35260 epro_submission_instructions.pdf

MMCAP Infuse Pharmaceutical RFP Submission

Instructions Use Google Chrome as your browser

Contents

Step 1. Accessing ePro

Step 2. Download your product list

Step 3. Enter your pricing information in the spreadsheet

Step 4. Review and submit your quote in ePro

Editing items in an in-progress quote

Withdrawing a quote

For additional assistance submitting your pricing in ePro, please contact the MMCAP Infuse ePro helpdesk at 651.201.3320 or mmcap.infuse.epro@state.mn.us.

ePro MMCAP Infuse Pharmaceutical RFP Submission Instructions – 12/2024

Step 1. Accessing ePro

1. Using Google Chrome log into ePro at ePro (https://mmcap.buyspeed.com/bso/).

If you are a first-time user, please reach out to the MMCAP Infuse ePro help desk at 651.201.3320 or mmcap.infuse.epro@state.mn.us to obtain your login ID.

If you have previously used ePro and don’t know your login ID or password, you can reset it by following the instructions on the next page or reaching out to the MMCAP Infuse ePro help desk at 651.201.3320 or mmcap.infuse.epro@state.mn.us.

2. In the top right corner, click the sign in button.

Enter your login ID & password

If you do not know your login ID and/or password, contact the MMCAP Infuse ePro help desk at 651.201.3320 / mmcap_infuse.epro@state.mn.us.

Change Password

Upon logging into ePro for the first time, you are required to change your password for security purposes.

Reset Password

If you forgot your username or password, you have the option to reset it by selecting “Login Assistance” and selecting the appropriate drop down from the menu.

Step 2. Download your product list

3. On the top toolbar, click the Bids tab.

4. In the open bids section in the middle of the page, find MMS-B-2500xxx and click create quote on the right side of the screen.

5. While in the new quote window, under the general tab page, click on the save & continue button at the bottom of the page.

Depending on the size of your product file, this may take a few minutes to load.

6. In the toolbar, click the Items tab.

Note: A quote validation error and a quote validation warning will appear. These are expected messages. Please proceed with your submission, these will be addressed later and won’t impact the process at this time.

7. Scroll to the bottom of the screen and click on the Export Items button to download a CSV file.

The exported CSV file is a list of products using the NDC labeler codes you supplied, feeding from First Databank. Products that are no longer marketed by your company should be identified as a no bid. (This will be addressed in Step 11.)

8. Open the exported file. The downloaded file may appear in the bottom corner of your screen, the top corner of your screen or you may need to retrieve it from your Downloads folder.

9. Before performing any edits to the worksheet, save the file in an Excel Workbook (*.xlsx) format. This is very important! If the CSV file is not immediately saved in an xlsx format, information will be lost and errors will be received later when the document is upload in the system.

Step 3. Enter your pricing information in the spreadsheet

10. The pricing worksheet is prepared outside the ePro system by opening the Excel file created in the step above. For each product you are offering, enter the appropriate information in:

Column H (unit cost) Column L (no bid) Column Q (EDI capable) Column R (bid type) Column S (WAC_Value -- Only enter the WAC value if you are submitting a price with a WAC discount) Column U (admin fee)

Note: The highlights in the image are for instructional purposes and do not appear in your worksheet. Several columns will be auto filled. Only make the identified necessary changes. Do not alter other information in the worksheet.

Do not add rows, columns, or other fields in the spreadsheet. Only enter pricing for the products identified on the worksheet. If you want to bid on items not included in the worksheet, these items must be identified in Exhibit C (found in the terms & conditions tab of the bid).

For products you are offering, complete your worksheet per the below instructions. Do not enter data in any column not identified below, this will cause the submission upload to fail.

• Column H: Unit Cost – Enter the proposed contract price with two decimals, without a dollar symbol.

Pricing must be consistent with the packaging indicated by the NDC. For example, if the NDC indicates a packaging of 10 ML X 1, the price should be for 1 unit, even if the NDC is commonly sold in a box of 10 units. The unit cost field (Column H) should also have a unit cost of 0 (zero) entered in the field when the no bid option is selected for an item.

• Column Q: EDI Capable – Enter Yes or No.

This field is where the vendor declares if the item is reported via EDI to MMCAP Infuse authorized wholesalers. The two entries allowed in this column are yes or no. If the vendor transmits its contracting data to the authorized wholesalers via EDI, choose yes. If the vendor does not transmit the contracting data to the authorized wholesalers via EDI, choose no. All answers will be verified with MMCAP Infuse’s authorized wholesalers.

• Column R: Q_Bid Type – Enter the shorthand notation of one of the items below (e.g., Fixed, NF30, WAC%).

For vendors with a current contract, the option selected must match your contract language.

o Fixed (Fixed) o NF5 (Non-Fixed 5 Day Notice) o NF30 (Non-Fixed 30 Day Notice) o NF60 (Non-Fixed 60 Day Notice) o NF90 (Non-Fixed 90 Day Notice) o WAC_Dollar (WAC Price Less dollar amount) o WAC% (WAC Price less percentage amount)

• Column S: Q_WAC_Value - Enter the price reduction off WAC. (Only if applicable) This column is only populated for the products that are entered as WAC_Dollar or WAC% in Column R, otherwise leave this field blank. The entries in Column S must be in a number format.

o If the WAC_Dollar pricing type is used, enter the discount from WAC in dollars and cents in the number format only (no dollar sign), i.e. $4.20, would be entered as 4.20 and represents four dollars and 20 cents off current WAC.

o If the WAC% pricing type is used, enter the discount from WAC in decimal format only (no percent sign), i.e., 5.5%, would be entered as 5.50 and would represent five and a half percent off current WAC.

• Column T: Q_Delivery - Enter Indirect, Direct, or Both.

This field is where the vendor declares how the product will be delivered to MMCAP Infuse members. For current contract vendors, the option selected must match your contract language. The default for the column is indirect. The eligible entries for this column are:

o Indirect (Indirect Delivery) o Direct (Direct Delivery) o Both (Both Indirect & Direct Delivery)

• Column U: Admin Fee - Enter a number for the admin fee percentage.

Enter the admin fee with up to two decimal points, without a percent symbol. Enter in the information in a number form only, i.e., three percent should be entered as 3, two and a half percent should be entered as 2.50. The system defaults to 3 (three) for admin fee.

11. For products you decline to offer:

• In the no bid column (Column L), enter “Y” for that line item.

AND

• Enter “0” in the unit cost column (Column H) for that line item.

AND

• Do not enter information in the other columns for that line item.

12. Save your worksheet in an Excel Workbook (*.xlsx) format before continuing. You will need this Excel Workbook (*.xlsx) version of the file to make any edits to pricing data. You will also need to email this document to the contracting team. You will not be able to download a copy of what you submitted in ePro to edit or access. If you need to make edits, you will need to return to the Excel Workbook (*.xlsx) you entered your information in and saved for yourself, edit the appropriate fields and save again in the Excel Workbook (*.xlsx) format.

13. When your pricing worksheet is complete and you are ready to proceed, save your Excel worksheet again as an MS-DOS (.csv) file format. You will now have two versions of the completed information. The .xlsx version is for your records and future use. The CSV version will be uploaded into the ePro system.

Step 4. Review and submit your quote in ePro.

14. In ePro, scroll to the bottom of the Items tab page and click on the Upload Items box.

15. In the Upload Items page, click on Choose File.

16. Select the MS-DOS (.csv) file that was saved in Step 13.

17. Once you have selected your file, click save and exit.

18. A message will appear stating if you proceed any items already on the items tab will be replaced with the items from the file that you are uploading if they have been given the same Item Number. If you wish to proceed, click OK.

Click ok to confirm.

Depending on how large your file is, this may take a few minutes to load. When the document is loading, there will be a spinning circle in the top left corner. If the upload was successful, ePro will redirect back to the Items tab page.

19. When the document has properly loaded a red general item information validation error and a yellow general item information validation warning will appear. These are expected messages and a positive sign your document loaded.

20. Click on the Terms and Conditions tab.

21. Terms and conditions are negotiated directly with MMCAP Infuse and not entered in ePro. Selecting no will prevent a quote from being submitted.

Click on either yes (if a current vendor) or yes with exceptions (if a vendor without a current MMCAP Infuse contract). If selecting yes with exceptions, enter a note stating, “Working with MMCAP Infuse staff to complete T&C’s.”

Click save & continue once an option has been selected.

22. Click on the summary tab.

23. Scroll to the bottom of the summary tab and click the submit quote.

24. A box will appear asking if you are sure you want to submit the quote, click ok.

25. The quote has been submitted. A record of your submission will show in the quotes tab (Home Page → Quotes → Submitted).

26. Email your completed Excel worksheet (.xlsx) to MMCAP Infuse at MMCAP_Infuse.RFP@state.mn.us along with all other required documents outlined in the RFP.

Editing items in an in-progress quote.

Note: This section only applies to a quote that has not been submitted. If your quote has already been submitted, please follow the instructions to withdraw a quote and start over from the beginning of this document.

1. Open the Excel worksheet (.xlsx) you prepared.

2. Edit the necessary information and save the file.

3. Save again in an MS-DOS (.csv) file format. (You will have two versions of the document, an xlsx and a csv version.)

4. Follow the submission Steps 14 – 26 to upload the revised worksheet into ePro and submit to complete.

If you need assistance, please contact the MMCAP Infuse ePro helpdesk at 651.201.3320 / mmcap.infuse.epro@state.mn.us.

Withdrawing a quote

1. Log into ePro at https://mmcap.buyspeed.com/bso/.

2. From the home page, click the Quotes tab.

3. Click on Submitted.

4. Click on the quote to be withdrawn.

5. Within the quote, click on the Summary tab.

6. Scroll to the bottom of the summary page and click the Withdraw Quote button.

7. Click ok to confirm you want to withdraw the quote.

8. Warning message will appear at the top of the screen confirming that the quote is withdrawn.

9. On the left side of the screen, click on the home button to return to the main menu.

10. On the top of the screen, click on the Quotes tab.

11. The withdrawn quote has been moved to the withdrawn subtab. Click on the Withdrawn tab to confirm.

12. The user can now proceed through the bid submission process from the beginning to prepare and submit a new bid.