Creating a CSCR entry

Purpose: Demonstrate how to create a CSCR entry in FI$Cal.

Scenario: A solicitation event has been created using your department's business processes and you are now ready to advertise the solicitation event using FI$Cal CSCR.

Role: Non-FI$Cal Department CSCR Processor

Steps:

1. Begin by navigating to the Create Solicitation page.

    

   Click the Main Menu button.

   Step 1

2. Click the FI$Cal CSCR menu.

   Step 2

3. Click the Create Solicitation menu.

   Step 3

4. The Find an Existing Value and Add a New Value tabs are usually shown together in FI$Cal.

    

   The Find an Existing Value tab is used to locate CSCR entries already created by your department.

    

   The Add a New Value tab is used to create a CSCR entry in FI$Cal. In this scenario, the Add a New Value tab will be used.

   Step 4

5. The Business Unit is your department's unique identifier within FI$Cal. You can only modify the field you are assigned to multiple departments.

   Step 5

6. CSCR entries in FI$Cal are referred to as events. Each CSCR entry is uniquely identified by its Event ID.

    

   The Event ID field is currently defaulted to the value NEXT. The field will update to the next available numeral in your business unit after you save the CSCR entry.

   Step 6

7. As this is the creation of a CSCR entry, the event round and version begin as 1.

   Step 7

8. The possible values for Event Format are:

   - Buy

   - RFI (Request for Information)

   - Sell

    

   In this scenario, we will be creating a "Buy" event.

   Step 8

9. The only possible Event Type value is "RFx," meaning Request For x, where x can be a Bid, Proposal, or Quote).

    

   This Event Type will always be used when using FI$Cal to advertise your CSCR event.

   Step 9

10. Click the Add button.

    Step 10

11. The Create an Event page displays.

     

    This page collects all information required by FI$Cal CSCR to post your department's solicitation. This begins with the CSCR Event Summary section information.

     

    When creating a CSCR entry, you are required to complete the header information and invite bidders before you can save the entry.

    Step 11

12. The Event Name is the title of your solicitation. Assign the event a logical name that will help you identify it in the future.

     

    Click in the Event Name field.

    Step 12

13. Enter the desired information into the Event Name field.

     

    Enter a valid value e.g. "Reupholster furniture".

    Step 13

14. The Description field can be used for an explanation of the CSCR entry.

     

    Click in the Description field.

    Step 14

15. Enter the desired information into the Description field. 

     

    Enter a valid value e.g. "Reupholster training room office chairs".

    Step 15

16. Next, define the Preview, Start and End dates.

    Step 16

17. The Preview Date is the date that you can make the event available to potential bidders, allowing them to review the event as well as draft and save their bids, which they can then post as soon as the event starts.

    Step 17

18. The Start Date is the date when bidders can begin to post bids for the event.

    Step 18

19. The End Date is the date when the bidding closes.

     

    Note: If an extension in time was necessary after the event has been posted, you would need to create a new event version and resubmit for approval.

    Step 19

20. A date can be entered by typing manually, or by choosing a date from the calendar.

     

    Click the Choose a date button for the Preview Date.

    Step 20

21. Click the desired date e.g. "1/26/2015"

    Step 21

22. Click in the Time field for the Preview Date.

    Step 22

23. Press [Backspace].

    Step 23

24. Enter the desired information into the Time field.

     

    Enter a valid value e.g. "8:00AM".

    Step 24

25. Click in the Start Date field.

    Step 25

26. Press [Backspace].

    Step 26

27. Enter the desired information into the Start Date field.

     

    Enter a valid value e.g. "02/02/2015".

    Step 27

28. Click in the Time field for the Start Date.

    Step 28

29. Press [Backspace].

    Step 29

30. Enter the desired information into the Time field.

     

    Enter a valid value e.g. "8:00AM".

    Step 30

31. Click in the End Date field.

    Step 31

32. Press [Backspace].

    Step 32

33. Enter the desired information into the End Date field.

     

    Enter a valid value e.g. "02/13/2015".

    Step 33

34. Click in the Time field for the End Date.

    Step 34

35. Press [Backspace].

    Step 35

36. Enter the desired information into the Time field.

     

    Enter a valid value e.g. "5:00PM".

    Step 36

37. Next, define the Acquisition Type being used for this CSCR solicitation.

     

    Note: The Encumbrance Only Acquisition Type is for transactions that are non-procurement purchases, such as rent, leases, or utilities and should not be used during the CSCR solicitation process.

    Step 37

38. Click the Look up Acquisition Type button.

    Step 38

39. Click the NON-IT Services link.

    Step 39

40. Depending on which Acquisition Type you choose, you may be required to select an Acquisition Sub-Type as well.

    Step 40

41. Click the Look up *Acquisition Sub -Type: button.

    Step 41

42. Click the Personal Services link.

    Step 42

43. Click the Look up Acquisition Method button.

    Step 43

44. Click the Formal Competitive link.

    Step 44

45. The Department of General Services (DGS) has assigned your department a specific billing code. This code will be entered in the DGS Billing Code field.

    Step 45

46. Click the Look up DGS Billing Code button.

    Step 46

47. Click the 030006 link.

    Step 47

48. If applicable, enter the IBond information for this purchase order.

     

    Note: This field is not often populated. As defined in the State Contracting Manual (SCM), it is only applicable for state-managed bond programs. If entered, it is reported on a Standard 810.

    Step 48

49. Use the Two Envelope checkbox to indicate if the solicitation will use the two-envelope process for viewing bids. Otherwise, leave this box unchecked.

    Step 49

50. The CSCR header information is now complete.

    Step 50

51. Events in FI$Cal are defaulted as "Sealed Events", meaning that when bid responses are submitted, the bids are "sealed" and all bid response information is hidden until after the End Date for the event.

     

    If you wished to change this setting, you could use the Event Settings and Options link to "unseal" the event bids.

    Step 51

52. Use the Event Comments and Attachments page to provide any additional information for the bidders.

     

    Click the Event Comments and Attachments link.

    Step 52

53. The Event Header Comments and Attachments page displays.

     

    This page can be used to upload any applicable documents to the CSCR entry, or add any desired comments. Comments can be sent to the Bidder and/or included on the award.

     

    The primary use of this page will be to attach your formal bid package for bidders to review.

    Step 53

54. Click the Add Attachment button.

    Step 54

55. Click the Browse button.

    Step 55

56. Navigate to the document that will be attached to the CSCR entry.

     

    In this example, we will attach a scope of work for the event.

    Step 56

57. Click the Scope of Work list item.

    Step 57

58. Click the Open button.

    Step 58

59. Click the Upload button.

    Step 59

60. Depending on the size of the attachment, uploading will take several seconds, as shown by the spinning symbol.

    Step 60

61. Once the upload is complete, the file will display in the Attachments section of the page.

    Step 61

62. An Attachment Description can then be added, if desired.

    Step 62

63. Click in the Attachment Description field.

    Step 63

64. Enter the desired information into the Attachment Description field.

     

    Enter "Work to be completed".

    Step 64

65. Use the Display to Bidder checkbox to indicate if the attachment should be accessible to bidders. Otherwise, leave this box unchecked.

    Step 65

66. Click the Display to Bidder option.

    Step 66

67. Use the Include on Award checkbox to indicate if the attachment should be accessible when the event is awarded. Otherwise, leave this box unchecked.

    Step 67

68. Use the Include in Notifications checkbox to indicate if the attachment should be accessible in event notifications. By default, this box is checked.

    Step 68

69. Lastly, use the View button to view the document that you have just uploaded.

    Step 69

70. When finished uploading comments and attachments, use the OK button to return to the main page of the CSCR entry.

    Step 70

71. Click the OK button.

    Step 71

72. Now that the header information and attachment are complete, a line item will need to be entered and bidders can be invited view and bid on the event.

    Step 72

73. Click the Vertical Scrollbar.

    Step 73

74. Click the Line Items link.

    Step 74

75. The Line Items page displays.

     

    This page is used to create line item entries for the event. Use the Line Items section to define the item(s) that will be included with this event.

    Step 75

76. Click in the Description field.

    Step 76

77. Enter the desired information into the Description field. Enter "Reupholster furniture".

    Step 77

78. Click the Look up Category button.

    Step 78

79. Click the Description list.

    Step 79

80. Click the contains list item.

    Step 80

81. Click in the Description field.

    Step 81

82. Enter the desired information into the Description field. Enter "furniture".

    Step 82

83. Click the Look Up button.

    Step 83

84. Click the Vertical Scrollbar.

    Step 84

85. Click the Office furniture lease and maintenance service link.

    Step 85

86. Click in the UOM field.

    Step 86

87. Enter the desired information into the UOM field. Enter "ea".

    Step 87

88. Click the EA object.

    Step 88

89. Click in the Qty field.

    Step 89

90. Enter the desired information into the Qty field. Enter "20".

    Step 90

91. Click in the Start Price field.

    Step 91

92. Enter the desired information into the Start Price field. Enter "1".

    Step 92

93. Click the < Return to Event Overview link.

    Step 93

94. Click the Bidder Invitations link.

    Step 94

95. The Invite Bidders page displays. This page can be used to invite specific bidders to view a solicitation, make a solicitation public, or to create a combination of invitations.

     

    For this scenario, the solicitation will be open to the public.

    Step 95

96. Use the Public Event checkbox to indicate if the solicitation will be accessible to the public. Otherwise, leave this box unchecked.

     

    In this scenario, the solicitation will be public.

     

    Click the Public Event option.

    Step 96

97. A new bidder, Public_Auc, now displays as being invited to the solicitation.

     

    This is to signify that when the event is posted, anyone that logs onto Cal eProcure will be able to search for and view this event.

    Step 97

98. Use the Post to CSCR checkbox to indicate if the solicitation will be posted on FI$Cal CSCR. If selecting the Public Event option, the Post to CSCR option also needs to be checked.

     

    In this scenario, the solicitation will be posted to CSCR, because you are creating a Public Event.

     

    Click the Post To CSCR option.

    Step 98

99. These changes to the event must be saved.

     

    Click the Save Event Changes button.

    Step 99

100. Notice that after saving, the Event ID is updated to an individual number.

     Step 100

101. If you wish to invite specific bidders or suppliers individually, you can use the Search for Bidders link to help identify those which to invite.

      

     Specifically invited bidders/suppliers will receive individual email notifications noting that the event has been posted.

     Step 101

102. Click the Search for Bidders link.

     Step 102

103. The Bidder Search page is displayed with search criteria fields that can be used to filter the search results.

      

     In this scenario, you want to locate companies in your Service Area that are registered as an SB or DVBE and provide the good/service you are requesting.

     Step 103

104. Click the Category button.

     Step 104

105. Selecting a Category will filter the results to only those companies who are registered to supply that specific UNSPSC code.

     Step 105

106. Click the Description list.

     Step 106

107. Click the contains list item.

     Step 107

108. Click in the Description field.

     Step 108

109. Enter the desired information into the Description field.

      

     Enter "furniture".

     Step 109

110. Click the Look Up button.

     Step 110

111. Click the Furniture link.

     Step 111

112. Click the Service Area ID button.

     Step 112

113. Selecting a Service Area will filter the results for only those companies who can do business in that area.

     Step 113

114. Click the Sacramento link.

     Step 114

115. Lastly, select the Small Business and Disabled Veteran Business Enterprise options to further refine the results of your search.

     Step 115

116. Click the Small Business option.

     Step 116

117. Click the Disabled Veteran Business Enterprise option.

     Step 117

118. Click the Search button.

     Step 118

119. Click the Vertical Scrollbar.

     Step 119

120. Click the Horizontal Scrollbar.

     Step 120

121. Click the Invite option for line 4.

     Step 121

122. Click the Horizontal Scrollbar.

     Step 122

123. Click the Vertical Scrollbar.

     Step 123

124. Click the OK button.

     Step 124

125. Notice the selected company is now displayed on the Bidder Invitation List and will be notified via email of this event.

     Step 125

126. Click the Save Event Changes button.

     Step 126

127. After the event changes have been saved, return to the overview page.

      

     Click the < Return to Event Overview link.

     Step 127

128. The Create an Event page is displayed again.

      

     Now that a line item is defined and bidders have been invited to view the event, it is ready to be posted.

     Step 128

129. Click the Vertical Scrollbar.

     Step 129

130. In the Step 5: Post Event section, after all required solicitation information has been entered, you can now post the event.

      

     Click the Post button.

     Step 130

131. A Message window displays. This window provides a warning that the event is about to be sent for approval and will then be posted, limiting the types of edits that can be made to the solicitation.

      

     If more changes need to be made before posting, the Cancel button could be used to return to the Create an Event page.

      

     In this scenario, all edits are complete.

      

     Click the OK button.

     Step 131

132. A Saved bubble displays, notifying the user that the solicitation has been saved and routed for approval.

     Step 132

You have successfully completed the "Creating a CSCR entry" topic.

Key Takeaways:

-A solicitation is called an "event" in FI$Cal CSCR

-Once a solicitation has been created, files have been attached, line items are defined and bidders have been invited, the solicitation can be posted

-The changes that can be made to a solicitation after posting are limited, so FI$Cal asks for confirmation before posting a solicitation

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