1. MyFloridaMarketPlace Overview / Tools for Vendors

2. Introduction
MyFloridaMarketPlace System Overview
Vendor Registration
How To Use the eProcurement Tools
Questions

3. Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
Questions

4. What is MyFloridaMarketPlace?
MyFloridaMarketPlace is an eProcurement (electronic procurement) system
MyFloridaMarketPlace covers the full life cycle of purchasing (from requisition to payment)
MyFloridaMarketPlace connects buyers and vendors through the electronic exchange of catalogs, quotes, bids, purchase orders, invoices, etc.
MyFloridaMarketPlace includes all purchases made with the State of Florida
MyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicing
Receive
Order
Source
Request
Pay
Approval

5. Governor’s Executive Branch Agencies
Who are the Buyers?
Governor’s Executive Branch Agencies
Department of Transportation
Department of Management Services
State Technology Office
Department of Education
Department of Citrus
Department of Law Enforcement
Department of Military Affairs
Department of Business & Professional Reg.
Agency for Workforce Innovation
Department of Community Affairs
Executive Office of the Governor
Department of Veteran’s Affairs
Division of Administrative Hearings
Department of Children & Families
Department of Health
Department of Corrections
Department of Juvenile Justice
Department of Environmental Protection
Department of Revenue
Department of Lottery
Agency for Health Care Administration
Department of Highway Safety & Motor Vehicles
Department of Elder Affairs
Other Eligible Users
Other State Agencies
Educational Institutions
Other Governments (City, County, etc.)
Legislature
Judicial

6. Vendor Benefits
All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology.
Access to Untapped Buyers
State of the Art Tools
Available Customer Support
Enhanced Economic Development Opportunities for Small Business
Reduced Administrative Burdens and Manual Processes

7. Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
Questions

8. Vendor Registration Registration – What You Need Company name
Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN)
Tax filing information – Including the business name on your 1099 tax form (if applicable)
Location information:
A business name for each company location (if different from the company name)
A complete address for each location (including details for sending purchase orders, payments, and bills to each location)
A contact person for each of your locations
Commodity codes — Codes describing the products and/or services your company provides. The State will communicate informal and formal bidding information to you based on the commodity codes you select. If you do not know your commodity codes, you can search for them during registration.
CMBE (Certified Minority Business Enterprises) information (if applicable)
State-issued sequence number and PIN- Call MyFloridaMarketPlace Customer Service Helpdesk at FLA-ePRO ( ) to obtain this information

9. Vendor Registration  Select the “MyFloridaMarketPlace /
 Login onto
 Select the “MyFloridaMarketPlace /
e-Pro” link under
“Doing Business with the State”
 Click “Online Vendor Registration” link

10. Vendor Registration Go To “New Vendor Registration”
Enter information and click “Register”

11. Vendor Registration
 Steps to complete the registration are listed on the left side of the screen.
 You must complete each of these sections to successfully complete registration.

12. Vendor Registration CMBE Certification
Click the Florida Office of Supplier Diversity Eligibility Criteria link to view the eligibility criteria prior to making your MBE selections.

13. Vendor Registration CMBE Certification
 The system defaults to “I am not seeking Minority Business Certification”
 Select the designation that best fits the desired designation for your company

14. Vendor Registration Selecting Commodity Codes
 Commodity Codes are used by buyers to identify the product/services vendors provide

15. Vendor Registration Selecting Commodity Codes

16. Vendor Registration Registering for Solicitations
 The purpose of the Solicitations page is to determine whether you would like the opportunity to participate in formal bidding (over $25,000)
 Solicitations is also commonly referred to as “Sourcing”
 The page is automatically defaulted to “No, I do not want to participate in electronic solicitations”

17. Registering for eQuote
Vendor Registration
Registering for eQuote
 Vendors are able to indicate whether they want to participate in eQuote (informal bidding)
 Click on “I want to participate in eQuote.”

18. Registering for eQuote
Vendor Registration
Registering for eQuote
If you elect to participate in eQuote
 You will be taken to the eQuote Registration page.
 You will need to select who will be the contact for eQuotes.
 If the contact person is not listed, go back to the Locations/ Contacts Screen and add the desired contact information.

19. Registering for eQuote
Vendor Registration
Registering for eQuote
 Select the location for the Main Contact Person. Organizations with multiple locations need to select the location for the eQuote Main Contact person by clicking on the drop down box
 Click Submit
 The eQuote contact person selected will receive an within 24 business hours with your company's Username and Password, and the link to access the eQuote account -

20. Vendor Registration Registering for eQuote
 Login in using the username and password contained in the eQuote Activation
 The first time you login, you will be prompted to change your password

21. Registering for eQuote
Vendor Registration
Registering for eQuote
   
Welcome:
Alberta Simmons
January 29, 2004   
Sharpton Brunson Company
                                   
                                                                                          
Check to ensure your eQuote commodity categories are correct.
Work Trail: 
This list contains eQuotes awaiting your response. Select an eQuote to review by clicking on the Title. From there you may review details of the eQuote request and submit your response. Note that eQuotes marked RUSH require response within 4 business hours.
Title
Status
Organization
Sender
Responder
Date Sent
Response Due
FL Terms and Conditions

22. Vendor Registration Terms of Use
 The last step in the registration process is to read and accept the MyFloridaMarketPlace Terms of Use
 You must "Accept" the terms to be considered a registered vendor with the State of Florida

23. Vendor Registration
 Click the Registration Summary link, to see your entire registration record
 Print out a copy of your registration for your records
 Click Logout, when finished

24. Toll Free 1-866- FLA-EPRO (1-866-352-3776)
Customer Service Center
Vendor Assistance
For Assistance with the registration process, please contact MyFloridaMarketPlace Customer Service
Toll Free FLA-EPRO ( )

25. Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
Questions

26. eProcurement Tools eQuote: Solicitations (Sourcing):
For contracts under $25K
Enables vendors to receive and respond to State Agencies’ informal quotes
Solicitations (Sourcing):
For contracts over $25K
Enables vendors to ONLY respond to State Agencies’ formal bids
Electronic Invoicing (PO Flipping)
Enables vendors receive electronic purchases orders from State Agencies using MyFloridaMarketPlace
Enables vendors to “flip” a purchase order into an invoice
Requires registration on Ariba Supplier Network

27. The eQuote Tool Used for requests for informal quotes
Replaces more manual quoting processes (phone, fax, paper catalogs)
Vendors are invited to respond by buyers
By Name
By Commodity
Responses (quotes) are submitted electronically
• Quote the buyer's item request as is
• Quote a substitute item
• Quote an alternate item
• Add additional items to the quote
• Decline the entire quote
Optional for all vendors

28. The eQuote Tool
 The State will submit informal quote requests to vendors electronically by either or fax
 Vendors can only respond using the online template
 Vendors may contact the buyer for further clarification about an item(s) in the eQuote requisition
 If awarded the eQuote, the Vendor(s) will receive a purchase order for the item(s) from the buyer

29. Responding To An eQuote
You will receive an notification, with the website link
Click on the link and login to your eQuote account
     
                    
     
   
     
     

30. Responding To An eQuote
 The inbox is displayed with all eQuote requests submitted to you
 Click on the eQuote Title link to view all the details of the eQuote and to respond

31. Responding To An eQuote
 Scroll down to begin entering your response to the eQuote.

32. Responding To An eQuote
 Click on all of the pertinent boxes and enter the requested information
 Once you enter a Unit Price for an item, the Extended Price (Unit Price x Qty) will be automatically calculated and entered for you

33. Responding To An eQuote
 Step 2 - Review the entirety of your quote

34. Responding To An eQuote
 To make changes to your response at this time, click the Edit button.
 To remove everything you entered in your response, click the Discard Changes button.
 To save your response without submitting it to the buyer, click the Save As Draft button.
 To submit your response to the buyer, click the Submit button.

35. (Formal Bidding/Sourcing)
The Sourcing Tool
Solicitations
(Formal Bidding/Sourcing)

36. What is the Solicitation / Sourcing Tool?
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
Used for formal bids only (Bids over $25,000)
Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal)
Internet connectivity required
Commonly referred to as “Sourcing” or “Formal Bidding”

37. Accessing Sourcing
Login to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration.

38. Accessing Sourcing Placing Bids - 2 Options
Vendors prepare to participate in the bidding event by reviewing requirements, terms and attachments. Vendors can download and complete appropriate documents, and submit questions via Q&A Board.
Preview
Vendors download and complete appropriate documents, prepare responses, upload requested documents (if any), and submit final responses. Vendors can revise responses , if necessary, any time during Open for Bidding period.
Bidding
Selection/ Award
The event is closed and Purchasing Analyst evaluates all responses.
The winning vendor will be notified.
Placing Bids - 2 Options
Direct Method (Online Form) OR
Excel Method (Excel Spreadsheet)

39. Accessing Sourcing
 The first page you will see after you login is the RFX List page.
 The RFX List page provides a list of State of Florida agencies.
 Next to each agency there is a number, indicating how many formal solicitations are currently posted for viewing and/or responding.

40. Accessing Sourcing
 Click on the department name link for the bid you wish to view
Example: The Department of Management Services

41. Accessing Sourcing
 RFX List has all the current events existing for the selected Agency
 Note the RFX Status & Time Remaining is available for you to view
Questions are asked while a bid is in ‘Preview’ status

42. Accessing Sourcing Preview Bidding Selection/ Award
Provides any rules imposed by the buyer
Lists each line item available for bidding
Provides background info on the RFX
Reviewing Bid Information
Verify that you meet the requirements using “RFX Info” and “Rules” tabs
Determine which items you want to bid on
Determine how you will respond to any questions or terms posed

43. Accessing Sourcing
The Clock will show the time remaining to submit a response
‘Click’ on the Q&A Board to submit questions electronically regarding a solicitation

44. Preparing A Response in Sourcing
Preview
Bidding
Selection/ Award
 When a solicitation is in "Open for Bidding" status, vendors have the ability to formulate and submit electronic responses or bids.
 In the next section, you will learn how to enter your electronic response and submit it to the agency.

45. Preparing A Response in Sourcing
Step 2
 Enter your quoted prices for the items listed in the solicitation.

46. Preparing a Response in Sourcing
 Using the “Direct Method” simply click on the item and enter the requested value, by clicking on the fields.
Example: You need to enter your price for the item by clicking in the Price field.

47. Preparing a Response in Sourcing
 Depending on how the agency sets up the bid, you may enter information in addition to the actual pricing information, a description or an attachment.

48. Preparing An Excel Sourcing Bid
Preview
Bidding
Excel Method
Optional Feature – Must see the “Open RFX in Excel” button to use
Helpful for large or complex bids
Achieves the same end-result as the Direct Method
Selection/ Award

49. Click to Open RFX in Excel
Preparing An Excel Sourcing Bid
Excel Method
Click the “Open RFX in Excel” button
Excel Spreadsheet opens
Preview
Bidding
Selection/ Award
Click to Open RFX in Excel

50. Preparing An Excel Sourcing Bid
Excel Method
Review instructions provided on Cover Sheet
Preview
Bidding
Selection/ Award

51. Preparing An Excel Sourcing Bid
Excel Method
Enter your bid or response information in the highlighted cell(s)
Preview
Bidding
Selection/ Award
Enter Response Here

52. Preparing An Excel Sourcing Bid
Excel Method
Save File – In the Excel window, select “File” then “Save As”
Import Response – Click “Import Response” button
Preview
Bidding
Selection/ Award
Click to Import Response

53. Preparing An Excel Sourcing Bid
Excel Method
Import Response (continued) – a) Click “Browse” button to select file name; b) Click “Load Response” button to download file; c) Click “Next” button to proceed.
Preview
Bidding
Selection/ Award
“Browse” Button
“Load Response” Button

54. Preparing An Excel Sourcing Bid
Excel Method
Review Status Messages – Fix any warnings or errors that appear
Submit or Save Bid – Click “Submit” button to transmit bid immediately or click “Save” button to save bid for later submission
Preview
Bidding
Click “Submit” or “Save” button
Selection/ Award

55. Revising A Submitted Bid in Sourcing
 The My Response tab allows you to view all versions of your submitted bid.
 Each time a bid or revised bid is submitted, a system-generated ID is assigned.
 The original bid will show that the bid has been "Replaced".
To view the original version, simply click on the ID link.

56. Sourcing
When the bidding event reaches closing time, or when the inactivity period is met, the RFX moves to “Pending Selection” status
Buyer reviews the bids and makes awards to one or more vendors
When awards have been decided for all items, the RFX moves from the “Pending Selection” status to “Closed” status
Winning vendors are notified
Preview
Bidding
Selection/ Award

57. Preparing A Response In Sourcing
Step 3
 The Summary page is the final step before submitting the response to the agency.
 Review the details of your response under the RFX Info and Items Tabs.

58. Preparing A Response In Sourcing
 Remember to go back to the RFX page to review the attachments you added to your response.
 At this point you can Save your document and come back to it or you can click the Submit button to submit your bid/response to the agency.
 Note: Once you submit a bid, it can be revised, but it cannot be systematically withdrawn.

59. Preparing A Response In Sourcing
 Once you click Submit, you will taken to the Agreement page.
 Read this information carefully prior to clicking the OK button.
 A bid can be revised as many times as needed, as long as the status of the bid is "Open for Bidding.”

60. Revising A Submitted Bid in Sourcing
 Once you submit a bid, a new button will appear at the top of the page - Revise Response.
 You can view your entire response and make any necessary changes.
 The agency will only see the most current version of your bid.

61. Summary Register for MyFloridaMarketPlace
URL
Includes CMBE, eQuote and Sourcing registration, and Vendor Training
MyFloridaMarketPlace Customer Service
Toll Free FLA-EPRO ( )