OpenGov_Procurement_Guide_-_Requester_04022024.pdf

Creating A New Intake Request

Viewing & Editing Intake Form Requests

Intake Form For Rebid – One Stakeholder

Intake Form For Rebid – Multiple Stakeholders

Intake Form For Renewal – One Stakeholder

Intake Form For Renewal - Multiple Stakeholders

Create, View & Respond To Comments

Evaluations

How to Find Your Evaluations:

How To Score Projects:

Un-submit, Modify & Submit

Procurement:

CREATING A NEW INTAKE REQUEST

1. Click on + New Project.

2. Click on New Intake.

3. In the Project Contact field, Project Contact – Enter the name of the person requesting the project if entering for someone else.

Procurement Contact –Ensure the Procurement Contact auto-populated.

If this is for a review of an agreement or contract, change the Procurement Contact to Timothy Phillips.

If this is for a review of a credit application, change the Procurement Contact to Yvette Talley.

Click on + Create Project.

4. In the Title Project field, enter the title for the project.

5. Project ID – DO NOT USE

Requisition ID (optional) – Enter requisition number from Workday if available.

Click Set Up Questions –

Next to proceed to the Set Up Questions Section.

6. Answer the questions in the Project Properties section. Question 2 has the following instructions:

• If this is for a solicitation, all questions below must be answered or the intake form will be returned. See the Procurement Planning and Yearly Purchasing Training document in the Internal Only Documents section for purchasing guidelines and procedures.

• If this is for review of an agreement/contract set Timothy Phillips as the procurement contact in the Project Information section. You can skip these questions and attach your document in the INTERNAL ONLY DOCUMENTS. See the Legal Review of Contracts, Review and Signature Authority, and Standard Addendum to Agreement documents in the Internal Only Document sections for instructions on submitting an agreement/contract for review. IF THIS

AGREEMENT/CONTRACT WILL REQUIRE A PURCHASE ORDER, DELETE THIS FORM AND

ATTACH THE AGREEMENT TO YOUR REQUISITION.

If this is for completion of a credit application set Yvette Talley as the procurement contact in the Project Information section. You can skip the questions and attach your document in the INTERNAL ONLY DOCUMENTS.

https://procurement.opengov.com/portal/collin/projects/55662?section=471925

7. Click Summary & Background - Next to proceed to the Summary & Background Section.

8. In the Summary field, give a brief description of the project being requested or agreement being reviewed. The Summary field must have information in it in order to submit the project request.

9. Click on Document Editor – Next to proceed to the Document Editor Section.

10. In the Scope Of Work field, list the requirements for this project or attach a scope of work. Steps 11- 14 show you how to add a scope from the library. These steps are not required if the library is not being utilized. If you do not have a scope of work, you can Search Scope of Work Library for suggestions for scope of work that were used at other entities.

11. Search projects by entering keywords and then click on the scope of work you would like to view.

12. Select all or only certain items by clicking on each item.

13. Once all items are selected, click Copy Scope Items.

14. Once the items are listed in your project, the items can be edited to add or delete information as required. Click in the field and delete or add text. If a section should be removed, click on the trashcan. To add an additional section below a section, click on the +.

15. Add a section at the bottom by clicking + Add Item.

16. Click Attachments - Next to proceed to the Attachments Section.

17. The following instructions will be displayed when proceeding to the Scope of Work section. Do not attach anything in this section that needs to be attached to the solicitation. Click done to proceed.

18. To attach documents, drop files or add files by clicking the blue Drop some files here or click to select files to upload. Attach any documents here that will need to be attached in the solicitation. Click next to proceed to the Internal Only Documents Section.

19. Once all steps are completed, click Final Review Checklist - Next.

20. Return to any section that is not marked with a green check.

21. Once all sections are marked completed, click Submit Project Request to start the review and approval process.

22. Click Submit For Review.

23. Your project has been submitted for review. Click Got it!

24. To add a comment for the Buyer, click on the Chat sign located in different sections of the project.

25. Tag the Buyer by clicking the plus sign + and select their name. Enter the comment in the Start a New Conversation field. Click Comment.

VIEWING & EDITING

INTAKE FORM REQUESTS

VIEWING & EDITING INTAKE FORM REQUESTS

When clicking on the link received through email, the link will take the user straight to the request for viewing.

1. Once opened, click Edit Request.

If you are logged into OpenGov:

1. To see all requests you have been invited to click on All Request.

2. Click on the title of the intake form you want to open.

3. Once opened, click Edit Request.

INTAKE FORM FOR REBID

ONE STAKEHOLDER

INTAKE FORM FOR REBID – ONE STAKEHOLDER

You will receive a notification when you are invited to view an intake form for a contract that is due to be rebid. The Project Information section will have the information entered prior to receiving the notification.

2. The Summary & Background Section will have information completed for review. The Summary section will have detailed information regarding the contract that is due to be rebid.

3. Enter the estimated spend in the Background section. If the contract is no longer required, enter a comment indicating that you wish not to rebid the contract.

4. Click on the Setup Questions Section on the left side of the screen. Answer the questions that populate.

5. Click Document Editor tab to proceed to the Document Editor Section.

6. Review the Scope of Work section. The buyer will have uploaded the specifications used previously here for each stakeholder to review and edit as needed.

7. Click on Attachments – Next to proceed to the Attachments tab.

8. Attach any documents here that will need to be attached in the solicitation. To attach documents, drop files or add files by clicking the blue Drop some files here or click to select files to upload. Click Upload.

9. Once all documents are uploaded, scroll to the bottom, and click Final Review Checklist - Next.

10. Return to any section that is not marked with a green check.

11. Once all sections are marked completed, click Submit Project Request to start the review and

12. Click Submit Project Request For Review.

13. Your project has been submitted for review. Click Got it!

MULTIPLE STAKEHOLDERS

INTAKE FORM FOR REBID – MULTIPLE STAKEHOLDERS

You will receive a notification when you are invited to view an intake form for a contract that is due to be rebid. The Project Information section will have the information entered prior to receiving the notification.

section will have detailed information regarding the contract that is due to be rebid.

3. Enter the estimated spend in the Background section. If the contract is no longer required, enter a comment indicating that you wish not to rebid the contract.

4. Click on the Setup Questions Section on the left side of the screen. Answer the questions that populate.

5. Click Document Editor tab to proceed to the Document Editor Section.

6. Review the Scope of Work section. The buyer will have uploaded the specifications used previously here for each stakeholder to review and edit as needed.

7. Click on Attachments – Next to proceed to the Attachments tab.

8. Attach any documents here that will need to be attached in the solicitation. To attach documents, drop files or add files by clicking the blue Drop some files here or click to select files to upload. Click Upload.

9. Once all information is added, Click Save at the top right of the screen.

10. Once all stakeholders have entered the required information, the Lead Stakeholder will review and submit the Intake Form.

INTAKE FORM FOR RENEWAL

INTAKE FORM FOR RENEWAL – ONE STAKEHOLDER

You will receive a notification when you are invited to view an intake form for a contract that is due to be renewed. The Project Information section will have the information entered prior to receiving the notification.

section will have detailed information regarding the contract that is due to be renewed.

3. Enter the estimated spend in the Background section. If the contract is no longer required, enter a comment indicating the goods and/or services are no longer needed, do not renew.

4. Click on the Setup Questions Section on the left side of the screen. Answer question one (1).

5. Once all sections are marked completed, click Submit Project Request to start the review and

6. Click Submit For Review.

7. Your project has been submitted for review. Click Got it!

INTAKE FORM FOR RENEWAL - MULTIPLE STAKEHOLDERS

You will receive a notification when you are invited to view an intake form for a contract that is due to be renewed. The Project Information section will have the information entered prior to receiving the notification.

section will have detailed information regarding the contract that is due to be renewed.

3. Enter the estimated spend in the Background section. If the contract is no longer required, enter a comment indicating the goods and/or services are no longer needed, do not renew.

4. Click on the Setup Questions Section on the left side of the screen. Answer question one (1).

5. Once all information is added, Click Save at the top right of the screen.

6. Once all stakeholders have entered the required information, the Lead Stakeholder will review and submit the Intake Form.

CREATE, VIEW & RESPOND

TO COMMENTS

CREATE, VIEW & RESPOND TO COMMENTS

Creating A Comment

1. To add a comment, click on the Chat sign located in different sections of the project.

2. Tag the person to receive the comment by clicking the plus sign + and select their name. Enter the comment in the Start a New Conversation field. Click Comment.

Viewing and Responding to Comments

1. When notification is received that a comment was added, click on the link to view the comment. The comment will display and a reply section will be availble to enter your comment. Click in the Reply to Comments field to enter your comment.

2. Once finished with your response, click Reply. Click Close to close the comment section.

EVALUATIONS

HOW TO FIND YOUR EVALUATIONS:

1. When the Project Manager adds you to the list of Evaluators, you'll get an email notification inviting you to the Project.

2. From the Projects page, select "My Evaluations" on the left-hand side of the page. This will pull up a list of all your active evaluations that need completed.

3. Navigate to the Notifications Inbox by selecting the bell icon in the blue OpenGov Procurement banner, and select the Evaluations tab.

4. You will be required to agree to the terms of the agreement before continuing to the evaluation.

HOW TO SCORE PROJECTS:

1. Click on the Project and you will access the Project Landing Page.

2. Click on Evaluations to open up the options available: Score Proposals.

3. You'll get started with the evaluation process from the Evaluations tab on a specific project's home page.

4. You can see proposals in a side-by-side comparison.

5. When opening up comparison proposals you will see questions down the left side of the screen, vendors across the top of the screen and their answers vertically below.

6. Work through the list of proposals, reviewing and scoring each one.

7. As you record your scores, you can make specific comments on each score:

8. You may also take general notes about the vendor you are evaluating:

9. When you've completed your scorecards, submit the scores to finish your job as an evaluator.

UN-SUBMIT, MODIFY & SUBMIT

1. If needed, you can Un-submit to modify your scores.