MyFloridaMarketPlace MyFloridaMarketPlace / Vendor VIP Overview November 12, 2009 Toll-free conference number: (888) 808-6959 Passcode: 9766076#

MyFloridaMarketPlace

MyFloridaMarketPlace / Vendor VIP OverviewNovember 12, 2009

Toll-free conference number: (888) 808-6959Passcode: 9766076#

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Agenda

Welcome / MFMP Overview New! VIP Vendor Registration

Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?

Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications

Email Notifications FAQs Additional Resources

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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

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MFMP Overview

MFMP Vendor Benefits

Equal access for small-, 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

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What is VIP?

“VIP” is the new name for the State of Florida’s “Vendor Information Portal”

VIP Provides….

An updated look and feel to the State’s current vendor registration system

Improved Information Views and Navigation

Commodity Code Search Capabilities

Simplified Fee Reporting

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What Else is New and Improved…

Automatic Vendor Bid System (VBS) notification registration within VIP

All vendors who have elected to participate in Sourcing are now

registered to receive VBS notifications

Improved registration instructions and direction

Contextual help and error messages

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VIP- A New Look and Feel for Vendors

New look and feel for the login page Summary information on the account landing page

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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!

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Commodity Code Search

Vendors can enter ‘key words’ 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

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Commodity Code Search in VIP

Vendors can search/add/update commodity codes with in VIP

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes

Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors

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Commodity Code Search

Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account

Please note: 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

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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 3 reports)

Consolidated Billing

Invoice (CBI) Snapshot (of

last 3 months)

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This provides details of a vendor’s transaction fee reporting and payment account

Vendors have the option to quickly navigate to:

Submit a Report

View Company Summary

View Full CBI History

View Self-Reporting History

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State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI

To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’

Pages have been simplified so that there is one 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

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Automated calculation will show 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

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Vendor Performance Tracking (VPT)

VPT shows buyers a vendor’s

‘feedback’

VPT assists buyers in making their

purchasing decisions

Vendors are able to see:

Rating Summary

Rating Detail

The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

3.57

7637

8288

3.56

3.61

3.55

3.56

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Vendor Registration

Importance of Keeping Your Account 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 (https://vendor.myfloridamarketplace.com)

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Registration Example

Example #1: Outdated Vendor Information

MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen:

If the remit to address is not updated in the Vendor Registration account:

Payments from Buyer customers (state agencies) could be mailed to the incorrect location

Possible delayed delivery or even undeliverable Purchase Orders (POs)

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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 (https://vendor.myfloridamarketplace.com)all day, everyday!

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Automated Vendor Password Reset

Vendors are now able to reset their vendor registration password Vendors simply access the MyFloridaMarketPlace Vendor Registration

Web site Click the "I forgot my password link”

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Automated Vendor Password Reset

The system will then ask for a username or tax ID, followed a contact email address listed on the vendor registration account

An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password

Upon verification of the updated vendor password, the password will automatically be reset

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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. You can access this site at: https://equote.myfloridamarketplace.com

Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/

Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection

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Vendor Registration

Type of Account How often should I check this account?

Where do I go to access this account?

E-Quote At least monthly or as new products are offered

https://equote.myfloridamarketplace.com

Sourcing At least monthly or as new products are offered

https://myfloridamarketplace.com/sourcing

Vendor Registration

As needed to keep information updated

https://vendor.myfloridamarketplace.com

Vendor Bid System (VBS)

At least bimonthly (this is the main repository for all MFMP bids)

http://vbs.dms.state.fl.us/vbs/notification_new.selection

MFMP Helpful Hint: Consider using an email 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 - 26

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eQuote

How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not

require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP https://equote.myfloridamarketplace.com

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 email, 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

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eQuote

Main Account Page https://equote.myfloridamarketplace.com This is the main screen you will see when you login to eQuote 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

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eQuote

Viewing QuotesViewing Quotes

Within the WORK section you can view any pending quotes awaiting response After handling an eQuote request the supplier can select that quote to Archive

Dept. of Management Services

Dept. of Management Services

State User

State User

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Sourcing

MyFloridaMarketPlace Sourcing

Online competitive bidding tool

Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for DMS Agency Term contracts

Currently, DMS is the only agency utilizing the Sourcing tool

Allows 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

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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 “publicuser” does not enable a vendor to bid If a vendor does locate a Sourcing Event they would like to

participate in, but do not have the applicable commodity code, the vendor will need to 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

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Solicitations

Enter your Sourcing account username and password

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Solicitations

Select the agency that is responsible for the Solicitation from the list

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The Vendor Bid System 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

http://vbs.dms.state.fl.us/vbs/notification_new.selection

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VBS

VBS Main Page

Select Search Advertisements to search for active solicitations

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VBS

Type Competitive Solicitations Public Notices Agency Decisions

Agency

Number

Title

Commodity Code (13 Digit)

Closed by Date

VBS Search Parameters

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VBS

VBS Search Results are displayed with Title, Number, Version and Type

Links are provided in the Number Column to the solicitation documents

Search Results

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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, [email protected]

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Agenda


Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get paid?



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eInvoicing

eInvoicing is the presentation of an invoice electronically to agencies for payment

eInvoicing enables vendors to conduct business in a more cost effective way that automates and streamlines some processes

eInvoices are audited and approved electronically through MFMP

Vendors are able to monitor invoices’ approval flow for tracking

Any invoice disputes are electronically returned to vendors

No paper is submitted to the agency for payment processing

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eInvoicing

When deciding to eInvoice, consider:

How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2008

See if you are invoicing these agencies on a frequent basis and look at

how many invoices were created during this calendar year thus far

The cost of time, research, and production of print invoices for your customers

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Benefits of eInvoicing

Involves printing and mailing effortsLose tracking controlInvolves scanning and recreating the invoice and shuffling paper Page - 42

Benefits of eInvoicing

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

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Demonstration Examples

Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?



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Transaction Fee

What is the 1% transaction fee?

The state Legislature through Chapter 287.057(23) of Florida Statutes 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% transaction fee July 1st 2003 through Rule 60A-1 of the Florida Administrative Code (FAC)

Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule

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Transaction Fee

What is the 1% fee used for?

Provides funding for state-of-the-art purchasing tools and technology that benefits the State and business community

The MFMP 1% transaction fee provides vendors with electronic access to State buyers and to also provide vendor support activities

There is no initial registration or ongoing subscription fee charged to vendors

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Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communiations


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Email Notifications

MFMP Vendor Email Notifications MFMP sends email notifications to keep vendors updated on important topics and

information

Common notifications vendors receive include:MyFloridaMarketPlace general announcements

- [email protected] Fee Processing notices and reminders

- [email protected] VendorHelp responses

- [email protected] eQuote / Sourcing / VBS notifications

- [email protected] - [email protected] - [email protected]

To ensure you receive these communications, your email address in vendor registration must be current

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FAQs

Revised Online FAQshttp://dms.myflorida.com/vendortoolkit

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FAQ’s

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 will minimize 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 the IRS Web site

I was previously registered to received VBS notifications, will the contact information change? VBS Electronic notifications will be sent to the Main Contact on the VIP

account

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Email Notifications FAQ’s Additional Resources

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Upcoming Vendor Meetings

12/16/09 – Solicitations

1/20/10 – eInvoicing (electronic invoicing)

2/10/10 – 1% Transaction Fee / Fee Processing

Register today at http://dms.myflorida.com/vendormeetings

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Resources

If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850) 413-5516

For technical questions concerning MFMP, please contact Vendor Help at: [email protected] or 1-866-352-3776

For technical questions regarding VBS notifications, please contact [email protected]

General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com

Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EST

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Documents

MyFloridaMarketPlace MyFloridaMarketPlace / Vendor VIP Overview November 12, 2009 Toll-free conference number: (888) 808-6959 Passcode: 9766076#