MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace How to do Business with the State of FloridaPTAC Conference: May 26, 2010

Doing Business with the State • Welcome / Who we are • What are some of your expectations? • What do you hope to learn? • Ask questions as we go! • All of today’s materials are available online via the DMS MFMP website • http://dms.myflorida.com/vendortoolkit

Division of State Purchasing: Overview • The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state • Dedicated to building strong relationships with all state agencies, local governments and vendors • State Purchasing also promotes fair and open competition in the state's procurement process • Division of State Purchasing maintains and develops State Term Contracts (STC) • Mandatory for state agencies • Optional for other eligible users (OEUs) -Universities, cities, counties, water management districts, etc. • Under State Purchasing, the MyFloridaMarketPlace (MFMP) system is the online procurement system for agency buyers and state vendors

MFMP Overview • 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 (NIGP) • Achievement for Excellence in Procurement (2004-2009) • ComputerWorld Laureate 2008 • Per Rule 60A-1.030 F.A.C., and Chapter 287.57, F.S., all vendors must register in MFMP to do business with the state • But there’s a lot more to consider!

Agenda • Where Should I Start? • Register with the IRS • Register with Florida Agencies • Department of Revenue • Department of State • Department of Financial Services • Register with MFMP • Obtain proper Licensing/Insurance • Department of Business and Professional Regulation • Department of Agriculture and Consumer Services • Department of Financial Services • Department of Health • Business Opportunities with the State • Transparency • Resources • FAQs / Wrap-Up!

Getting Started Getting Started Doing Business with the State To conduct business in Florida, a vendor must register/obtain licenses with particular state agencies

Agenda • Where Should I Start? • Register with the IRS • Register with Florida Agencies • Department of Revenue • Department of State • Department of Financial Services • Register with MFMP • Obtain proper Licensing/Insurance • Department of Business and Professional Regulation • Department of Agriculture and Consumer Services • Department of Financial Services • Department of Health • Business Opportunities with the State • Transparency • Resources • FAQs / Wrap-Up!

Getting Started Register with the IRS • When registering to do business with the state, it is strongly recommended to use a Federal Employer Identification Number (FEIN) • One can be obtained at no cost through the Internal Revenue Service (IRS) • Using an FEIN minimizes the risks to personal financial information associated with the use of a social security number • How to apply for an FEIN • www.IRS.gov • IRS Business & Specialty Tax Line at (800) 829-4933

Agenda Agenda • Where Should I Start? • Register with the IRS • Register with Florida Agencies • Department of Revenue • Department of State • Department of Financial Services • Register with MFMP • Obtain proper Licensing/Insurance • Department of Business and Professional Regulation • Department of Agriculture and Consumer Services • Department of Financial Services • Department of Health • Business Opportunities with the State • Transparency • Resources • FAQs / Wrap-Up!

Department of Revenue Department of Revenue (DOR) • Businesses engaging in taxable activity are required to register with Department of Revenue (DOR) • Examples of taxable activity include retail sales, tourism and recreation, and auto industry activities • To register to report taxable activity: http://dor.myflorida.com/dor/eservices/apps/register/ • Basic Information Required: • Full name, social security number, home address and telephone number, and driver license number of the business owner • Physical and mailing address of the business entity • Date of incorporation • Florida corporate document/registration number

Department of Revenue Department of Revenue (DOR) • The sales / tax certificate number is available three business days after completing registration • If you need assistance in determining whether you are required to register, call Taxpayer Services at 800-352-3671 • Information is also available online at http://dor.myflorida.com/dor/businesses/newbusiness_startup.html

Department of State Department of State (DOS): Incorporation • All corporations must file annually with the Department of State (DOS) Division of Incorporation • Failure to file an annual report may result in: • Administrative dissolution of the corporation and • Revocation of authorization to transact business as a corporation in Florida • You can file for you corporation online at https://efile.sunbiz.org/np_file.html • Annual fee is $150

Department of State Department of State (DOS) • Basic information requirements: • Name of corporation • Address of the principal office • Total number of shares that can be outstanding at one time • Name and address of the Florida Registered Agent • Signed statement accepting the appointment as Registered Agent • Name and address of incoporator • Signature

Department of State Department of State (DOS): Fictitious Names • Fictitious names must also be filed with the Division of Incorporation • A fictitious name is a name under “which a person transacts business in this state, other than “the person's legal name” and are valid for five years • You can file for a fictitious name online https://efile.sunbiz.org/ficregintro.html • The registration posts within 24 to 48 hours of submission • Acknowledgement will be mailed to the mailing address • Filing Fee to register a fictitious name is $50.00

Department of Financial Services Department of Financial Services (DFS) • Vendors must file a W-9 with the Department of Financial Services (DFS) • Failure to do so could result in the delay of payments for services • The W-9 form is available online at http://www.myfloridacfo.com/aadir/reconciliation/index.htm • Questions? Contact the DFS W-9 Section at (850) 413-5519

MyFloridaMarketPlace MyFloridaMarketPlace • MyFloridaMarketPlace (MFMP) is the state’s online purchasing system, connecting state agencies with registered vendors • 30+ state agencies and more than 120,000 vendors use MFMP • MFMP offers tools to help do business with the state: • Solicitation notification • Customer Service Desk (CSD) • eInvoicing (electronic invoicing) • Vendors doing business with the state are required to register with MFMP • Register online at https://vendor.myfloridamarketplace.com/

MyFloridaMarketPlace MyFloridaMarketPlace: Registration Requirements • https://vendor.myfloridamarketplace.com/ • Information required: • Company Name • FEIN • Business Designation • Tax filing information • Address • Contact person • Commodity codes that describe your products and/or services • CBE information (Certified Business Enterprise) designation

Agenda Agenda • Where Should I Start? • Register with the IRS • Register with Florida Agencies • Department of Revenue • Department of State • Department of Financial Services • Register with MFMP • Obtain proper Licensing/Insurance • Department of Business and Professional Regulation • Department of Agriculture and Consumer Services • Department of Financial Services • Department of Health • Business Opportunities with the State • Transparency • Resources • FAQ / Wrap-Up!

Dept of Business & Professional Regulation (DBPR) • Certain businesses must be licensed by DBPR

Department of Business and Professional Regulation Dept of Business & Professional Regulation (DBPR) • All DBPR licensing applications are available online • https://www.myfloridalicense.com/NewApplicationInstruct.asp?Page=intentions2.asp&SID • DBPR’s customer contact center • 850-487-1395 (Monday - Friday, 8 a.m. to 6 p.m. EST)

Department of Agriculture and Consumer Services Dept of Agriculture & Consumer Services (DOACS) • Certain services are regulated by the Department of Agriculture and Consumer Services (DOACS)

Department of Agriculture and Consumer Services Dept of Agriculture & Consumer Services (DOACS) Department of Agriculture and Consumer Services DOACS provides valuable information about licensing requirements for regulated programs http://www.doacs.state.fl.us/onestop/index.html

Department of Financial Services Department of Financial Services (DFS) • The DFS’ Bureau of Compliance is responsible for ensuring that employers obtain appropriate workers’ compensation insurance coverage • Who Needs Coverage: • Construction Industry: An employer in the construction industry who employs one or more part or full-time employees • Non-Construction Industry: An employer in the non-construction industry, who employs four or more part or full-time employees • Agricultural Industry: Agricultural employers with five or more regular employees and/or 12 or more seasonal employees, who work for more than 30 days

Department of Financial Services Department of Financial Services (DFS) • Contact a Florida-licensed insurance agent to obtain Worker’s Compensation • If you are unable to obtain coverage through the private insurance market, they may contact the Florida Workers' Compensation Joint Underwriting Association (FWCJUA) at (941) 378-7400 • To verify licensure call 1-877-MY-FL-CFO (1-877-693-5236)

Department of Financial Services Department of Financial Services (DFS) • DFS issues licenses for insurance agents and adjusters • Additional information can be found online at http://www.myfloridacfo.com/Agents/Licensure/index.htm

Department of Health Department of Health • Department of Health (DOH) Division of Medical Quality Assurance (MQA) determines whether health care practitioners meet minimum licensure requirements • A complete list and specific licensure requirements can be found online at http://www.doh.state.fl.us/mqa/index.html

Business Opportunities with the State Business Opportunities with the State • Contact an agency purchasing officer • Through the myflorida.com portal you can find every state agency’s website • An agency purchasing officer list is available at: http://dms.myflorida.com/agencypurchasingofficers • Many agencies rely on MFMP as a source for vendors when issuing competitive solicitations/informal quotes • Commodity codes selected in your MFMP account identify the products/services you provide

Solicitation Notification Tools eQuote is the tool which vendors use to respond to quote requests from the State of Florida less than $25,000 http://equote.myfloridamarketplace.com Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations more than $25,000 https://myfloridamarketplace.com/sourcing/ Vendor Bid System (VBS) is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions http://vbs.dms.state.fl.us/vbs/notification_new.selection Solicitation Notification Tools Page - 35

Transparency Transparency • Transparency is important to Florida • Governor Charlie Crist issued Executive Order 07-01, which created the Office of Open Government and promotes transparency • Each agency has identified an Open Government contact http://www.flgov.com/og_agency_contacts • An Open Government Contact will be able to assist you in conducting public records requests

Transparency: SPURSView • SPURSView is a public portal • Offers insight into agency purchasing activities • Contains a search for commodity codes • Allows for searches for Certified Business Enterprises (CBEs)

Transparency Transparency: SPURSView • SPURSView is located at http://www.myflorida.com/apps/spurs/SPURS.po_search.criteria • Enter in the appropriate search criteria and execute your search

Transparency Transparency: SPURSView • Click on any of the links for detailed information about the purchase

Transparency: SPURSview • Now, let’s take a tour of SPURSView and perform a search. We’ll review: • Commodity code searches • Purchase Order (PO) information • http://www.myflorida.com/apps/spurs/spurs.main_menu_form

Transparency: State Term Contracts/Agreements • DMS Division of State Purchasing negotiates and maintains all state term contracts (STC), state purchasing agreements (SPA) and alternate contract sources (ACS) • Agencies are required to use these contracts for all applicable purchases • A listing of all STC, SPA, and ACS is available online • http://dms.myflorida.com/contracts • Contract manager contact information • Expiration date • Vendor information • Florida Climate-Friendly Preferred Products List (FCFPPL)

Transparency: http://dms.myflorida.com/contracts

Transparency Transparency: Agency-Specific Contracts • A few agencies post contracts online: • Department of Revenue • http://dor.myflorida.com/dor/opengovt/business/ • Department of Financial Services • http://www.myfloridacfo.com/Transparency/ • Department of Corrections • http://www.dc.state.fl.us/business/

Transparency: Business Opportunities Business Opportunities DOT posts opportunities that will be procured under Chapter 337 Florida Statutes (road construction, maintenance, etc.) http://www.dot.state.fl.us/cc-admin/Letting_Project_Info.shtm

Department of Financial Services Transparency: Florida’s Checkbook • DFS has an online tool which allows provides transparency into payments issued by the state: http://www.myfloridacfo.com/Transparency/

Transparency Transparency: FLAIR Payment History website • FLAIR maintains all records online for payments issued from the state • Information is updated daily • Must use FEIN or SSN • https://flair.dbf.state.fl.us/caspub/vnpayhst.htm

Resources: General Tips • Develop a comprehensive marketing plan • Know your audience (i.e. government or private industry) • Who buys your products or services? • How often do they buy your brand of products or services? • When do they buy your products or services? How much do they buy? • Do your homework: Research the market on a regular basis • Visit DMS websites regularly • STC, ACS, SPA • MFMP training • VIP vendor registration • Attend DMS/MFMP workshops and trainings • Partner, team or joint venture when possible

MyFloridaMarketPlace