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Screen Walk, Solicitation Enabled Master Blanket Purchase Order (SEMBPO) for Prequal. Programs Complete the bid to prequalify vendors through the normal Buy4Michigan bid process. Login.

Go to your Basic Purchasing Tab, then Bids, Ready to Open.

Click on Bid# for bid you wish to award as a Solicitation-Enabled Master Blanket Purchase Order.

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Go to Summary tab, Open Bid at the bottom of the screen.

Then View Quote History at the bottom of the next screen.

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Review whatever you need to for each individual vendor (terms and categories for example), then go Back to Bid, Summary, end of screen, Bid Tab.

Once you’ve completed all Revision processes and evaluation activities, go to the Items Tab and make the award to the State of Michigan. Save and Continue.

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Go to Summary screen, Submit for Approval.

Select Automatic Approval, (or other is required by agency policy). Save and Continue.

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Once the Bid Tab has been approved, vendors and the general public can view individual bids from the login screen, Contract/Bid search, look up the bid and click on the Bid Tab button at the bottom of the header summary screen. From Summary screen, Create PO.

Ok.

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From PO General tab, check Solicitation Enabled and provide entries in all other appropriate fields. Save and Continue.

Go to Items tab, make any quantity changes required. Add items required. Save and Continue.

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Go to Vendor tab; Lookup & Add Vendor Distributors to add all pre-qualified Vendors as Distributors.

From bottom of screen, Select.

Continue until all prequalified vendors are added. Save and Exit.

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View Vendor Distributor summary, Save and Continue. Note the Primary Vendor (State of Michigan) will not show up unless the box is checked.

Go to Control Tab. Modify Begin and End Dates as required; Select Organizations and Departments authorized to use the Master Blanket Purchase Order; enter dollar limit (Value of entire Prequal program for time period approve) and Minimum Order Amount if applicable. Save & Continue.

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Go to Attachment tab delete and add attachments as needed.

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Set Reminders for contract activities.

Go to Summary tab, check everything. Submit for Approval.

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Process with Automatic Approvals

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Go to end of Summary tab, Send to vendor(s). Save & Continue.

Note: System only sends notices to primary, not distributors.

Adding vendors to a SEMBPO through the Change Order Process:

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Save and Exit

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Go to Change Order to complete processing.

Enter reason for change order. Save & Continue

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View Change Order

Submit for approval.

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Save & Continue. Apply Change Order.

Notification only goes to primary.

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Master Blanket PO, now has additional vendors included.

Conducting a bid from a Solicitation Enabled Master Blanket Purchase Order: Log in as a Basic Purchasing user. Go to documents, Requisitions, New. From the General tab, check the Solicitation Enabled box and complete all required fields. Save & Continue. For the solicitation enabled box to remain checked, you must choose Release as your Requisition Type.

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Go to the Items tab, Search items.

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Search using key word from SEMBPO. Click Find It. Enter quantity, Add to Req & Exit.

Search to add any other required line items. Select, Add Quantity, Add to Req & Exit.

Save & Continue

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Go to Vendors, or Distributors Tab, if you are not sending the quote to the Primary. Deselect any you are not sending the resulting quote to or who are not eligible for this pre-qual bid. Save & Continue.

Go to Address tab and select Ship-to and Bill-to addresses. Save & Continue. For Phase I, go to Attachments Tab from here.

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Select Accounting and Routing if set up for your agency. Go to Attachments tab. Add Attachments. Save and Continue.

Complete any necessary Notes for internal use and Reminders as with a bid. Go to Summary Tab. Submit for Approval.

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Complete approval routing as required by your organization.

From Summary Tab, go to bottom of screen and Convert to Bid

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This will take you to the Bid, General tab. Requisition information will carry forward to bid.

Notice the system automatically selected closed bid for a bid off a SEMBPO.

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Clear all Errors; Complete all required and needed fields. Save and Continue.

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Submit for Approval.

Send Bid. Note the system will only send emails to the primary, not the distributors, so the distributors must be logged in and view their open bids to see that they have a request for quote on a SEMBPO.

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Vendor’s Response: Log In, Go to Bids Tab, Locate bid of interest, View, hit Create New quote and acknowledge bid.

Submit Questions as needed.

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Buyer’s Response

Complete all relevant tabs, saving and continuing/exiting with each tab completion. Submit Quote.

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Buyer Evaluation:

Takes you to the Summary tab

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Quote History

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Bid Tab

Review individual vendor terms and categories from their profiles to check for any information relevant to award recommendation (service disabled veteran preference; Michigan business, convictions, etc.); then go to the Items tab. Make your award selections. The system allows you to do a single award, split award or multiple award. Save and Continue.

Go to the Header Questions tab and review responses to any questions you included. From the Score tab, complete any scoring and comment tables set up for this bid. Go to Attachment tab and attach Notification Letter including protest instructions and Evaluation Summary. Save and Continue. Proceed to Summary Tab.

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Submit for Approval

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Create PO.

Continue. OK.