MyFloridaMarketPlace Roundtable March 11, :00 a.m. – noon

2 Welcome Updated Project Website Vendor Registration 1% Fee discussion Future Topics Next Meeting Location/Time 3/11 Roundtable Agenda

3  Project website updated Friday to organize and enhance content  How to access MyFloridaMarketPlace website   Under the Hot topics section, click on MyFloridaMarketPlace/e-Pro MyFloridaMarketPlace Website

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5 Welcome Updated Project Website Vendor Registration 1% Fee discussion Future Topics Next Meeting Location/Time 3/11 Roundtable Agenda

6  When is Vendor Registration System coming live?  Planned publication date for the web site is Monday, March 31  Who should register as a vendor?  Beginning March 31, all vendors except Foster Care Providers are welcome to begin registration  For the near future, agencies will retain SPURS access and continue to add P-Card vendors and exception vendors in SPURS  How do we handle questions from vendors?  See next several slides Vendor Registration

7 Vendor Registration Call Routing and Escalation Procedures AGENCY / DEPARTMENT – PURCHASING AGENT HANDOUT Procedures for determining if a vendor should be routed to the MyFloridaMarketPlace customer service center: The purchasing agent should ask the vendor the following three questions:  Question 1: Have you registered in the MyFloridaMarketPlace procurement system? o YES  Refer the vendor to the MyFloridaMarketPlace Customer Service Center o No  Proceed to Question 2  Question 2: Is this a vendor registration related question with the MyFloridaMarketPlace system? o YES  Refer the vendor to the MyFloridaMarketPlace Customer Service Center o NO  Proceed to Question 3  Question 3: Do you want to register in the MyFloridaMarketPlace procurement system? o YES  Refer the vendor to the MyFloridaMarketPlace Customer Service Center o NO  Continue to service vendor’s needs as previously done

8 Vendor Registration Call Routing and Escalation Procedures If the vendor answers “yes” to any of the questions, refer them to the MyFloridaMarketPlace Service Center at FLA-ePro or to the vendor registration web site. The vendor registration web site is accessible by logging onto and clicking on the ‘MyFloridaMarketPlace / e-Pro’ link under ‘Hot Topics.’ Under the Vendor Heading, click on the ‘Register in MyFloridaMarketPlace’ link. The following table provides additional detail regarding , phone and fax numbers for the MyFloridaMarketPlace Service Center: ContactsContact Methods AddressPhone (Voice and Fax) Vendor Related IssuesPhone, or (866) FLA-ePRO Fax: (866) Buyer Related IssuesPhone, or (866) FLA-ePRO Fax: (866)

9 Vendor Registration Call Routing and Escalation Procedures In the event a vendor asks, “What is MyFloridaMarketPlace?” The Response is: MyFloridaMarketPlace is the State's new web-based Procurement system that provides the opportunity for government buyers and vendors to conduct business over the Internet. Going forward, all vendors that conduct business with the State will need to register in MyFloridaMarketPlace. To access additional information, you can log on to MyFlorida.com, and click on the 'MyFloridaMarketPlace' link under 'Hot Topics.'

10 Welcome Updated Project Website Vendor Registration 1% Fee discussion Future Topics Next Meeting Location/Time 3/11 Roundtable Agenda

11  Purchasing Mission:  To get our agencies what they need, when and where they need it, at the lowest overall cost MyFloridaMarketPlace Purchasing Mission

12 MyFloridaMarketPlace Use of System Rule Components Key Rule Components  Agencies will include 1% fee terms and conditions in all solicitations and agreements effective July 1  Vendors must be registered in MyFloridaMarketPlace in order to respond to solicitations or enter into new agreements effective July 1  Framework for defining exceptions to the 1% fee (early DRAFT)

13 MyFloridaMarketPlace Use of System Rule Exception Criteria Suggested Rule Exception Criteria  Framework for defining exceptions to the 1% fee (early DRAFT)  Exempt direct beneficiaries (i.e. citizens) of health and welfare programs  Qualifying Examples:Foster care services, family placement services  Non-qualifying Example:Claims processing services  Exempt government-to-government transactions  Qualifying Examples:Inter-agency purchases, inter-state purchases  Non-qualifying Example:Agency purchases from not-for-profits  Exempt pass-through grant activity  Qualifying Example:Agency payments funding research grants  Non-qualifying Example:Agency payments spending research dollars  Exempt regulated utilities  Qualifying Examples:Electricity, water  Non-qualifying Example:Local or long distance telecommunications

14 MyFloridaMarketPlace Use of System Rule Exception Criteria Additional Suggested Rule Exception Criteria  Feedback suggested creating exceptions to the 1% fee where  The requirement will interfere with the prompt fulfillment of state procurement requirements  The fee represents an inappropriate windfall for no value added by the eProcurement system  The fee is applied to citizen or employee payees, or to government payees  The fee is applied to prices fixed by law or government regulation

15 MyFloridaMarketPlace Use of System Rule Exception Criteria Forrester Report Cites the following benefits from eProcurement  Increased Productivity  Governments realize a range of savings by moving paper-intensive vendor solicitation processes online  Moving bid notifications to the Web allows governments to cut printing and mailing budgets by 75%  Streamlined Processes  Governments can cut the costs of administering a PO by more than 50%, to $50 or less, and shorten the approval cycle to minutes  Payment methods like EFT secures a new round of discounts from suppliers by guaranteeing prompt payments  Reduction on the Cost of Goods  Governments can secure price breaks by requiring suppliers to compete for bids against one another in reverse auctions  Pennsylvania has saved $10 million by buying raw materials like coal through Web-enabled reverse auctions  Governments can negotiate discounts using aggregated information – cutting commodity costs another 5% to 15%

16 MyFloridaMarketPlace Use of System Rule Exception Criteria Aberdeen Group Dec Study (abridged)

17 Welcome Updated Project Website Vendor Registration 1% Fee discussion Future Topics Next Meeting Location/Time 3/11 Roundtable Agenda

18 Roundtable Topics Conference Room Pilot12/9/03 – 12/20/03 Project Update, Agency Liaison Role, Next Steps1/21 Requirements Confirmation1/21, 1/28, 2/4 Vendor Registration2/11 Workflow2/19 Contracts Tracking2/25 Integration with FLAIR2/25 Purchasing Agent Messages3/4 Changes to Policy/Rules3/4 1% Fee Discussion3/4, 3/11, 3/19, 3/25 Agency Technical Preparedness/Networking3/19 Training Agency Rollout Schedule User Acceptance Testing Security Administration Reluctant Vendor Policy

19 Welcome Updated Project Website Vendor Registration 1% Fee discussion Future Topics Next Meeting Location/Time 3/11 Roundtable Agenda

20 Questions?? Next Meeting: Wednesday, 3/19 9 a.m – 11 a.m. DEP Carr Building