Administrative RoleTracy Taylor, Primary Staff Person for PostingBonita Gaston, Secondary Staff Person for PostingFlora Hill, Third Staff Person for Posting

Posting Staff Person is responsible for the posting of all

bids/quotes/request for proposals. If the Primary Staff Person is

absent bids should be given to the secondary staff person for

posting, etc…Lillian Lowery, Dir. Communication, Research & Marketing

should be notified after postings to communicate that new

bids/quotes/request for proposals have been posted on

website.

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Step I – Receipt of BidBids are generally received in MMBDC office via fax,

regular mail or email. Bids received electronically or faxed should be

forwarded to the Primary Staff Person, Tracy Taylor for posting; bids received via mail are date stamped by Flora Hill (or relief person in her absence) and delivered to Tracy Taylor for posting to MMBDC website. Bids can be time sensitive due to the “pre-bid meeting date” and attendance is sometimes mandatory in able to submit a bid.

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Step II – Posting on WebsitePosting Administrator – MMBDC authorized personnel

and Corporate Members are the only individuals that can post bid opportunities on the website. Corporate members sometimes forward bids (email or fax) directly to the Primary Staff Person for posting. This is also a service MMBDC provide to our corporate members.

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Step III - Entering of DataThere are 2 areas on the website where you have access to

Post a Bid under Corporate Members area OR Access to Opportunities tab select “Post Bids” under either area:

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Step III - Entering of Data

Continued

After selecting Post Bids, click Add to enter project description/information:

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Step III - Entering of Data

ContinuedTo add a new Bid/RFP listing, complete the fields below and press Submit. Required fields are marked with an * but you do have the option of typing "N/A" for fields that don't directly relate. For project descriptions that are too long (like those 5 type written page project descriptions), consider posting the details of the Bid/RFP on your web site, using these fields for general information and specifying a URL for more detail. The display will include the link. Typically, projects with clear descriptions and as much information about the company as possible will achieve a higher response rate.

Select Type of Listing – Bid,Proposal or

Quote

Enter Project Title

Enter Project Description & Specifications

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Step III - Entering of Data

ContinuedEnter criteria for companies submitting bids, quotes,

proposals. You can also upload a PDF file of any critical documentation:

Enter criteria - as much information as possible.

NOTE: See Attachment “A” to insert PDF file 8

Step III - Entering of Data

ContinuedEnter deadline date/time, location, Bid/RFP URL if provided and all

contact information, do not enter your contact information.

Enter Contact Method either Email, Fax, Hardcopy etc.

Along with contact name, insert contact email address

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Step III - Entering of Data

Continued Enter Admin Only Block information accordingly, recommend not to check

comment field unless you are prepared to answer questions regarding the project, enter a couple of “tags.” Upon completion select “submit listing” to post.

Check all View Options; Enter Activation Date, Select Status

to Activate

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Review Posted BidTo review bid posted select Corporate Members and select

Post Bids tab; then select Search or Search Bid/RFPs:

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Review Posted Bid Continued

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Step IV – Review & CommunicationMake sure “Anonymous view” is checked in Admin

Only Block (slide #10) - this is the only way MBEs can view bid opportunities until they receive a login/password.

Review posting after entering all data for any mistakes, edit accordingly.

Notify Lillian Lowery that new bids have been posted to website and include a brief description of the bid. This information is to be included in the next e/communication sent to MBEs.

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Attachment “A” Insert PDFClick on PDF icon, browse to locate your file, select file from your

documents, file name will appear in URL field, select upload and file will appear Downloadable file screen.

Maximum upload file size 1000k

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SUMMARYBids are received in MMBDC office (fax, email or

regular mail) and provided to authorized staff member for posting.

Bids are posted to website within 24 hours.Contact person listed on bid material will receive an

email confirmation upon completion of positing.New bid postings will be distributed on weekly basis

in MMBDC email newsletter. If the bid is time sensitive an e/blast can be sent to MBEs within 48 and posted as a new article on front page of website.

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