MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace / Vendor VIP Overview November 12, 2009 Toll-free conference number: (888) 808-6959Passcode: 9766076#

Agenda • Welcome / MFMP Overview • New! VIP • Vendor Registration • Examples • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get Paid? • Electronic Invoicing (eInvoicing) • 1% Transaction Fee • MFMP Communications • Email Notifications • FAQs • Additional Resources Page - 2

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) • ComputerWorld Laureate 2008

MFMP Overview MFMP Vendor Benefits • Equal access for small-, 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

What is VIP? • “VIP” is the new name for the State of Florida’s “Vendor Information Portal” • VIP Provides…. • An updated look and feel to the State’s current vendor registration system • Improved Information Views and Navigation • Commodity Code Search Capabilities • Simplified Fee Reporting

What Else is New and Improved… • Automatic Vendor Bid System (VBS) notification registration within VIP • All vendors who have elected to participate in Sourcing are now registered to receive VBS notifications • Improved registration instructions and direction • Contextual help and error messages

VIP- A New Look and Feel for Vendors • New look and feel for the login page • Summary information on the account landing page

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!

Commodity Code Search • Vendors can enter ‘key words’ to conduct searches for applicable commodity codes • Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’ • These commodity codes are then added to the vendor’s account

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

Commodity Code Search • Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account • Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors • While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

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 3 reports) • Consolidated Billing Invoice (CBI) Snapshot (of last 3 months)

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

Simplified Fee Reporting • State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI • To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’ • Pages have been simplified so that there is one 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

Simplified Fee Reporting • Automated calculation will show 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

Vendor Performance Tracking (VPT) 3.57 3.56 3.61 7637 8288 3.55 3.56 • VPT shows buyers a vendor’s ‘feedback’ • VPT assists buyers in making their purchasing decisions • Vendors are able to see: • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

Agenda Welcome / MFMP Overview New! VIP Vendor Registration Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications Email Notifications FAQs Additional Resources Page - 18

Vendor Registration Importance of Keeping Your Account 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 - 19

Registration Example Example #1: Outdated Vendor Information MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen: If the remit to address is not updated in the Vendor Registration account: Payments from Buyer customers (state agencies) could be mailed to the incorrect location Possible delayed delivery or even undeliverable Purchase Orders (POs) Page - 20

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 (https://vendor.myfloridamarketplace.com)all day, everyday! Page - 21

Automated Vendor Password Reset • Vendors are now able to reset their vendor registration password • Vendors simply access the MyFloridaMarketPlace Vendor Registration Web site • Click the "I forgot my password link”

Automated Vendor Password Reset • The system will then ask for a username or tax ID, followed a contact email address listed on the vendor registration account • An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password • Upon verification of the updated vendor password, the password will automatically be reset

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 $25,000. You can access this site at: https://equote.myfloridamarketplace.com Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/ Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection Page - 25

Vendor Registration MFMP Helpful Hint: Consider using an email 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 - 26

eQuote How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP https://equote.myfloridamarketplace.com Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer Step4: The buying agency selects a vendor and issues a purchase order Page - 27

eQuote Main Account Page • https://equote.myfloridamarketplace.com • This is the main screen you will see when you login to eQuote • 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 - 28

eQuote Viewing Quotes Dept. of Management Services State User Dept. of Management Services State User Viewing Quotes • Within the WORK section you can view any pending quotes awaiting response • After handling an eQuote request the supplier can select that quote to Archive Page - 29

Sourcing MyFloridaMarketPlace Sourcing Online competitive bidding tool Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for DMS Agency Term contracts Currently, DMS is the only agency utilizing the Sourcing tool Allows the review and electronic submittal of responses / bids Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your VIP account Page - 30

Sourcing • https://myfloridamarketplace.com/sourcing/ • 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 • “publicuser” does not enable a vendor to bid • If a vendor does locate a Sourcing Event they would like to participate in, but do not have the applicable commodity code, the vendor will need to add the commodity code to their VIP account • After adding the commodity code the vendor should contact the MFMP CSD to be added to the event

Solicitations Enter your Sourcing account username and password Page - 32

Solicitations Select the agency that is responsible for the Solicitation from the list Page - 33

Vendor Bid System (VBS) Vendor Bid System (VBS) The Vendor Bid System is an online posting site. It is used by executive branch 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 Page - 34

VBS VBS Main Page Select Search Advertisements to search for active solicitations Page - 35

VBS VBS Search Parameters • Type • Competitive Solicitations • Public Notices • Agency Decisions • Agency • Number • Title • Commodity Code • (13 Digit) • Closed by Date Page - 36

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 - 37

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 Help desk, VendorHelp@myfloridamarketplace.com

Agenda • Welcome / MFMP Overview • New! VIP • Vendor Registration • Examples • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get paid? • Electronic Invoicing (eInvoicing) • 1% Transaction Fee • MFMP Communications • Email Notifications • FAQs • Additional Resources Page - 39

eInvoicing • eInvoicing is the presentation of an invoice electronically to agencies for payment • eInvoicing enables vendors to conduct business in a more cost effective way that automates and streamlines some processes • eInvoices are audited and approved electronically through MFMP • Vendors are able to monitor invoices’ approval flow for tracking • Any invoice disputes are electronically returned to vendors • No paper is submitted to the agency for payment processing

eInvoicing When deciding to eInvoice, consider: How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2008 See if you are invoicing these agencies on a frequent basis and look at how many invoices were created during this calendar year thus far The cost of time, research, and production of print invoices for your customers Page - 41

Benefits of eInvoicing • Involves printing and mailing efforts • Lose tracking control • Involves scanning and recreating the invoice and shuffling paper

Benefits of eInvoicing • Eliminates several activities including courier/mail and scanning processes • Allows for quicker receipt of invoice • Invoice can be tracked systematically • Improves data accuracy which reduces cycle payment times

Agenda Welcome / MFMP Overview New! VIP Vendor Registration Demonstration Examples Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications Email Notifications FAQs Additional Resources Page - 44

Transaction Fee What is the 1% transaction fee? • The state Legislature through Chapter 287.057(23) of Florida Statutes charged the Department of Management Services (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% transaction fee July 1st 2003 through Rule 60A-1 of the Florida Administrative Code (FAC) • Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule

Transaction Fee What is the 1% fee used for? • Provides funding for state-of-the-art purchasing tools and technology that benefits the State and business community • The MFMP 1% transaction fee provides vendors with electronic access to State buyers and to also provide vendor support activities • There is no initial registration or ongoing subscription fee charged to vendors

Agenda Welcome / MFMP Overview New! VIP Vendor Registration Demonstration Examples Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communiations Email Notifications FAQs Additional Resources Page - 47

Email Notifications MFMP Vendor Email Notifications MFMP sends email notifications to keep vendors updated on important topics and information Common notifications vendors receive include: MyFloridaMarketPlace 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 email address in vendor registration must be current Page - 48

Agenda • Welcome / MFMP Overview • New! VIP • Vendor Registration • Demonstration • Examples • Commodity Codes • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get Paid? • Electronic Invoicing (eInvoicing) • 1% Transaction Fee • MFMP Communications • Email Notifications • FAQs • Additional Resources Page - 49

FAQs • Revised Online FAQs • http://dms.myflorida.com/vendortoolkit

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