City of Lakeland

Oracle

iSupplier

and

Sourcing

Supplier User Guide

Contents

Sourcing Supplier................................................................................................................................. 3 Registered Supplier Login ................................................................................................................... 3 How do I locate open sourcing events for the City of Lakeland? ........................................................ 5

All Open Sourcing Events are on the City’s Website ...................................................................... 5 EMail Notifications – Invitation to Participate ............................................................................ 6

Within Oracle – User Worklists ................................................................................................... 6 Sourcing Supplier Home Page ............................................................................................................. 7

Your Company’s Active and Draft Responses ................................................................................ 7 Your Company’s Open Invitations ................................................................................................... 7

Within Oracle Sourcing – In the Sourcing Responsibility............................................................... 9 Sourcing Home Page Sections Quick Links .................................................................................. 10

Other EMAIL Notifications ............................................................................................................... 12 Notifications – Amendment of an Sourcing Event (RFQ) ............................................................ 12 Notification – Early Close of a Sourcing Event (RFQ) ................................................................. 13

Active and Draft Responses ............................................................................................................... 14 Response Number .......................................................................................................................... 14

Negotiation Number....................................................................................................................... 15 Header Tab ..................................................................................................................................... 15 Lines Tab ....................................................................................................................................... 16

Controls Tab................................................................................................................................... 16 Unread Messages ........................................................................................................................... 17

Header Page ................................................................................................................................... 19 Lines Page ...................................................................................................................................... 20

Amendments .................................................................................................................................. 28 Responding to a Sourcing Event (RFQ) ............................................................................................ 30

How to Respond to a Sourcing Event ............................................................................................ 30 Responding to a RFQ that has been Extended ............................................................................... 37 Responding to a RFQ that were not directly invited to ................................................................. 38 ACKNOWLEDGING AN AMENDMENT TO AN RFQ ............................................................ 41

How to See Completed and Awarded Sourcing Events..................................................................... 42 Bid Tabulations .............................................................................................................................. 42

How will I receive my Purchase Order from The City of Lakeland? ................................................ 43 Can I see my Awarded Purchase Orders online? ............................................................................... 43

Sourcing Supplier

Oracle Sourcing is the electronic bidding module in Oracle. This responsibility allows you to

respond to electronic Requests for Quotes (RFQ) or “Negotiations”. The City of Lakeland now

requires electronic participating for all formal sourcing events.

PLEASE NOTE: ALL SOURCING EVENTS NOW REQUIRE AN ELECTRONIC

SUBMITTAL VIA ORACLE SOURCING. QUOTES, SEALED BIDS AND REQUESTS

FOR PROPOSALS HAVE A REQUIREMENTS SECTION THAT MUST BE

ACKNOWLEDGED BY THE SUPPLIER WHEN PARTICIPATING IN THE SOURCING

EVENT. FAILURE TO DO SO MAY RESULT IN YOU BEING DEEMED NON-

RESPONSIVE AND DISQUALIFIED FROM THE EVENT.

Registered Supplier Login

To Login to Oracle Sourcing go to our website www.lakelandgov.net. Then go to the Departments

and then Purchasing and click on the iSupplier Login Button.

Here is what you will see after you login:

To access RFQs, click on “Sourcing Supplier” on the Oracle Applications Home Page, then on

“Sourcing”, finally on “Sourcing Home Page.”

Here is what you will see after you click on “Sourcing Home Page”

How do I locate open sourcing events for the City of Lakeland? All Open Sourcing Events are on the City’s Website

All of the open solicitations are published on the Lakelandgov.net website in the “Current Solicitations” section. This is similar to how the City of Lakeland has done business for the past 15 or so years.

EMail Notifications – Invitation to Participate

An INVITATION TO PARTICIPATE in an RFQ negotiation results in an email notification.

The next action is to click on the invitation link, acknowledge intent to participate, and submit a response for consideration.

Within Oracle – User Worklists

The invitation also appears in the supplier's Worklist, as shown here.

Sourcing Supplier Home Page Your Company’s Active and Draft Responses

Your Active and Draft Responses

Click on the Hyperlink and complete the draft quote response. In this case click on the 2020 to resume working on and completing your company’s quotation.

Your Company’s Open Invitations

This section shows those Negotiations that your Company has received an invitation to:

The invitation appears on your Oracle Applications Sourcing Home Page:

You can also access it via your Worklist:

Within Oracle Sourcing – In the Sourcing Responsibility

Additionally, all of the open RFQ will be on your home page. This can be seen as you drill down into your Sourcing responsibility.

Sourcing Home Page Sections Quick Links

For specific information about a sourcing event, you can click on any of the hyperlinks under the

Quick Links and see the status of your response.

Enter the sourcing event number you are interested and the Go Button to see the status.

Other EMAIL Notifications

Notifications – Amendment of a Sourcing Event (RFQ)

This notification does not require a response however, the supplier may decide to review the extension reason and if appropriate, resubmit a response for consideration.

Periodically, a sourcing event will require an AMENDMENT by the City of Lakeland. To be considered for the award, the supplier must acknowledge the amendment and resubmit a response to ensure the response complies with the changes.

Click Review Changes to view the amendment details.

*Note* Although multiple iSupplier accounts can be made for a single

company, only one user per company will receive the email

notifications. He or she is selected according to the first user on the

alphabetical list (by last name). At this time, there is no way to

designate a different user to receive email notifications.

This does not impact the other functions of the iSupplier system, only

the email notification itself.

Notification – Early Close of a Sourcing Event (RFQ) City of Lakeland may initiate an EARLY CLOSE on an RFQ negotiation if the need is met and legally permissible. In this event, an email is sent to the supplier and the Worklist displays a CLOSED EARLY notification. This is an information only notification with no response required by the supplier.

Active and Draft Responses

A list of all of your Company’s active Negotiation responses is provided:

Response Number

Clicking on the hyperlink under Response Number will take you to the Negotiation page. You are

able to see your Company’s entire response to the negotiation here.

Negotiation Number

Clicking on the hyperlink under Negotiation Number will allow you to view the RFQ in its

entirety as issued by the City of Lakeland:

Here is what you will see within the sourcing event:

Header Tab

Lines Tab

Controls Tab Pay close attention to the Open and Close Dates of when the sourcing event is available for

bidding.

Unread Messages

All messages communicated through the Online Discussion action for this event are available under

Unread Messages section.

To respond to the invitation, click on the hyperlink under Negotiation Number. This opens the

Negotiation (RFQ).

Step Action

1.

In the Actions List of Values, make sure it says Acknowledge Participation. Click Go.

2. If you are going to respond, check the Yes radio button; if not, click the No radio button

and provide a Note to Buyer. Click Apply.

3.

Change the Action List of Values to Create Quote. Click Go.

4.

Fill in the information requested.

Header Page

Be sure that you check the Requirements. This section requests information regarding your

company

status and it may require information regarding your company’s ability to perform the work

contained within the Scope (found under Contract Terms).

Lines Page

There are questions that need to be answered on the Lines Page. You can see this by the red dot

next to the Line and the pencil icon under Update. Click on the pencil to update the information.

Note: Central Stores RFQ’s have an attachment that you will need to reference in order to provide

the Manufacturers Part number(s) that are eligible for quoting. Please download this from the

header of the RFQ before starting the Quote.

You are able to fill in the Quote Price and Promised Date on this page. Then click Continue.

Central Stores RFQ’s have a place for the supplier to add the MFG Part Number specific to the RFQ

line that is being quoted on. Use the Downloaded attachment (From the Header of the RFQ) to locate

the line and associated MFG Part Number.

This attachment is located in the Invitation only. Please download and save locally before initiating

your Quote.

This is what you will see when you open the MS Excel attachment. Use only the specified cross

referenced manufacturer’s part number to quote with.

Enter the MFG and MFG Part Number from the attachment in the Quote Value field for each line.

If there are no values in the MFG Part Num Field on the report, (Line4 in the picture above,

populate the Quote Value field with an “N/A”.

Once you have entered all of the data, save your quote by clicking the Save as Draft button. Once

you have entered all of your quote information and are ready to complete the Quote click Continue

button.

Once you are satisfied with your Quote, click the Continue button

Please note that the City of Lakeland in some cases will only allow you to submit one quote per

sourcing event. This is confirmed by the warning message that appears in the top left corner of your

screen if the RFQ you are working on is one of those cases. The message reads “Buyer has

requested for you to submit a single, best quote. Multiple quotes (re-quoting) for this RFQ are not

allowed.” This indicates that the City of Lakeland will only accept one response per sourcing

event for each supplier. If you do not receive this message after clicking the Continue button, then

you are allowed to modify your submitted quotation until the time when the event closes if need be.

Please review your quote in its entirety before submitting. Once you are satisfied with your review

of the Quote, click the Submit button to complete the process.

The System will confirm that your quote has been submitted:

Amendments

Periodically the City will need to revise a published sourcing event. This is referred to as an

“Amendment”. When this occurs, all of the participating suppliers will be notified of the change

both via email and within the login. If you have already submitted a response you will be advised

to review the amendment and resubmit your response. If you have not started and/or are partially

completed a response then you will have a chance to review the amendment before completion of

your submission.

NOTE: You must acknowledge each Amendment after it is issued. Until the Amendment is

acknowledged, you will be unable to view the changes.

This is what you will see in the Email:

This is what you will see within the system

In the Actions drop down list, select Acknowledge Amendments and click Go.

Confirmation will appear that you have acknowledged the amendment(s) successfully.

Click Yes to proceed.

*Note* Each time a RFQ is amended, another number will follow at

the end. Example: Original - 10059. First Amendment – 10059,1.

Second Amendment 10059,2 etc. To search for an amended RFQ

you can use either the updated number or the original number as the

search term – the system will always show you the updated version.

Responding to a Sourcing Event (RFQ) How to Respond to a Sourcing Event

Description:

This section demonstrates how to respond to and submit a quote for a published RFQ.

Oracle Prerequisites:

- Supplier is registered in iSupplier and has a Sourcing responsibility.

- The RFQ is published.

Oracle Responsibilities:

Sourcing Supplier

Menu Path

To complete this procedure follow menu path SOURCING > SOURCING HOME PAGE

Open invitations will appear in the Your Company's Open Invitations section of the Negotiations page. Select the appropriate RFQ number to take action.

In this example, you would have clicked on the 10051 link

Acknowledgement is required to proceed with the quotation process.

Click the [GO] button.

Select YES to proceed with creating the quote. Select NO if your company is not going to participate in this RFQ.

Click the [APPLY] button.

Next, create the quote.

Click the ACTIONS field's pull down menu arrow

Click the [GO] button

The only required fields on this form are the QUOTE VALUE fields in the Requirements section. All other data entry is optional

Depending on the type of goods or services being requested, the City will have different requirements that have to be acknowledged electronically. In this example for goods, there are no header level requirements.

For other RFQ’s there will be. Below is an example of the types of Requirements your company will be asked to adhere to.

Note: These are samples and may or may not appear in each agreement.

Once all header requirement fields are populated, scroll to the top of the screen.

Click on the Lines Tab.

The Bullseye next to a line item indicates that there are additional required fields at the line level that have to be populated before you can submit your quote.

Line Details View

Click the Apply Button

It is a good idea to Save your Work frequently. Use the Save as Draft button to accomplish this

Once you have completed all line and header requirements click the Continue Button to progress the Quote to the next step.

In many cases the City will only allow a single quote per company per RFQ. This is indicated by the Warning message.

Please take the time and review your company’s quote in its entirety to ensure that it is your best and final offer for this sourcing event. You will not be able to revise your Quote after it is submitted.

Once you are satisfied with your quote. Click the Submit Button to complete the quote submission process.

Once the quotation has been submitted you will receive a confirmation with your company’s quote number referenced. Your company’s quotation is not eligible for award until it has been completed electronically.

Responding to a RFQ that has been Extended

Description:

RFQs can be extended for a number of reasons. When a Buyer extends an RFQ a supplier company is invited to respond to it and, the system distributes a notification alerting the supplier of the extended timeframe. An email notification is sent to the supplier and a link displays in the supplier's Worklist.

Oracle Prerequisites:

- Supplier is registered in iSupplier and has a Sourcing responsibility.

- An RFQ has been extended.

Oracle Responsibilities:

Sourcing Supplier

Menu Path

To complete this procedure follow menu path SOURCING > SOURCING HOME PAGE

Email Sample

Responding to a RFQ that your company was not directly invited to

Once you have found a sourcing event that your company is interested in participating in on the City’s website. Login to Oracle iSupplier and search for the event using the following information.

Oracle Responsibilities:

Sourcing Supplier

Menu Path

To complete this procedure follow menu path SOURCING > SOURCING HOME PAGE >Top Region > “Search Open Negotiations”

Select the desired Search Criteria. For this test select the “Number” value

Enter the RFQ number in the field.

Click the Go Button

Note the “0” in the Your Company’s Responses section. This indicates that no other user from your registered company has issued a response to the negotiation. Responding: Select the Negotiation by checking the box adjacent to the desired negotiation

Click the Respond Button The Create Quote window opens for the specific negotiation.

Enter the desired header and lines information

Click the Continue Button The Review and Submit Window opens.

Review details. Once satisfied with your input, Click the Submit Button The Confirmation window opens with a note indicating that your Quote # for the specific negotiation has been submitted.

Click the Return to Sourcing Home Page link to return home.

The submitted Quote Response is in the Region “Your Active and Draft Responses”

ACKNOWLEDGING AN AMENDMENT TO AN RFQ

Once logged in, you must accept the terms of the amendment before your Quote will be eligible for further consideration of award.

How to See Completed and Awarded Sourcing Events

Bid Tabulations

Additionally you will be able to see the Bid Tabulations on our website www.Lakelandgov.net /

Doing Business / Bids and Purchasing / iSupplier Information / Bid Tabulations.

How will I receive my Purchase Order from The City of Lakeland?

If you are awarded a sourcing event, the Purchase Order will be issued at the conclusion of the

Negotiation. The PO will be sent to you via fax or email the same as it has always been. If you

would like to change the communication method for receiving purchase orders, please email

the city of Lakeland at purch@lakelandgov.net with the change details. The available

communication options are: Fax, Email, or USPS (Printed)

Can I see my Awarded Purchase Orders online? With the City’s implementation of Oracle’s iSupplier Portal you now have visibility to a

electronic version of the PO online. You will be available to review the PO in Lakeland

iSupplier Portal Full Access Home page under Orders at a Glance or in the Orders Tab

sections.