 AM C Moccasin SharePoint Test PUC PRO 0065 15 000 000 Draft Scope amp Respon Cheryl Sperry Ken SFBid 07 13 2015 1 54 PM e Build It Bigger WW 530 6 500 000 Posted Chris Theg Chris Theg Yes 07 13 2015 11 52 AM TRA Watershed Maintenance Project PUC PRO 0061 150 000 Posted Pat SFBid Ken SFBid Yes 07 08 2015 2 33 PM Technical Services for Pipeline Renewal PUC PRO 0041 4 600 000 Posted Pat SFBid Ken SFBid Yes 07 08 2015 2 21 PM Downhill Skiers for H2Optimistic Event PUC PRO 0062 15 Review amp Send to City Pat SFBid Ken SFBid 07 08 2015 1 57 PM x TR Watershed Maintenance Project PUC PRO 0060 0 Draft Pat SFBid 07 06 2015 4 05 PM DE T Watershed Maintenance Project PUC PRO 0059 150 000 Draft Pat SFBid 07 06 2015 3 43 PM e Graywater and Rainwater Harvesting PUC PRO 0056 15 000 Draft Scope amp Respon Pat
6. ghts Reserved about help contact e Email the question to someone outside the workflow who can provide the relative information o Click 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 Y 4 Email Question ____ gt save Updated 7 20 2015 Page 12
7. gistered 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 4 SFBid TRAINING 2 2 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 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 email 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 20 2015 Page 13 VIEW ACTION ITEMS ON LANDING PAGE 1 Login 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 On the 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 h
8. o 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 Is 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 in 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 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 SUBMIT NEW QUESTION o SUBMITTED QUESTIONS NOT POSTED YET 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 e 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 det
9. s above ACTIONS SEND TO CONTRACT ANALYST TO POST e Click the green Send to Contract Analyst to Post to move the Contract forward in the workflow Updated 7 20 2015 Page 8 ACTIONS Return to Contract Analyst For Rework All saved gt Send to Contract Analyst to Post RETURN TO CONTRACT ANALYST FOR REWORK e Click the red Return to Contact Analyst for Rework button to move the RFP back in the workflow if you feel that the Contract Analyst needs to add edit information e 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 Note You must add a comment in order to move RFP back in the workflow for rework Return to Contract Analyst lt All changes saved ue Backes SAVE e All Changes are AutoSaved in the RFP Web Form You will not need to save as you go other than in the RFP Document Check In Out Updated 7 20 2015 Page 9 ANSWER VENDOR QUESTIONS COMMENT ANSWER AND RETURN TO CONTRACT ANALYST e Ifthe Contract Analyst receives a 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 Hell
10. s 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 saves the comment to the Discussion thread if a comment is entered and leaves the RFP in 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 o Contract Analyst Manager 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 by another person on the Contract o Usethe drop down on the bottom left of the page to select the user Updated 7 20 2015 Page 11 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 Ri
11. ve an RFP back in the workflow for rework ACTIONS Return to Contract Owner for Rework lt L All changes saved Send to Contract Analyst to Generate Templates SAVE e All Changes are AutoSaved in the RFP Web Form You will not need to save as you go Updated 7 20 2015 Page 7 FINAL REVIEW e After the RFP has completed the Workflow cycle you will have one final chance to review it before it is posted to the Advertisement Page e Click on the blue Final Review link in the email to jump into SFBid and log in using your email address and password Y SFBi j sFBid Tuesday July 14 2015 Hello Art SFBid Y ou have an action item in SFBid Final Review Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUC Art it looks like this RFP is ready to be posted haven t worked much on the Web Form was hoping to go over that with you in person before moving forward Comment from Ken SFBid Thanks SFBid noreply e After you log in you will be redirected to the Contract Web Form e Review the information entered and approved by the Contract Team o Click on the top of each blind to expand and see the fields of information e Review any comments made at the bottom of the RFP Web Form e Below the Edit line are your tasks o Comment optional e Below the Actions line is your action o Send to Contract Analyst to Post EDIT e See Assign Contract Analyst to RFP Edit Comment
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