MMCAP Infuse RFP Submission Instructions_Pharma_and_OTC.pdf

ePro (BuySpeed) MMCAP Infuse Pharmaceutical RFP Submission Instructions ePro (BuySpeed) MMCAP Infuse Pharmaceutical RFP Submission Instructions -Version 1/6/2023

MMCAP Infuse Pharmaceutical RFP Submission Instructions Use Google Chrome as your Browser

Contents

1. Getting Started

1.1 Login to the BuySpeed (ePro) System

1.2 Navigating in the BuySpeed (ePro) System

2. Handling Bids from MMCAP Infuse

2.1 Navigating the Bids Tab

2.2 Creating and Submitting a Quote to MMCAP Infuse

3. Withdrawing a Quote

3.1 Navigating the Quotes Tab

3.2 Withdrawing a Quote

1. Getting Started Welcome to BuySpeed (ePro), MMCAP Infuse’s bidding, award and contract management system. BuySpeed (ePro) will be the conduit to the

MMCAP Infuse RFP process. Functionality of the system includes:

• Access to a secure website that can be accessed anywhere there is internet connectivity

• Individual Identity Access Management that controls access to each vendor’s account

• Includes a homepage for announcements

• Provides secure/unique access to the eligible items each vendor can submit in their bid

• A secure quote/bid submission process that enables the user to submit and follow each quote/bid submission

• Access to finalized contracts as bid items are awarded to contract

1.1 Login to the BuySpeed (ePro) System

1) Go to the MMCAP Infuse bid and quote website at mmcap.BuySpeed.com. Please utilize Google Chrome as the web browser to avoid any compatibility issues.

http://mmcap.buyspeed.com/

2) A first-time user will receive an e-mail directly from MMCAP Infuse with their user-specific login id and another from the BuySpeed (ePro) system with their password. Vendors who have used the system but have misplaced their login id or password also can reset their own passwords, (see step 5 below).

3) Select the Sign In button, do not select the Register button as each vendor is pre-registered by MMCAP Infuse

4) Sign into MMCAP Infuse BuySpeed (ePro) with the Login ID and Password.

5) Upon logging into BuySpeed (ePro) for the first time, the user will be asked to change their password for security purposes:

6) If the user does not remember their username or password, it can be recalled or reset by selecting “Login Assistance” and selecting the appropriate drop down from the menu:

1.2 Navigating in the BuySpeed (ePro) System

1) Upon logging in the user is directed to the home page:

Overview of each tab:

• News Tab- This tab is where MMCAP Infuse can communicate updates or instructions to all vendors participating in the bid process.

• Vendor Communication Tab- This tab enables direct messages to be sent between the MMCAP Infuse Team and a specific vendor.

• Bids Tab- Displays bid solicitations that a particular vendor has been invited to participate in, it lists both current and expired bids for that vendor.

• PO Tab- PO is a term the system utilizes to describe a contract. The PO tab lists all contracts (active and expired) for that specific vendor. The contracts within the PO tab are updated in real-time and reflect ongoing updates/modifications to the items in the contract.

• Quotes Tab- Quotes is a term the system utilizes to describe a bid solicitation a vendor has updated with its pricing, payment terms and admin fee that has been or is in the process of being electronically submitted to the MMACP Infuse team via the system. Subtabs include:

o Working- Quotes that a vendor has created but has NOT submitted (if a user logs out before sending a quote, it will appear in this tab the next time the user logs into the system o Submitted- Quotes that a vendor has created, uploaded all the prices and submitted to MMCAP Infuse for consideration. This sub-tab is where a vendor’s quote will be located after submitting a quote. Only one quote should be submitted by a vendor for each bid.

o Revision- Quotes that have been submitted and MMCAP Infuse identifies an error and returns the quote back to the vendor with instructions on what to correct. Once the quote is edited and resubmitted, it would appear in this sub-tab.

o Withdrawn- Quotes that have been withdrawn by the vendor appear in this sub-tab. Quotes can only be withdrawn before the bid solicitation open date.

• Vendor Performance Tab: MMCAP Infuse maintains this column internally.

2. Handling Bids from MMCAP Infuse The bid is the vehicle that MMCAP Infuse utilizes to solicit vendors (also referred to as an RFP). It contains the information that each vendor needs to submit its response, including the items (by NDC) that the vendor can submit.

2.1 Navigating the Bids Tab

The Bids Tab is the location where the vendor can access the RFPs that MMCAP Infuse posts. Below is an overview of each of the sub headers in the Bids Tab:

MMCAP Infuse Pharmacy

• Request for Revision- A bid located under this sub header occurs when MMCAP Infuse is requesting a revision of the vendor’s quote due to an error or omission. Specific communication as to the purpose of the revision would be included in the request. This would only occur when a bid has been acknowledged and a quote has been completed and submitted by that vendor.

• Bid/Bid Amendments (Un-Acknowledged)- A bid located under this sub header occurs when a bid or bid amendment has not been acknowledged by the vendor since the vendor’s last login. It is intended to inform the vendor that a new bid has been posted or that a change to a bid has been made (i.e. the time to complete and submit the bid has been adjusted, items have been added or removed from the bid, additional questions or documents are being added or removed). The first step in creating a quote (by hovering over the bid number and selecting it) will prompt the user to acknowledge the bid or bid amendment. The acknowledgement of the bid amendment must be completed before the quote can be submitted.

• Open Bids- This is the most utilized sub header that vendors will use in the BuySpeed (ePro) system. All bids that are listed here are bids that the vendor has been invited to participate in and submit a quote. The Bid Opening Date is the date that the MMCAP Infuse Team will

“open” the bid (this is the Proposal Due Date). All quotes must be submitted by the Bid Opening Date, as the system will prevent a vendor from submitting a quote after the Bid Opening Date and Time. The Bid Q & A is where the vendor and MMCAP Infuse can communicate within the bid. The Create Quote is where the vendor starts the quote creation process by selecting the Create Quote option.

• Open/Rolling Enrollment Bids- This function is not currently utilized by MMCAP Infuse.

• Closed Bids- Bids located under Closed Bids are bids that have expired and can no longer have a quote created and submitted by a vendor.

2.2 Creating and Submitting a Quote to MMCAP Infuse

The following section will discuss the process of creating and submitting a quote.

Create the Quote in MMCAP Infuse-BuySpeed (ePro)

1) Select Create Quote under the Open Bids sub header of the Bids Header

2) Select Save & Continue under the General tab of the New Quote (this may take a minute depending on the size of the bid)

Select the Items Tab:

The quote validation error at the top of the screen in red will be addressed in step 15 of this process.

3) At the bottom of the items page, select Export Items

When the Export Items button is selected a file will appear at the bottom of the screen

4) Click and open the file at the bottom of the screen

5) ***Very Important*** As soon as the file opens select Save As and name the file with the Vendor Name and Date and save the File as an

Excel Workbook (*.xslx) file. If the user does not immediately save the file as an Excel Workbook file, data will be lost from the file and the user will not be able to upload the quote correctly.

6) Open the file that was created in step 5 above. The file will not have any colors in it, but the user only needs to focus on entering data into the columns below that are in gold or yellow below.

Columns H: Unit Cost, L: No Bid, Q: EDI Capable, R: Bid Type S: WAC Value-only for a WAC related product and U: Admin Fee are the only columns that a vendor should access and enter its relative information. If vendor does not want to bid an item, put a Y in the corresponding cell in the No Bid column (column L) and enter in a 0 for the dollar amount in (Column H), and leave all other line attributes as they are and

DO NOT ENTER OR CHANGE ANY DATA IN ANY OTHER FIELDS. If column P Labeler ID List is blank, please contact:

MMCAP_Infuse.rfp@state.mn.us .

DO NOT ADD ROWS TO THE SPREADSHEET. Any item not listed in the file download which a vendor would like to propose a bid on must be entered in to Exhibit C ADDITIONAL PROPOSED PRODUCTS (this is located in the Attachments Tab of the bid).

7) Column Definitions/Instructions:

• Column H: Unit Cost- This field is where the vendor enters the cost of the item. Pricing information should be entered in dollars and cents (only two decimal points). 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. Do not enter a dollar symbol, it should be entered in number form only, i.e. 55.20. The unit cost field (Column H) should also have a unit cost of 0

(zero) entered when a vendor has selected the no bid option for a particular item (See Column L Definitions/Instructions.

mailto:MMCAP_Infuse.rfp@state.mn.us

• Column L: No Bid- This field is where the vendor needs to enter a Y for each line that the vendor does not want to submit a bid for consideration. The unit cost field (Column H) should also have a unit cost of 0 (zero) entered when a vendor has selected the no bid option for a particular item.

• Column Q: EDI Capable- 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 vendor transmits its contracting data to the Authorized

Wholesalers via EDI, choose yes. If vendor does not transmit it 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- This field is where the vendor lists out the terms for price adjustments for the item. The eligible entries for this column are (for currently contracted vendors, 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- This field is only utilized when the WAC_Dollar or WAC% Bid Type is used in Column R. The entries in the column are entered in a number format. Vendors should leave the column blank if there is not a WAC_Dollar or WAC% Bid Type.

o If the WAC_Dollar Bid 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 four dollars and 20 cents off current WAC.

o If the WAC% 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 in the column and would represent five and a half percent off current WAC.

• Column T: Q_Delivery- This field is where the vendor declares how the product will be delivered to the MMCAP Infuse members. The default for the column is Indirect. The eligible entries for this column are (for currently contracted vendors, the option selected must match your contract language):

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

• Column U: Admin Fee- This field is where the Admin Fee for the item is entered, which currently defaults to 3. Entries should be entered in percentage form only (up to two decimal points). Do not enter the percentage symbol, it should be entered in number form only, i.e. three percent should be entered as 3, two and a half percent should be entered as 2.50.

**IMPORTANT-Vendor/User**

Save the file as an Excel file, then save a second copy of the file as a MS-DOS .csv file. The .csv file will be utilized to upload the vendor quote to the BuySpeed (ePro) system. The vendor will want an Excel version of the file if any edits are needed to the file. If a user attempts to open a MS-DOS .csv file to edit it, all leading zeros in the file will automatically be removed with no possibility of correcting the error. Saving the file in

Excel format provides the vendor with an editable copy that can be saved again and then saved as a separate

MS-DOS .csv file again to be used for upload. The completed Excel file is Exhibit B and needs to be emailed to

MMCAP Infuse at MMCAP_Infuse.RFP@state.mn.us.

mailto:MMCAP_Infuse.RFP@state.mn.us

8) Within the Items tab, scroll to the bottom of the items page and select Upload Items:

9) Select Choose File:

10) Upload the MS-DOS .csv file that was completed in step 4 (user should have both the Excel and MS-DOS .csv file saved in a folder):

11) Select Save & Exit:

12) Select Ok to confirm:

13) Wait for the upload to complete (the spinning circle in the tab, informs the user that the system is processing data, see yellow arrow):

14) Select the Terms & Conditions Tab):

15) Select the Terms & Conditions Tab:

This section is not being utilized by MMCAP Infuse as Terms and Conditions are negotiated directly with the MMCAP Infuse Staff. Users please select Yes, or Yes with conditions and enter “Working with MMCAP Infuse Staff to Complete T&C’s.” Selecting no will prevent a vendor from submitting a quote. Select Save & Continue after selecting Yes, or Yes with exceptions (and entering comment).

In addition to completing the Quote through BuySpeed (ePro), vendors need to download the RFP, which includes the Terms & Conditions, and complete the necessary documents at: http://www.mmd.admin.state.mn.us/process/admin/postings.asp .

http://www.mmd.admin.state.mn.us/process/admin/postings.asp

16) Select the Summary Tab:

17) Scroll to the bottom of the Summary Tab and select Submit Quote:

18) Select OK to submit the quote to MMCAP Infuse:

The user has now successfully submitted the quote. The quote will show in the submitted sub-tab under the quotes tab on the Vendor Home

Page.

3. Withdrawing a Quote The following instructions are how to withdraw a submitted quote to MMCAP Infuse. Vendors would need to utilize this function if they need to alter components of their quote (price, bid-type, etc.) after the quote was submitted. Quotes can only be modified until the RFP Proposal Due

Date.

3.1 Navigating the Quotes Tab

1) Select the Quotes Tab from the home page

2) Select the Submitted sub-tab within the Quote Tab

3.2 Withdrawing a Quote

1) Select the Quote that will be withdrawn

2) Select the Summary Tab within the Quote

3) Scroll down to the bottom of the Summary Tab and select Withdraw Quote

4) Select OK to confirm the withdrawal of the Quote

5) A confirmation message will populate at the top of the Quote to confirm the cancellation

6) Select the Home button on the left side of the screen to bring the user back to the Main Menu

7) Select the Quotes Tab from the home page

8) The Quote that was withdrawn is now located in the Withdrawn sub-tab

The user can now proceed to step 2.2 Creating and Submitting a Quote to MMCAP Infuse to create a new

Quote. The vendor can use the previously saved spreadsheet to make revisions. The vendor must open the .xslx

(Excel) version, make the edits, and then save the file as a MS-DOS .csv file before uploading the document.