MyFloridaMarketPlace Vendor Portal: Simplified e-procurement system for state agency buyers and vendors

1. MyFloridaMarketPlace MyFloridaMarketPlace / Vendor VIP Overview August 3, 2010 TACNIGP

2. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 2

3. MFMP Overview MFMP Overview • MyFloridaMarketPlace (MFMP) is the State of Florida’s online e-procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis. • MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors. • Excellence in IT Leadership Award from IT Florida • Excellence in Public Service Leadership from IT Florida • Honorable Mention given by the National Institute of Governmental Purchasing • Achievement for Excellence in Procurement (2004, 2005, 2006, 2007, 2008, 2009, 2010) • ComputerWorld Laureate 2008

4. MFMP Overview MFMP Overview MFMP Vendor Benefits • Equal access for disabled-veteran, women- and minority-owned businesses • Electronic Invoicing (eInvoicing) • One-stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code • 24/7 access to more bid opportunities and information • Vendor Bid System (VBS) • Sourcing • eQuote • Improved quality and accuracy of interactions with the state • Customer service support available to provide real time assistance • Green catalog and product listing options

5. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 5

6. VIP- A New Look and Feel for Vendors Vendor Information Portal (VIP) • Vendor login page • Summary information on the account landing page

7. Information Views and Navigation VIP: Information views and navigation • Drop down options are available for vendors to easily navigate to various areas in the system. • ‘Just in time’ help is located throughout the system!

8. Commodity Code Search Commodity Code Search • Vendors can enter keywords to conduct searches for applicable commodity codes. • Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue.’ • Vendors then add these commodity codes to their account.

9. Commodity Code Search in VIP Commodity Code Search • Vendors can search/add/update commodity codes within VIP. • While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes. • Registration for commodity codes facilitates vendor notifications of available bid opportunities.

10. What is VIP? Commodity Code Resources • Having trouble selecting codes in VIP? • Commodity code training aid and searchable Excel document http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_tools • State Purchasing commodity code catalog http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/commodity_contractual_services_catalog

11. Simplified Fee Reporting Simplified Fee Reporting • Returning vendors can log into their account and access their ‘Vendor Summary’ page. • Navigating to the ‘Billing and Collections’ area provides vendors with a view of: • Bill-To contact information • Self-reporting summary (of last three reports) • Consolidated billing invoice (CBI) snapshot (of last three months)

12. Simplified Fee Reporting Simplified Fee Reporting • This provides details of a vendor’s transaction fee reporting and payment account. • Vendors can quickly navigate to: • Submit a report • View Company Summary • View Full CBI History • View Self-Reporting History

13. Simplified Fee Reporting Simplified Fee Reporting • Non- STC vendors may have additional fees to report that were not included as part of a CBI; State term contract (STC) vendors are required to provide monthly reports for payments received. • To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add.’ • Pages are simplified with a single field to be completed for fee-eligible payments. • Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated.

14. Simplified Fee Reporting Simplified Fee Reporting • Automated calculation displays the resulting transaction fees due. • The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment.

15. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 15

16. Vendor Registration Vendor Registration Importance of Keeping Accounts Up-to-Date • MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors. • Facilitates timely payment • Facilitates timely delivery of purchase orders (PO) • MFMP allows vendors to update account information at their convenience. • https://vendor.MyFloridaMarketPlace.com Page - 16

17. Registration Example MFMP uses vendor information to communicate opportunities and information to vendors. Example #1: Outdated Vendor Information If the Remit-To address is not updated in the vendor VIP account: Payments from Buyer customers (state agencies) could be mailed to the incorrect location Possible delayed delivery or even undeliverable POs Registration Example Page - 17

18. Registration Example Example #2: Outdated Vendor Information When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen: Missed quotes or solicitation opportunities Receive quotes or solicitations for goods / services no longer provided Remember: MFMP enables vendors to update account information at their convenience all day, everyday! https://vendor.MyFloridaMarketPlace.com Registration Example Page - 18

19. Automated Vendor Password Reset Automated Password Reset • Vendors can reset their vendor registration password. • Access the MFMP VIP website • Click the ‘I forgot my password’ link

20. Automated Vendor Password Reset Automated Password Reset • The system then asks for a username or tax ID, followed by a contact e-mail address listed on the vendor registration account. • An e-mail is then sent to that specific e-mail address to verify and complete the updated VIP username / password. • Upon verification of the updated vendor password, the password is automatically reset.

21. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 21

22. Agenda VPT displays vendor’s feedback and assists buyers in making purchasing decisions. An agency buyer will be requested to complete a survey once a payment processed through MFMP is paid. Scoring includes four criteria:   Performance to Specifications Delivery Invoicing Customer Service Vendor Performance Tracking (VPT) Page - 22

23. Agenda • 3.57 • 3.56 • 3.61 • 7637 • 8288 • 3.55 • 3.56 Vendor Performance Tracking (VPT) • In VIP, vendors view: • Rating Summary • Rating Detail • Rating Scale • Agency customers use this scale when answering survey questions about the vendor’s performance. Page - 23

24. Agenda Vendor Performance Tracking (VPT) • VPT information for both buyers and vendors is posted online • http://dms.myflorida.com/business_operations/state_purchasing/vendor_information/vendor_performance_tracking_vpt Page - 24

25. Agenda Vendor Performance Tracking (VPT) • VPT feedback is posted monthly on the State Purchasing website • Take into consideration the number of responses for each vendor Page - 25

26. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 26

27. Solicitations What are Solicitations? The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms. eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $35,000. https://equote.MyFloridaMarketPlace.com Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $35,000. https://sourcing.MyFloridaMarketPlace.com/sourcing/ Vendor Bid System (VBS) is the tool used by all agencies to post upcoming competitive solicitations, single source, public meeting notices and agency decisions. VBS is also used by vendors to receive notices view and search information. http://vbs.dms.state.fl.us/vbs/notification_new.selection Solicitations Page - 27

28. Vendor Registration Vendor Registration MFMP Helpful Hint: Consider using an e-mail calendar to set up reminders for updating and checking your MFMP account information. MFMP Helpful Hint: There are no annual or direct fees associated with registering for any of these MFMP tools. Page - 28

29. eQuote How does eQuote work? eQuote is used for informal procurement events (<$35,000) that do not require a competitive solicitation and converts awarded quotes to a PO within MFMP. https://equote.myfloridamarketplace.com Step 1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from. Step 2: MFMP notifies selected vendors via e-mail, and delivers the eQuote directly to each vendor's eQuote inbox. Step 3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer. Step 4: The buying agency selects a vendor and issues a PO. eQuote Page - 29

30. eQuote eQuote Main Account Page • https://equote.MyFloridaMarketPlace.com • Below is a screenshot of the eQuote main screen. • Click on the user at the bottom to edit the contact information or add additional users to the account. • Click on WORK at the top of the screen to view any pending eQuotes. Page - 30

31. Sourcing MFMP Sourcing Ariba Sourcing is the state’s online competitive bidding tool. Used to collect bids / responses for formal solicitations (>$35,000) DMS is the only agency utilizing the Sourcing tool Enables the review and electronic submittal of responses / bids Notification of / invitation to solicitations is based on the commodity codes selected in your VIP account. You must also elect to receive solicitations in your VIP account. Sourcing Page - 31

32. Sourcing Sourcing • https://sourcing.MyFloridaMarketPlace.com • The username "publicuser" grants access to view all State of Florida active, competitive bidding events. • Enter the username "publicuser" and password "publicuser" to enter the system. • Note: “publicuser” does not enable a vendor to bid • If a vendor locates a sourcing event they would like to participate in, but is missing the applicable commodity code, the vendor can add the commodity code to their VIP account. • After adding the commodity code, the vendor should contact the MFMP customer service desk (CSD) to be added to the event.

33. Solicitations Sourcing Enter your Sourcing account username and password Page - 33

34. Solicitations Sourcing Select the agency that is responsible for the Solicitation from the list Page - 34

35. Vendor Bid System (VBS) Vendor Bid System (VBS) VBS is an online posting site and is used by state agencies to publically post competitive solicitations (i.e. ITB,ITN, RFPs, etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically. http://vbs.dms.state.fl.us/vbs/notification_new.selection Vendor Bid System (VBS) Page - 35

36. VBS Benefits • Why should vendors use VBS? • Agencies are required by Rule 60A-1.021, Florida Administrative Code (F.A.C.), to post all bids for public view in VBS. • State of Florida guarantees the validity of all bids posted in VBS. • MFMP vendors receive automatic notification of new bids posted in VBS. • Based on commodity codes • VBS is one of three bidding tools available to MFMP vendors at no charge. • eQuote tool • Sourcing tool

37. VBS VBS VBS Main Page Select Search Advertisements to search for active solicitations Page - 37

38. VBS VBS VBS Search Parameters • Type • Competitive solicitations • Public notices • Agency decisions • Agency • Number • Title • Commodity code • 13-digit • Closed by Date Page - 38

39. VBS VBS Search Results VBS Search Results are displayed with Title, Number, Version and Type Links are provided in the Number Column to the solicitation documents Page - 39

40. VBS Helpful Hints • VBS notifications are sent to the VIP main contact's e-mail address and are driven by commodity codes. • Consider creating a general e-mail account as the main contact e-mail address. • This ensures multiple parties have access to notifications received by the state. • Easy to forward on internally by region, location or notification type. • Eliminates the need to update contact information if an employee leaves your organization. • Make sure commodity codes are up-to-date and accurate • If you offer a new product/service and have not updated the commodity codes, you could miss out on a bid opportunity. • Missing notifications? Search past bids in VBS and make sure your account has the commodity codes listed in the advertisement.

41. Solicitations Summary Solicitations Summary • Vendors may sign up for eQuote, Sourcing and VBS notifications within their VIP vendor registration account. • eQuote and Sourcing have separate usernames and passwords from the MFMP Vendor Registration account. • VBS Notifications will be directed to the main contact in the vendor’s VIP account. • For assistance with eQuote and Sourcing please contact the MFMP Vendor CSD, VendorHelp@MyFloridaMarketPlace.com. • For assistance with VBS, contact VBSAssist@dms.MyFlorida.com

42. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 42

43. Transaction Fee Transaction Fee What is the 1 percent transaction fee? • Section 287.057(23), Florida Statutes (F.S.), charged DMS to develop a program for online procurement of commodities and contractual services (MyFloridaMarketPlace) and permitted DMS to charge a fee, after which DMS instituted the 1 percent transaction fee July 1, 2003, per Rule 60A-1, F.A.C. • Business conducted with the State of Florida outside of MFMP is still subject to the 1 percent transaction fee unless specifically exempt by Rule.

44. Transaction Fee Transaction Fee • The transaction fee funds: • MFMP • 24/7 access to solicitation tools • Electronic notifications via e-mail • Customer service desk • Vendor outreach activities • DMS Division of State Purchasing • State term contracts • Alternate contract sources • DMS Office of Supplier Diversity (OSD) • CBE certifications • DMS IT services for purchasing related functions • VBS • SPURSView

45. Transaction Fee Transaction Fee • Questions about the transaction fee? • Transaction fee FAQs http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_frequently_asked_questions_faqs • Rule 60A-1.031, F.A.C. https://www.flrules.org/gateway/RuleNo.asp?ID=60A-1.031 • Transaction fee vendor meeting presentation http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_training_opportunities/mfmp_vendor_meetings/vendor_meeting_presentation_archive

46. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get paid? • Electronic Invoicing (eInvoicing) • Electronic Funds Transfer (EFT) • Automated Clearing House (ACH) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 46

47. Email Notifications MFMP Vendor e-mail notifications MFMP sends e-mail notifications to keep vendors updated on important topics and information. Common notifications vendors receive include: MFMP general announcements- MyFloridaMarketPlace@dms.MyFlorida.com Fee processing notices and reminders- FeeProcessing@MyFloridaMarketPlace.com VendorHelp responses- VendorHelp@MyFloridaMarketPlace.com eQuote / Sourcing / VBS notifications- eQuote@MyFloridaMarketPlace.com- Sourcing.Support@MyFloridaMarketPlace.com- NoReply_VBS@dms.MyFlorida.com To ensure you receive these communications, your VIP e-mail address must be current. E-mail notifications Page - 47

48. Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get paid? • Electronic Invoicing (eInvoicing) • Electronic Funds Transfer (EFT) • Automated Clearing House (ACH) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 48

49. FAQs FAQs

50. FAQ’s FAQs • Should I use my SSN to register as a vendor in MFMP? • MFMP strongly recommends using a Federal Employer Identification Number (FEIN) rather than a social security number. • Using an FEIN minimizes the risks to personal financial information associated with the use of social security numbers. • If you do not have a FEIN number, please take a few minutes and obtain one at www.irs.gov . • My organization registered for e-mail notifications, where will they be sent? • E-mail notifications are sent to the main contact’s email address designated in the MFMP VIP account. • If e-mail notifications need to go to a group of people, we recommend setting up a group e-mail box and designate the group e-mail as the main contact in VIP.