Vendor Advisory Council Meeting Florida Government Expo Tampa, Florida September 25, 2003 MyFloridaMarketPlace

2 Page - 2 Agenda Introductions MyFloridaMarketPlace Update Using MyFloridaMarketPlace Other Business Close

3 Page - 3 Introductions  Name and Company Represented  Review and Approval of Minutes  Objectives for Today

4 Page - 4 Agenda Introductions MyFloridaMarketPlace Update Using MyFloridaMarketPlace Other Business Close

5 Page - 5 Overall Project Status  Completed Activities:  Completed first two strategic sourcing events:  Office Supplies Reverse Auction (Intent to Award 8/28)  MRO Supplies (Intent to Award 9/9)  Lessons learned on Sourcing  Vendor Information Sessions combined with targeted phone calls  Completed Model Office Sessions  Revised Agency Deployment Schedule based on agency feedback  Department of Citrus live on 9/2  Upcoming Activities:  Continue to monitor DOT, DMS and STO activities  Provide post-implementation support to Citrus  Continue Preparations for Next Wave of Agencies  Initiate second wave of strategic sourcing events  Finalize revised DFS plan and assess impact of new approach  Online Encumbrance and Disbursements Go Live mid-November

6 Page - 6 Stakeholder Participation  Vendors Registered:  22,583 vendors registered in MyFloridaMarketPlace as of 9/15/03  7,392 (33%) of vendors registered are CMBE/MBE  1,245 CMBE vendors targeted for registration; 90% of those are now registered  Pilot Agencies (DMS, STO, DOT):  1,275 requisitions and 1,081 Purchase Orders issued for $24,551,000 through 8/29/03  2 open bid events, 2 closed bids, and 6 bids pending selection  Contracts/Catalogs:  426 Contracts Loaded  419 Catalogs Loaded  24,410 SKUs Loaded

7 Page - 7 Vendor Outreach  Vendor Outreach  Have conducted more than 40 General Vendor sessions around the state and 65 State Term Contract Forums  An additional 30 general sessions are scheduled through mid- December  Critical Agency Vendors  Identified 10,000 agency vendors  Outreach to these vendors is underway  C/MBE Vendor Outreach  Identified 1,200 targeted CMBE vendors  Made 700 phone calls

8 Page - 8 Deployment for Agencies and Departments

9 Page - 9 Agenda Introductions MyFloridaMarketPlace Update Using MyFloridaMarketPlace Other Business Close

10 Page - 10 Using MyFloridaMarketPlace  Vendor Registration  Sourcing  Available and Planned Vendor Training

11 Page - 11 Click here to start the registration process Vendor Registration

12 Page - 12 Vendor Registration

13 Page - 13 The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately. Vendor’s Decision FactorsChallenges Single Vendor Registration Location  Ease of registration;  Want the ability to manage all location information at the corporate level  All locations will sell the same commodities/services  Locations will not compete with each other  All location information must be maintained centrally  All bid responses must be submitted centrally  All locations must sell the same commodities/services Multiple Vendor Registrations Locations  Some locations plan to sell different commodities  Some locations plan to compete with each other for business  Separate locations may have different requirements which can be confusing to the buyers  Locations must manage their own profile information  Each location must register separately for sourcing events in order to participate Registration Guidelines

14 Page - 14 The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately. Corporate Managed Corporate Registration- Location Managed Corporate Location 1 Location 2 Location 1Location 2Location 3 Corporate Location 1 Location Registration Registration Guidelines

15 Page - 15 Sourcing Sourcing: The New Way to Procure

16 Page - 16 Sourcing Events More than a dozen sourcing events have been conducted by the pilot agencies since MyFloridaMarketPlace “go live” on July 1, EventOwner Aircraft Lease or finance purchase plan (ITN # M)DMS Adobe Software Products (ITB # N Rebid)DMS Real Estate Strategic Planning and Management (ITN # M)DMS Armored Car and Depository Banking ServicesDOT Drug Screening Test KitsDMS Natural GasDMS Maintenance, Repair, & Operating (MRO) Supplies (ITB # B)DMS Boiler and Machinery Insurance (ITB # D)DMS A/C and Heating EquipmentDOT Office Consumables Lot A Phase II - eAuction (ITB # E)DMS Office Consumables Lot B Phase II - eAuction (ITB # E)DMS Installation of Fence along the South Florida Rail Corridor-D4DOT Florida Interoperability Network Solution, ITN No. 03-STO-ITN-009STO

17 Page - 17 Sourcing—Lessons Learned  Once a list of targeted vendors is identified, send out an prior to the bid opening to remind them to:  To confirm that they have registered and are able to logon  To confirm that they have selected the ability to receive solicitations and the proper commodity codes  Standard bid templates exist, standard language being developed  The Sourcing Event Tool Kit will provide recommended timeline to include mock training for reverse auctions  Agencies will have ability to edit everything, including General Conditions, and add technical specifications  Vendors should get their bids in early – do not wait until the last minute  They have the ability to change their bids without the Agency seeing what they have entered until after the bid is closed

18 Page - 18 Vendor Training Vendor Training: How Do You Do That?

19 Page - 19 Vendor/Buyer Training Resources Several resources are available to help vendors and buyers successfully use the MyFloridaMarketPlace. ServiceDescriptionLocation Vendor TrainingOn-Demand web-based, interactive training application for Vendors to learn how to respond to an event using the MyFloridaMarketPlace sourcing tool ndor_training.htm Agency Training Session 1.5 days of Buyer training before they come onboard Please contact your Buyer Adoption liaison for the schedule Communication Tool KitTools for Agencies to communicate with their employees on various aspects of the initiative it.htm Sourcing Events Services Help with specific questions regarding the tool functionalities and how to set-up and load events in the MyFloridaMarketPlace tool  MyFloridaMarketPlace Help (866)  Sourcing Event tool kit will be available on MyFloridaMarketPlace to help Purchasing Analyst conduct the event correctly.

20 Page - 20 Available Vendor Training

21 Page - 21 Vendor Training

22 Page - 22 Example of Training

23 Page - 23 Agenda Introductions MyFloridaMarketPlace Update Using MyFloridaMarketPlace Other Business Close

24 Page - 24 Other Business  Feedback from the Council  Discussion and Questions  Next Meeting

25 Page - 25 Agenda Introductions MyFloridaMarketPlace Update Using MyFloridaMarketPlace Other Business Close