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Searching for an Event Solicitation


In this topic you learn about the different search fields that are available to help you find an event or solicitation that you might wish to bid on. After completing this topic, you should be able to:

- Use the Basic and Advanced search criteria to locate events and solicitations of interest

Note: You do not have to be logged in to the Supplier Portal in order to search for events. If you wish to accept an event, or place a bid, you do need to be logged in. Also, if you wish to use the See all of my events link to access the search criteria page, you will need to be logged in to the Supplier Portal. This training assumes you are already logged in.

Steps:

  1. In order to search for events and solicitations, you have to access the View Events and Place Bids page. You can do this by following the Main Menu navigation or by clicking the link called See all of my events. This link is on the Supplier Portal homepage, at the upper right, in the Sell Events area, in the Events section, below the list of event names. This training follows the menu navigation access. Click the Manage Events and Place Bids link in the menu section at the upper left of the Supplier Portal homepage, below the search box.

  2. Clicking the Manage Events and Place Bids link from the Supplier Portal homepage opens the Manage Events and Place bids menu page. This page may have several links to subpages. Find and click the link called View Events and Place Bids.

  3. Clicking the View Events and Place Bids link opens the View Events and Place Bids page, which includes a Search Criteria section at the top and below that a Search Results section.

    At the top right of the page is a welcome message that identifies the vendor name and the user who is signed on. Below that is the Search Criteria section. Here you can enter various criteria to try to narrow your search for events and solicitations.

    At the top of the Search Criteria section is a field called Use Saved Search. This field is a dropdown list that contains any previous searches that you have saved by clicking the Save Search Criteria link further down the page. This link will be identified at the point it appears on the page. If you have any previous saved searches, you can click the dropdown list and load those values into the search criteria fields below. You can change any of the values you wish before running the search.

    Below the Use Saved Search field are the Basic Search Criteria fields. The basic search criteria include the following fields:

    Event ID: This is the Minnesota State ID assigned to the event. It consists of two parts. The first part represents the Agency ID within the State. The second part of the Event ID is the unique code for the event.
    Event Name: This is the text name of the event
    Event Type: This is a dropdown list with two options, Auction and RFx. The Auction type will not be used in Minnesota at this time.
    Event Status: This is a dropdown list that enables you to limit the search by the status of the event. The Event Status could be: Awarded, Cancelled, Not Awarded, Pending Award, or Ported. You can leave this field blank to search all statuses.
    Agency Description: This is the 5 character alpha-numeric code for the State agency sponsoring the bid. There is a lookup option to help you find the correct code if you want to limit your search by agency. You can also type in the code if you know it, or leave it blank for all agencies.
    Buyer: This field allows you to search for events by a specific buyer within the State. There is a lookup option for this field as well.
    Procurement Type: This is a dropdown list of procurement types. There are several valid values, however, only the Goods and other services option is used in Minnesota at this time.
    Estimated Price: This field allows you to search for events with a total expected price within a selected range. There is a lookup option to help you find a valid range.

    To the right of these search criteria is a field called Results Should Include: which has three checkboxes below it: Sell Event, Purchase Event, and Request for Information. Use these checkboxes to limit the kind of event or solicitation you are interested in. By default all three boxes are checked. Uncheck a box to remove that kind of event from the search results.

    Below the basic search criteria is a checkbox called Include Declined Invitations?. By default this box is unchecked.

    Below the Include Declined Invitations? checkbox are two buttons called Search and Clear Criteria. Click the Clear Criteria button to clear the fields above and start over entering search criteria. Click the Search button to search for events and solicitations using the criteria entered.

    Below the buttons are three links. The first is Manage Saved Searches. Click this link to open a page listing existing saved searches where you can delete any that you no longer need. The second link is the Save Search Criteria link that was referenced above with regard to the Use Saved Search field. Click this link to save the existing search criteria. You will need to give your saved search a name that will appear in the dropdown list for that field as well as on the Manage Saved Searches page. The third link is called Advanced Search Criteria. Click this link to open new fields that are considered advanced search criteria. These fields are described in the next paragraph.

    Clicking the Advanced Search Criteria link opens several new fields below the Include Declined Invitations checkbox. The first row is for the Start Date of the Event, with a From: field and a Through: field. Below these fields are the exact same fields but for the End Date. The End Date From: field will be automatically populated with the current date. If you are searching for events with an end date prior to the current date, you must clear this field before searching. This is true even if you are not using any of the other Advanced Search Criteria.

    Below the Date fields is another Advanced Search Criteria field called Item Description. This is a text box where you can enter the description of an item to search for events associated with that item. Below the Item Description field is a section called Categories. Here you can enter an item category and search for events featuring items in that category. The two columns in the Categories section are Category and Description. Enter the category code or use the lookup to find a valid code. The system will supply the category description. To the right of this section are two buttons, Add Additional Category and Remove Selected Category. Click the Add Additional Category to open a new row in the Categories section and enter another category code to include in your search. If you need to remove a category code that was already entered, first click the checkbox at the far left of the row containing the category you wish to delete, and then click the Remove Selected Category button.

    Once you have entered all of the search criteria, click the Search button to initiate the search.

  4. The Search Results are displayed in the Search Results section below the Search Criteria section. The Search Results section includes the following columns: Event ID, Event Name, Format, Type, End Datetime, Status, and Agency Description. The Status column will show whether you have Accepted or Declined an event, or placed a bid. Otherwise it will be blank. You may need to click the scrollbar to view the entire Search Results section.

  5. You have now completed the steps to search for an event or solicitation. Other topics in this lesson describe the steps to accept an event invitation or to place a bid on an event.

In this topic you learned about the different search fields that are available to help you find an event or solicitation that you might wish to bid on. Having completing this topic, you should now be able to:

- Use the Basic and Advanced search criteria to locate events and solicitations of interest

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