Managing a Sourcing Event

A Sourcing Event is the vendor-facing part of a Sourcing Project. The Sourcing Agent can establish the bidding dates and time, as well as compile all information the vendors will need to respond, as guided by a template established by the state. Notification of this Event can then be posted in IPS and interested vendors can follow a URL to respond electronically.

For more detailed step-by-step information regarding this topic in a printable format, see the following job aid.

Open the Job Aid

Creating a Sourcing Event

The Sourcing Event template is found within the 'Documents' tab. Users will navigate to that tab, click on the event template, and edit it to begin the process of managing their Sourcing Event.

Setting Event 'Rules'

The first of four sections to edit and set in a Sourcing Event are the Event ‘Rules.’ Most importantly, the rules section allows the buyer to establish the ‘Timing Rules’ outlining when the bidding starts and stops. Users should always set a 'Fixed time' for their 'Due date.' Many of the fields within the six sub-sections on this page are pre-populated, and it is advised that users leave them as is.

Updating the Sourcing Event Content

The ‘Content’ section of the Event is where the user can share all information about the products or services they wish to receive bids on, and it serves as the framework for vendors to provide a response. The State has created an extensive template in this section, that complements the default 'Solicitation Document' generated on the Sourcing Project, and it is advised that users follow the suggested outline.

Send Solicitation to P&C for Approval

If the solicitation is over agency delegation, it needs to be approved by P&C before publishing. Users will do that via the built-in 'Gain P&C Approval of Sourcing Event' task in 'Phase 04' of the 'Tasks' tab.

Review the Timing Rules and Finalize the Sourcing Event Content

After receiving approval from P&C, users should finalize and PDF their 'Solicitation Document' then return to Section 1 (Rules) of the 'Sourcing Event' to update any dates that may have changed during the approval process, and Section 3 (Content) to attach the final version of the 'Solicitation Document' to subsection 3.1 and make any other necessary updates.

Creating a Supplier Research Posting and Publish on Ariba Discovery

Once the Rules and Content are finalized, users will be ready to go back to the section they previously skipped, Section 2 (Suppliers). In this section, the user will ‘Create a Supplier Research Posting.’ When all required information has been added to this section, the user will click the yellow ‘Publish on Ariba Discovery’ button at the bottom of the page. Once the Sourcing Event is later published, a URL will be available, and the user can copy and paste that URL in the ‘NCEP URL’ field within the IPS posting. Vendors wishing to respond to the solicitation will then follow that URL and respond within this Sourcing Event.

Additionally, this information, when published on ‘Ariba Discovery,’ will reach an audience of prospective bidders who may not currently be registered in IPS, thus expanding the pool of potential bidders.

Summary Section and Publishing the Event

When section 2 is completed, the user can return to the fourth and final ‘Summary’ section. This contains the summary of the first three sections and allows the user to review and edit before clicking ‘Publish’ to finalize the Event.

Managing a Published Event and Responding to Vendor Questions

Once the Event has been published, Phase 4 of the Sourcing Project will automatically be recorded as complete as noted by a checkmark. The first task in Phase 5 is to ‘Post Sourcing Event Summary and Link to Sourcing Event on IPS.’ Posting the link within IPS will give vendors interested in responding the ability to access the Event via their Ariba Network accounts and a path to an electronic response.

During the Event, if responders have any questions, they will submit them via the Event message board, and if necessary, the user can address those questions by posting an ‘Addendum’ in the Event before responders submit their final bids.

Editing the Timing on a Published Event

Sourcing Agents have the ability to change the timing on a published Event if necessary. When doing so, users must make the change in three places:

Extend Timing via 'Actions' button in Sourcing Event
Extend Timing on 'Discovery Suppliers' Tab
Post Timing Extension Addendum in IPS

Reviewing Responses and Requesting Clarification or a BAFO

When the Event reaches the response due date, the event status becomes ‘Pending Selection.’ At this point the user can begin to open the ‘Envelopes’ to review the responses.

Reviewing Responses and Requesting Clarification of a BAFO

Awarding the Solicitation

After all information has been received and considered, the user can develop an ‘Award Recommendation Memo’ and post the final Bid Tabulation and Award Notification on IPS. If the solicitation was previously approved by P&C, the ‘Award Recommendation Memo’ will also need to gain P&C approval before the solicitation can be officially awarded to a supplier. This is done via the built-in ‘Gain P&C Approval of Award Recommendation Memo’ task in ‘Phase 06’ of the ‘Tasks’ tab.