1. Fall 2003 State Term Contract Vendor Forum State of Florida Department of Management Services

2. 2 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

3. 3 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

4. 4 What is MyFloridaMarketPlace? nMyFloridaMarketPlace covers full life cycle of purchasing (from requisition to payment of goods and services) nMyFloridaMarketPlace connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc. nMyFloridaMarketPlace includes on-contract and off-contract buying nMyFloridaMarketPlace includes a variety of off-contract techniques such as RFPs, quotes, auctions and reverse auctions Receive Order Source Request Pay Approval

5. 5 Vendor ToolsBuyer Tools MyFloridaMarketPlace Users Initial Users - Pilots Initial Users - Exec Agencies Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses Agency/ Dept. Contract Vendors Eligible Users – Univ, City, County General Public Small Businesses Vendor search State term contract items Requisitions/Purchase orders Online workflow approvals Informal solicitation (quotes < $25,000) Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions) Receipt of Goods P-Card Contract development and administration Reports Self registration E-mail notification of formal and informal solicitations Online quoting on informal solicitations (< $25,000) Online submission of sealed bids (> $25,000) Electronic purchase order receipt Electronic submission of invoices Catalog creation and updates for State term contracts Reports Business Support and Operations Buyer Help Desk Vendor Help Desk Strategic Sourcing Procurement Assistance Catalog Enablement Training and Education “I want to buy” “I want to sell” BuyersVendors What is included in MyFloridaMarketPlace?

6. 6  Department of Transportation  Department of Children & Families  Department of Corrections  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  Department of Education  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  Department of Management Services Initial Users – Executive Branch Agencies (Now through Spring 2004) Other Eligible Users (To Be Determined)  Other State Agencies  Educational Institutions  Other Governments (City, County, etc.)  Legislature  Judicial Who are the Buyers?  Department of Health  State Technology Office Agencies Currently Using MyFloridaMarketPlace  Department of Juvenile Justice  Department of Citrus

7. 7 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

8. 8  Single Point of Registration  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  Dedicated Supplier Manager to Assist with Creation of On-Line Catalogs  Improved Enforcement of Term Contract Compliance by Buyers Vendor Benefits

9. 9 There are specific vendor benefits that will result from MyFloridaMarketPlace. Potential new business and sales  Potential for selling a broader range of goods and services through increased visibility of products and/or services (vendor searches, catalog searches)  Potential for finding additional buyers/customers through increased visibility across agencies (access to additional state agencies and local FL governments) Streamlined operations and increased operating efficiencies  Potential for increased order accuracy and order processing speed through receipt of electronic purchase orders  Potential for decreased labor costs per order through use of electronic invoicing  Potential for decreased shipping and handling costs that result from shipping wrong goods or wrong quantity of goods due to order errors Shortened order-to-cash cycle and improve cash flow  Potential to shorten invoice processing time through vendor automation of invoicing and State automation of matching  Potential to shorten the payment approval process through electronic approvals Vendor Benefits

10. 10 MyFloridaMarketPlace will help to streamline the processes for doing business with the State. What’s different when using MyFloridaMarketPlace?  Electronic purchase orders with a consistent format  One statewide market access point  Electronic quotes  One-stop vendor registration  Ability for vendors to maintain company information online What’s going to be the same or better using MyFloridaMarketPlace?  Your relationship with agencies  Use of term contracts and open market purchases  Purchasing from the State will still be subject to State purchasing rules and laws (some of which may change as a result of eProcurement) Why MyFloridaMarketPlace?

11. 11 Is there a fee associated with this contract? The opportunities that result from using MyFloridaMarketPlace are made possible by business—for business.  Vendors must be registered in MyFloridaMarketPlace  No cost to register for MyFloridaMarketPlace  There is a 1% fee on all State purchases. This creates the opportunity for your business to: Gain access to new markets Have state of the art procurement tools Expand your reach  These guidelines are established as part of rule language that helps to clarify Florida Statute 287- a link to this rule language will be included in the "I Accept Language"  The fee is not new. The state currently uses fees with State Term Contracts, SNAPS agreements.

12. 12 Fee Collection: Self Reporting by the Vendor  Self Reporting is keeping track of the invoices you send to the state and then monthly, sending a check to the state for 1% of the total.  Currently, State Term Contract vendors self report fees from their State Term Contract  Self reporting has been required on a monthly basis since July 1  Forms and instructions for completing the self-reporting process are available on-line on the MyFloridaMarketPlace website  Billing and Collection of the fee is coming. Vendors will be kept informed about these changes.

13. 13 Fee Collection: Reporting Form Available On-Line To find this form: 1)Go to www.myflorida.comwww.myflorida.com 2)Click on MyFloridaMarketPlace under Hot Topics 3)Under Vendor section go to Transaction Fee Reporting 4)Download the form To find this form: 1)Go to www.myflorida.comwww.myflorida.com 2)Click on MyFloridaMarketPlace under Hot Topics 3)Under Vendor section go to Transaction Fee Reporting 4)Download the form

14. 14 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

15. 15 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 (where 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 that describe the products and/or services your company provides Your CMBE (Certified Minority Business Enterprises) information State-issued sequence number and PIN—available from DMS by faxing a request on company letterhead to (850) 414-8331 Vendor Registration

16. 16 MyFloridaMarketPlace: Registration Guidelines 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 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 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

17. 17 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 MyFloridaMarketPlace: Registration Guidelines

18. 18 MyFloridaMarketPlace: Where to Find the Path Click here to start the registration process

19. 19 Vendor Registration

20. 20 Vendor Registration

21. 21 Vendor Registration

22. 22 Vendor Registration

23. 23 Vendor Registration

24. 24 Vendor Registration

25. 25 Vendor Registration

26. 26 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

27. 27 Vendor Invoicing MyFloridaMarketPlace supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) Purchase Order Flip - Vendor can select purchase order upon receipt and use the line items from the purchase order to create an invoice and submit electronically State Term Contract vendors will use the Ariba Supplier Network (ASN) to receive purchase orders and send invoices to state buyers

28. 28 Electronic Invoice “Flipping” The process by which the vendor looks up a Purchase Order and “flips” it into an Invoice to send to the Agency Account Manager, electronically A tool for Vendors to improve their Invoicing processes Can be done at anytime, from almost any computer Powered through the Ariba Supplier Network (ASN) –By registering for MyFloridaMarketPlace, all state term contract vendors will use the ASN for receiving purchase orders and sending invoices –You will login with your username and password (your user name and password will be emailed to you automatically) Vendor Invoicing

29. 29 Login to Ariba Network 1.Login - Enter your username and password that you created during vendor registration.

30. 30 Go to Inbox 1.Review – Review important information to all vendors. 2.Inbox – Click on the Inbox link to review new messages

31. 31 Review Purchase Orders 1.Review – Look at the orders sent to you by MyFloridaMarketPlace buyers 2.Inbox – Select an Order by clicking on the Order number

32. 32 Review Order Detail 1.Review – Confirm the PO information is correct. 2.Generate Invoice – Click the Generate Invoice link to create invoice

33. 33 Pick Invoice Type 1.Select – Click the Standard Invoice Link

34. 34 Quick Entry Form 1.Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field. 2.Click Review – Click the Review button to see the completed invoice. Invoice number is the number used by your internal AR/AP system. This is how you connect your internal record with your MyFloridaMarketPlace invoice Invoice number is the number used by your internal AR/AP system. This is how you connect your internal record with your MyFloridaMarketPlace invoice

35. 35 Quick Entry Form 1.Confirm – Review the invoice to confirm all information is correct 2.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

36. 36 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

37. 37 On-Line Submission of Sealed Bids Sourcing—Formal Solicitations for Products or Services 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 > $25,000 “Ariba Enterprise Sourcing 4.0” adopted by the State to electronically source goods and services –Supports several types of RFXs - RFI (request for information), RFQ (request for quote), and RFP (request for proposal) –Vendors respond electronically to RFXs –Free to vendors – no membership fees –Requires username and password

38. 38 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

39. 39 Informal Quoting eQuote Used for requests for informal quotes Replaces more manual quoting processes (phone, fax, paper catalogs) Vendors respond by buyers electronically Option to participate in nationwide electronic quotations (separate agreement)

40. 40 Informal Quoting MyFloridaMarketPlace is the solution for bringing together public sector buyers and vendors for on- line purchasing. Welcome to MyFloridaMarketPlace

41. 41 Informal Quoting

42. 42 Informal Quoting

43. 43 Informal Quoting

44. 44 Informal Quoting

45. 45 Informal Quoting

46. 46 Informal Quoting

47. 47 Informal Quoting

48. 48 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

49. 49 e Catalog Process Overview Catalog Enablement

50. 50 Awarded vendors will be asked to submit data templates that will be used to build their electronic catalogs Each term contract vendor will be contacted by a supplier manager to help them through the process Feedback and guidance will be provided if data is incomplete or not formatted correctly The State approves all products or services offered in the on- line catalog Catalog Enablement

51. 51 Distributors and Locations Term Contract Vendors can use distributors to fulfill orders Distributors MUST register as vendors in Vendor Registration (and enter all applicable order receipt locations) Distributors cannot be made available to buyers if they have not registered and a branch/office is not entered as a Location Distributors are responsible for accepting Florida’s Terms & Conditions Catalog Enablement

52. 52 Purpose of Design Documents Catalog standardization across a contract -Easy for buyers to find your products -Access to specific product information Data strategy approach -Template/B-forms -PunchOut -Ordering Instructions -Catalog data not required Catalog Enablement

53. 53 Specific design documents for this contract will be sent to all awarded vendors following bid award Catalog Enablement

54. 54 Catalog Enablement Specific data templates for this contract will be sent to all awarded vendors following bid award

55. 55 Catalog Updates Catalog updates are sent directly to the appropriate supplier manager for your contract State approval will then be required prior to loading the updated catalog into production Catalog updates are limited to 1 per week per vendor Catalog updates are live 3 days after receipt Catalog Enablement

56. 56 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

57. 57 Buyer’s View of Offerings

58. 58 Buyer’s View of Offerings

59. 59 Buyer’s View of Offerings

60. 60 Summary of Catalog Enablement Contract Design Document Catalog Template Catalog Line Item eProcurement team completes Vendor completes System generates 1 2 3

61. 61 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions

62. 62 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 https://marketplace.myflorida.com/vendor/v endor_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 Kit Tools for Agencies to communicate with their employees on various aspects of the initiative http://marketplace.myflorida.com/toolkit/too lkit.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 Desk @ (866) 352-3776 Sourcing Event tool kit will be available on MyFloridaMarketPlace to help Purchasing Analyst conduct the event correctly. Training for Vendors

63. 63 Vendor Training Overview

64. 64 Example of Training

65. 65 Example of Training

66. 66 Next Steps Vendor Registration You will be contacted by a supplier manager to help you through the process Work with the supplier manager to complete catalog data template

67. 67 Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com, look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link http://www.MyFlorida.com –Download Training Materials E-mail specific questions to: –VendorHelp@MyFlorida.com Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for MyFloridaMarketPlace@myflorida.com MyFloridaMarketPlace@myflorida.com For More Information

68. 68 Agenda Introduction Overview of MyFloridaMarketPlace Vendor Benefits Registration Invoicing Sourcing eQuote Catalog Enablement Buyer’s View of Catalogs Available Vendor Training Questions