MyFloridaMarketPlace

1. MyFloridaMarketPlace Florida Department of Management Services MyFloridaMarketPlace Information Sessions

2. Agenda • Introduction • Overview of MyFloridaMarketPlace • Part I - General Information • Self Reporting • Vendor Registration • Overview of Tools • Next Steps

3. Request Source Pay Receive Order Approval What is MyFloridaMarketPlace? • MyFloridaMarketPlace is an eProcurement (electronic procurement) system • MyFloridaMarketPlace covers the full life cycle of purchasing (from requisition to payment) • MyFloridaMarketPlace connects buyers and vendors through the electronic exchange of catalogs, quotes, bids, purchase orders, invoices, etc. • MyFloridaMarketPlace includes all purchases made with the State of Florida • MyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicing

4. What is included in MyFloridaMarketPlace? Initial Users - Pilots Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses MyFloridaMarketPlace Users Initial Users - Exec Agencies Eligible Users – Univ, City, County Agency/ Dept. Contract Vendors Small Businesses General Public Buyers Vendors Buyer Tools Vendor Tools • Vendor search • State term contract items • Requisitions/Purchase orders • Online workflow approvals • Informal solicitation (quotes < $25,000) • Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions) • Receipt of Goods • P-Card • Contract development and administration • Reports MarketPlace • Self registration • E-mail notification of formal and informal solicitations • Online quoting on informal solicitations (< $25,000) • Online submission of sealed bids (> $25,000) • Electronic purchase order receipt • Electronic submission of invoices • Catalog creation and updates for State term contracts “I want to buy” “I want to sell” Business Support and Operations • Buyer Help Desk • Vendor Help Desk • Strategic Sourcing • Procurement Assistance • Catalog Enablement • Training and Education

5. Who are the Buyers? Initial Users - Pilot Agencies • Department of Transportation • Department of Management Services • State Technology Office Initial Users – Executive Branch Agencies • Department of Children & Families • Department of Health • Department of Corrections • Department of Juvenile Justice • Department of Environmental Protection • Department of Revenue • Department of Lottery • Agency for Health Care Administration • Department of Highway Safety & Motor Vehicles • Department of Elder Affairs • Department of Education • Department of Citrus • Department of Law Enforcement • Department of Military Affairs • Department of Business & Professional Reg. • Agency for Workforce Innovation • Department of Community Affairs • Executive Office of the Governor • Department of Veteran’s Affairs Other Eligible Users • Other State Agencies • Educational Institutions • Other Governments (City, County, etc.) • Legislature • Judicial

6. What do vendors say about eProcurement? Here are a few quotes about eProcurement benefits realized by eProcurement vendors participating in other electronic markets “We see significant benefits in being early adopters of eBusiness and believe it will give us a competitive advantage. We believe the greatest benefit comes from complete integration of orders into our back office system thereby reducing manual intervention.” • Alan Powell, Arco “We have achieved a 20% savings on our order management costs.” • French Thornton Supplier Survey, Jan 21, 2002 “We started off with manual order entry, but we now conduct 80% of our business electronically. We’re not only reaping impressive time and cost-savings benefits, but also improving our customer relations.” • Nick Hermann, CIO at Organic Farm Foods “We are in a low margin field and don’t want to increase headcount. We see automation as a way of growing without the heads.” • French Thornton Supplier Survey, Jan 21, 2002

7. Why MyFloridaMarketPlace? MyFloridaMarketPlace will help to streamline the processes for doing business with the State. What’s Different? • Electronic purchase orders • One face to the state • Electronic quotes • Vendor registration • Ability for vendors to maintain company information online What’s the Same? • Your relationship with agencies • Use of contracts • Subject to State purchasing rules

8. Vendor Benefits Moving to advanced business technology benefits all vendors. The MyFloridaMarketPlace system provides: Opportunity to generate additional business and increase sales • Potential for selling a broader range of goods and services through increased visibility of products and/or services (vendor searches, catalog searches) • Potential for finding additional customers through increased visibility across agencies (access to additional state agencies and local FL governments) Opportunity to streamline operations and decrease operating expenses • Potential for increased order accuracy and order processing speed through receipt of electronic purchase orders • Potential for decreased labor costs per order through use of electronic invoicing • Potential for decreased shipping and handling costs that result from shipping wrong goods or wrong quantity of goods due to order errors Opportunity to shorten order-to-cash cycle and improve cash flow • Potential to shorten invoice processing time through vendor automation of invoicing and State automation of matching • Potential to shorten the payment approval process through electronic approvals

9. Vendor Benefits All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology. • Single Point of Registration • Access to Untapped Buyers • State of the Art Tools • Available Customer Support • Enhanced Economic Development Opportunities for Small Business • Reduced Administrative Burdens and Manual Processes

10. Is there a fee? • No cost to register for MyFloridaMarketPlace • There is a 1% fee on all State purchases. This creates the opportunity for your business to: • Gain access to new markets • Have state of the art procurement tools • Do business with the State • Vendors must be registered in MyFloridaMarketPlace in order to respond to solicitations or enter into new agreements • These guidelines are established as part of rule language that helps to clarify Florida Statute 287-  a link to this rule language will be included in the "I Accept Language"

11. How is the fee collected? Agencies not on MyFloridaMarketPlace Agencies on MyFloridaMarketPlace Automatic Assignment Self Reporting 1 % automatically withheld at time of payment by the State Vendor tracks volume of business and submits 1% fee based on the total (less any that has been assigned) by check along with report for the period

12. Self Reporting • Self Reporting is keeping track of the invoices you send to the state and then quarterly, sending a check to the state for 1% of the total. • Currently, State Term Contract vendors self report fees from their State Term Contract • State agencies will be begin using MyFloridaMarketPlace in a phased approach. • For agencies that are not on MyFloridaMarketPlace yet, vendors will self-report the 1% fee to the State • For agencies that are on MyFloridaMarketPlace, automatic assignment will take place prior to payment • Quarterly, Vendors will be notified on the amount of money their business put through the system. They can take Total Spend with State and subtract this number to find their self reporting amount. • Self reporting will be done on a quarterly basis during the transition period between July 1 and when the final agency you do business with is on MyFloridaMarketPlace • Forms and instructions for completing the self-reporting process will be available on-line on the MyFloridaMarketPlace website prior to the pilot agencies going live with the system

13. To find this form: • Go to www.myflorida.com • Click on MyFloridaMarketPlace under Hot Topics • Under Related Topics, click on Proposed Rule • Click on Transaction Fee Report Form to download the form

14. Myths and Misperceptions about eProcurement

15. Vendor Registration Vendor Registration

16. Vendor Registration • Registration – What You Need • Company name • Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN) • Tax filing information – Including the business name on your 1099 tax form (where applicable) • Location information: • A business name for each company location (if different from the company name) • A complete address for each location (including details for sending purchase orders, payments, and bills to each location • A contact person for each of your locations • Commodity codes that describe the Formal Biddings and/or services your company provides • Your CMBE (Certified Minority Business Enterprises) information • State-issued sequence number and PIN—available from DMS by faxing a request on company letterhead to 850-488-5498

17. Vendor Registration

18. Vendor Registration

19. Vendor Registration

20. Vendor Registration

21. Invoicing Invoicing (The PO flip)

22. Invoicing • Purchase Order Flip - Vendor can select purchase order upon receipt and use the line items from the purchase order to create an invoice and submit electronically • Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) • Required for State Term Contract vendors • Internet connectivity required

23. eQuote eQuote (Informal Bidding)

24. eQuote • Used for requests for informal quotes • Replaces more manual quoting processes (phone, fax, paper catalogs) • Vendors are invited to respond by buyers • By Name • By Commodity • Responses (quotes) are submitted electronically • Option to participate in nationwide electronic quotations (separate agreement) • Optional for all vendors • Internet connectivity required

25. Sourcing Sourcing (Formal Bidding)

26. Sourcing • The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms • A formal bid response tool for vendors • Used for formal bids only. Formal Bids are over $25,000 • Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal) • Internet connectivity required

27. For More Information • Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com , look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link • Download Training Materials (coming soon) • E-mail specific questions to: • VendorHelp@MyFlorida.com • Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for MyFloridaMarketPlace.com and for MyFlorida.com

28. Upcoming Participation Opportunities Upcoming Vendor Participation Opportunities • Vendor Forums (Term Contract) February 2003 – ongoing • Vendor Information Sessions April 2003 – ongoing • Vendor Registration March 2003 – ongoing • Online Training June 2003 • Florida Government Expo 2003 September 24-26, 2003

29. Agenda • Part II – More detailed discussion • Invoicing • eQuote (Informal Bidding) • Sourcing (Formal Bidding) • Registration on Ariba and Vendor Bid System • Open Discussion – Questions and Answers • Registration Assistance To be Continued in a Separate Presentation