MyFloridaMarketPlace: Project Overview MyFloridaMarketPlace

2 Agenda  Vision  Purpose and Benefits  Vendor Outreach and Registration Process  Registration Exemption  Doing Business in MyFloridaMarketPlace  Use of SPURS and VBS post go-live  P-Card  1% Fee  Fee Exemption  Strategic Sourcing  Accenture’s Role  Contact Information

3 Vision More effective and efficient Government that harnesses the use of technology Running Florida Government like a Business  Enterprise-wide Initiative  Private Sector Best Practice Diversifying Florida’s Economy / One Florida Performance-based Measurement and Accountability Public / Private Partnerships

4 Purpose and Benefits MyFloridaMarketPlace…Connecting Buyers and Vendors. Expanding Opportunities. The new web based procurement system will help the State of Florida better direct, coordinate, evaluate, and resource its procurement process. MyFloridaMarketPlace focuses on partnering with vendors to provide them with direct access to state agencies, local governments and other eligible buyers. By aggregating spending on products and services, the State of Florida, through MyFloridaMarketPlace, will be better positioned to negotiate contracts with suppliers based on economies of scale. As a result, buyers will benefit from increased competition among the state's vendors, and vendors will benefit by reaching a greater purchasing audience. Additionally, MyFloridaMarketPlace further supports Governor Bush's "One Florida" program by expanding, through technology, opportunities for minority and women-owned businesses to conduct business with the state.

5 Purpose and Benefits Key Facts About MyFloridaMarketPlace 1.The Department of Management Services is leading this project in consultation with the State Technology Office and the State Chief Financial Officer. 2.The Department of Management Services and the Department of Transportation will be the first agencies to pilot the system, with all remaining Executive Branch agencies being phased into the new system by early Other eligible users such as local governments, universities, colleges, and public schools will have the opportunity to participate by the end of All vendors who wish to sell to the state must register with MyFloridaMarketPlace and participate in the system. 4.There is no registration or ongoing subscription fee charged to vendors for participating in MyFloridaMarketPlace, however, the state will apply a 1% fee on all purchase orders. This 1% fee will replace all other existing fees and be charged on all transactions. State term contract vendors already pay a 1% fee to the state, and will continue under this new system. 5.The 1% fee goes toward offsetting the acquisition, implementation, and ongoing operations of the MyFloridaMarketPlace system. Once this is fulfilled, the fee will help pay for the development and ongoing operations of the MyFloridaMarketPlace system. 6.All electronic transaction data will be safely protected by an Internet security protocol known as Secure Socket Layer (SSL).

6 Purpose and Benefits The system will provide a centralized source of procurement information for the business community, and the ability for vendors to communicate to a broader buying audience. Key benefits for VENDORS include: 1.State of the art tools: Electronic, Internet-based transactions provide a consistent and more efficient way of doing business with the State - less paperwork and manual steps. 2.Increased access to buying entities: Registering with MyFloridaMarketPlace will provide vendors with access to all buyers using the system. 3.Enhanced economic development opportunities for small business: MyFloridaMarketPlace will enhance economic development opportunities for small business by increasing access to the "State" marketplace. 4.On-line interactive quoting and bidding: Vendors will be able to submit electronic responses to informal quotes and formal sealed bids.

7 Purpose and Benefits The system is a one-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State. Key benefits for BUYERS include: 1.More Choice: MyFloridaMarketPlace provides online access to the system's registered vendors and their products/services. Additionally, Agencies will have online access to procurement vehicles such as State Term Contracts, quoting, and sourcing. 2.Reduction in paperwork: Online requisitions, purchase orders, and quoting/sourcing capability are just a few of the state of the art tools that buyers will now have access to in order to complete procurement activities. Additionally, MyFloridaMarketPlace provides automated workflow and online approvals for streamlined processing. 3.Faster order processing time: By automating the transactions, contracts, approvals, etc., the time from requisition to payment is reduced. 4.Reduction in the cost of goods and services: MyFloridaMarketPlace provides the State the opportunity to leverage its significant buying power by enabling Florida to act as a single entity during contract and purchasing negotiations. 5.Reduced overhead and processing costs: In addition to more accurate orders, automated workflow, and speed to fulfillment, the system helps to eliminate overhead costs on such items as paper, printing, supplies, postage, mail and delivery services.

8 Vendor Outreach and Registration A successful eProcurement system is dependent on having vendors registered who wish to do business with the State and, where possible, only doing business with registered vendors. To help reduce the impact on State agencies, DMS and Accenture have conducted extensive outreach activities, including:  Weekly updates to agency liaisons 

9 Vendor Registration Exemption In the event a vendor is not willing to register, the following steps will be followed: 1.The Agency will gather the key vendor registration data and complete the registration form. 2.The Agency will submit the registration form to the Customer Service Desk via at 3.The Customer Service Desk will register the vendor within MyFloridaMarketPlace within 24 hours of notification. 4.The Customer Service Desk will contact the requesting Agency via upon completion of the registration.

10 Vendor Registration Exemption

11 Vendor Registration Exemption SAMPLE

12 Vendor Registration Exemption Upon completion of the registration by the Customer Service Desk, the AGENCY WILL be able to: 1.Issue payments to the vendor via FLAIR. The vendor record will be passed from MyFloridaMarketPlace to SPURS to FLAIR. 2.Issue purchase order to the vendor

13 Vendor Registration Exemption Upon completion of the registration by the Customer Service Desk, the VENDOR WILL NOT be able to: 1.Respond to solicitations issued through MyFloridaMarketPlace 2.Respond to requests for electronic quotes through MyFloridaMarketPlace 3.Manage their vendor profile through MyFloridaMarketPlace 4.Complete CMBE certification process

14 Doing Business in MyFloridaMarketPlace 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.

15 Doing Business in MyFloridaMarketPlace –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.

16 P-Card Policy for P-Card Usage Within MyFloridaMarketPlace Background The statewide purchasing card program was implemented to streamline processes, improve management reporting, and reduce the cost of making small dollar purchases. Per Administrative Rule 60A-1.002, agencies are recommended to use the state purchasing card for all procurements, especially for purchases below $2,500. Overview With the implementation of MyFloridaMarketPlace, users may create a requisition with the payment method of p-card before or after the transaction is completed. This will provide the State with increased visibility to the spend in order to identify strategic sourcing opportunities. Circumstances will exist in which a p-card transaction will occur directly with the vendor without a transaction being completed in MyFloridaMarketPlace.

17 P-Card For purchases completed within MyFloridaMarketPlace, the following process will apply: 1.The requestor will complete a requisition within MyFloridaMarketPlace and decide whether to include the p-card number on the requisition and whether to transmit the PO to the vendor electronically. 2.The requisition will be submitted for approval. Approval requirements will be based on the agency-specific workflow. The requisition process may be completed after-the-fact if necessary. 3.If the requestor elects to transmit the PO to the vendor, the PO will be sent to the vendor upon approval by all approvers. 4.The requestor may complete the receiving report within MyFloridaMarketPlace for the p-card purchase, if desired. 5.In the event the vendor submits an invoice to the State for a purchase completed via p-card, the system will automatically reject an invoice associated with a purchase order with a p-card payment mechanism.

18 P-Card P-Card Purchases Outside MyFloridaMarketPlace Purchases in the following categories may be completed on the purchasing card outside of MyFloridaMarketPlace and will not require registration through MyFloridaMarketPlace: –If the transaction can only be consummated through the use of the purchasing card, i.e., the vendor will not accept a purchase order Examples: Subscriptions and conferences* –Travel related expenditures Examples: Rental cars, Airline tickets, and Hotels* –If the requestor is away from the office and needs to complete a purchase Examples: Park ranger needs to have a plumber repair a leak; Maintenance requires a new part immediately to complete a repair –Emergency purchases Examples: Purchase that is critical to the agency’s mission

19 1% Fee In an effort to provide the State and Business community with state- of-the-art tools and technology in the area of purchasing, the State has instituted a 1% transaction fee for procurement transactions. Actually, the 1% fee is not new. It has been in existence for a number of years. State Term Contract vendors currently pay a 1% fee to the State, and will continue under the MyFloridaMarketPlace system. The State of Florida will apply a 1% fee to all transactions processed through the MyFloridaMarketPlace system in order to provide vendors with electronic access to State buyers and to provide vendor support activities. There is no initial registration or ongoing subscription fee charged to vendors. The 1% fee only applies to contracts and payments processed.

20 1% Fee The 1% fee will help pay for the acquisition, development, implementation and operations of the MyFloridaMarketPlace system; this includes the services required to effectively implement an initiative of this size, develop and execute training required for both buyers and vendors, and provide the ongoing maintenance and services needed to sustain the system’s success.

21 1% Fee Automatic deduction of eligible transaction fees from invoices paid through MyFloridaMarketPlace will not occur until available in new FLAIR system (estimated July 1, 2005) Starting 7/1/03, vendors will be required to self-report all transaction fees on a monthly basis using Form PUR 3776 We will be moving to billing and collection, however, it will not be available until 10/01/03 at the earliest  Even then, transactions that are made with users who are not yet on the system will need to be self-reported

22 Fee Exemption Agencies may request a transaction fee exemption per 60A-1.032(1). The steps to be completed are summarized below: 1.The Agency will complete a form summarizing the exemption request. 2.The Agency will submit the exemption form to the Customer Service Desk at 3.The Customer Service Desk will flag the purchase agreement in MyFloridaMarketPlace as exempt from the transaction fee within 24 hours of notification. 4.The Customer Service Desk will contact the requesting Agency upon completion of the transaction exemption.

23 Fee Exemption

24 Fee Exemption Agencies may request a transaction fee exemption per 60A-1.032(2). The steps to be completed are summarized below: 1.The Agency will complete a form summarizing the exemption request including justification. 2.The Agency’s head or designee will submit the form for consideration via to the State Purchasing Director at 3.The State Purchasing Director will respond within 14 days either granting, denying, or requesting additional information regarding the exemption request. 4.If the exemption is granted, DMS will forward the form via to the Customer Service Desk at

25 Fee Exemption 5.The Customer Service Desk will flag the purchase agreement in MyFloridaMarketPlace as exempt from the transaction fee within 24 hours of notification. 6.The Customer Service Desk will contact the requesting Agency and the State Purchasing Director upon completion of the transaction exemption.

26 Fee Exemption

27 Accenture’s Role  5 year Contract between the State of Florida and Accenture (signed October 9, 2002)  Accenture is responsible for key activities such as:  System Development (e.g., confirm system requirements, code the application modules)  Technology Integration (e.g., establish the technical architecture, configure and test the application, develop interfaces with other systems)  Supporting Agency Implementation (e.g., work with agencies to complete pre- implementation tasks, including Train the Trainer)  Support Vendor Outreach efforts (e.g., General Vendor Information Sessions, State Term Contract Vendor Forums, Vendor Enablement Activities)  Business Operations (e.g., operate the Buyer and Vendor Service Desks, provide ongoing application and technological support, identify additional users that would potentially use the system)

28 Contact Information All inquiries can be directed by phone to (866) FLA-ePRO ( ) For assistance with Vendor related questions, please contact: For assistance with Buyer related questions, please contact: For general inquiries, please contact: