MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace / Vendor VIP Overview July 15, 2010 Toll-free conference number: (888) 808-6959Passcode: 9766076#

Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get Paid? • Electronic Invoicing (eInvoicing) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 2

MFMP Overview 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, 2010) • ComputerWorld Laureate 2008

MFMP Overview MFMP Overview MFMP Vendor Benefits • Equal access for 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

What is VIP? What is VIP? • VIP is the State of Florida’s Vendor Information Portal • VIP provides: • An updated look and feel to the state’s previous vendor registration system • Improved information views and navigation • Commodity code keyword search capabilities • Simplified fee reporting

What Else is New and Improved… What else is new is VIP? • Automatic 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

VIP- A New Look and Feel for Vendors VIP- A new look and feel • New login page • Summary information on the account landing page

Information Views and Navigation 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!

Commodity Code Search Commodity Code Search • Vendors can enter keywords to conduct searches for applicable commodity codes. • Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue.’ • Vendors then add these commodity codes to their account

Commodity Code Search in VIP Commodity Code Search • Vendors can search/add/update commodity codes within VIP. • While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes. • Registration for commodity codes facilitates vendor notifications of available bid opportunities.

Commodity Code Search Commodity Code Search • There is a checkbox that a vendor can use if there is a preference for no commodity codes to be associated with the account. • 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.

What is VIP? Commodity Code Resources • Having trouble selecting codes in VIP? • Commodity code training aid and searchable Excel document http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_tools • State Purchasing commodity code catalog http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/commodity_contractual_services_catalog

Simplified Fee Reporting Simplified Fee Reporting • 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 three reports) • Consolidated billing invoice (CBI) snapshot (of last three months)

Simplified Fee Reporting Simplified Fee Reporting • This provides details of a vendor’s transaction fee reporting and payment account. • Vendors can quickly navigate to: • Submit a report • View Company Summary • View Full CBI History • View Self-Reporting History

Simplified Fee Reporting Simplified Fee Reporting • Non- STC vendors may have additional fees to report that were not included as part of a CBI; State term contract (STC) vendors are required to provide monthly reports for payments received. • To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add.’ • Pages are simplified with a single 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.

Simplified Fee Reporting Simplified Fee Reporting • Automated calculation displays 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.

Vendor Performance Tracking (VPT) 3.57 3.56 3.61 7637 8288 3.55 3.56 Vendor Performance Tracking- VPT • VPT shows buyers a vendor’s feedback • VPT assists buyers in making their purchasing decisions • Vendors see: • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

Agenda Welcome / MFMP Overview Vendor Information Portal (VIP) Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) 1 Percent Transaction Fee MFMP Communications E-mail Notifications FAQs Additional Resources Agenda Page - 19

Vendor Registration Vendor Registration Importance of Keeping Accounts 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 Page - 20

Registration Example MFMP uses vendor information to communicate opportunities and information to vendors Example #1: Outdated Vendor Information If the Remit-To address is not updated in the vendor VIP account: Payments from Buyer customers (state agencies) could be mailed to the incorrect location Possible delayed delivery or even undeliverable Purchase Orders (POs) Registration Example Page - 21

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 all day, everyday! https://vendor.MyFloridaMarketPlace.com Registration Example Page - 22

Automated Vendor Password Reset Automated Password Reset • Vendors are now able to reset their vendor registration password • Vendors simply access the MFMP VIP website • Click the ‘I forgot my password’ link

Automated Vendor Password Reset Automated Password Reset • The system then asks for a username or tax ID, followed by a contact e-mail address listed on the vendor registration account • An e-mail is then sent to that specific e-mail address to verify and complete the updated VIP username / password • Upon verification of the updated vendor password, the password is automatically reset

Agenda Welcome / MFMP Overview Vendor Information Portal (VIP) Vendor Registration Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid? Electronic Invoicing (eInvoicing) 1 Percent Transaction Fee MFMP Communications E-mail Notifications FAQs Additional Resources Agenda Page - 25

Agenda VPT displays vendor’s feedback VPT assists buyers in making their purchasing decisions An agency buyer will be requested to complete a survey once a payment processed through MFMP is paid Scoring includes four criteria: Performance to Specifications Delivery Invoicing Customer Service Vendor Performance Tracking (VPT) Page - 26

Agenda • 3.57 • 3.56 • 3.61 • 7637 • 8288 • 3.55 • 3.56 Vendor Performance Tracking (VPT) • In VIP, vendors view: • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance Page - 27

Agenda Vendor Performance Tracking (VPT) • VPT information for both buyers and vendors is posted online • http://dms.myflorida.com/business_operations/state_purchasing/vendor_information/vendor_performance_tracking_vpt Page - 28

Agenda Vendor Performance Tracking (VPT) • VPT feedback is posted monthly on the State Purchasing web site • Take into consideration the number of responses for each vendor Page - 29

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 $35,000. https://equote.MyFloridaMarketPlace.com Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $35,000. https://sourcing.MyFloridaMarketPlace.com/sourcing/ Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, public meeting notices and agency decisions. VBS is also used by vendors to receive notices view and search information. http://vbs.dms.state.fl.us/vbs/notification_new.selection Solicitations Page - 31

Vendor Registration Vendor Registration MFMP Helpful Hint: Consider using an e-mail 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 - 32

eQuote How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not require a competitive solicitation and converts awarded quotes to a Purchase Order within MFMP https://equote.myfloridamarketplace.com Step 1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from Step 2: MFMP notifies selected vendors via e-mail, and delivers the eQuote directly to each vendor's eQuote inbox Step 3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer Step 4: The buying agency selects a vendor and issues a purchase order eQuote Page - 33

eQuote eQuote Main Account Page • https://equote.MyFloridaMarketPlace.com • Below is a screenshot of theQuote main screen • 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 Page - 34

eQuote Viewing Quotes Dept. of Management Services State User Dept. of Management Services State User eQuote Viewing Quotes • Within the WORK section you can view any pending quotes awaiting response • After handling an eQuote, the supplier can select that quote to Archive Page - 35

Sourcing MFMP Sourcing Online competitive bidding tool Used to collect bids / responses for formal solicitations (>$35,000); Primary use is for DMS contracts / statewide agreements DMS is the only agency utilizing the Sourcing tool Enables 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 Sourcing Page - 36

Sourcing Sourcing • https://sourcing.myfloridamarketplace.com • 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 • Note: “publicuser” does not enable a vendor to bid • If a vendor locates a sourcing event they would like to participate in, but is missing the applicable commodity code, the vendor can add the commodity code to their VIP account • After adding the commodity code, the vendor should contact the MFMP Help desk to be added to the event

Solicitations Sourcing Enter your Sourcing account username and password Page - 38

Solicitations Sourcing Select the agency that is responsible for the Solicitation from the list Page - 39

Vendor Bid System (VBS) Let’s take a tour of Sourcing https://sourcing.myfloridamarketplace.com Sourcing Demo Page - 40

Vendor Bid System (VBS) Vendor Bid System (VBS) VBS 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 Vendor Bid System (VBS) Page - 41

VBS Benefits • Why should vendors use VBS? • Agencies are required by Rule 60A-1.021, F.A.C, to post all bids for public view in VBS • State of Florida guarantees the validity of all bids posted in VBS • MFMP vendors receive automatic notification of new bids posted in VBS • Based on commodity codes • VBS is one of three bidding tools available to MFMP vendors at no charge • eQuote tool • Sourcing tool

VBS VBS VBS Main Page Select Search Advertisements to search for active solicitations Page - 43

VBS VBS VBS Search Parameters • Type • Competitive solicitations • Public notices • Agency decisions • Agency • Number • Title • Commodity code • 13-digit • Closed by Date Page - 44

VBS VBS Search Results VBS Search Results are displayed with Title, Number, Version and Type Links are provided in the Number Column to the solicitation documents Page - 45

Solicitations Summary VBS Demo • Let’s take a tour of VBS http://vbs.dms.state.fl.us/vbs/notification_new.selection

VBS Helpful Hints • VBS notifications are sent to the VIP main account’s e-mail address and are driven by commodity codes. • Consider creating a general e-mail account as the main contact e-mail address. • This ensures multiple parties have access to notifications received by the state. • Easy to forward on internally by region, location or notification type • Eliminates the need to update contact information if an employee leaves your organization • Make sure commodity codes are up-to-date and accurate • If you offer a new product/service and have not updated the commodity codes, you could miss out on a bid opportunity. • Missing notifications? Search past bids in VBS and make sure your account has the commodity codes listed in the advertisement..

Solicitations Summary 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 CSD, VendorHelp@MyFloridaMarketPlace.com. • For assistance with VBS, contact VBSAssist@dms.MyFlorida.com

Agenda Agenda • Welcome / MFMP Overview • Vendor Information Portal (VIP) • Vendor Registration • Examples • Vendor Performance Tracking (VPT) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • How do I get paid? • Electronic Invoicing (eInvoicing) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources Page - 49

eInvoicing How do I get Paid: eInvoicing eInvoicing: • Is the presentation of an invoice electronically to agencies for payment • Enables vendors to conduct business in a more cost effective way Did you know? • eInvoices are audited and approved electronically through MFMP • Vendors can monitor invoices’ approval flow for tracking • Any invoice disputes are returned to vendors electronically • Agency payment processing is paperless

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