Working with MyFloridaMarketPlace Vendors March 11, 2010 State Purchasing Buyer Conference

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us Agenda 3/11/2010Page - 2

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us Agenda 3/11/2010Page - 3

 Vendors who sell commodities or contractual services to the state are required to register in MyFloridaMarketPlace (MFMP) through the Vendor Information Portal (VIP)  Before the agency legally binds itself to the transaction, the agency shall advise the unregistered vendor of Rule 60A-1.030, F.A.C.  In entering into the transaction, the vendor agrees that it is subject to the MFMP terms of use Registration Requirements 3/11/2010Page - 4

 Certain vendors are not required to register in MFMP as outlined in 60A F.A.C.:  The vendor will be paid by Purchasing Card (PCard)  Vendors exempt from disclosure under the Public Records Law, Chapter 119, F.S.  Registering in the system prevents the agency’s mission-critical transaction  Exemption from paying the transaction fee does not in itself exempt the vendor or an agency from the registration requirements of Rule 60A-1.030, F.A.C. Registration Requirements 3/11/2010Page - 5

 Tax filing information  Location Information  A business name for each company location  A complete address for each location  A contact person for each of your locations  Commodity codes for the products and/or services provided  State of Florida CBE information (Certified Business Enterprise) Registration Requirements 3/11/2010Page - 6

Vendor Information Portal  Register in VIP   Vendors can reset their vendor registration password 3/11/2010Page - 7

 Registration is a nine step process  Green = complete  Yellow = current  Red = pending  The main contact is the account owner VIP: Main Contact Information 3/11/2010Page - 8

Agenda VIP: Business Profile and CBE Profile  It is critical that the vendor’s 1099 reflects the name that is listed on the W9  The Company Name is printed on line 2 of a warrant  The 1099 Name is printed on line 1 of a warrant 3/11/2010Page - 9

VIP: Business Profile and CBE Profile  A vendor must provide their designation information and primary place of business  A vendor has the opportunity to register with a minority designation 3/11/2010Page - 10

VIP: Locations/Contacts  Designate several contacts and locations  The contacts are the authorized users of the account  The PO address and remit-to address are established at the location level 3/11/2010Page - 11

VIP: Commodity Code Selection  Registration for commodity codes facilitates notification of available bid opportunities for vendors  Vendors can enter keywords to conduct searches for applicable commodity codes 3/11/2010Page - 12

VIP: Solicitation/Price Quote Requests  Vendors have the opportunity to register to receive potential business opportunity notifications:  Sourcing  Vendor Bid System (VBS)  eQuote  The main contact will receive the notifications for VBS and Sourcing 3/11/2010Page - 13

VIP: Complete Vendor Registration  Before registration is complete, the vendor must:  Verify the address is accurate  Accept the MFMP terms of use 3/11/2010Page - 14

VIP: Vendor Summary  Once registration is complete, a vendor can access summary information about the account:  Vendor Registration Summary  Billing and Collections  Performance Tracking 3/11/2010Page - 15

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us Agenda 3/11/2010Page - 16

Importance of Keeping Information Updated Registration Example  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 could be mailed to the incorrect location  If commodity codes are not updated, vendors may miss quotes or solicitation opportunities  MFMP enables vendors to update account information all day, everyday  3/11/2010Page - 17

Importance of Keeping Information Updated  Without valid or current contact information, vendors are not notified of approved orders  Vendors with invalid account data are added weekly  Vendor information can be updated by contacting the CSD 3/11/2010Page - 18 Invalid Data Report

Vendors marked for Inactivation Report  MFMP distributes the vendor inactivation spreadsheet on a weekly basis  List of all impacted vendors  Details any master agreements (MA) and purchase requisitions (PR) currently tied to these vendors  Determine the appropriate action, if any, that will be taken prior to the vendors' inactivation date:  Issue a new order  Finalize payment Single Source Procedures Importance of Keeping Information Updated 3/11/2010Page - 19

Vendors marked for Inactivation Report 3/11/2010Page - 20

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us Agenda 3/11/2010Page - 21

Importance of Keeping Information Updated Transaction Fee and Payment  Transaction fee payments are based on fee-eligible payments that the vendor received the prior month  What generates a Consolidated Billing Invoice (CBI)?  Transactions that are not marked as exempt and result in a paid IR are considered part of the fee-eligible payments  If agency does not process payments through MFMP, CBIs are not be automatically created  Vendors are required to submit a report  Once a vendor completes a self report, the report results in the generation of a CBI 3/11/2010Page - 22

Agenda Importance of Keeping Information Updated Transaction Fee Reporting  A vendor may receive three types of communication regarding MFMP transaction fees:  Missing Report Notices – STC, ACS and SPA vendors may receive a 30- or 60-day ‘Missing Report’ notice if they have not submitted a transaction fee report  Dunning Notices – Vendors may receive a 30-,60-, 90-day ‘Dunning’ notice if they are delinquent in paying their assessed transaction fees  CBI Notices – Courtesy notification sent as a monthly reminder to report and pay fees 3/11/2010Page - 23

Importance of Keeping Information Updated CBIs  A CBI displays the payments the vendor has received through MFMP for the last month  The order number is available for the vendor to reference 3/11/2010Page - 24

Importance of Keeping Information Updated Fee Reporting  Non- STC vendors may have additional fees to report that were not included as part of a CBI  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’ 3/11/2010Page - 25

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us 3/11/2010Page - 26

 VPT displays vendor’s feedback  VPT assists buyers in making their purchasing decisions  An agency buyer is requested to complete a survey once a payment processed through MFMP is paid  STC, agency contract purchases  When invoices are paid against an MFMP order  excluding discretionary purchases under $2,500  Scoring includes four criteria:  Performance to Specifications  Delivery  Invoicing  Customer Service Vendor Performance Tracking (VPT) 3/11/2010Page - 27

Vendor Performance Tracking (VPT)  In VIP, vendors view:  Rating Summary  Rating Detail  The rating scale used to answer survey questions  3.57  7637  8288  3.56  3.61  3.55  /11/2010Page - 28

Agenda Vendor Performance Tracking (VPT)  VPT information for both buyers and vendors is posted online mation/vendor_performance_tracking_vpt 3/11/2010Page - 29

Vendor Performance Tracking (VPT)  VPT feedback is posted monthly on the State Purchasing Web site  Take into consideration the number of responses for each vendor 3/11/2010Page - 30

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us 3/11/2010Page - 31

Florida Sunbiz  To do business in the state, a vendor must be registered with Sunbiz  To verify is a vendor is registered, access Sunbiz’s search page at:  h.html h.html  Search by name or FEIN 3/11/2010Page - 32

SPURSView   Use SPURSView to search for vendors 3/11/2010Page - 33

Agenda Finding a Vendor * The username and password for the public view of Vendor Administration is ‘publicuser’. Web AddressAble to Access Vendor Name FEIN CBE Code Search by Commodity Code Login Required FLAIRAgenciesXXXX SPURSView om/apps/spurs/spurs. main_menu_form Agencies and vendors XXX Vendor Administration amarketplace.com AgenciesXXXXX Public view of Vendor Administration amarketplace.com Agencies and vendors XXXX * 3/11/2010Page - 34

Suspended and Convicted Vendors  DMS posts suspended vendors and convicted vendors online: _information  Suspended Vendors: Pursuant to rule 60A-1.006(2) - (4), F.A.C, an agency or DMS may suspend a vendor - that is, remove the vendor from the MFMP system - for breach of contract or other default  Convicted Vendors: Pursuant to s , F.S., and Rule 60A (5), F.A.C., DMS shall keep a Convicted Vendor List identifying vendors who have committed a public entity crime. - Inclusion on this list bars a vendor from doing any business with the state 3/11/2010Page - 35

Vendor Complaints  Agencies have the ability to file complaints with DMS about experiences with vendors  endor_information/convicted_suspended_discriminatory_complai nts_vendor_lists/vendor_complaint_list endor_information/convicted_suspended_discriminatory_complai nts_vendor_lists/vendor_complaint_list 3/11/2010Page - 36

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us 3/11/2010Page - 37

Invoice Processing: Paper vs. Electronic  Involves printing and mailing efforts  Involves scanning and recreating the invoice Vendor prepares invoices Vendor prints invoices Vendor mails invoice Mail processing Agency receives invoice Agency scans invoice Invoice is entered into MFMP Invoice audited Warrant is issued  Allows for quicker receipt of invoice  Invoice can be tracked systematically  Improves data accuracy which reduces payment cycle times Invoices entered into the ASN Invoices are received electronically Invoice is audited Warrant is issued  eInvoicing (electronic invoicing) is the presentation of an invoice electronically 3/11/2010Page - 38

eInvoicing  eInvoicing vendors are published on the MFMP toolkits  If you would like a vendor to consider eInvoicing, MFMP will contact the vendor on your behalf 3/11/2010Page - 39

Electronic Funds Transfer (EFT)  Vendors have the opportunity to register to receive electronic payments from the state  To find out more about EFT, contact DFS:   (850)   Access DFS’ vendor payment Web site to look for a pending payment:  3/11/2010Page - 40

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us 3/11/2010Page - 41

Resources: MFMP Vendor Web Pages  MFMP vendor Web pages include a vendor toolkit and additional information to assist vendors on a daily basis marketplace/vendors 3/11/2010Page - 42

Vendor Training Opportunities  We're launching interactive, recorded training ‘tour lines’ of various areas within MFMP  Pick a tour line and we'll guide you through one of our traditional training presentations, but add audio and punch-out to the MFMP system to simulate typical every day tasks  Doing Business with the State  MFMP Overview  How to find Business Opportunities  Understanding the Transaction Fee  eInvoicing 3/11/2010Page - 43

Vendor Training Opportunities  MFMP vendor meetings are a great way to become familiar with vendor information and resources  The MFMP team hosts free, one-hour interactive meetings  Register online at  4/7/10: MFMP Overview  5/12/10: How to find Business Opportunities (formerly Solicitations)  6/9/10: eInvoicing 3/11/2010Page - 44

Vendor FAQs Vendor Question: Who do I contact regarding this bid opportunity? Agency Solution: Be sure that the contact for the bid is clearly defined and their contact information is accurate  This reduces frustration of the vendors who want to get clarification Vendor Question: How am I expected to respond to this bid? Agency Solution: Use clear and concise language to describe your needs  This increases competition due to increased responses 3/11/2010Page - 45

Agenda  Welcome/Introduction  Registration Requirements  Vendor Information Portal (VIP)  Importance of Keeping Account Up to Date  Transaction Fee Reporting and Payment  Vendor Performance Tracking (VPT)  Where to Find Vendors  Electronic Invoicing and Payment  Vendor Training Opportunities  Contact Us 3/11/2010Page - 46

Contact Us  CSD (VendorHelp) at or  Transaction Fee Inquiries at or  Contact information: MyFloridaMarketPlace Phone: Fax: Website: Hours: Monday – Friday, 8:00 am – 5:30 pm EST 3/11/2010Page - 47

Team Member Phone Number Communications Analyst F&A Process Operations Purchasing Process Analyst Vendor Management Analyst Contact Us 3/11/2010Page - 48

Questions? Thank You for your Participation Today! 3/11/2010Page - 49