MyFloridaMarketPlace MFMP For Vendors Welcome to the Vendor training for understanding the transaction fee.

Agenda MyFloridaMarketPlace Overview VIP Account Management Viewing Transaction Information Transaction Fee Information and Payment Resources *

Overview of MFMP MyFloridaMarketPlace (MFMP) is the state’s online purchasing system and continues to be a significant tool for buyers and vendors of the State of Florida. MFMP provides a source for centralized procurement activities focusing on best practices and maximizing the state’s buying power to support efficient government. MFMP prides itself on public and private partnerships making procurements easier and faster for both buyers and vendors.

MFMP Vendor Benefits Equal access for small and minority-owned businesses. Ability to submit invoices electronically (eInvoicing). Single registration that enables vendors to receive notifications for all state agency solicitations by commodity code. 24/7 access to bid opportunities and information through: Vendor Bid System (VBS) Sourcing Improved quality and accuracy of interactions with the state. Customer service support staff available to provide real-time assistance.

The Vendor Information Portal (VIP) The Vendor Information Portal (VIP) provides Florida’s vendors with self-service tools for registration, account maintenance, performance rating reviews, and transaction fee reporting. Vendors can elect to receive email notifications about upcoming solicitations based on their chosen commodity code(s). Vendor Information Portal (VIP) application The Vendor Information Portal, known as VIP, provides Florida’s vendors with self-service tools for registration, account maintenance, performance rating reviews, and transaction fee reporting. Through VIP, vendors can elect to receive email notifications about upcoming solicitations (based on their chosen commodity code).    You can access VIP at the link provided here, or you can find it on the MFMP website by going to www.myfloridamarketplace.com, select the “Vendors” button, and choose the “Vendor registration via the Vendor Information Portal (VIP)” link at the bottom of the screen under “Helpful Links”.

MFMP Sourcing MFMP Sourcing is used by the State of Florida to issue formal competitive solicitations and informal electronic quotes (eQuotes). Sourcing application The website address here is the login page for Sourcing for vendors, as well as a public access site. Vendors use their VIP usernames and passwords to log into Sourcing.

Agenda MyFloridaMarketPlace Overview VIP Account Management Viewing Transaction Information Transaction Fee Information and Payment Resources *

Update VIP In order to keep information current, MFMP VIP provide vendors the option to view and edit the following categories: Username or Password General Business Information Contact Information Certified Minority Business Selections Business Locations Commodity Codes Solicitations Selections

Update Contact Information It is important that vendors keep their contact information current in MFMP VIP. Contact: Communications: Main Contact All Account specific communications Sales/Solicitations Contact Receives solicitation notifications from Sourcing and/or VBS PO Contact Receives Purchase Orders Billing Contact May receive reminders to pay the transaction fee Remit-To Contact Receives questions about payments The “I want to” drop down menu is your main tool when accessing MFMP VIP. Use this menu to access several aspects of your Vendor Profile such as your Username and Password, selected Commodity Codes, etc.

Select/Update Commodity Codes Sourcing leverages commodity codes to give you visibility to solicitations. Not selecting a commodity code means your business will be ineligible to receive solicitation notifications from VBS or Sourcing. Vendors can select commodity codes by going to the ‘I want to’ drop down box and select ‘View/Edit Commodity Codes’.

Solicitation Notifications In order to view and respond to solicitations from MFMP Sourcing and VBS, vendors must register to receive electronic notifications in VIP. Vendor may also establish a sales email address to receive the notifications.

Account Inactivation MFMP will inactivate a vendor’s VIP account for four reasons: Vendor requests to have MFMP account removed. Vendor requests to consolidate multiple registration accounts for different locations into a single registration. DMS/DFS request suspension of the vendor. Vendor has been inactive for more than two years (annual process). When a vendor’s account is set to an inactive status, open purchase orders or invoices cannot be completed. Vendors may delete locations within their active account on their own. DMS/DFS request to suspend vendor for reasons such as failing to pay the transaction fee, contract noncompliance, IRS ‘B Notice’, etc.. Deleting locations that are tied to open orders with cause issues when issuing payments or change orders.

Annual Inactivation Process MFMP will inactivate vendor accounts that have not conducted business with the State of Florida over the past two fiscal years. Vendor accounts will not be inactivated if any of the five criteria below are met: has received an MFMP purchase order. has received a payment from FLAIR, the state's accounting system, or a P-Card payment. has made an edit to their Vendor Information Portal (VIP) account. has logged into MFMP Sourcing. Office of Supplier Diversity (OSD) Certified Business Enterprise Certificate has not expired before the previous fiscal year.

Tips to Keep Account Active To keep your MFMP registration active, vendors should make an update to their VIP account, when applicable, or log into MFMP Sourcing on a regular basis. Below are some sample steps vendors might take to successfully update their VIP account:  Change/Update account’s location name(s) Change/Update your commodity code selections Change/Update your Purchase Order contact, Remit to contact, and/or Bill to contact

Agenda MyFloridaMarketPlace Overview VIP Account Management Viewing Transaction Information Transaction Fee Information and Payment Resources *

Ariba Network MFMP offers vendors the ability to join the Ariba Network (fees associated). Vendors in the Ariba Network may view all Purchase Orders, Invoices, and Payments electronically. Vendors in the Ariba Network may submit their invoices electronically and track their invoice status (submitted, approved, paid). Vendors in the Ariba Network may search for business opportunities using Ariba Discovery.

DFS Vendor Payment Site Vendors may access payment information via the DFS Vendor Payment History website.

FACTS The Department of Financial Services’ Florida Accountability Contract Tracking System (FACTS) is an online tool developed to make the government contracting process more transparent. The system contains information and audit findings of all grant and contract documents. FACTS website Agencies can enter Agency Term Contracts into MFMP to allow their agency customers consistency in purchasing from those contracts. Agencies should enter contracts for both Services and Commodity purchases. Use the link shown on the screen here to learn more about the Department of Financial Services’ FACTS requirements. Contract information you enter into MFMP is used differently from the contract information you enter into FACTS. MFMP Contracts facilitates your operational Procure to Pay processes. FACTS provides transparency for the public related to all agency two party agreements. DMS is working with DFS to identify ways to streamline this data entry process.

Agenda MyFloridaMarketPlace Overview VIP Account Management Viewing Transaction Information Transaction Fee Information and Payment Resources *

Definition of the Transaction Fee What is the Transaction Fee? Subject Title Subject Title Through Rule 60A-1.031 of the Florida Administrative Code (F.A.C.), the use of the fee was extended to transactions processed through the MFMP system. Rule 60A-1.031 F.A.C Provides funding for the eProcurement system and purchasing oversight that benefits the state and business community. All business conducted with State of Florida agencies is subject to a transaction fee unless specifically exempt by Rule. Provides vendors with electronic access to state buyers and vendor outreach / support activities. There is no charge for vendors to register in MFMP.

Payment Terms The transaction fee is required to be paid to the State of Florida by the 15th of the month. Reports and transaction fee payments are based on fee-eligible payments that the vendor received the prior month. Subject Title Subject Title Provides Goods/Services in February Receives Payment in March Receives CBI in VIP Account on April 2nd Files Transaction Fee Report on or before April 15th Pays Transaction Fee on or before April 15th

Viewing CBIs All vendors must pay the transaction fee to MFMP when receiving a fee eligible payment from a State Agency or Other Eligible User. CBIs for non-STC vendors are generated in the vendor's VIP account on the 2nd of each month following the month a vendor receives payment for the goods and services they provided. CBIs for STC vendors are generated in the vendor's VIP account on the 2nd of the month during the contract period. STC vendors must then submit a self-report every month for fee eligible payments (a $0 report should be submitted if there were no payment received for the previous month).

Viewing CBIs Login to your VIP vendor registration account https://vendor.MyFloridaMarketPlace.com/ and enter your username and password.

Viewing CBIs Vendors may access CBIs by selecting the “View/Edit My Consolidated Billing Invoice (CBI)” menu option. Vendors should review their CBI to ensure that all payments received are correctly reflected on their CBI.

Vendors may pay via check, money order, ACH, or cashier's check. Payment Details Both transaction fee reports and payments are due on the 15th of the month following the month of payment. Vendors may pay via check, money order, ACH, or cashier's check. Please include the registered business mailing address and other important information like a company’s Tax ID or the CBI number. It is very important to keep email addresses up-to-date in VIP because it is the primary form of communication should there be an issue. When MFMP receives a payment from a vendor, the payment amount is applied to the oldest outstanding invoice.

Late Payments 120 Days 60 Days 30 Days 90 Days Late Payment Notice email is sent to Billing Contact Late Payment Notice email is sent to Billing Contact ‘Intent to Collect’ Notice is sent to the Main Contact VIP account is sent to a Collections Agency VIP account is flagged for Non-payment. 30 Days 90 Days *

Agenda MyFloridaMarketPlace Overview VIP Account Management Viewing Transaction Information Transaction Fee Information and Payment Resources

Helpful Hints Keep contact information and commodity codes up-to-date in VIP. Access the VIP account to update ‘Solicitation Preferences’ in order to participate in electronic solicitations. Use the ‘Public Access’ view in Sourcing to get familiar with solicitations before submitting an official response. Use FACTS public access to view information on government contracts. Visit DFS to access vendor payment history. To recap, your VIP account login information gives you access to MFMP Sourcing. Take time to check your Solicitation Preferences to be sure you selected to participate in electronic solicitations and that your main contact email address is current and accurate. Once you have, begin exploring MFMP Sourcing to be familiar with the application so you are ready to respond when event owners invite you to formal or informal solicitations, or when your commodity codes match solicitations.

Resources MyFloridaMarketPlace Vendor Information Portal (VIP) MFMP Sourcing Vendor Bid System DFS Vendor Payment History Florida Accountability Contract Tracking System (FACTS)

Contact Information Contact the MyFloridaMarketPlace Customer Service Desk: Phone: 866-352-3776 Email: VendorHelp@MyFloridaMarketPlace.com Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., EST