iSupplier User Guide R12 - City of Miami

1 1 iSupplier user Guide How to register with the City of Miami as a Supplier Introduction The City of Miami upgraded its purchasing system by implementing new software called Oracle . This user 's Guide is intended to provide quick and basic instructions for interested vendors/suppliers on how to register with the City of Miami to receive electronic notifications of quotes, bids, and proposals. Registering in the iSupplier System 1. Go to the following website address: 2. Select iSupplier INFORMATION and then Supplier Registration . 2 3. Enter all of your company s information as requested on the page. a. Make sure to fill out a W-9 form and fax it to the number shown.

2 4. When finished, click Continue to add your company s addresses, contacts and to select the Products and Services ( Commodity Codes ) applicable to your line of business. 3 Address Book You must add your company s purchasing and Payment addresses to your profile. This step is mandatory in order for your company to receive check payments from the City of Miami Finance Department. 1. Click on Create under the Address Book heading. 2. Complete all the necessary fields. For Address Name, please enter the City where the company is located. 3. Please only select either purchasing , Payment, or both. Unmark the box entitled RFQ.

3 Click Apply. Contact Directory You must add at least one contact person to your company s profile. 1. Click on Create under the Contact Directory heading. 2. Complete all the necessary fields. Click Apply. 4 Products/Services You must select the Products and/or Services ( Commodity Codes ) that your company can provide to the City. This step is mandatory in order for your company to receive automatic email notifications of future bidding opportunities from the City of Miami purchasing Department. 1. Click on Create. 2. Click the Search for Specific Products and Services button. (Please note that using the Browse all Products and Services option will limit your search and may not capture all of your products or services).

4 3. In the Description box under the Search criteria, do a wild card search using a one-word description of your product or service and click on Go. For example, if you sell paint products, enter %paint% . 4. On the far right, select all the commodities that apply to your business. When finished, click Apply on the bottom of the screen. 5. A message will appear stating that the following commodities have been added to your profile. 6. Click on Products and Services to continue adding products and/or services. When finished, click on Register. You will receive an email from the iMiami system with your username and temporary password. Oracle Supplier Network (OSN) You are invited to join Oracle Supplier Network (OSN).

5 OSN is a free online service where a growing number of suppliers and buyers trade and maintain important trading partner relationships. With OSN organizations can accelerate supplier enablement, automate electronic document exchange and reduce costs. Interested in finding out more about OSN? Please visit: To register on OSN, please create an account at Once you register, you can: 1. Find your trading partners and add them to your network. 2. Invite users from your company to OSN and assign them responsibilities 3. Configure electronic document transactions supported by your organization For additional steps, refer to the FAQ section on OSN.

6 If you need additional assistance or have any questions, feel free to contact our purchasing Department at 305-416-1922 5 APPENDIX A How to ADD/REMOVE Products and Services (Commodity Codes) to/from your Supplier Profile 1. Go to 2. Select iSupplier Information. 6 3. Select iSupplier Login (two options). 4. Put in your Username and Password. 7 5. Click on iSupplier Portal 6. On the top left, click on the tab labeled Admin . On this screen you will be able to update your Address Book, Contact Directory, Business Classification, and add your Products and Services. 8 7. Select Products and Services 8. Click on the Add button. If removing, click on the product/service and click on Remove 9.

7 Click the Search for Specific Products and Services button. (Please note that using the Browse all Products and Services option will limit your search and may not capture all of your products or services). 10. In the Description box under the Search criteria, do a wild card search using a one-word description of your product or service and hit Go. For example, if you sell paint products, enter %paint% 11. On the far right, select all the commodities that apply to your business. When finished, click Apply on the bottom of the screen. 12. A message will appear stating that the following commodities have been added to your profile. 13. Click on Products and Services to continue adding products and/or services.

8 9 APPENDIX B How to access & respond to bids/quotes from the Oracle Sourcing System 1. Go to 2. Go to iSupplier Information. Please note that you may click on Current Solicitationfor a listing of all bids/quotes, however, you MUST login with your Username anPassword if you wish you view or quote on any bid. 3. Click on iSupplier Login. 4. Put in your Username and Password. 5. Choose Sourcing Supplier, then click Sourcing, and then click Sourcing Home You are now at the Search Open Negotiations page. Click on the drop down arrow, change Title to Number, enter the bid/quote number in the box and click Once the bid shows on the bottom table, click on the underlined solicitation In the Actions drop down menu (to the top, right), click on the drop down arrow.

9 9. To view the solicitation document click Printable View . The solicitation document will open in PDF format. 10. If you are ready to submit a quote electronically, select the Create Quote option in the Actions drop down menu. 11. Accept the Terms and Conditions. 12. In Header tab, the Requirements section must be filled out by utilizing the Quote Value boxes. 13. To enter your quote price(s), click on the Lines tab. 14. Click on the pencil icon next to each line item and then enter the required information. When finished, click on Apply. Repeat this step for all line items. 15. When completely done click on Continue until the end where you will receive a Quote #.

10 For bids related to major construction, please visit the Department of Capital Improvements (CIP) s website at or contact them at (305) 416-1280 for more information. For public works related bids, please visit their website at or contact them at (305) 416-1200. 10 APPENDIX C How to retrieve your Username and Password If you forget your Username and Password, you may do the following: 1. Go to 2. Go to iSupplier Information. 3. Click on iSupplier Login. 4. Click on Login Assistance . 5. Type in the requested information and select the corresponding command.