MyFloridaMarketPlace Roundtable June 17, 2003 MyFloridaMarketPlace

2 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

3 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

4 Objectives: –One point of contact with DMS to ask questions and raise issues/concerns –DMS Agency Liaisons will communicate pro-actively on an as- needed basis with Agency Liaison –DMS Agency Liaison will participate in Agency kick-off meeting; weekly workflow meetings at beginning of Agency Implementation (if needed); and other meetings as needed MyFloridaMarketPlace System DMS Agency Liaisons

5 UsersDMS Liaison Department Of TransportationFred Department Of Management ServicesDavid State Technology Office (STO)Ken Department of Administrative Hearings (DOAH)Jennie Department Of CitrusJennie Department Of HealthDavid Dept. Of Highway Safety & Motor VehiclesDavid Department Of Juvenile JusticeJennie Agency For Health Care AdministrationKen Dept. Of Children & FamiliesFred Department Of Veterans' AffairsKen Department Of CorrectionsJennie Department Of The LotteryJennie

6 MyFloridaMarketPlace System DMS Agency Liaisons UsersDMS Liaison Department Of EducationJennie Department Of RevenueKen Agency For Workforce Innovation (includes DOL&ES)Jennie Department Of Business & Professional RegulationDavid Department of StateFred Department Of Military AffairsJennie Department Of Community AffairsFred Department Of Elder AffairsFred Executive Office Of The GovernorKen Department Of Environmental ProtectionJennie Department Of Law EnforcementDavid Department of AgricultureJennie Department of Financial ServicesDavid Fish and Wildlife CommissionKen

7 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

8 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

9 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.

10 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

11 Vendor Registration Exemption Process Per 60A-1.030(1), “Each vendor doing business with the State for the sale of commodities or contractual services,…, shall register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.030(3).” –Effective July 1, 2003, all new business must be conducted with a MyFloridaMarketPlace registered vendor unless exempted by rule. –This includes all new business conducted in SPURS prior to the agency’s MyFloridaMarketPlace implementation date.

12 Vendor Registration Exemption Process How do I conduct business with an unregistered vendor that is critical to my agency’s mission? –Per 60A-1.030(2), an agency may conduct business with an unregistered vendor if the agency purchasing director determines that it is necessary to the agency’s mission. The vendor must be registered in MyFloridaMarketPlace within 20 days after providing the goods or services.

13 Vendor Registration Exemption Process In order to issue the purchase order to an unregistered vendor that is critical to the agency’s mission, the agency must complete the following: 1.Issue a paper purchase order to the vendor or complete the transaction via p-card. 2.After the transaction is complete, register the vendor within MyFloridaMarketPlace If the vendor is not willing to register, the agency may assist in the registration process by gathering the relevant information and providing the information to the Customer Service Desk for registration.

14 Vendor Registration Exemption Process 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 future purchase orders to the vendor

15 Vendor Registration Exemption Process 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

16 Vendor Registration Exemption Process After MyFloridaMarketPlace is implemented at my agency, how do I issue a purchase order to a vendor not required to be registered per 60A-1.030(3)? –If a purchase order is required, the agency will issue a purchase order to the vendor through MyFloridaMarketPlace. –If the agency would like to issue a payment to the vendor, the agency may register the vendor directly in SPURS.

17 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

18 P-Card Usage and MyFloridaMarketPlace Per Memorandum No. 01 ( ) The Department delegates to Agencies permission to purchase the following from vendors not registered in MFMP:  Travel related expenditures, including but not limited to: rental cars, airline tickets, hotels, parking fees, toll, taxis, trains, busses, lodging conference rooms.  Subscriptions  Conferences  Dues and membership fees  Sponsorships

19 P-Card Usage and MyFloridaMarketPlace Per Memorandum No. 01 ( ) Agencies are provided the following P-Card guidance:  P-Card may be used for Internet transactions, not in MyFloridaMarketPlace, for commodities or services not available on state term contract and valued at less than $250  Unless exempt by Rule, all P-Card vendors must be registered in MyFloridaMarketPlace

20 P-Card Usage and MyFloridaMarketPlace Per Memorandum No. 01 ( ) Agencies are provided the following P-Card guidance: Until further written guidance is provided, an Agency may elect to use the P-Card to conduct transactions without using the MyFloridaMarketPlace Requisition tool, provided that the vendor is registered in MyFloridaMarketPlace. Unless otherwise exempted, pursuant to rule 60A-1.032, these transactions are subject to the 1% transaction fee and shall be self reported by the vendor on PUR form 3776.

21 MyFloridaMarketPlace Roundtable Session Agenda Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) DMS Agency Liaison Assignments (9:10 a.m. – 9:20 a.m.) eQuote Demo (9:20 a.m. – 10:00 a.m.) Continued Topic: Vendor Registration Guidelines (10:00 a.m. – 10:25 a.m.) P-card usage outside of MyFloridaMarketPlace (10:25 a.m. – 10:50 a.m.) Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

22 Next Meeting: Time / Location June 24 th 9:00 a.m. – 11:00 a.m. Carr Building, Room 170