Instructions for the Use of the Requirements Sheet

Revised 07/21/11 SPD-SP059a

Instructions for the Use of the Requirements Sheet - 2003 Version

Enable the Content:

1. Open Microsoft Excel 2003.

2. Click on Tools and then, click on Macros from the drop-down list.

3. Click on Security.

4. Set the Security to Medium.

5. Open the Requirements-2003.xls Excel file.

6. Click on Enable Macros.

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Run The Macro to Create the Mandatory, Mandatory Scored, and

Additional Scored Spreadsheets:

1. Click on Tools.

2. Click on the button called

Create Spreadsheets.

Clicking this button creates three spreadsheets:

 Mandatory Spreadsheet

 Mandatory Scored Spreadsheet

 Additional Scored Spreadsheet

You attach these spreadsheets to your RFP Template (SPD-SP016 State Entity

eRFP Template) when you post it.

3. Once the Macro has created the spreadsheets, a message similar to this one

displays indicating the location where the three spreadsheets are saved (the

spreadsheets are saved on the same location where the Requirements-Sheet-

2003 is located).

Click to

create the

spreadsheets

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4. Once you create the spreadsheets, you need to refine and protect them. Follow

the steps in the next section.

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Adding Yes/No Selections to the Mandatory Spreadsheet to Allow a

Response from the Suppliers

Once you create the spreadsheets, you need to protect them and refine

them. Follow these steps:

Mandatory Spreadsheet:

1. Access Microsoft Excel.

2. Open the Mandatory.xls spreadsheet.

Adding Yes/No selections for the Suppliers to respond:

1. To add a drop-down Yes/No selection to allow the suppliers to respond to the

Mandatory requirements, click on the cell (or one of the cells) where you

want to add the Yes/No selection. In this case, you want to click the first cell

where the suppliers provide a response to the requirement in the

Response

by Offeror. Only Yes or No Answer

column (row 8 and column c, in this

example).

2. Once you have clicked on the cell where you want to place the Yes/No

selections, click on

Data on the Excel Main Menu Bar to list the selections

available.

Select the cell where

you want to place the

Yes/No selection

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3. Highlight the first cell where the Suppliers will respond with a Yes or a No. Then, click on the

Data tab. Then, click on Validation.

4. When the Da

10.

11.

12.

3. Select Validation from the list of selections on the drop down menu.

4. When the Validation dialog box displays, drop the list in the Allow field and

select

List.

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5. After selecting List in the Allow field, enter Yes, No in the Source field and

click

OK.

6. At this point, the selected cell now has a selection to enter Yes or No.

Highlight the cell to copy to the rest of the cells in that column.

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7. To copy, select the cell you want to copy (row 8 and column c, in this

example). Then, click on the Copy icon or click on Edit and then, select Copy

from the drop-down list. Then, highlight the rest of the cells where the

supplier responds with a Yes or No and paste it until all appropriate cells

have the drop-down list.

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8. Then, highlight the rest of the cells where you want the Yes/No selection to

be copied and click on

Edit, then on Paste to copy the original cell.

Click on the

cell you want

to copy

Then, click on

Edit and then,

on Copy

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9. Repeat step 8 for the rest of the cells where you want to copy.

Protecting the worksheet

Once you have setup the cells the way you need them, you are ready to

protect the worksheet. Protecting the worksheet will ensure that the

suppliers do not change the configuration or the contents of your worksheet.

1. Highlight the cells (column) where the supplier will respond Yes/No.

Then, click on the Format tab and select Cells… from the drop-down list.

Highlight the

cells where

you want to

copy

Then, click on

Edit and then,

Paste

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2. Click on the Protection tab. Then, ensure that the Locked field is

deselected. Then click

OK.

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3. Click on the Tools tab and select Protection… from the drop-down list.

Then, select

Protect Sheet.

4. When the Protect Sheet dialog box displays, ensure that Protect

worksheet and content of locked cells, Select Locked cells, and Select

unlocked cells are selected. Then, enter a password that you will be able

to remember and click

OK.

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5. Reenter the same password. Then, click OK to protect your worksheet.

6. Save the Worksheet.

Preparing the Mandatory and Additional Scored Worksheets:

1. For the Mandatory Scored and the Additional Scored worksheets, ensure

that they print correctly. To do this:

a. Click on File.

b. Select Page Set Up…

c. Select Landscape.

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2. Protect the worksheets as you did with the Mandatory worksheet. To do

this repeat steps 1 through 6 as indicated in the previous section for the

Mandatory Scored and Additional Scored worksheets. Ensure that all your

worksheets are protected before you post them.

When Ready to Create the Evaluation Forms

Once you are ready to create the evaluation form (SPD-EP005 Master Technical

Evaluation Template form) to send to the Evaluation Committee for evaluation of

the RFP technical requirements, you need to obtain information (questions, and

points assigned) from the RFP requirements worksheet (form SPD-057

Requirements Sheet for RFP or Scored RFQC).

Using the

Assist with The evaluation Worksheets button, located on the top

right of the SPD-057 Requirements Sheet for RFP or Scored RFQC form you just

completed. This button allows you to obtain the information you need to complete

the SPD-EP005 Master Technical Evaluation Template form.

1. Click on the button called

Assist with Evaluation Spreadsheets.

2. The following worksheets are saved on the same folder as the one where the

RFP/RFQC Requirements worksheet is located:

 A worksheet with the information you need to enter in the SPD-EP005

Master Technical Evaluation Template form for the Mandatory Scored

questions (questions and points assigned to each question).

Click to

create the

spreadsheets

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 A worksheet with the information you need to enter in the SPD-EP005

Master Technical Evaluation Template form for the Additional Scored

questions (questions and points assigned to each question).

The following are sample worksheets:

 Mandatory scored and points assigned worksheet.

 Additional Scored questions (questions and points assigned to each

question.

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You use these worksheets to create the Master Technical Evaluation

Template form by either entering the information (or copying it to) onto

the evaluation form.