User Manual for Contract Owners
Contents
1. e Click to drag the first field into the new blind Updated 7 20 2015 Page 19 Proposal Response Form Builder Professional Services Proposal Form BUSINESS INFORMATION ex Form Fields Add another section Checkbox Multiple Choice Dropdown Options File Attachment s Yes No Switch Custom Table Show Custom Controls e Multiple fields can be dragged and dropped into each section or blind creating the visible frames between relative information e Ask questions create response forms request information documentation and construct agreements using the various fields in the form builder SFBid contract List Opportunity Form Builder Construction Services Proposal Construction Services Proposal Form BUSINESS INFORMATION Form Fields Use the following fields to provide references documentation and business employee information Note to be be considered qualified for this contract you must have minimum of 2 previous jobs values at over 200 000 and be approved through the Pre Qualification PQ 1500 pool date valid January 2015 January 2016 and in good standing with the SFPUC es B Formatted Prime Vendor Business Name As registered with the City and County of San Francisco and or State of Califomia v o Dropdown Business License Number H8 Custom Table Are you submitting this proposal as a Joint Venture JV If so plea2. the director of your division or the director of SSIP WSIP HSIP CMD City Attorney and CAB users are already included in the approval process and should not be duplicated here Business Approvers added at the same level will approve in parallel both people will review at the same time Approvers added to subsequent levels will approve sequentially Level 1 Approver will approve first then RFP will move to Level 2 Approver etc Add another approval level lt o Business Approvers added at the same level will approve in parallel both people will review at the same time Add these users in the same field o Approvers added to subsequent levels will approve sequentially Level 1 Approver will approve first then RFP will move to Level 2 Approver etc Q BUSINESS APPROVERS Use this section to determine the business approvers for this RFP Business approvers may include your supervisor the director of your division or the director of SSIP WSIP HSIP CMD City Attorney and CAB users are already included in the approval process and should not be duplicated here Business Approvers added at the same level will approve in parallel both people will review at the same time Approvers added to subsequent levels will approve sequentially Level 1 Approver will approve first then RFP will move to Level 2 Approver etc Select Level 1 Kate Long KLong sfwater org x Jon SFBid jonsfb
3. 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 Comments are only viewable by internal users assigned to the contract 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 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 A Email Question 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 Owner 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 28 o Thenclick save on the bottom right of the page No Action Save Only Assign to City Attorn
4. to start with a new blank Form in which you can create your own inquiries for response e These questions will be integrated into the RFP document as you build the form SECTIONS e After you click Create you will be taken to the blank page or template of your RFP Response Form e Blinds in the Form Builder are called Sections Updated 7 20 2015 Page 17 e Click the blue Add the first section link on the left to open the first section OOJ OCRA TRAINING 22 S SFBid TRAINING 2 2 O Account My SFBid Log off Contract List Form Builder Professional Services Proposal Search SFBid Graywater and Rainwater Harvesting Proposal Response Form Builder Professional Services Proposal Form Add the first section lt Form Fields d drop fields onto the form on the left o t B oOs GSiij Preview Instructions Text Line Text Area Text Formatted Checkbox Multiple Choice Date Picker Dropdown Options File Attachment s Yes No Switch Custom Table Show Custom Controls Copyright 2015 San Francisco Public Utilities Commission All Rights Reserved about help contact ee eee AT e Click the blue Add another section at the bottom of the page to add additional sections BUSINESS INFORMATION ex Form Fields Instructions Text Line Add another section lt Text Area Text Formatted Checkbox Multiple Choice Date Picker OBii
5. 7 20 2015 Page 23 REVIEW AND SELECT BUSINESS APPROVERS e After the Contract Analyst has reviewed the Draft he or she will do one of three actions o Return the contract back to you for rework o Send the Contract to a CMD Manager for assignment CMD would then review and assign LBE goals to the contract After CMD has submitted their input the Contract would move forward in the workflow to your queue to assign Business Approvers You will also receive this information in an email o Skip CMD If CMD is skipped the Contract would move forward in the workflow to your queue to assign Business Approvers e When the contract returns to your queue review the RFP for changes as well as the newly entered goals if relevant e Use this blind to determine which business users should approve your RFP before it is advertised o Business approvers may include your supervisor the director of your division or the director of SSIP WSIP HSIP o CMD City Attorney and CAB users like the Contract Analyst are already included in the approval process of this contract and should not be duplicated here e After review and any further additions editing there are three actions ACTIONS SEND TO BUSINESS APPROVER S e Clickthe blue link in the Business Approvers blind to add Business Approvers Q BUSINESS APPROVERS Use this section to determine the business approvers for this RFP Business approvers may include your supervisor
6. D guideline change PUC PRO 0051 1 500 Assign Contract Analyst 06 25 2015 4 46 PM Testing contract initiation PUC PRO 0036 0 Draft 06 25 2015 4 42 PM quickly PUC PRO 0045 1 501 Review amp Send to City Attorney 06 25 2015 2 54 PM Copy of Draft PUC PRO 0044 300 000 Select Business Approvers 06 25 2015 2 28 PM Kate 01 PUC PRO 0046 1 500 Select Business Approvers 06 25 2015 2 28 PM Technical Services for Pipeline Renewal PUC PRO 0041 4 600 000 Posted Yes 06 17 2015 4 22 PM Water Hydration Services for Warriors Parade PUC PRO 0043 65 000 Draft Scope amp Response Form 06 17 2015 4 07 PM Inspection Services for Pipeline PUC PRO 0042 15 000 000 Draft Scope amp Response Form 06 17 2015 7 57 AM SFBid Training with Kate PUC PRO 0039 1 500 000 Posted Yes 06 16 2015 1 48 PM Showing 1 to 10 of 26 Pre 1 2 3 Next Form Templates Copyright 2015 San Francisco Public Utilities Commission All Rights Reserved about help contact nnn Updated 7 20 2015 Page 5 START A NEW RFP e After you log in you will be redirected to your Contract Owner landing page Contract List My SFBid Search SFBid Start New Contract ACTION ITEMS Action Number Title Review and Approve RFP PUC PRO 0017 15 Level Approvers 10f2 Approved Write RFP Document PUC PRO 0016 15 CO Write Doc Complete RFP Form and Generate Update RFP Te PUC PRO 0015 15 CO Generate Doc Rework RFP PUC PRO 0014 15 CO Rework e To initiate a new Contract
7. PROFESSIONAL SERVICES CONTRACT OWNER USER MANUAL SF This document is designed to help Contract Owners use SFBid If you are not a Contract Owner please use the manual associated with your user role in the Help section on the SFBid website Table of Contents Pee np heguespPNeWw SEBIIUACCEGUDETOIB Uu inten tatto Chr dea A tat exe Co oU O Un eA dna seinneeadeens a a aS Slane a NOW m D I mr SUPINE NEW e P I GONE ACE ACIS eR T M Mna IS lioc c Ec eMe Drartscope and Response FO M enn a a a a a a a TaK TUO eaaa E E Y SIVIC aoe N EA TC ig er ee DOCUMENT s leld o g cem ju HI TON me A E Cosi a ten buco Proposa RESPONSE EOIN orco aetate dt a ner wes via vnd
8. SFBid noreply e Click on the blue Draft Scope link in the email to jump into SFBid and log in using your email address and password o Your password is the same password you use to log in to your computer in the morning e After you log in you will be redirected to the RFP Web Form e Review the information entered by the Contract Analyst and make sure you agree with the o RFPschedule o Proposal Response Form e Any other details that may have been added or changed e Review any comments made at the bottom of the RFP Web Form e Complete the following blinds o TaskTitles Service Types o RFP Document the Contract Analyst may have already begun to work on this as well o Proposal Response Form the Contract Analyst may have already begun to work on this as well TASK TITLES e Enter your high level task titles here You will fill in detailed information for these tasks in the RFP Document o Thesetasktitles will be imported into the RFP Document e Use the add another task link to add more lines e Click on the x next to the task field to delete the task line Note Be brief and general here You will be able to expand upon each title later on in the RFP Document Updated 7 20 2015 Page 11 EDIT zzz TASK TITLES eec Enter your high level task titles here You will fill in the detailed information for these tasks in the RFP Document Task 1 Add new tunnel route from Moccasin to SF Task 2 Create pump stations alo
9. TIONS 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 details screen appears which contains the following Updated 7 20 2015 Page 27 QUESTION DETAILS Back to all Category 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 a regionally local contractor already 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 Answer to be posted 1 t 2 tre 1 ents ente 1 2 e te ent t be et the the me 115 f No Action Save Only v A Email Question ZEZE Question label for reference which is not editable e The 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 Beas clear as possible and remember that while the answer may later be amended it cannot be removed from the RFP once
10. Title Amount Type Posted Modified Due Amount 1 qe Select All PUC PRO 0041 Technical Services for Pipeline Renewal 4 600 000 PRO 06 16 2015 06 17 2015 09 16 2015 elect N A PUC PRO 0039 SFBid Training with Kate 1 500 000 PRO 06 16 2015 06 16 2015 08 04 2015 0 100K PUC CON 0038 Chris Testing 15 000 CON 06 02 2015 06 03 2015 06 30 2015 100k 1M PUC CON 0031 OWPCP W2 and W3 Water System Improvements 1 280 000 CON 03 12 2015 05 20 2015 03 13 2015 1M 10M PUC CON 0028 Mission and Valencia Streets Green Gateway 2 240 000 CON 03 12 2015 05 20 2015 04 09 2015 10M PUC PRO 0024 15 Posted Default Response Form 300 000 PRO 03 04 2015 03 09 2015 03 06 2015 PUC PRO 0025 15 Posted Custom Response Form 300 000 PRO 03 04 2015 03 09 2015 03 06 2015 Select All PUC PRO 0022 15 CAN to Post 300 000 PRO 03 06 2015 03 06 2015 03 06 2015 PRO Showing 1 to 8 of 8 CON e Select an opportunity of interest by clicking anywhere on the contract information line o Note You can view the opportunity from the SFBid homepage however you must be logged in to gain access to attached documents files and forms for Vendors they must be registered and logged in in order to submit a proposal Updated 7 20 2015 Page 26 ANSWER VENDOR QUESTIONS COMMENT ANSWER AND RETURN TO CONTRACT ANALYST e lf the 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 q
11. blic Utilities Commission All Rights Reserved SAVE FORM Updated 7 20 2015 Page 21 As you build the form be sure to click the Save as you go to record the entry entries or change s made If you need to go back to the opportunity page log out or wish to preview your form click save before leaving the form builder page and again when you have made any reasonable quantity of entries or corrections Add another section Copyright 2015 San Francisco Public Utilities Commission All Rights Reserved RETURN TO OPPORTUNITY To return to the Contract Opportunity landing page click the back button of your browser o Remember to click the Save Form button before leaving the page MANAGE BID SUBMISSION FORM Tocontinue work on the submission form with form builder click the green Manage Proposal Response Form button in the Proposal Response Form blind E PROPOSAL RESPONSE FORM Use this blind to configure the response form the vendor will use to submit their proposal or bid Click create response form and then select a system template or start from scratch Both the Contract Analyst and Contract Owner can work on the response form but it does not need to be completed until the contract is advertised Manage Proposal Web Form lt COMMENT e in comments and click the blue Add Comment button to add comments to the Contract for the Team members managers to see al
12. ceive an email from SFBid e All changes are AutoSaved in the RFP workflow You will not need to save as you go Updated 7 20 2015 Page 10 DRAFT SCOPE AND RESPONSE FORM e Once you have generated the RFP it will progress through the workflow to a Contract Analyst Manager who will then assign a Contract Analyst The Contract Analyst will generate templates fields of inquiry in the Proposal Response From and the RFP Document e Once the Contract Analyst has completed this information and generated a suggested schedule for the contract he or she will return the contract to you for review and to draft the scope and response form o Response Form is what the vendor will use to submit their proposal bid The Contract Analyst may select a system template or start from scratch Both the Contract Analyst and Contract Owner can work on the response form but it does not need to be completed until the contract is advertised e After the Contract Analyst has completed their initial RFP review you will receive an email from SFBid to Draft Scope and Response Form S SFBi SFBid Monday June 22 2015 Hello Pat SFBid You have an action item in SFBid Copy of Draft PUC PRO 0044 San Francisco Public Utilities Commission SFPUC Allgood Pat generated a schedule to reflect the need to push this through quickly Hopefully you wont get stuck in City Attorney s office for too long Comment from Ken SFBid Thanks
13. click on the blue Start New Contract button Start New Contract _ _ This will open a small form window below the button e Fill in the information and click Create Start New Contract r B Contract Title City Department San Francisco Public Utilities Commission SFPUC v Contract Type Professional Services Y Create Updated 7 20 2015 Page 6 SUBMIT NEW CONTRACT e After clicking the Create button the website will redirect you to the RFP Web Form Contract List PUC PRO 0044 RFP for Manuals City Department San Francisco Public Utilities Commission SFPUC Contract Type Professional Services Contract Number PUC PRO 0044 Contract Links Link to another RFP Contract Contract Owner Contract Analyst Manager Contract Analyst Contract Owner Contract Analyst CMD Manager CMD Analy Submit New Contract Assign Contract Analyst Generate Templates Draft Scope amp Response Form Review Initial Draft Assign CMD Analyst Review amp Set LB EDIT Navigation BASICS eo BASICS Copy from existing 9 LABELS Has your manager approved the initiation of this RFP CES d COMMENTS A ACTIONS 0 00 N A Total Contract Amount Multiple Awards Funding Sources City Funding Federal Funding Grant Funding e Fill out all fields for the Contract Web Form CONTRACT BASICS
14. ct Owner and Contract Analyst enter the information e The Scope of Work can be expanded upon and contractual clarifications and specifics should all be added directly to the RFP Document e Editing should always be done in 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 e 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 Updated 7 20 2015 Page 12 e Click on the RFP Document blind to view available actions for the RFP Document RFP DOCUMENT ier F n aoe Foam en Previous Versions Last updated at 06 22 15 04 54 PM Available for editing 2 0 System Account System Generated a Refresh Document amp iu System Account SFBid System Generated 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 TheRFP 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 add
15. e Answer the question Has your manager approved the initiation of this o NOTE You must answer yes to this question in order to submit your Contract to a Contract Analyst Manager e Select your manager from the drop down list They will be included as a cc recipient on the SFBid email when you initiate the RFP e BASICS Copy fram e Has your manager approved the initiation of this RFP Please select your manager Please select your manager e Enter Total Contract Amount o Ifthe Contract Amount is greater than or equal to 100 000 00 then no additional information will be requested o If Contract Amount is less than 100 000 00 the system will ask you whether or not this is a Micro LBE set aside contract Updated 7 20 2015 Page 7 N Total Contract Amount 99 999 00 si Multiple Awards Is this a Micro LBE set aside contract If no briefly explain why not below o Ifthe Contract Amount consists of Multiple Awards check the box and additional information will be requested 99 999 00 N A Total Contract Amount Multiple Awards v Number of Awards Total Contract Amount is Per Award RFP Total e Select Funding Sources o You may select multiple funding sources for the RFP Add Funding Source details in the text box as necessary e Enter Index Codes relevant to the Contract e Enter Contract Duration o Usethe drop down box on the right to manage th
16. e type of duration Contract Duration 18 Desired Contract Start Date e Enter Desired Contract Start Date e Fillin the Summary of Scope of Services text field with a brief description of the Contract s scope CONTRACT LABELS Please enter as much information regarding your contract as possible These fields are not mandatory for the Contract Owner the Contract Analyst will complete any information you do not know e Program Category e Select Enterprise s Division s o Toadd additional selections if this is managed by multiple divisions enterprises click Add Another e Service Type e Solicitation Type e Administrative Code e Operational Type Updated 7 20 2015 Page 8 e Project Number e Community Benefits Yes No USER INFO e Contract Owner Information o This information should be auto populated with your name o If you are entering the information on behalf of someone else check the box begin typing a minimum of three characters and use the drop down to select the user for whom you are completing this form amp USER INFO o Name Pat SFBid gt 7 on behalf of Chris Theg CTheg sfwater org Y Contract Analyst Contract Analyst Manager Art SFBid CMD Analyst mim CMD Analyst Manager Veronica CMDM test City Att m City Attorney Manager Ron CATM test City Department Information Address Line 1 525 Golden Gate Ave Address Line 2 City San Francisco State CA Y Zip Code 94102 e Enter Ci
17. eet O e T NOS see e P M E PR SERENA miis e SIVE FON he sg ae ic Manage Bid SUDIMISSION FON a a d Dr wien EA ventole ceu PES Sehndsto Contract Analyst Or aa a ex Gee LUE UU DE Updated 7 20 2015 Page Review and Select Business 24 ACON oe Fass T M UON 24 Send to Business ADD EOVELIS i EE A Lepide 24 het rn to Contract Analyst Or Weeds istas emat egent TU Suo Macte Peau 25 SKHIp BUSIne SS ADBIDVBESG aei UP a a 25 S C 25 View Contract a Bld ODDOLtUnitileS eren Nun Ete RON OU c
18. ent was downloaded from the website and returned in a modified version o 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 AM Refresh Document 12 DAA 10 0 System Account System Generated 06 22 15 04 43 cai ia 9 0 Ken SFBid Xx 96 22 15 04 11 PM Read Only 8 0 System Account System Generated 26 22 15 03 40 PM 7 0 System Account System Generated PM Upload new Version Show all versions Add Contributors VIEW HISTORY e Clicking the View History link will expand the form to show all the versions of the SharePoint RFP Document including user comments horis dign 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 PM Refresh Document 9 0 Ken SFBid XX 06 22 15 04 11 PM oi i eta 8 0 System Account System Generated Read Only 7 0 System Account System Generated 16 22 15 Upload new Version 6 0 System Account System Generated 06 22 15 03 26 PM Show all versions Add Contributors Updated 7 20 2015 Page 16 ADD CONTRIBUTORS e You can click on the Add Contributors link to invite your colleagu
19. es to give contribute to the drafting of the RFP o Contributors can view and edit the RFP Document with you in SharePoint Xn m Previous Versions W Last updated at 06 22 15 04 43 PM Available for editing 10 0 System Account System Generated Refresh Document 9 0 Ken SFBid Xx 2 p 8 0 System Account System Generated 2 Read Only 7 0 System Account System Generated Upload new Version 6 0 System Account System Generated 2 Show all versions Add Contributors lt e Select users from the searchable drop down list and click the Share button to send your colleagues email Share draft document with other users kl EN Notification will be sent to selected users Type at least 3 characters PROPOSAL RESPONSE FORM e Click the green Create Proposal Response Form button in the Proposal Response Form blind to open the form builder and begin framing questions and information documentation requests you wish to have Vendors respond to as part of your RFP PROPOSAL RESPONSE FORM eec Use this blind to configure the respo Start with a proposal form template L Click create response form and then select a system template or start from scratch Both the Contract Analyst and Contract Owner can work on the respo o tract 15 advertised Select Template Start with a blank proposal form template COMMENTS o Select a template from the dropdown list or o Check the box
20. ey 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 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 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 A Email Question Updated 7 20 2015 Page 29
21. id sfwater org x Select Level 2 Approver Type at least 3 characters Add another approval level o Click the X to the right of the level to remove it from the workflow Updated 7 20 2015 Page 24 If the level is not removed and does have a Business Approver selected a validation error will occur when you try to submit the RFP back into the workflow e After selecting the necessary Business Approver s click the green Send to Business Approvers button to the Contract forward in the workflow e This will be your last step on this contract ACTIONS Return to Contract Analyst for Review changes savy Send to Business Approvers RETURN TO CONTRACT ANALYST FOR REVIEW e Clicking this button returns the RFP back to the previous step for rework by the Contract Analyst e Ifyou are returning the RFP you must include a comment explaining your request for rework o Ifthe contract needs to go further back in the contract note that clearly in the comments since the rework step only sends the RFP back one step at a time ACTIONS Return to Contract Analyst for Review Send to Business Approvers SKIP BUSINESS APPROVERS e lf there is no need for Business Approvers your Contract o Skip the section where you add Business Approvers and click the green Send to Business Approvers button o This will send the Contract forward to the Contract Analyst for another review and into the remaining wo
22. ies Default Value CES Show Reason on Yes y Show Reason on No Reason Text Default Reason Reason Max Length 250 Reason Required Message when Yes Message when No e Each time you are finished creating field click the green OK button to collapse the options and format the data e f you do not wish to save the information you have populated simply click the red Cancel button o This will return the field to the most recent version of the information you have populated within the particular field To remove a field that you have added click the green OK button then mouse over the top right of the field and click on the gray x to remove o A pop up window ensuring that you wish to do this action will appear o Click OK if you wish to continue with the removal of the field e To edit a field after it has been collapsed to the formatted version mouse over the top right of the field and click on the cog icon o to open for editing You will need to expand the Advanced Options again if there are changes that need to be made beyond the basics of the field PREVIEW e preview the form first click the blue Save Form button then Preview o The Preview option allows you to see and test out the form as the Vendors would see it o This will help you see where you have missed required options have typos and need to add help text Add another section See eS Copyright 2015 San Francisco Pu
23. lt P2108 Dropdown Options e When you add a new section you will be prompted to click the pertinent link for o Add New Blank Section o System Templates o User created Templates Note the blue options are what are available to you if they appear gray then there are no available templates in your profile The numeral to the right of the options indicates the number of templates available to you Add Section Glick a section fn add iffa fhe form Add Mew Blank Section RC BN System Templates 0 ec B User Created Templates 0 Cancel Updated 7 20 2015 Page 18 e Type inthe name of this section into the Section Tile field e Select an icon to represent this field optional the default icon is a cube e Click the blue OK button located in the lower right of the window Section Heading Section Title PT Contains Repeating Data Section Icon Optional W e pe ps wx kd ca RE Gy m EJ EJ JP amp oe V dn ae Hm re A S Mop e Sections can be dragged up and down by clicking and holding the navigation icon at the top left of each blind o Atan area will appear where the dragged section will land upon release PQ 1500 Certification Document Please upload your PQ 1500 certificate here for verification Name Description in INSURANCE INFORMATION ox FIELDS
24. ments 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 Refresh Document 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 AM 10 0 System Account System Generated 4 43 Open Check Out E Read Only 8 0 System Account System Generated 3 40 1 Upload new Version 7 0 System Account System Generated 0 Add Contributors Show all versions e You cannot edit the document until you check it out which can be done within the Read Only document Updated 7 20 2015 Page 15 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 Page Layout References Mailings Review View Deve lodity th 16 52 Wer do C umer IL 1 y Du m ust eck ut Navigation If you open a read only copy of the document and share it outside 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 Docum
25. n e Ifyou happen to close out the window before checking in 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 Other users cannot see your changes until you check in SP Do you want to check in now e f you do not wish to keep any of your changes you can select to Discard Check Out o Dothis by clicking the File menu at the top and then pressing the Check In button or Updated 7 20 2015 Page 14 Information about PUC PRO 0218 14 http vm devsfb l RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document E No one else can edit this document or view your changes until it is checked in wy Discard Check Out lt Check In A 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 0 Pat SFBid 06 25 15 09 37 AM 10 0 System Account System Generated 06 22 15 04 43 PM 9 0 Ken SFBid Xx 06 22 15 04 11 PM 8 0 System Account System Generated 06 22 15 03 40 PM Discard Checkout lt 7 0 System Account System Generated 06 22 15 03 30 PM Show all versions 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 com
26. ng the way at 10 mile increments Add another task SERVICE TYPES Use the searchable drop down menu to enter the types of work that will be performed under this contract o Thisinformation is often referred to as the Engineer s Estimate o Thisinformation helps the Contract Monitoring Division CMD determine the appropriate LBE goal for the contract o Thisinformation is also displayed to the public and is searchable as service category tags on the SFBid website Vendors who have indicated that they perform that type of work will receive an email from SFBid when the opportunity is advertised e Make sure that the total of the service categories work estimate adds up to the total contract amount o You add adjust estimates by percentage to achieve total cost 100 ma SERVICE TYPES e Category CMD Commodity Amount Percent Value Quality Engineering AE014 99 990 00 33 33 Water Resources Engineering M 20 530 000 00 10 00 Structural Steel Contractors C 51 M 569 990 00 23 3390 Controls Industrial amp Commercial gt EQ036 100 020 00 33 34 Add Estimate Total 300 000 00 100 00 lt RFP DOCUMENT 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 e schedule tasks etc will populate to the RFP Document as both the Contra
27. ong 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 Add Comment c Comments are not required unless sending an item rework Comments entered here will be included in system emails and comment history will be visible to other users in the comments section on this form Ken SFBid Contract Owner says this Tower project is on a fast track Can you review this quick please Thanks Updated 7 20 2015 Page 22 ACTION When you are have finished editing the RFP Document the following actions are available to you to proceed SEND TO CONTRACT ANALYST FOR REVIEW e Clicking this button will submit your RFP Document RFP Web Form and general contract information to the Contract Analyst for review in the workflow o Ifthe RFP requires input from CMD your RFP will be submitted to these users by the Contract Analyst If you want to communicate about this action use the comments section to let the Contract Analyst know which steps you believe are necessary and which can be skipped o If the RFP does not require input from CMD your RFP will be submitted to the Business Approvers when you click Submit for Input Approva ACTIONS Send to Contract Analyst for Review SAVE e All changes are AutoSaved in the RFP workflow outside of form builder You will not need to save as you go Updated
28. ress o Your password same password that you use on your work computer Sign In Email Address patsibid siwater org Password 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 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 e Updated 7 20 2015 Page 13 Information about PUC PRO 0218 14 http vm devsfb l RFPPUCPROO021814 PUC PRO 0218 14 docx Checked Out Document E one else can edit this document or view your changes until it is checked in wy Discard Check Out Check In As you check in the document you can enter comments to describe the changes saved to this version n 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 Keep the document checked out after checking in this versio
29. rkflow e This will be your last step on this Contract SAVE e All changes are AutoSaved in the RFP workflow You will not need to save as you go Updated 7 20 2015 Page 25 VIEW CONTRACT amp BID OPPORTUNITIES To view all opportunities posted on the website scroll to the Opportunities section of the Contract amp Bids Opportunities homepage You can navigate to this page via a link on the top left of the page Sort opportunities by category by clicking on the blue column headings to reorder table contents OPPORTUNITIES Y Number Title Amount Type Posted Modified Due ED Technical Services for Pipeline Renewal 4 600 000 PRO 06 16 2015 06 17 2015 09 16 2015 PUC PRO 0039 SFBid Training with Kate 1 500 000 PRO 06 16 2015 06 16 2015 08 04 2015 PUC CON 0038 Chris Testing 15 000 CON 06 02 2015 06 03 2015 06 30 2015 PUC CON 0031 OWPCP W2 and W3 Water System Improvements 1 280 000 CON 03 12 2015 05 20 2015 03 13 2015 PUC CON 0028 Mission and Valencia Streets Green Gateway 2 240 000 CON 03 12 2015 05 20 2015 04 09 2015 PUC PRO 0024 15 Posted Default Response Form 300 000 PRO 03 04 2015 03 09 2015 03 06 2015 PUC PRO 0025 15 Posted Custom Response Form 300 000 PRO 03 04 2015 03 09 2015 03 06 2015 PUC PRO 0022 15 CAN to Post 300 000 PRO 03 06 2015 03 06 2015 03 06 2015 Showing 1 to 8 of 8 e Use the filter icon to the left of the table to filter opportunities by amount or contract type Filter Y Number
30. se note JV Partners below B Criminal Background on file Cleared for Secure document Employee Sub Contractor Name Employee Sub Contractor FEIN if not applicable note n a handling with SFPUC I We are Pre Qualified through the PQ 1500 If you did not submit and receive certification for this Pre Qualification you are unable to bid on this contract PQ 1500 Certification Document Please upload your PQ 1500 certificate here for verification Name Description M UNTITLED SECTION fields have a line for help text along with the field title question o With the exception of the Instructions field since there is no response box to this field directly o Usehelp text to clarify questions how questions should be answered etc For Advanced Options each field type has its own categories including but not limited to o Required will be indicated with a red asterisk o Minimum Maximum length o Validation Email Phone Dollar Amount Updated 7 20 2015 Page 20 Default Value Field Title Prime Vendor Business Name Help Text As registered with the City and County of San Francisco and or State of California Advanced Properties Default Value Max Length Characters with spaces 100 Required Validation Text v ma Business License Number Field Title you submitting this proposal as a Joint Venture JV Help Text If so please note all JV Partners below Advanced Propert
31. ty Department Information o This information should be auto populated with the address of the department you are employed in Eg SFPUC 525 Golden Gate Ave San Francisco CA 94102 COMMENTS e comments section is available to leave a message for the Contract Analyst Manager Contract Analyst you will be working with This message will also be duplicated in the notification email the CANM and CAN receive o Comments left on the Contract are viewable by all users added to the Contract They remain throughout the workflow of the Contract They can be removed edited later as needed o You must click on the blue Add Comment button after typing notes to add them to the workflow If you forget to click this button and submit the form for review your message will not be tagged to the contract COMMENTS e Comments Add Comment ACTION Updated 7 20 2015 Page 9 e Click the green Send to Contract Analyst Manager for Assignment button at the bottom of the form to complete your contract initiation ACTIONS Send to Contract Analyst Manager for Assignme e Clicking this button will generate your RFP number and submit the RFP web form to the Contract Analyst Manager for assignment of a Contract Analyst You will receive an email notification that your RFP has been submitted and no further action is required from you until a Contract Analyst has been assigned When action is required from you as the Contract Owner you will re
32. uestion 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 Sf SFBi SFBid Thursday July 16 2015 Hello Sue SFBid You have an action item in SFBid 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 Login 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 Q SUBMIT NEW QUESTION o SUBMITTED QUESTIONS NOT POSTED YET Question Answer Category Submitted User How will this proposal be evaluated What is 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 QUES
33. ute conc etus e NS a 26 Answer Vendor QUESTIONS iios aequ rte roses sc DES inre akute oni seven eon b va Ut es a s co a pU 27 Comment Answer and Contract DO Roos Uus 27 Assign Questions to be answered OLliets eese bn sq Cete gba ve a ed EN V cis s redes Dex adeb equa Me NS 28 Updated 7 20 2015 Page 3 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 4 SFBid TRAINING 2 2 Contract List Login Search SFBid Stay signed in SIGN IN Need an account Register here Forgot your password Copyright 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
34. with your role s Updated 7 20 2015 Page 4 VIEW ACTION ITEMS ON LANDING PAGE 1 Login 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 the My SFBid page you can review Action Items and Contracts The Action Items queue includes all tasks which are waiting for you to perform an action The My Contracts queue includes all contracts for which you have role in the workflow 3 Click anywhere on the Action Item row to jump to that Action Item MM M M een I 4 SF Big TRAINING 2 2 weet Oo Contract List My SFBid Start New Contract ACTION ITEMS Action Number Title Days Review and Approve RFP PUC PRO 0017 15 Level Approvers 10 2 Approved 83 Write RFP Document PUC PRO 0016 15 CO Write Doc 83 Complete RFP Form and Generate Update RFP Template PUC PRO 0015 15 CO Generate Doc 83 Rework RFP PUC PRO 0014 15 CO Rework 83 Complete RFP Draft PUC PRO 0011 15 Draft 83 Write RFP Document PUC PRO 0042 Inspection Services for Pipeline 10 Write RFP Document PUC PRO 0043 Water Hydration Services for Warriors Parade Review RFP PUC PRO 0044 Copy of Draft Review RFP PUC PRO 0046 Kate 01 4 Showing 1 to 9 of 9 MY CONTRACTS Title Number Amount Status Visible Updated CAN First Review PUC PRO 0013 15 300 000 _StatusName 06 25 2015 4 47 PM CM
Download Pdf Manuals
Related Search