MyFloridaMarketPlace

MyFloridaMarketPlace
MyFloridaMarketPlace / Vendor VIP Overview PTAC Conference: May 26, 2010

Agenda Agenda Welcome / MFMP Overview Vendor Information Portal (VIP)
Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 2

MFMP Overview MFMP Overview
MyFloridaMarketPlace (MFMP) is the State of Florida’s online e-procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors Excellence in IT Leadership Award from IT Florida Excellence in Public Service Leadership from IT Florida Honorable Mention given by the National Institute of Governmental Purchasing Achievement for Excellence in Procurement (2004, 2005, 2006, 2007, 2008, 2009) ComputerWorld Laureate 2008

MFMP Overview MFMP Overview MFMP Vendor Benefits
Equal access for disabled-veteran, women- and minority-owned businesses Electronic Invoicing (eInvoicing) One-stop registration that enables a vendor to receive all executive state agency bids for any selected commodity code 24/7 access to more bid opportunities and information Vendor Bid System (VBS) Sourcing eQuote Improved quality and accuracy of interactions with the state Customer service support available to provide real time assistance Green catalog and product listing options

What is VIP? What is VIP? VIP is the State of Florida’s Vendor Information Portal VIP provides: An updated look and feel to the state’s previous vendor registration system Improved information views and navigation Commodity code keyword search capabilities Simplified fee reporting

What Else is New and Improved…
What is VIP? Automatic VBS notification registration within VIP All vendors who have elected to participate in Sourcing are automatically registered to receive VBS notifications Registration instructions and direction Contextual help and error messages

VIP- A New Look and Feel for Vendors
New login page Summary information on the account landing page

Information Views and Navigation
Drop down options are available for vendors to easily navigate to various areas in the system ‘Just in time’ help is located throughout the system!

Commodity Code Search Commodity Code Search
Vendors can enter keywords to conduct searches for applicable commodity codes Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’ These commodity codes are then added to the vendor’s account

Commodity Code Search in VIP
Vendors can search / add / update commodity codes within VIP While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes Registration for commodity codes facilitates notification of available bid opportunities for vendors

Commodity Code Search Commodity Code Search
There is a checkbox that a vendor can use if there is a preference for no commodity codes to be associated with the account Registration for commodity codes facilitates notification of available bid opportunities for vendors While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

Commodity Code Resources
What is VIP? Commodity Code Resources Having trouble selecting codes in VIP? Commodity code training aid and searchable Excel document marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_tools State Purchasing commodity code catalog _forms_references_resources/commodity_contractual_services_catalog

Simplified Fee Reporting
Returning vendors can log into their account and access their ‘Vendor Summary’ page Navigating to the ‘Billing and Collections’ area provides vendors with a view of: Bill-To contact information Self-reporting summary (of last three reports) Consolidated Billing Invoice (CBI) snapshot (of last three months)

This provides details of a vendor’s transaction fee reporting and payment account Vendors can quickly navigate to: Submit a report View Company Summary View Full CBI History View Self-Reporting History

To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’ Pages are simplified with a single field to be completed for fee-eligible payments Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated

Automated calculation displays the resulting transaction fees due The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment

Vendor Performance Tracking (VPT)
3.57 7637 8288 3.56 3.61 3.55 VPT shows buyers a vendor’s feedback VPT assists buyers in making their purchasing decisions Vendors see: Rating Summary Rating Detail The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 19 19

Vendor Registration Vendor Registration
Importance of Keeping Accounts Up-to-Date MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors Facilitates timely payment Facilitates timely delivery of purchase orders (PO) MFMP allows vendors to update account information at their convenience Page - 20

Registration Example Registration Example
MFMP uses vendor information to communicate opportunities and information to vendors Example #1: Outdated Vendor Information If the remit to address is not updated in the vendor VIP account: Payments from buyer customers (state agencies) could be mailed to the incorrect location Possible delayed delivery or even undeliverable Purchase Orders (POs) Page - 21

Registration Example Registration Example
Example #2: Outdated Vendor Information When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen: Missed quotes or solicitation opportunities Receive quotes or solicitations for goods / services no longer provided Remember: MFMP enables vendors to update account information at their convenience all day, everyday! Page - 22

Automated Vendor Password Reset
Automated Password Reset Vendors are now able to reset their vendor registration password Vendors simply access the MFMP VIP website Click the ‘I forgot my password’ link

Automated Vendor Password Reset
Automated Password Reset The system then asks for a username or tax ID, followed by a contact address listed on the vendor registration account An is then sent to that specific address to verify and complete the updated VIP username / password Upon verification of the updated vendor password, the password is automatically reset

Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 25 25

Agenda Vendor Performance Tracking (VPT) VPT displays vendor’s feedback VPT assists buyers in making their purchasing decisions An agency buyer will be requested to complete a survey once a payment processed through MFMP is paid Scoring includes four criteria: Performance to Specifications Delivery Invoicing Customer Service ss Page - 26 26

Agenda Vendor Performance Tracking (VPT) 3.57 7637 8288 3.56 3.61 3.55 In VIP, vendors view: Rating Summary Rating Detail The Rating Scale that agency customers use when answering survey questions about the vendor’s performance ss Page - 27 27

Agenda Vendor Performance Tracking (VPT) ss VPT information for both buyers and vendors is posted online Page - 28 28

Agenda Vendor Performance Tracking (VPT) VPT feedback is posted monthly on the State Purchasing website Take into consideration the number of responses for each vendor ss Page - 29 29

Solicitations Solicitations What are solicitations?
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. Vendor Bid System (VBS) is the tool used by all agencies to post upcoming competitive solicitations, single source, public meeting notices and agency decisions. VBS is also used by vendors to receive notices view and search information. Page - 31

Vendor Registration Vendor Registration Type of Account
How often should I check this account? Where do I go to access this account? eQuote At least monthly or as new products are offered Sourcing Vendor Registration As needed to keep information updated Vendor Bid System (VBS) At least bimonthly (this is the main repository for all MFMP bids) MFMP Helpful Hint: Consider using an calendar to set up reminders for updating and checking your MFMP account information MFMP Helpful Hint: There are no annual or direct fees associated with registering for any of these MFMP tools Page - 32

eQuote eQuote How does eQuote work?
eQuote is used for informal procurement events (<$25,000) that do not require a competitive solicitation and converts awarded quotes to a Purchase Order within MFMP Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from Step2: MyFloridaMarketPlace notifies selected vendors via , and delivers the eQuote directly to each vendor's eQuote inbox Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer Step4: The buying agency selects a vendor and issues a purchase order Page - 33

eQuote eQuote Main Account Page
Below is a screenshot of theQuote main screen Click on the user at the bottom to edit the contact information or add additional users to the account Click on WORK at the top of the screen to view any pending eQuotes Page - 34

eQuote eQuote Viewing Quotes Viewing Quotes
Within the WORK section you can view any pending quotes awaiting response After handling an eQuote, the supplier can select that quote to Archive Viewing Quotes Dept. of Management Services State User Page - 35

Sourcing Sourcing MFMP Sourcing Online competitive bidding tool
Used to collect bids / responses for formal solicitations (>$25,000); Primary use is for DMS contracts / statewide agreements DMS is the only agency utilizing the Sourcing tool Enables the review and electronic submittal of responses / bids Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your VIP account Page - 36

Sourcing Sourcing https://myfloridamarketplace.com/sourcing/
The username "publicuser" grants access to view all State of Florida active, competitive bidding events Enter the username "publicuser" and password "publicuser" to enter the system Note: “publicuser” does not enable a vendor to bid If a vendor locates a sourcing event they would like to participate in, but is missing the applicable commodity code, the vendor can add the commodity code to their VIP account After adding the commodity code, the vendor should contact the MFMP CSD to be added to the event

Solicitations Sourcing
Enter your Sourcing account username and password Page - 38

Solicitations Sourcing
Select the agency that is responsible for the Solicitation from the list Page - 39

Vendor Bid System (VBS)
Sourcing Demo Let’s take a tour of Sourcing Page - 40

Vendor Bid System (VBS)
VBS is an online posting site. It is used by executive branch agencies to publically post competitive solicitations (i.e. ITB,ITN, RFPs, etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically Page - 41

VBS Benefits Why should vendors use VBS?
Agencies are required by Rule 60A-1.021, F.A.C., to post all bids for public view in VBS State of Florida guarantees the validity of all bids posted in VBS MFMP vendors receive courtesy notifications of new bids posted in VBS Based on commodity codes VBS is one of three bidding tools available to vendors at no charge eQuote Sourcing

VBS VBS VBS Main Page Select Search Advertisements to search for active solicitations Page - 43

VBS VBS Type Agency Competitive Solicitations Public Notices
VBS Search Parameters Type Competitive Solicitations Public Notices Agency Decisions Agency Number Title Commodity Code (13 Digit) Closed by Date Page - 44

VBS VBS Search Results VBS Search Results are displayed with Title, Number, Version and Type Links are provided in the Number Column to the solicitation documents Page - 45

Solicitations Summary
VBS Demo Let’s take a tour of VBS

VBS Helpful Hints VBS notifications are sent to the VIP main account’s address and are driven by commodity codes Consider creating a general account as the main contact address This ensures multiple parties have access to notifications received by the state Easy to forward on internally by region, location or notification type Eliminates the need to update contact information if an employee leaves your organization Make sure commodity codes are up-to-date and accurate If you offer a new product/service and have not updated the commodity codes, you could miss out on a bid opportunity Missing notifications? Search past bids in VBS and make sure your account has the commodity codes listed in the advertisement

Wrap-Up VBS Toolkit – http://dms.myflorida.com/vbsguide
The VBS resources section includes a screen by screen guide and tips and tricks

Solicitations Summary
Vendors may sign up for eQuote, Sourcing and VBS Notifications within their VIP vendor registration account eQuote and Sourcing have separate usernames and passwords from the MFMP Vendor Registration account VBS Notifications will be directed to the Main Contact in the vendor’s VIP account For assistance with eQuote and Sourcing please contact the MFMP Vendor Help desk,

Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 50

How do I get paid: eInvoicing
Is the presentation of an invoice electronically to agencies for payment Are audited and approved electronically through MFMP Enables vendors to conduct business in a more cost effective way Did you know? Vendors can monitor invoices’ approval flow for tracking Any invoice disputes are returned to vendors electronically Agency payment processing is paperless

How do I get paid: eInvoicing
When deciding to eInvoice, consider: How many invoices are created for orders with state agencies in the current fiscal year See if you are invoicing these agencies on a frequent basis and review the number of invoices created this calendar year The cost of time, research, and production of print invoices for your customers Page - 52

Benefits of eInvoicing
Standard Paper Invoicing Vendor prepares invoices Vendor prints invoices Vendor mails invoice Mail processing Agency receives invoice Agency scans invoice Invoice is entered into MFMP Invoice audited Warrant is issued Involves printing and mailing efforts Lose tracking control Involves scanning and recreating the invoice and shuffling paper

Benefits of eInvoicing
Invoices entered into the ASN Invoices are received electronically Invoice is audited Warrant is Issued Eliminates several activities including courier/mail and scanning processes Allows for quicker receipt of invoice Invoice can be tracked systematically Improves data accuracy which reduces cycle payment times

Transaction Fee How do I get paid: EFT EFT (Direct Deposit)
When pairing eInvoicing with EFT, a vendor will receive funds substantially faster Direct Deposit enables all payment monies to be available on the desired payment date Advantages include: Peace of Mind — No mail delays or lost check worries Prompt Payment — Deposits will be available on the payment date Convenience — Avoid special trips to your financial institution Freedom — Your payment will be automatically deposited to your account

Transaction Fee How do I get paid: EFT
To find out more about EFT, contact DFS: Direct Deposit address: Direct Deposit phone number (850) To sign up for EFT, complete and submit the form located here: To receive funds electronically, please ensure your name on the Direct Deposit System and the name in your MFMP vendor registration account match directly At any time you can access DFS’ vendor payment history website and look for a pending payment:

How do I remit payment: ACH
Transaction Fee How do I remit payment: ACH Automated Clearing House (ACH) Similar to EFT, Debit Automated Clearing House (ACH) is another form of electronic payment ACH electronically transfers funds from your bank account to the MyFloridaMarketPlace account Vendors can sign up for ACH and pay the 1 percent transaction fee electronically To have your MFMP vendor transaction fee set up as an ACH: Visit the vendor toolkit and download the ACH form for vendors under the MFMP Forms page Complete the form and it directly to the Department of Management Services (DMS)

Vendor Registration Examples Vendor Performance Tracking (VPT) Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 58 58

Transaction Fee Transaction Fee What is the 1 percent transaction fee?
Chapter (23), F.S. charged the Department of Management Services (DMS) to develop a program for online procurement of commodities and contractual services (MyFloridaMarketPlace) and permitted DMS to charge a fee, after which DMS instituted the 1 percent transaction fee July 1, 2003, per Rule 60A-1 of the Florida Administrative Code (F.A.C.) Business conducted with the State of Florida outside of MFMP is still subject to the 1 percent transaction fee unless specifically exempt by Rule

Transaction Fee Transaction Fee The transaction fee funds: MFMP
24/7 access to solicitation tools Electronic notifications via Customer Service Desk Vendor outreach activities DMS Division of State Purchasing STC & ACS DMS Office of Supplier Diversity (OSD) CBE certifications DMS IT services for purchasing related functions VBS SPURSView

Transaction Fee Transaction Fee Questions about the transaction fee?
Transaction fee FAQs Rule 60A-1.031, F.A.C. Transaction fee vendor meeting presentation

Vendor Registration Examples Vendor Performance Tracking (VPT) Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 62 62

Email Notifications E-mail notifications
MFMP Vendor Notifications MFMP sends notifications to keep vendors updated on important topics and information Common notifications vendors receive include: MFMP general announcements - Fee processing notices and reminders - VendorHelp responses - eQuote / Sourcing / VBS notifications To ensure you receive these communications, your VIP address must be current Page - 63

Vendor Registration Examples Vendor Performance Tracking (VPT) Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 64

FAQs FAQs

FAQ’s FAQs Should I use my SSN to register as a vendor in MFMP?
MFMP strongly recommends using a Federal Employer Identification Number (FEIN) rather than a social security number Using an FEIN minimizes the risks to personal financial information associated with the use of social security numbers If you do not have a FEIN number, please take a few minutes and obtain one at My organization registered for notifications, where will they be sent? notifications are sent to the main contact’s address designated in the MFMP VIP account If notifications need to go to a group of people, we recommend setting up a group box and designate the group as the main contact in VIP

Vendor Registration Examples Vendor Performance Tracking (VPT) Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) ACH 1 Percent Transaction Fee MFMP Communications Notifications FAQs Additional Resources ss Page - 67

Resources: Vendor Training Opportunities

Resources: Customer Service Desk (CSD)
For technical questions concerning solicitations or your vendor registration account, please contact Vendor Help: Phone: Website: Monday – Friday, 8:00 am – 5:30 pm EDT

Resources: Vendor Meetings
MFMP vendor meetings are a great way to become familiar with vendor information and resources The MFMP team hosts free, one-hour interactive meetings Register online at 6/9/10: eInvoicing 7/15/10: MFMP Overview 8/12/10: 1 Percent Transaction Fee / Fee Reporting 9/15/10: How to Find Business Opportunities 10/14/10: eInvoicing

General Resources If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850) For questions about becoming a certified minority vendor, please contact the DMS Office of Supplier Diversity (OSD) at: or : Website: Have you read the MFMP eNewsletter? Stay up-to-date on MFMP news Make sure you check out the MFMP vendor toolkit!

Contact Us Team Member E-mail Phone Number Communications Analyst
Contact the MFMP CSD at or Team Member Phone Number Communications Analyst (850) F&A Process Analyst (850) Operations Manager (850) Purchasing Process Analyst (850) Vendor Management Analyst (850)

Questions? Thank you for your participation today! Page - 74

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