MyFloridaMarketPlace Overview / Tools for Vendors

Introduction MyFloridaMarketPlace System Overview Vendor Registration How To Use the eProcurement Tools Questions

Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools Questions

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 Receive Order Source Request Pay Approval

Governor’s Executive Branch Agencies Who are the Buyers? Governor’s Executive Branch Agencies Department of Transportation Department of Management Services State Technology Office 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 Division of Administrative Hearings 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 Other Eligible Users Other State Agencies Educational Institutions Other Governments (City, County, etc.) Legislature Judicial

Vendor Benefits All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology. 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

Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools Questions

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 (if 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 — Codes describing the products and/or services your company provides. The State will communicate informal and formal bidding information to you based on the commodity codes you select. If you do not know your commodity codes, you can search for them during registration. CMBE (Certified Minority Business Enterprises) information (if applicable) State-issued sequence number and PIN- Call MyFloridaMarketPlace Customer Service Helpdesk at 1-866-FLA-ePRO (1-866-352-3776) to obtain this information

Vendor Registration  Select the “MyFloridaMarketPlace /  Login onto www.myflorida.com  Select the “MyFloridaMarketPlace / e-Pro” link under “Doing Business with the State”  Click “Online Vendor Registration” link

Vendor Registration Go To “New Vendor Registration” Enter information and click “Register”

Vendor Registration  Steps to complete the registration are listed on the left side of the screen.  You must complete each of these sections to successfully complete registration.

Vendor Registration CMBE Certification Click the Florida Office of Supplier Diversity Eligibility Criteria link to view the eligibility criteria prior to making your MBE selections.

Vendor Registration CMBE Certification  The system defaults to “I am not seeking Minority Business Certification”  Select the designation that best fits the desired designation for your company

Vendor Registration Selecting Commodity Codes  Commodity Codes are used by buyers to identify the product/services vendors provide

Vendor Registration Selecting Commodity Codes

Vendor Registration Registering for Solicitations  The purpose of the Solicitations page is to determine whether you would like the opportunity to participate in formal bidding (over $25,000)  Solicitations is also commonly referred to as “Sourcing”  The page is automatically defaulted to “No, I do not want to participate in electronic solicitations”

Registering for eQuote Vendor Registration Registering for eQuote  Vendors are able to indicate whether they want to participate in eQuote (informal bidding)  Click on “I want to participate in eQuote.”

Registering for eQuote Vendor Registration Registering for eQuote If you elect to participate in eQuote  You will be taken to the eQuote Registration page.  You will need to select who will be the contact for eQuotes.  If the contact person is not listed, go back to the Locations/ Contacts Screen and add the desired contact information.

Registering for eQuote Vendor Registration Registering for eQuote  Select the location for the Main Contact Person. Organizations with multiple locations need to select the location for the eQuote Main Contact person by clicking on the drop down box  Click Submit  The eQuote contact person selected will receive an email within 24 business hours with your company's Username and Password, and the link to access the eQuote account - http://equote.myfloridamarketplace.com

Vendor Registration Registering for eQuote  Login in using the username and password contained in the eQuote Activation email  The first time you login, you will be prompted to change your password

Registering for eQuote Vendor Registration Registering for eQuote     Welcome: Alberta Simmons January 29, 2004      Sharpton Brunson Company                                                                                                                                Check to ensure your eQuote commodity categories are correct. Work Trail:  This list contains eQuotes awaiting your response. Select an eQuote to review by clicking on the Title. From there you may review details of the eQuote request and submit your response. Note that eQuotes marked RUSH require response within 4 business hours.   Title Status Organization Sender Responder Date Sent Response Due FL Terms and Conditions

Vendor Registration Terms of Use  The last step in the registration process is to read and accept the MyFloridaMarketPlace Terms of Use  You must "Accept" the terms to be considered a registered vendor with the State of Florida

Vendor Registration  Click the Registration Summary link, to see your entire registration record  Print out a copy of your registration for your records  Click Logout, when finished

Toll Free 1-866- FLA-EPRO (1-866-352-3776) Customer Service Center Vendor Assistance For Assistance with the registration process, please contact MyFloridaMarketPlace Customer Service vendorhelp@myfloridamarketplace.com Toll Free 1-866- FLA-EPRO (1-866-352-3776)

Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools Questions

eProcurement Tools eQuote: Solicitations (Sourcing): For contracts under $25K Enables vendors to receive and respond to State Agencies’ informal quotes Solicitations (Sourcing): For contracts over $25K Enables vendors to ONLY respond to State Agencies’ formal bids Electronic Invoicing (PO Flipping) Enables vendors receive electronic purchases orders from State Agencies using MyFloridaMarketPlace Enables vendors to “flip” a purchase order into an invoice Requires registration on Ariba Supplier Network

The eQuote Tool 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 • Quote the buyer's item request as is • Quote a substitute item • Quote an alternate item • Add additional items to the quote • Decline the entire quote Optional for all vendors

The eQuote Tool  The State will submit informal quote requests to vendors electronically by either email or fax  Vendors can only respond using the online template  Vendors may contact the buyer for further clarification about an item(s) in the eQuote requisition  If awarded the eQuote, the Vendor(s) will receive a purchase order for the item(s) from the buyer

Responding To An eQuote You will receive an email notification, with the website link Click on the link and login to your eQuote account                                                 

Responding To An eQuote  The inbox is displayed with all eQuote requests submitted to you  Click on the eQuote Title link to view all the details of the eQuote and to respond

Responding To An eQuote  Scroll down to begin entering your response to the eQuote.

Responding To An eQuote  Click on all of the pertinent boxes and enter the requested information  Once you enter a Unit Price for an item, the Extended Price (Unit Price x Qty) will be automatically calculated and entered for you

Responding To An eQuote  Step 2 - Review the entirety of your quote

Responding To An eQuote  To make changes to your response at this time, click the Edit button.  To remove everything you entered in your response, click the Discard Changes button.  To save your response without submitting it to the buyer, click the Save As Draft button.  To submit your response to the buyer, click the Submit button.

(Formal Bidding/Sourcing) The Sourcing Tool Solicitations (Formal Bidding/Sourcing)

What is the Solicitation / Sourcing Tool? The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms Used for formal bids only (Bids 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 Commonly referred to as “Sourcing” or “Formal Bidding”

Accessing Sourcing Login to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration.

Accessing Sourcing Placing Bids - 2 Options Vendors prepare to participate in the bidding event by reviewing requirements, terms and attachments. Vendors can download and complete appropriate documents, and submit questions via Q&A Board. Preview Vendors download and complete appropriate documents, prepare responses, upload requested documents (if any), and submit final responses. Vendors can revise responses , if necessary, any time during Open for Bidding period. Bidding Selection/ Award The event is closed and Purchasing Analyst evaluates all responses. The winning vendor will be notified. Placing Bids - 2 Options Direct Method (Online Form) OR Excel Method (Excel Spreadsheet)

Accessing Sourcing  The first page you will see after you login is the RFX List page.  The RFX List page provides a list of State of Florida agencies.  Next to each agency there is a number, indicating how many formal solicitations are currently posted for viewing and/or responding.

Accessing Sourcing  Click on the department name link for the bid you wish to view Example: The Department of Management Services

Accessing Sourcing  RFX List has all the current events existing for the selected Agency  Note the RFX Status & Time Remaining is available for you to view Questions are asked while a bid is in ‘Preview’ status

Accessing Sourcing Preview Bidding Selection/ Award Provides any rules imposed by the buyer Lists each line item available for bidding Provides background info on the RFX Reviewing Bid Information Verify that you meet the requirements using “RFX Info” and “Rules” tabs Determine which items you want to bid on Determine how you will respond to any questions or terms posed

Accessing Sourcing The Clock will show the time remaining to submit a response ‘Click’ on the Q&A Board to submit questions electronically regarding a solicitation

Preparing A Response in Sourcing Preview Bidding Selection/ Award  When a solicitation is in "Open for Bidding" status, vendors have the ability to formulate and submit electronic responses or bids.  In the next section, you will learn how to enter your electronic response and submit it to the agency.

Preparing A Response in Sourcing Step 2  Enter your quoted prices for the items listed in the solicitation.

Preparing a Response in Sourcing  Using the “Direct Method” simply click on the item and enter the requested value, by clicking on the fields. Example: You need to enter your price for the item by clicking in the Price field.

Preparing a Response in Sourcing  Depending on how the agency sets up the bid, you may enter information in addition to the actual pricing information, a description or an attachment.

Preparing An Excel Sourcing Bid Preview Bidding Excel Method Optional Feature – Must see the “Open RFX in Excel” button to use Helpful for large or complex bids Achieves the same end-result as the Direct Method Selection/ Award

Click to Open RFX in Excel Preparing An Excel Sourcing Bid Excel Method Click the “Open RFX in Excel” button Excel Spreadsheet opens Preview Bidding Selection/ Award Click to Open RFX in Excel

Preparing An Excel Sourcing Bid Excel Method Review instructions provided on Cover Sheet Preview Bidding Selection/ Award

Preparing An Excel Sourcing Bid Excel Method Enter your bid or response information in the highlighted cell(s) Preview Bidding Selection/ Award Enter Response Here

Preparing An Excel Sourcing Bid Excel Method Save File – In the Excel window, select “File” then “Save As” Import Response – Click “Import Response” button Preview Bidding Selection/ Award Click to Import Response

Preparing An Excel Sourcing Bid Excel Method Import Response (continued) – a) Click “Browse” button to select file name; b) Click “Load Response” button to download file; c) Click “Next” button to proceed. Preview Bidding Selection/ Award “Browse” Button “Load Response” Button

Preparing An Excel Sourcing Bid Excel Method Review Status Messages – Fix any warnings or errors that appear Submit or Save Bid – Click “Submit” button to transmit bid immediately or click “Save” button to save bid for later submission Preview Bidding Click “Submit” or “Save” button Selection/ Award

Revising A Submitted Bid in Sourcing  The My Response tab allows you to view all versions of your submitted bid.  Each time a bid or revised bid is submitted, a system-generated ID is assigned.  The original bid will show that the bid has been "Replaced". To view the original version, simply click on the ID link.

Sourcing When the bidding event reaches closing time, or when the inactivity period is met, the RFX moves to “Pending Selection” status Buyer reviews the bids and makes awards to one or more vendors When awards have been decided for all items, the RFX moves from the “Pending Selection” status to “Closed” status Winning vendors are notified Preview Bidding Selection/ Award

Preparing A Response In Sourcing Step 3  The Summary page is the final step before submitting the response to the agency.  Review the details of your response under the RFX Info and Items Tabs.

Preparing A Response In Sourcing  Remember to go back to the RFX page to review the attachments you added to your response.  At this point you can Save your document and come back to it or you can click the Submit button to submit your bid/response to the agency.  Note: Once you submit a bid, it can be revised, but it cannot be systematically withdrawn.

Preparing A Response In Sourcing  Once you click Submit, you will taken to the Agreement page.  Read this information carefully prior to clicking the OK button.  A bid can be revised as many times as needed, as long as the status of the bid is "Open for Bidding.”

Revising A Submitted Bid in Sourcing  Once you submit a bid, a new button will appear at the top of the page - Revise Response.  You can view your entire response and make any necessary changes.  The agency will only see the most current version of your bid.

Summary Register for MyFloridaMarketPlace URL https://marketplace.myflorida.com Includes CMBE, eQuote and Sourcing registration, and Vendor Training MyFloridaMarketPlace Customer Service vendorhelp@myfloridamarketplace.com Toll Free 1-866- FLA-EPRO (1-866-352-3776)