epro_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 your spreadsheet Step 4 Review and submit your quote in ePro Editing a worksheet you loaded into ePro but have not clicked on the submit quote button 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.

mailto:mmcap.infuse.epro@state.mn.us ePro MMCAP Infuse Pharmaceutical RFP Submission Instructions – 12/12/23

Step 1 Accessing ePro

1. Copy and paste mmcap.buyspeed.com into your Google Chrome browser.

If you are a first-time user, you will need to work directly with MMCAP Infuse to obtain your login ID. If you have previously used ePro and misplaced your login ID or password, you can reset it by following the instructions on the next page or calling the MMCAP Infuse ePro help desk at 651.201.3320.

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

Do not select the supplier registration button.

http://www.mmcap.buyspeed.com/

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. In the open bids section in the middle of the page find MMS-B-24000xxx and click on the create quote link.

MMCAP Infuse Pharmacy

MMCAP Infuse Pharmacy

4. In the new quote window, in the general tab page, on the bottom of the screen, click on the save & continue button.

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

5. On the top tool bar, click the items tab.

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.

6. 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.)

7. 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 download folder.

8. Before performing any edits to the worksheet, save the file as an Excel Workbook (*.xlsx) document. This is very important! If you do not immediately save the worksheet in an xlsx format, information will be lost and you will not be able to upload your products in the system.

9. Rename the file as “Your Vendor Name” and today’s date.

Step 3 Enter your pricing information in your spreadsheet

10. Enter your pricing information in the Excel worksheet. The pricing worksheet is prepared outside the ePro system.

Open the Excel file created in the step above. For each product you will be 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 attachments 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 your 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 xlsx worksheet again in 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 loaded into the ePro system.

Step 4 Review and submit your quote in ePro

14. Scroll to the bottom of the page and click on the upload items box.

15. On the top of the screen, click on the box to choose file.

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

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

18. 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.

19. When the document has properly loaded, you will receive a red general item information validation error and a yellow general item information validation warnings. These are expected messages and a positive sign your document has loaded. But don’t stop here. You need to complete the following steps to submit your pricing.

20. Click on the terms & conditions tab.

21. This section is not applicable. Terms and conditions are negotiated directly with MMCAP Infuse and not entered in ePro.

Selecting no will prevent a vendor from submitting a quote. Click on either yes (if a current vendor) or yes with exceptions (vendors without a current contract). If selecting yes with exceptions, enter a note stating, “Working with MMCAP Infuse staff to complete T&C’s.”

22. Click on the summary tab.

23. Scroll to the bottom of the screen and click the submit quote button.

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 xlsx document to MMCAP Infuse at MMCAP_Infuse.RFP@state.mn.us along with all other required documents outlined in the RFP.

mailto:MMCAP_Infuse.RFP@state.mn.us

Editing a worksheet you loaded into ePro but have not clicked on the submit quote button

1. Open the Excel xlsx worksheet you prepared.

2. Edit the necessary information.

3. Save as an Excel xlsx worksheet.

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

5. 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.

2. On the top tool bar, click on the quotes tab.

3. Click on the submitted tab.

mailto:mmcap.infuse.epro@state.mn.us

4. Click on the quote you want to withdraw.

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

6. Scroll to the bottom of the summary page and click on the withdraw quote button.

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

8. A confirmation message will appear at the top of the screen.

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 tab. 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.