00._Sharepoint_Offer_Upload_Instructions__2_.pdf
PDF 540 KB Posted
- Attached to
- California Broadband Funding
- Solicitation number
- 0000039445
- Issued by
- San Francisco County, San Francisco City, California
About this file
This document is SharePoint solicitation response upload instructions issued by the California Department of Technology (CDT) for the Statewide Technology Procurement (STP) program. The instructions guide bidders on accessing and uploading proposal documents to a designated SharePoint site in response to the California Broadband Funding Request for Proposal, which seeks consulting services for the California Public Utilities Commission to meet SB 156 mandates. Bidders must validate their SharePoint access and upload a test document within 48 hours of receiving their email invitation, with access issues requiring up to three business days for resolution. Users are required to reside in the continental United States, possess a company email address associated with a Microsoft Account, establish multi-factor authentication, and confirm successful test uploads to the Procurement Officer and TechnologyProcurements@state.ca.gov.
The document establishes technical specifications for file submissions, including a 250 GB upload limit per file and 250 MB limit for files attached to list items, with complete file paths not exceeding 400 characters in length. Users may upload multiple files simultaneously but cannot upload folders, move files between folders, or delete uploaded files; file removal requests must be submitted via email to TechnologyProcurements@state.ca.gov. Access will be revoked upon contract award or procurement cancellation. The instructions provide comprehensive troubleshooting guidance for common access issues, including request access loops, account directory problems, multi-factor authentication failures, and locked accounts, with typical resolution turnaround times of 24 to 48 hours.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 1._RFP_23ITS0639_California_Broadband_Funding.pdf | ||
| 000._eVAQ_Manual_for_Vendors.pdf | ||
| 2._Exhibit_B_-_Cost_Worksheet.xlsx | XLSX spreadsheet | |
| 0._Release_Notes.docx | DOCX document |
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Text version
Page 1 of 8 11/07/2024
STP SHAREPOINT SOLICITATION RESPONSE UPLOAD INSTRUCTIONS
In order to submit documents to the Statewide Technology Procurement (STP) SharePoint site, users are recommended to validate their access and upload a test document to the SharePoint site within 48 hours of their email invitation by following steps in this instruction. Please allow 3 business days to resolve any access issues to the SharePoint site. If the user chooses not to test their access to ensure successful file uploads, any issues that arise on the day of the submission will be the user’s responsibility.
Note: User must reside in the continental United States to be able to access the SharePoint site. This is due to security restraints set by the California Department of Technology (CDT) and cannot be altered. Additionally, generic email addresses are not accepted, i.e. proposals@company.com.
1. Users must have an e-mail associated with a Microsoft Account. If your account is already associated with a Microsoft Account, then proceed to step 2.
If your company e-mail is not associated with a Microsoft Account, you can register it by going to https://www.office.com/, selecting “Sign In” then navigating to “Create One!”.
https://www.office.com/
Page 2 of 8 11/07/2024
When you create a new account, use your company e-mail and do not create a generic one. If it does not let you, it is most likely already associated with a Microsoft account, and you may not have been signed in.
If you notice you are already signed in, then you already have an account. In that case, sign completely out of your Office 365 account for the next steps.
2. An automated invite is generated with the sender being, SharePoint Online, no-reply@sharepointonline.com. Please check your spam/junk folder.
The link in the invite may be in the form of large orange text that looks like this:
Open Your Company Name
Or click on ‘Open” if you are a returning user as shown below:
3. All guest user accounts must set up multi-factor authentication (MFA) to access the SharePoint site. You can set up either a Phone Call method or the Microsoft Authenticator app.
mailto:no-reply@sharepointonline.com
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For Phone Method skip to step 4a.
For the Microsoft Authenticator application, download the app and go to step 4e.
Phone Set Up
a. Please use the link labeled “I want to set up a different method” and select phone.
b. Please click on the link as shown below under the prompt.
c. Use the dropdown and select the “Phone” option.
d. Proceed with adding your phone number to authenticate. You will receive a phone call to authenticate.
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Microsoft Authenticator App Set Up
e. Please download the Microsoft Authenticator App if you have not already.
f. Select Next in the browser prompt.
g. On your phone -Open the Microsoft Authenticator App and click the + symbol at the top right corner of the app.
h. Then scan the QR code on your computer screen to add the CDT
MFA to the app.
i. Follow the app instructions to complete the MFA and access the site.
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4. Once authenticated, you may receive an error, and it will prompt you to request access instead; please do so by clicking “Request Access” and provide STP 24 to 48 hours to grant you access.
5. Once approved, you will receive an email from SharePoint Online, no-reply@sharepointonline.com.
6. Once approved, you will have access to your designated site. The folders will align with the solicitation. Users are permitted to upload but will be unable to move files from folder to folder or to delete files. You may request files to be removed if you upload a file(s) in error by emailing TechnologyProcurements@state.ca.gov.
You will now be able to upload files to this area. Refer to the solicitation for instructions and guidance for file nomenclature and structure. Folders cannot be uploaded. Please upload a test document in the general area and email confirmation that the test upload was successful to the Procurement Officer with a CC to TechnologyProcurements@state.ca.gov within 48 hours of access.
mailto:TechnologyProcurements@state.ca.gov
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7. Your access will be removed when the contract is awarded or if the procurement has been cancelled.
Tips:
• Invitations can only be opened by the recipient. Do not forward your invitation to others. It will not work for them. Direct links can be provided to you using the URL AFTER you open/accept your invitation. Invitation links in email are temporary and will expire after 90 days some time. Please bookmark the SharePoint Site after successfully accessing the site.
• File size and file path length restrictions:
o 250 GB - File upload limit.
o 250 MB - File attached to a list item. The entire decoded file path, including the file name, can't contain more than 400 characters.
The limit applies to the combination of the folder path and file name after decoding.
• Folders cannot be uploaded but multiple files can be uploaded at a single time. Create folder as needed in SharePoint. Open File Explorer, select all relevant files and drag and drop into the outlined area as shown below.
Page 7 of 8 11/07/2024 o Error messages may appear like the below if attempting to upload folders.
Error example 1:
Error example 2:
Access Issues Report any issues to TechnologyProcurements@state.ca.gov with a cc to the Procurement Officer.
• Request Access loop o If your request was approved but you continue to appear on a page stating, ‘You need permission to access this item’.
o Open your invitation using a private browser, i.e. Incognito Mode for
Chrome and try using different browsers.
o If the issue persists, email TechnologyProcurements@state.ca.gov and confirm that you have tried using different browsers and a
Page 8 of 8 11/07/2024 private browser but is still stuck in ‘Request Access” loop. Resolution turnaround time is approximately 24-48 hours.
• Account not found in Active Directory o Wait a few minutes before attempting to open the invitation link. If error page occurs again then please email TechnologyProcurements@state.ca.gov to request for a new invitation.
• MFA
o You have an existing account with CDT, but it is not prompting your device to authenticate either through phone call or app.
o Email TechnologyProcurements@state.ca.gov to escalate to CDT
Ticket to reset MFA. Resolution turnaround time is approximately 24- 36 hours.
• Locked account o The error message indicates your account is locked when attempting to sign in.
o Email TechnologyProcurements@state.ca.gov, a ticket must be submitted to unlock your account. Accounts are locked after 6 months of inactivity. Turn-around time is approximately 24-36 hours.
mailto:TechnologyProcurements@state.ca.gov
File details come from the government source that posted it. Updated .