Department of Management Services

Department of Management Services
State of Florida Department of Management Services OSD Regional MBE Workshops July 1, June 30, 2004

MyFloridaMarketPlace System Overview Vendor Registration
Introduction MyFloridaMarketPlace System Overview Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions -Welcome everybody and thank you for taking the time to come learn more about the new Statewide E-Procurement initiative. On the agenda today is to give you: An overview of Florida purchasing and how things are done currently And then overview of e-procurement in general and then talk specifically about how Florida plans to use it 2. we will talk about the benefits that it provides to our vendors We will demonstrate a new tool called eQuote which will be used to conduct requests for quotes and then we will talk about what the next steps are in this process, specifically vendor registration and then some specifics for term contract vendors HOW MANY OF YOU ARE TERM CONTRACT vendors? We’ll address what is different for you. and then finally, we want to provide you with the opportunity to ask questions about the service. Our previous sessions have lasted approximately 1 ½ hours, so we hope to be able to wrap up the program by 10:30, and leave the remaining ½ hour for one-on-one questions.

Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

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 Many companies and public sector institutions have begun implementing e-procurement as a way to significantly streamline their purchasing processes. Reference points on slide You can mention the following examples to support the savings and benefits of e-procurement. Data from Ariba Buyers that demonstrate cost and time savings: Processing Costs Reduced - 25% to 80%, Processing Quality Improved - 30% to 60%, Processing Time Decreased - 30% to 60%, On-line eQuotes save a minimum of 10% over traditional means of issuing quotes Florida saw a great opportunity to realize similar savings by streamlining its business processes through an E-Procurement System. Receive Order Source Request Pay Approval

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

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 Saying to yourself – See the process now – looks simple – why should I want to use this system Three key reasons why you, as a business person, will want to use the system: 1. Simplicity – step by step guide and assistance – point and click functionality Access – this tool will open new doors to buyers you aren’t reaching now – Market places Efficiency – reduces paper work, cuts time – shortens the cycle between PO and payment Single point of registration – Vendors register once and information is then available to all State buyers using the system. The system uses state of the art tools (electronic quoting) to provide a consistent and more efficient way of doing business with the State. MyFloridaMarketPlace enhances economic development opportunities for small business by leveling the playing field and increasing access to participating buyers Using MyFloridaMarketPlace reduces administrative burdens and manual processes– purchase orders can be “flipped” to become invoices without manual intervention Service and support is available through online training, communications, a vendor help desk and contract specialists for State Term Contract Vendors

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

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

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

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.

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.

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

Vendor Registration Selecting Commodity Codes
 Commodity Codes are used by buyers to identify the product/services vendors provide EXPLAIN THE IMPORTANCE OF SELECTING COMMODITY CODES

Vendor Registration Selecting Commodity Codes
EXPLAIN HOW TO SELECT COMMODITY CODES

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”

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.”

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.

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 -

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

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

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

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

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 ( )

eProcurement Tools eQuote: Solicitations (Sourcing):
THERE ARE THREE TOOLS WITHIN MFMP THAT HELP YOU TO RECEIVE AND RESPOND TO BIDS OPPORTUNITIES FROM THE STATE, INCLUDING THE Equote and Solicitation/Sourcing Tools. THE THIRD TOOL, ELECTRONIC INVOICING WILL NOT BE COVERED IN THIS SESSION. THERE IS ALSO FOURTH, EXISTING TOOL THAT YOU SHOULD ALSO BE FAMILIAR WITH, THE VBS. WE WILL NOT BE DISCUSSING THAT TODAY EITHER, IN AN EFFORT TO FULLY DISCUSS THE MOST IMPORTANT TOOLS eQUOTE AND SOLICITATIONS. REFERENCE POINTS ON THE SLIDE. eQuote: 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

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 Katie

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 Informal quotes requested by State employees using MyFloridaMarketPlace will be submitted to your organization electronically through an eQuote instead of on paper. If you are included in an eQuote you will be notified via or fax and invited to respond using an online template that allows for declines, substitutions, and alternates by line item. Your organization has an account that you must set up on the eQuote Marketplace. By logging into your account and navigating to your inbox you may view and respond to eQuotes. You may contact the buyer if you need further clarification on an item(s) in the eQuote. If your organization is awarded the eQuote you will receive a purchase order for the item(s) once the buyer completes the requisition and it is fully approved by management.

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

 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

 Scroll down to begin entering your response to the 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

 Step 2 - Review the entirety of your quote

 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.

(Formal Bidding/Sourcing)
The Sourcing Tool Solicitations (Formal Bidding/Sourcing) Attachment Limit - ? What can be sent online

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”

Accessing Sourcing Login to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration. EXPLAIN HOW MFMP USES THE ARIBA SOFTWARE = ARIBA SOURCING

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)

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. EXPLAIN THE BUTTONS ON THE FIRST PAGE, INCLUDING: MESSAGE CENER PREFERENCE ( ADDRESS), ETC.

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

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

Accessing Sourcing Preview Bidding Selection/ Award
Provides any rules imposed by the buyer Notice that the details of the solicitation are now displayed. The details of that solicitation will be organized into sections. One section provides all the attachments and information related to the solicitation. An items section also exists that will provide you with a list of all the items and detailed descriptions of those items that you will need to respond to. The MyFloridaMarketPlace Sourcing tool refers to all types of solicitations (ITB, RFP, ITN, RFI, RFQ, etc.) as an RFX. You will see references to an "RFX" throughout this system. 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

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

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.

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

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.

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.

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

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

Excel Method Review instructions provided on Cover Sheet Preview Bidding Selection/ Award

Excel Method Enter your bid or response information in the highlighted cell(s) Preview Bidding Selection/ Award Enter Response Here

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

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

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

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.

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

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.

 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.

 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.”

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.

Electronic Invoicing and Registering for Ariba

Invoicing Purchase Order Flip - Vendor can select purchase order and use the line items from the purchase order to create an invoice and submit electronically Optional for all vendors, except State Term Contract Vendors Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) Ariba registration required

Invoicing Login to Ariba Network
Login - Enter your ASN username and password Katie

Invoicing Go to Inbox Review – Review important information to all vendors Inbox – Click on the Inbox link to review new messages Katie

Invoicing Review Purchase Orders
Review – Look at the orders you have sent MyFloridaMarketPlace buyers Katie

Invoicing Review Purchase Orders
Inbox – Select an Order by clicking on the Order number Katie

Invoicing Review Order Detail
Review – Confirm information on the PO is correct. Katie

Invoicing Review Order Detail
Generate Invoice – Click the Generate Invoice link to create invoice Katie

Invoicing Pick Invoice Type Select – Click the Standard Invoice Link
Katie

Invoicing Quick Entry Form
Invoice number is the number used by your internal AR/AP system. This is how you connect your internal record with your MyFloridaMarketPlace invoice Quick Entry Form Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field. Click Review – Click the Review button to see the completed invoice. Katie

You can also edit the information on the screen or cancel the invoice
Invoicing Quick Entry Form Confirm – Review the invoice to confirm all information is correct Submit – Click the Submit button to send this to the Agency Account Manager. You can also edit the information on the screen or cancel the invoice Katie

Registering on the Ariba Supplier Network (ASN)

Ariba Supplier Network Registration
Web-based marketplace offering vendors access to high-volume buyers Ariba enables vendors to: Receive purchase orders on-line and view them in your on-line “inbox” Electronically track the status of purchase orders Generate electronic invoices via the “P.O. Flip” Register on-line Configure their account Registration on Ariba is REQUIRED to “flip” a P.O. into an Invoice

Registering for ASN is a 3 step process Basic Registration Need a D-U-N-S number Configuration Log in and set up how you want to receive Purchase Orders Become a Trading Partner Call the Vendor Help Desk at FLA-ePro

Ariba Supplier Network (ASN) – Basic Registration Requirements for Basic Registration: User Name and Password (You Create) address D-U-N-S Number (Data Universal Numbering System) Nine digit number issued by Dun & Bradstreet. Used by many state and local governments for tracking purposes Requesting a D-U-N-S Number is free Call and let them know you are doing business with the state of Florida

Register for Ariba at

Step 1: Basic Registration
Ariba Supplier Network Registration Step 1: Basic Registration

A wizard will guide you through the registration process. * indicate fields are required to be filled out.

The company information will be visible to all purchasers using ASN

Enter the “Account Administrator Information”, which includes setting up a Username and Password

Step 2: Configuration

To configure your account: Log into Ariba with you username and password Click the Configuration link Step 2: To configure your account: Click the Configuration link

Select your Ordering Method cXML Fax EDI 850 EDIFact Online Inbox Then click the Next button

Select your Ordering Method when there are attachments: cXML Online Inbox Click the OK button

Decide if you will accept change orders Select your Ordering Method for Change/Cancel Orders Click the OK button

Decide if you will accept Non-Catalog Orders Click the OK button

Confirm your Order Routing choices and then click the Submit button

Become a State of Florida Trading Partner Step 3: Trading Partner 1) Call the Vendor Help Desk 1-866-FLA-ePro 2) Tell them that you would like to be a Trading Partner with the State of Florida - They will create the relationship in Ariba Admin - They will add your Ariba number to your registration so that your purchase orders will be routed through the Ariba Network

Registering on the Vendor Bid System

Registering In VBS Vendor Bid System (VBS)
State system that notifies vendors about formal bids via (bids over $25,000). Must register to receive notifications. Registration is free. Registration requires a Vendor Identification Number and Sequence Number. Your Vendor Identification Number is your Federal Tax ID Number or Social Security Number. Your sequence number is assigned to you.

Registering In VBS Log onto “Business” link, and click on “Doing Business with State“ link or the “more” link

Registering In VBS Under “Everything for Vendors and Customers select “Vendor Bid System (VBS)”

Registering In VBS Click on “Electronic Notifications”

Registering In VBS Under “Add Notification”, Select “F” or “S” and enter both your Vendor Identification Number and Sequence Number.

Registering In VBS If you do not know your Vendor Identification Number and Sequence Number, click the “Search for vendor to add” link.

Registering In VBS Enter your company’s name and applicable state, then click the “Execute Search” button

Registering In VBS After entering the search criteria and clicking the “Execute Search” button, the Vendor Identification Number and Sequence Number are provided After obtaining the Vendor Identification Number and Sequence Number, Click “Go Back” return to the main VBS screen Smith and Sons Tallahassee 123 Main Street 101

Registering In VBS (1) (2)
Under “Add Notification”, enter these numbers and click the “Use This Vendor” button After obtaining the Vendor Identification Number and Sequence Number, return to the main VBS screen. Under “Add Notification”, enter these numbers and click the “Use This Vendor” button. Add Notification (1) 101 (2)

Registering In VBS To complete the process, enter your Name
Phone Number Address Click the “Save Vendor Info” button 101 Smith and Sons To complete the VBS registration process, enter your Name Phone Number Address Then click the “Save Vendor Info” button. 123 Main Street Tallahassee, FL 32301

Registering In VBS If you have completed everything correctly, you will receive the following message If you have completed everything correctly, you will receive the following message.

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

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