MyFloridaMarketPlace

1. MyFloridaMarketPlace Florida Department of Management Services MyFloridaMarketPlace Information Session

2. Agenda Agenda • Introduction • Overview of MyFloridaMarketPlace • General Information • Self Reporting • Vendor Registration • Overview of Tools • Next Steps • More detailed discussion • Invoicing • eQuote (Informal Bidding) • Sourcing (Formal Bidding) • Registration on Ariba • Open Discussion – Questions and Answers • Registration Assistance

3. What is MyFloridaMarketPlace What is MyFloridaMarketPlace? Request Source Pay Receive Order Approval • 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

4. What is included in MyFloridaMarketPlace? What is included in MyFloridaMarketPlace? Initial Users - Pilots Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses MyFloridaMarketPlace Users Initial Users - Exec Agencies Eligible Users – Univ, City, County Agency/ Dept. Contract Vendors Small Businesses General Public Buyers Vendors Buyer Tools Vendor Tools • 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 MarketPlace • 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 “I want to buy” “I want to sell” Business Support and Operations • Buyer Help Desk • Vendor Help Desk • Strategic Sourcing • Procurement Assistance • Catalog Enablement • Training and Education

5. Who are the Buyers? Who are the Buyers? Initial Users - Pilot Agencies • Department of Transportation • Department of Management Services • State Technology Office Initial Users – Executive Branch Agencies • 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 • 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 • Department of State Other Eligible Users • Other State Agencies • Educational Institutions • Other Governments (City, County, etc.) • Legislature • Judicial

6. What do vendors say about eProcurement? Here are a few quotes about eProcurement benefits realized by eProcurement vendors participating in other electronic markets “We see significant benefits in being early adopters of eBusiness and believe it will give us a competitive advantage. We believe the greatest benefit comes from complete integration of orders into our back office system thereby reducing manual intervention.” • Alan Powell, Arco “We have achieved a 20% savings on our order management costs.” • French Thornton Supplier Survey, Jan 21, 2002 “We started off with manual order entry, but we now conduct 80% of our business electronically. We’re not only reaping impressive time and cost-savings benefits, but also improving our customer relations.” • Nick Hermann, CIO at Organic Farm Foods “We are in a low margin field and don’t want to increase headcount. We see automation as a way of growing without the heads.” • French Thornton Supplier Survey, Jan 21, 2002

7. Why MyFloridaMarketPlace? Why MyFloridaMarketPlace? MyFloridaMarketPlace will help to streamline the processes for doing business with the State. What’s Different? • Electronic purchase orders • One face to the state • Electronic quotes • Vendor registration • Ability for vendors to maintain company information online What’s the Same? • Your relationship with agencies • Use of contracts • Subject to State purchasing rules

8. Vendor Benefits Vendor Benefits Moving to advanced business technology benefits all vendors. The MyFloridaMarketPlace system provides: Opportunity to generate additional business and increase 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 customers through increased visibility across agencies (access to additional state agencies and local FL governments) Opportunity to streamline operations and decrease operating expenses • 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 Opportunity to shorten 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

9. Vendor Benefits 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

10. Is there a fee? • 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 • Vendors must be registered in MyFloridaMarketPlace in order to respond to solicitations or enter into new agreements • 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.

11. How the fee will be collected Self Reporting How will the Fee be collected? • 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 will be done on a monthly basis beginning July 1 • Forms and instructions for completing the self-reporting process are available on-line on the MyFloridaMarketPlace website • We will be moving to a Billing and Collection method for all business conducted through the MyFloridaMarketPlace system and eventually to an automatic deduction method with the implementation of a new accounting system.

12. To find this form: • Go to www.myflorida.com • Click on MyFloridaMarketPlace under Hot Topics • Under Vendor section go to Transaction Fee Reporting • Download the form

13. Myths and Misperceptions about eProcurement Myths and Misperceptions about eProcurement

14. Vendor Registration Vendor Registration Vendor Registration

15. Vendor Registration 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 (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 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

17. Vendor Registration Vendor Registration

18. Vendor Registration Vendor Registration

19. Vendor Registration Vendor Registration

20. Vendor Registration Vendor Registration

21. Vendor Registration

22. Vendor Registration Vendor Registration

23. Vendor Registration Vendor Registration

24. MyFloridaMarketPlace Tools MyFloridaMarketPlace Tools • Invoicing: • Enables vendors to receive electronic purchase orders from State Agencies using MyFloridaMarketPlace • Enables vendors to “flip” a purchase order into an invoice • Requires registration on Ariba • eQuote: • For contracts under $25K. • Enables vendors to receive and respond to State Agencies’ informal bids. • Sourcing (Solicitations): • For contracts over $25K. • Enables vendors to receive and respond to State Agencies’ formal bids

25. Invoicing Invoicing Invoicing (The PO flip)

26. Invoicing Invoicing • 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 • Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) • Required for State Term Contract vendors • Internet connectivity required

27. eQuote eQuote eQuote (Informal Bidding)

28. eQuote eQuote • 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 • Optional for all vendors • Internet connectivity required

29. Sourcing Sourcing Sourcing (Formal Solicitations)

30. Sourcing Sourcing • 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. Formal Bids are 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

31. For More Information For More Information • Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com , look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link • Download Training Materials (coming soon) • E-mail specific questions to: • VendorHelp@MyFlorida.com • 866-FLA-EPRO • Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for MyFloridaMarketPlace@myflorida.com

32. Upcoming Participation Opportunities Upcoming Participation Opportunities Upcoming Vendor Participation Opportunities • Vendor Forums (Term Contract) February 2003 – ongoing • Vendor Information Sessions April 2003 – ongoing • Vendor Registration March 2003 – ongoing • Online Training Summer 2003

33. Invoicing Invoicing

34. Invoicing Invoicing • 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 • Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) • Required for State Term Contract vendors

35. Invoicing Invoicing Login to Ariba Network • Login- Enter your username and password

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

37. Invoicing Invoicing Review Purchase Orders • Review– Look at the orders you have sent MyFloridaMarketPlace buyers • Inbox – Select an Order you would like the invoice for by clicking on the Order #

38. Invoicing Invoicing Review Order Detail • Review– Confirm information on the PO is correct. • Generate Invoice – Click the Generate Invoice link to turn this PO into an Invoice

39. Invoicing Invoicing Pick Invoice Type • Select – Click the Standard Invoice Link

40. Invoicing Invoicing

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44. eQuote eQuote

45. eQuote eQuote • 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 • Optional for all vendors

46. eQuote eQuote Login Enter your secure username and password

47. eQuote “My Inbox” By clicking on the underlined title, you can easily check your eQuotes in “My Inbox” to see detailed quote information. Accepted eQuote

48. eQuote Responding to eQuotes The “Create eQuote Response” page allows you to start creating your response to the buyer. Here you list your response information such as your quoted price, offer expiration date, shipping method, etc. eQuote

49. eQuote Responding to eQuotes The “Create eQuote Response” page allows you to click on tabs, where you can either discard your quotation changes, decline the quotation, save the quotation or continue with creating and submitting your quote. Page 23 eQuote

50. eQuote North South & East West Supply Company Responding to eQuotes The “Review and Submit” page provides you an overview of the eQuote information you will submit. Thebuyer@anytowninnc.com eQuote