FI$Cal for Bidders and Suppliers

Purpose: Provide an overview of Cal eProcure for Bidders and Suppliers.

Roles: Bidder, Supplier, eSupplier

Steps:

1. FI$Cal for Bidders and Suppliers

   Wave 2 End-User Training

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   Step 1

2. Course Introduction

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3. The purpose of the FI$Cal for Bidders and Suppliers course is to explain the functionality related to Bidders and Suppliers in FI$Cal.

   After completing this course, you will be able to:

   Explain the Vendor Management File

   Understand that Cal eProcure replaces BidSync

   Describe the Bidder Registration processes in Cal eProcure

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4. Topic 1 : Understanding the Vendor Management File

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5. Cal eProcure Key Terms:

   Cal eProcure - The State’s new online supplier portal providing access to State procurement and contracting resources. This portal replaces BidSync.

   Bidder - An entity that has registered in Cal eProcure to receive notifications and submit bids online, maintain their information, and apply for certifications.

   Supplier - An entity that is actively doing business with the State, or otherwise receiving payments from the State. In Cal eProcure, Supplier is an alternate term for “Vendor.”

   eSupplier - An entity that has both registered in Cal eProcure, and is actively doing business with the State. Once a Bidder is awarded a contract or purchase order, they are then categorized as an eSupplier in FI$Cal.

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6. Vendor Management File

   FI$Cal departments will utilize one master list of all Supplier information, called the Vendor Management File (VMF).

   For a Supplier to have a record in the VMF, a Supplier must have submitted a STD 204 to FI$Cal and been awarded a contract or purchase order from a department that is transacting in FI$Cal.

   The Tax Identification Number (TIN) and FI$Cal Vendor/Supplier ID are the unique identifiers for each Supplier in the VMF.

   Any SB/DVBE certification information will be associated with each unique Supplier record

   The FI$Cal Service Center (FSC) is the point of contact for all issues relating to the VMF.

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7. Topic 2: Introduction to Cal eProcure

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8. What is Cal eProcure?

   Cal eProcure is California’s source of public procurement information.

   Cal eProcure replaces BidSync as California’s Online Marketplace.

   Bidders use Cal eProcure to apply for Small Business / Disabled Veteran Business Enterprise certifications.

   Cal eProcure provides access to the California State Contracts Register (CSCR).

   Bidders access Cal eProcure in order to sell to the State.

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9. What Can I do in Cal e Procure?

   Public will be able to:

   Search for State purchases and contracts, Leveraged Procurement Agreements (LPAs) and Certified SB/DVBEs

   Registered Vendors will be able to:

   Apply for and renew certifications

   Register and maintain your profile

   Search for bid opportunities

   Receive notification of bidding opportunities

   View and bid electronically

   Track life cycle of agreements, including receipts, invoices and payments

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10. What is not changing due to Cal eProcure?

    State procurement policies, statutes, and regulations still apply.

    Bidders must still submit all State required documentation with their bid responses.

    The bidding requirements for doing business with the State remains the same.

    The State will continue to accept paper bids from Bidders and Suppliers.

    Suppliers are not required to register as Bidders and submit electronic bid responses.

    The Department of General Services and the Department of Technology continue to serve as control agencies for procurement for the State of California.

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11. Topic 3: Bidder Registration Process

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12. Bidder/eSupplier Registration

    Bidder registration is completed by the individual/business using the Cal eProcure website

    This process requires information such as company addresses and contact information, as well as a valid Tax Identification Number (TIN)

    During Bidder registration, Cal eProcure will validate your TIN against all existing Supplier records. If a Supplier record already exists for your TIN, you will be given instructions to complete the eSupplier registration process.

    Bidder Registration can be completed solely by the business, and does not require any input or assistance from a State department

    Additional training material exists to support the Bidder Registration process

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13. Benefits of Registering

    Registering in Cal eProcure allows Bidders/eSuppliers to:

    Apply for and/or renew SB/DVBE certifications

    Provide specific criteria that will generate notifications about State solicitation events

    Accept invitations to bid on solicitation events

    Submit electronic bid responses

    Maintain profile information

    The following benefits are only available to eSuppliers:

    Ability to view their purchase documents issued by the State

    Track the life cycles of agreements such as receipts, invoices & payments

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14. Course Summary

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15. Course Summary

    After completing this topic, you are now able to:

    Understand that Cal eProcure is replacing BidSync.

    Understand that the State will use the VMF as a master record of all supplier information.

    Recognize the key activities taking place within Cal eProcure.

    Describe the process and benefits of registering as a Bidder or eSupplier.

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    Step 15

You have successfully completed the "FI$Cal for Bidders and Suppliers" topic.

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