User Manual for City Attorney
Contents
1. 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 17 2015 Page 3 VIEW ACTION ITEMS ON SFBID 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 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 had an action 3 Click anywhere on the action item row to jump to that action item TRAINING a E uw o Y SFBid TRAINING 2 L Welcome Kate e Es pe Account MySFBid Templates Admin Log off Contract List My SFBid Start New Contract Search SFBid ACTION ITEMS E Action Number Title Days Review and Approve RFP PUC PRO 0066 Sidewalk Gardens il Showing 1 to 1 of 1 MY CONTRACTS 20 O View All2. 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 address o Your password same password that you use on your work computer Updated 7 17 2015 Page 6 Sign In Email Address patstbid stwater org Password SCR CREE e 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 Information about PUC PRO 0218 14 http vm devsfb l RFPPUCPROO021814 PUC PRO 0218 14 docx Checked Out Document F Mo one else can edit this document or view your changes until it is checked in EN Discard Check Qut Check In e As you check in the document you can enter comments to describe the changes saved to this version e In order to continue to continue working on 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 ca
3. 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 4 Email Question gt Updated 7 17 2015 Page 15
4. PM Discard Checkout Go 7 0 System Account System Generated 06 22 15 03 30 PM Show all versions Add Contributors e 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 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 10 0 System Account System Generated 06 22 15 04 43 PM Open Check Out 9 0 Ken SFBid zx 06 22 15 04 11 PM 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 Theyellow ribbon at the top of the page will have a Check Out button Click this and enter your email and password information Home Insert Page Layout References Mailings Review View Deve Navigation e 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
5. outside of SharePoint you will need to upload the newest version of the document to the system Updated 7 17 2015 Page 9 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 I tisrecommended 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 Refresh Document 10 0 System Account System Generated me 9 0 Ken SFBid XX 06 22 15 04 11 PM Read Only 8 0 System Account System Generated 4 7 0 System Account System Generated 96 22 15 03 30 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 10 NE E dioi gu 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 26 22 15 04 11 PM 9 8 0 System Account System Generated Read Only 7 0 System Account System Generated 96 22 15
6. 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 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 City Attorney users do 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 17 2015 Page 14 o Thenclick 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
7. 03 30 PM Upload new Version 6 0 System Account System Generated 16 22 15 03 26 PM 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 or reviewing of the RFP o Contributors can view and edit the RFP Document with you in SharePoint Updated 7 17 2015 Page 10 RFP DOCUMENT Version 10 0 Last updated at 06 22 15 04 43 PM Available for editing Previous Versions 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 ae ni 8 0 System Account System Generated 06 22 15 03 40 PM Read Only 7 0 System Account System Generated 06 22 15 03 30 PM Upload new Version 6 0 System Account System Generated 06 22 15 03 26 PM Show all versions 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 Notification will be sent to selected users Type at least 3 characters EDIT 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 EDIT COMMENTS e Comments Comments are not req
8. 15 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 C g y y 9 9 9 y Answer to be posted 1 ts are t re lire f end t ents ente j 3 e te 3 t be et the the ti 115 f No Action Save Only Y A Email Question ZEZE e Question label for reference which is not editable e The formatted question to be posted text area 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
9. Bid 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 Is there any established recycling program for the cement in the City or with a regionally local contractor already 7 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 20
10. Contracts Title Number Amount Status Owner Analyst Visible Updated Sidewalk Gardens PUC PRO 0066 100 005 Review amp Approve Pat SFBid Ken SFBid 07 14 2015 12 15 PM e 8 Ductile Iron Water Main Installation o WD 2712 2 040 000 Posted Pauline Y Lam Pauline Y Lam No 07 14 2015 11 07 AM e Site Remediation at 520 John Muir Drive PUC CON 0053 14 300 000 Posted Michael Hirai Michael Hirai No 07 14 2015 9 59 AM e San Francisco Groundwater Supply Pipel WD 2622 1 500 000 Posted Kate Long Kate Long Yes 07 14 2015 9 49 AM e Town of Sunol Fire Suppression System WD 2705 6 335 000 Posted Ryan K Fitzgerald Ryan K Fitzgerald No 07 13 2015 5 25 PM i Moccasin SharePoint Test PUC PRO 0065 15 000 000 Draft Scope amp Respon Cheryl Sperry Ken SFBid 07 13 2015 1 54 PM eo Build It Bigger WW 530 6 500 000 Posted Chris Theg Chris Theg Yes 07 13 2015 11 52 AM e Don Pedro Reservoir Crossing 115kV an 960 6 000 000 Posted Isis Sykes Isis Sykes No 07 09 2015 11 03 AM o TRA Watershed Maintenance Project PUC PRO 0061 150 000 Posted Pat SFBid Ken SFBid Yes 07 08 2015 2 33 PM 38 Updated 7 17 2015 Page 4 REVIEW AND APPROVE RFP e After the Contract Owner and Contract Analyst have created a new RFP CMD and Business Approvers have reviewed it the Contract Analyst will to send the RFP to the City Attorney s office or not e When the RFP Reaches the City Attorney Manager s queue he or she will assign a user to review the RFP for issues e When you are ass
11. PROFESSIONAL SERVICES CITY ATTORNEY USER MANUAL SF This document is designed to help City Attorneys use SFBid If you are not a City Attorney please use the manual associated with your user role in the Help section on the SFBid website Table of Contents Ko A eerte Cen ENDE 3 Request neW SFB account TOE 3 View Acuon ters on My SFBIO a 4 RevieW and a otio 5 REVIEW REP DOCUIMENE o de otto en Mou 5 RiP DOCUMEN Envidia da 6 AR 11 COMME oo 11 O E a 11 Approve to Contract Alialystto POSE sse iro em ues nt beau besseres ci 12 Rerum dor REWORK an AAA diva ve EU Del deo EU 12 coe ERN PEE 12 Answer Vendor QUESTIONS acuatico oa 13 Comment Answer and Return to Contract AnalVstuse iii ieveek oes oo idea edente an ii 13 Assienmouestions to De answered DV cual val o dai ebd 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
12. Updated 7 17 2015 Page 5 DOCUMENT The RFP Document is 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 the RFP Document as both the Contract 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 e Click on the RFP Document blind to view available actions for the RFP Document RFP DOCUMENT Previous Versions Last updated at 06 22 15 04 54 PM Available for editing 20 System Account System Generated Refresh Document E Open Check Out EL Only Upload new Version e Clicking on the Open Check Out link will open the RFP Document from the central SharePoint location
13. igned to an RFP you will receive an email from SFBid to Review and Approve e Click on the blue Review and Approve 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 Gus CAT test You have an action item in SF Bid _ gt Review and Approve RFP Sidewalk Gardens PUC PRO 0066 San Francisco Public Utilities Commission SFPUC Gus please review this RFP when you have a time Thanks Comment from Ron CATM test 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 Analyst and CMD in order to be sure you agree that all of the information in the fields is correct o Click on the top of each blind to expand and see the fields of information o Review and edit as necessary the RFP Document e Make changes to any information that may be incorrect or send it back for rework if there is something that the Contract Analyst Owner should work on that you are not ready to approve 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 are your actions o Approve o Return to Contract Analyst for Rework REVIEW RFP DOCUMENT e Here you may review the RFP Document e f necessary mark comments in the document or return to the RFP Web Form and comment there
14. n only see it in the Read Only version and are unable to make edits until you have checked the document back in Updated 7 17 2015 Page 7 Version Comments Drafted the detailed Scope of Work for the RFP Keep the document checked out after checking in this version 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 Do you want to check in now e Ifyou 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 Information about PUC PRO 0218 14 http vm devsfb l RFPPUCPROO21814 PUC PRO 0218 14 docx Checked Out Document No one else edit this document or view your changes until it is checked in AyDiscard Check Out lt Check In o Do this by closing out the document and clicking on the red Discard Check Out Updated 7 17 2015 Page 8 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 2 0 Ken SFBid xx 06 22 15 04 11 PM 8 0 System Account System Generated 06 22 15 03 40
15. uired 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 07 09 2015 02 06 pm Contract Owner says this Tower project is on a fast track Can you review this quick please Thanks ACTIONS Updated 7 17 2015 Page 11 APPROVE CONTRACT ANALYST TO POST e Click the green Approve button to move the Contract forward in the workflow ACTIONS Return to Contract Analyst For Rework All cHanges saved X RETURN FOR REWORK e Clicking the red Return to Contract Analyst for Rework button returns the RFP back to the previous step for rework by the Contract Analyst e If you are returning the RFP you must include a comment explaining your request for rework ACTIONS Return to Contract Analyst For Rework All changes saved 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 17 2015 Page 12 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 SF
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