MyFloridaMarketPlace Roundtable June 10, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

4 MyFloridaMarketPlace supports a number of different functions including: –Vendor Registration – Allows vendors to register and maintain their vendor information in the system. The vendor may also register for CMBE certification within the Vendor Registration System –Requisitioning – Online creation of requisition from an online catalog or contract. Supports submitting electronic quotes to vendors and allowing vendors to respond to the quote online. –Contract tracking – Online tracking of contracts including available balance, contract term, contract pricing, etc. MyFloridaMarketPlace System Overview

5 MyFloridaMarketPlace System Overview (cont.) –Invoice reconciliation – Online matching of invoice, purchase order, receipt, and/or contract. The discrepancies will be identified and routed to the agency for review –Reporting – Customized reporting capabilities providing the agencies with spend visibility, contract compliance, etc. –Bidding – Online submission of solicitations to vendors. Vendors will respond to their bids online and the agency may evaluate the responses online as well.

6 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

7 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

8 Effective July 1, agencies must do business only with registered vendors (with limited exceptions in rule) Once an agency “goes live,” a vendor must be registered for an agency to: –Issue a PO –Solicit formal competitive bids –Manage an existing contract in or establish a new contract If vendor is resistant to registering, determine why: –Lack of technical access (i.e. no computer with internet access) –The 1% Fee MyFloridaMarketPlace System Vendor Registration Guidelines

9 If their objection to registering is… Lack of technical access (i.e. no computer with Internet access) Statutory mandate of eProcurement Direct them to register at one of the One-Stop Centers or Public Library Direct them to call the Customer Service Center MyFloridaMarketPlace System Vendor Registration Guidelines

10 If their objection to registering is… The 1% Fee Stress that registration requirement and exemptions are distinct from fee requirement and exemptions Many fee-exempt vendors still must register MyFloridaMarketPlace System Vendor Registration Guidelines

11 Despite preceding steps, the vendor just refuses to register: Do business with another vendor, or Agency must initiate registration MyFloridaMarketPlace System Vendor Registration Guidelines

12 How will vendors that refuse to register be registered in MyFloridaMarketPlace? The agency will work with the vendor to gather all relevant registration information and will provide the information to the Vendor Service Desk The Vendor Service Desk will register the vendor in MyFloridaMarketPlace on behalf of the agency and will flag the vendor as exempt from the transaction fee The agency will be notified when the registration is complete MyFloridaMarketPlace System Vendor Registration Guidelines

13 “What if I have an emergency, and I need to cut a PO but the vendor is not registered in MyFloridaMarketPlace?” –Before an agency goes live, it may continue to cut POs in SPURs or pay with p-card. –After an agency goes live, it may contact the Customer Service Center to help register the vendor in MyFloridaMarketPlace, pay with the p- card, or cut a field PO. “What if a PO is not required, how can I ensure payment?” –The vendor can be registered by the Agency in SPURs and complete payment in FLAIR. Vendor registration in SPURs will sunset once new FLAIR is available. MyFloridaMarketPlace System Vendor Registration Guidelines

14 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

15 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session Requisitioning Demo (Part II) Break Vendor Registration Guidelines Resolution of Pending Issues / New Items Next Meeting Location / Time

16 Next Meeting: Time / Location June 17 th 9:00 a.m. – 11:00 a.m. Carr Building, Room 170 Discussion of Future Roundtable Dates / Location