CORE to ColoradoVSS Field Cross-Reference
Process
The following cross-reference demonstrates how all information entered for a Solicitation in CORE corresponds to fields displayed in ColoradoVSS.
VSS Solicitation General Information
Solicitation is the Solicitation Transaction ID from the CORE Solicitation. The Transaction Description from the Solicitation Header in CORE is displayed next to the ID in VSS.
Best Practice is for Buyers to update the Transaction Description that gets copied forward from the RQS on the Solicitation so that it is useful to VSS vendors. (Note – Updating the Transaction Description on the Solicitation transaction does not update the Procurement Folder Description on PRCUID in CORE).
Agency is the Department Code Name associated with the Solicitation created in CORE.
Category is the Solicitation Category from the Solicitation Header in CORE. (Note - The Solicitation Category field is optional in CORE, but best practice is for Buyers to populate it to facilitate vendor searches in VSS.)
Buyer Information is for the Buyer assigned to the Solicitation in CORE.
The Respond Online button will be active for all registered VSS vendors while the Solicitation is in Open Status and if the Prohibit Online Responses flag is not checked on the Solicitation in CORE. The Respond Online button will be active for only VSS vendors on the Vendor List while the Solicitation is open if the Vendor List Restricted Responses flag is checked and the Prohibit Online Responses flag is not checked on the Solicitation Header in CORE. (Flags default to “unchecked”.)
The Print for Mailing button will be active while the Solicitation is Open if a Bid Receiving Location is selected on the Solicitation Header in CORE. A Bid Receiving Location is required if the Prohibit Online Responses flag is checked on the solicitation in CORE.
Vendors will receive automatic email notifications if the Create Vendor Notification flag is checked on the Solicitation Publishing tab in CORE. (Flag is defaulted to “checked”.)
If no Vendor List is added to a Solicitation in CORE then all VSS vendors registered for the commodity codes on the Commodity Email Push tab will receive email notifications. If a Vendor List is added to a Solicitation in CORE then only vendors on the Vendor List will receive email notifications.
VSS Commodity Lines tab
● If Extended Description is populated by the Buyer for a commodity line on the Solicitation in CORE, then the text will appear in the left hand commodity Description column in VSS. If the Extended Description is left blank by the Buyer for a commodity line on the Solicitation in CORE, then the generic commodity Name text for the Commodity Code will be inferred as the commodity Description in VSS instead. (Note - the CL Description from the Solicitation in CORE is NOT displayed in VSS. Buyers can copy/paste the CL Description into the Extended Description if desired).
● Best Practice is for Buyers to populate the Extended Description field on each Solicitation commodity line with specific details for vendors.
● The Commodity details that get displayed in VSS are controlled by 4 flags on the Solicitation Publishing tab in CORE - Commodity Description, Item Shipping, Item Specifications (Handling), and Item Specifications (Details). (All flags default to “checked”).
● Commodity Specs and Shipping/Billing details are only displayed in the VSS for Items line types.
VSS Solicitation Attachments tab
● VSS displays all Standard attachments from the Solicitation in CORE if the Transaction Attachments and Commodity Attachments flags are checked on the Solicitation Publishing tab in CORE (Both flags default to checked).
VSS Solicitation Additional Information tab
● The Additional Information field on the Solicitation Header in CORE allows 1500 characters. If additional text is needed, Buyers should add an attachment to the Solicitation in CORE.
● Best Practice is for Buyers to use the Additional Information field to explain any attachments and amendments to vendors.
VSS Solicitation Terms tab
● VSS displays the Terms and Conditions from the Solicitation if the Terms and Conditions flag is checked on the Solicitation Publishing tab in CORE (Flag defaults to checked).
● If there are Commodity T&Cs on the Solicitation, VSS will also display those in the Commodity Terms and Conditions flag is checked on the Solicitation Publishing tab in CORE (Flag defaults to checked).
VSS Solicitation Evaluation Criteria tab
● VSS displays the Evaluation Criteria from the Solicitation if the Evaluation Criteria flag is checked on the Solicitation Publishing tab in CORE. (Flag defaults to “checked”.)
● Evaluation Criteria points are only displayed in VSS if the Evaluation Criteria (Points) flag is checked on the Solicitation Publishing tab in CORE. (Flag defaults to “unchecked”.)
VSS Solicitation Events tab
● VSS displays the Schedule of Events from the Solicitation if the Schedule of Events flag is checked on the Solicitation Publishing tab in CORE (Flag defaults to checked). Include the “time” of the Event in the Event field in CORE - it will be displayed in the “Event” column within Schedule of Events in VSS.
VSS Solicitation Q & A List tab
● The Add a Question button on the Q&A List will be active for an Open Solicitation in VSS until the Max Days Before Closing for Questions set on Procurement Transaction Control (PRDOC) for the Solicitation Transaction Code in CORE has been reached.
● The Buyer assigned to the Solicitation will receive an automatic email notification when a new vendor question is added in VSS.
● State Policy is for Buyers to consolidate vendor questions and answer them in a single transaction and modify the Solicitation transaction, attach the transaction and update the Additional Information field. Buyers will not enter answers on SOQA.
VSS Solicitation Amendment History tab
● When a Solicitation is modified in CORE, the Amendment History (AMHIST) page is automatically updated with the technical details of each change. This information is also displayed in VSS if the Amendment History flag is checked on the Solicitation Publishing tab in Advantage. (Flag defaults to “checked”.)
● If no Vendor List is added to a Solicitation in CORE then all vendors registered for the commodity codes on the Commodity Email Push tab plus any other vendors who have already submitted an online Solicitation Response in VSS will receive amendment notifications.
● If an unrestricted Vendor List is added to a Solicitation in CORE then vendors on the Vendor List plus any other vendors who have already submitted an online Solicitation Response in VSS will receive amendment notifications.
● If a restricted Vendor List is added to a Solicitation in CORE then only vendors on the Vendor List will receive amendment notifications.
VSS Notice of Intent/Notice of Award tabs
● Notice of Intent to Award details are displayed in VSS when the Award transaction(s) generated from the EV Header for the Solicitation are in Draft or Pending phase and the Post the Intent to Award Notification to the Web flag is checked on PRDOC for the Solicitation transaction code.
● Notice of Award details are displayed in VSS when the Award transaction(s) generated from the EV Header for the Solicitation are in Final phase and the Post the Award Notification to the Web flag is checked on PRDOC for the Solicitation transaction code.
