TBR Service Center SUBMIT RFP TCAT

Transcription

1 SUBMIT RFP TCAT Description: The TCAT Shopper must submit a shopping cart containing specifications for the product(s) to be purchased and a list of potential bidders who can provide the product(s) in Jaggaer. The TCAT Organizational and Executive Approvers review the RFP and either approve, forward, or return based on their assessment. A Shopper is a person who is requesting the purchase of goods. A Requestor is the person who submits the request for approval in Jaggaer. An Organizational Approver is an individual who reviews the RFP for accuracy and approval. The Executive Approver is the individual designated as the required final sign off for approving purchases at the institution. Dependent on your TCAT, one individual may fulfill multiple roles. Table of Contents Step. TCAT Shopper Creates a Shopping Cart... 2 A. Product requirements development... 2 B. Bid list development... 4 C. Create a shopping cart using a non-catalog vendor... 4 D. Open the cart... 5 E. Add Attachments... 6 F. Assign the cart to a requestor... 7 Step 2. TCAT Requestor Reviews the RFP... 9 A. Receive notification of new cart assigned... 9 B. Open the assigned cart... 0 C. Review the RFP... D. Fill in accounting codes... 2 E. Submit the requisition... 3 Step 3. TCAT Organizational Approver Reviews and Approves RFP... 3 A. Receive notification of approval needed... 3 B. Go to the list of requisitions to approve... 3 C. Open requisitions to approve... 4 D. Review the requisition... 4 E. Approve, forward, or return... 4 Step 4. TCAT Executive Approver Reviews and Approves RFP... 4 A. Receive notification of approval needed... 4 B. Go to list of requisitions to approve... 5 C. Open requisitions to approve... 5 D. Review the requisition... 6 E. Approve, forward, or return... 6 Service Center Training Submit RFP TCAT Process Manual Page of 6

2 Step. TCAT Shopper Creates a Shopping Cart Request for Proposals (RFP) is a solicitation for written proposals to provide goods or services to the Institution. An RFP is used for competitive procurements of goods and/or services, where cost is not the only determining factor for award. An RFP shall specify all steps and evaluation criteria as necessary to finalize selection of the successful proposer. A multi-step RFP process should be used when additional steps are necessary to qualify and/or demonstrate the goods and/or services proposed. A. Product requirements development. Shopper creates a written list of precise specifications/requirements of the products and/or services to be provided by the vendor. The required information includes: Service Center Training Submit RFP TCAT Process Manual Page 2 of 6

3 Service Center Training Submit RFP TCAT Process Manual Page 3 of 6

4 B. Bid list development. Provide a written list of vendors that could meet the specifications requested. If possible, the list of vendors should include a minimum of 5 bidders. The required information includes: a. Vendor name b. Vendor address c. Vendor d. Vendor phone number e. Vendor contact name, if possible Note: An example bid list is shown below: C. Create a shopping cart using a non-catalog vendor. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. At the top of the Jaggaer Home page, click Non-Catalog Item, located above the Commonly Used Forms section 3 Note: A Non-Catalog Item box will appear Service Center Training Submit RFP TCAT Process Manual Page 4 of 6

5 4. For both RFQ and RFP requests, type RFQ/RFP in the Enter Supplier field 5. In the non-catalog box type a brief description of the product or service being purchased in the Product Description field 6. Enter in the Catalog No. field 7. Enter in the Quantity field 8. Enter the total price in the Price Estimate field 9. Keep the Packaging field set to EA Each 0. If the commodity code is known, enter it into the Commodity Code field. If the commodity code is unknown, left click on the magnifying glass to the right of the Commodity Code box a. Search through all commodity codes b. Click Select to the right of the commodity code that is appropriate for this transaction 2. Click Save and Close. At this point, you have created a shopping cart for the non-catalog vendor D. Open the cart. Shopper will open the cart just created for the non-catalog vendor in one of two ways: a. Option : i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the Home page ii. Click View My Cart i. ii. Service Center Training Submit RFP TCAT Process Manual Page 5 of 6

6 b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top left side of the Home page ii. Click My Carts and Orders iii. Click View Carts i. ii. 2. Select the cart by checking the box to the right of the cart 2 E. Add Attachments. Click Proceed to Checkout 2. Click on Internal Notes and Attachments in the Navigation ribbon 2 Service Center Training Submit RFP TCAT Process Manual Page 6 of 6

7 3. Click Add Attachments 3 4. Click Select Files, and add the following documents separately: a. RFQ Product Specifications b. RFQ bid list 5. Click Save Changes 5 6. Select Return to Shopping Cart at the top of the page F. Assign the cart to a requestor. At the top right of the screen, click Assign Cart Service Center Training Submit RFP TCAT Process Manual Page 7 of 6

8 2. In the Assign Cart box that will pop up, select either Select from Profile Values or Search for an Assignee a. If Select from Profile Values is selected, a drop-down menu will show the possible assignees i. If only one assignee is available, select Assign ii. If multiple assignees are available. Click Select to pick a Requestor 2. Click Assign to assign your cart to that Requestor b. If Search for an Assignee is selected, an Assign Cart screen pops up i. Enter search criteria based on last name, first name, user name, , or department ii. Click Search Note: The search results appear ii. Service Center Training Submit RFP TCAT Process Manual Page 8 of 6

9 iii. Click Select to assign the desired person to your cart iv. Click Assign to assign the cart iii. iv. Step 2. TCAT Requestor Reviews the RFP A. Receive notification of new cart assigned. The Requestor will receive an from Jaggaer notifying the requestor that they have been assigned a cart Service Center Training Submit RFP TCAT Process Manual Page 9 of 6

10 B. Open the assigned cart. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home screen, the requestor will open the cart that has just been assigned in one of two ways: a. Option : i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the Home page ii. Click View My Cart i. ii. b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top left side of the Home page ii. Click My Carts and Orders iii. Click View Carts i. ii. Service Center Training Submit RFP TCAT Process Manual Page 0 of 6

11 4. Select the cart by checking the box to the right of the cart 4 5. Click Proceed to Checkout C. Review the RFP 5 Note: The requisition screen appears after clicking Proceed to Checkout. Click the Attachments tab 2. Verify that the RFP request contains a specifications sheet and bid list in the Internal Notes & Attachments section 2 Service Center Training Submit RFP TCAT Process Manual Page of 6

12 D. Fill in accounting codes. Click the Requisition tab to enter accounting codes 2. Scroll to the Accounting Codes section 3. Enter accounting codes by clicking Edit 3 4a 4. Fill in the accounting codes a. For Fund Codes, click Select from Profile Values and then use the drop-down menu to select a fund b. For Organization Codes, click Select from Profile Values and then either input the desired organization code or click Search to search for the desired organization code c. For Account Codes, click Select from Profile Values and then either input the desired account code or click Search to search for the desired account code d. For Program Codes click Select from Profile Values and then use the drop-down menu to select desired program code 5. Leave Activity and Location blank 6. Click Save to finish with accounting codes 4d 5 4b 4c 6 Service Center Training Submit RFP TCAT Process Manual Page 2 of 6

13 E. Submit the requisition. Click Submit Requisition at the top right of the screen. At this point, the requisition has been submitted into the requisition approval workflow Step 3. TCAT Organizational Approver Reviews and Approves RFP A. Receive notification of approval needed. The Organizational Approver will receive an from Jaggaer notifying the approver that they have a requisition to review and approve B. Go to the list of requisitions to approve. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 Service Center Training Submit RFP TCAT Process Manual Page 3 of 6

14 C. Open requisitions to approve. Click the Requisition Number the that needs approval D. Review the requisition Note: The requisition selected will appear with full detail.. Verify the RFP request contains a specifications sheet and bid list in the Internal Notes & Attachments section 2. Verify that budget exists to cover the estimated cost of the RFP product specifications E. Approve, forward, or return. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward or Return Step 4. TCAT Executive Approver Reviews and Approves RFP A. Receive notification of approval needed. The Executive Approver will receive an from Jaggaer notifying the approver that they have a requisition to review and approve Service Center Training Submit RFP TCAT Process Manual Page 4 of 6

15 B. Go to list of requisitions to approve. Login to the Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen Note: The Documents screen will appear 4. Click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open requisitions to approve. Click the Requisition Number that needs approval Note: The requisition selected will appear with full detail. Service Center Training Submit RFP TCAT Process Manual Page 5 of 6

16 D. Review the requisition. The Executive Approver reviews all aspects of the requisition: a. General information from the Summary tab b. Shipping information from the Shipping tab c. Billing information from the Billing tab d. Accounting codes from the Accounting Codes tab e. Internal attachments to the verify the product specifications and bid list are attached from the Attachments tab E. Approve, forward, or return. After reviewing the requisition, click the Available Actions drop-down menu at the top right of the page and either Approve, Forward or Return Note: Once the Executive Approver has approved the RFP, the approval workflow will send the information to the Service Center for final review and approval. The TCAT requestor will receive a Jaggaer notification when the requisition has been completed. Service Center Training Submit RFP TCAT Process Manual Page 6 of 6