MyFloridaMarketPlace Roundtable June 24, 2003

1. MyFloridaMarketPlace MyFloridaMarketPlace Roundtable June 24, 2003

2. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) • Update on Vendor Communications / Self-Reporting Process (9:10 a.m. – 9:30 a.m.) • Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.) • Break (10:00 a.m. – 10:10 a.m.) • Receiving Demo (10:10 a.m. – 10:50 a.m.) • Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

3. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) • Update on Vendor Communications / Self-Reporting Process (9:10 a.m. – 9:30 a.m.) • Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.) • Break (10:00 a.m. – 10:10 a.m.) • Receiving Demo (10:10 a.m. – 10:50 a.m.) • Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

4. MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace Per Rule 60A-1.031, beginning July 1, 2003, all MyFloridaMarketPlace sales and associated fees shall, on a monthly basis, be reported on PUR form 3776. Fees and form should be mailed to: MyFloridaMarketPlace P.O. Box 5497 Tallahassee, FL 32314-5497

5. MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace • Automatic deduction of eligible transaction fees from invoices paid through MyFloridaMarketPlace will not occur until available in new FLAIR system (estimated July 1, 2005) • Starting 7/1/03, vendors will be required to self-report all transaction fees on a monthly basis using Form PUR 3776 • We will be moving to billing and collection, however, it will not be available until 10/01/03 at the earliest • Even then, transactions that are made with users who are not yet on the system will need to be self-reported

6. MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace • State Term Contract Vendor Communication sent on Friday, June 20th • Sent to all State Term Contract vendors • Provided a copy of PUR form 3776 • Provided detailed instructions for completing form • Provided support information (Customer Service Center phone number and e-mail address) • A communication is being sent to system registered vendors and GVIS attendees the week of June 23rd

7. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) • Update on Vendor Communications / Self-Reporting Process (9:10 a.m. – 9:30 a.m.) • Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.) • Break (10:00 a.m. – 10:10 a.m.) • Receiving Demo (10:10 a.m. – 10:50 a.m.) • Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

8. Transaction Fee ExemptionProcess – 60A-1.032(1)

9. Transaction Fee ExemptionProcess – 60A-1.032(1) Agencies may request a transaction fee exemption per 60A-1.032(1). The steps to be completed are summarized below: • The Agency will complete a form summarizing the exemption request. • The Agency will submit the exemption form to the Customer Service Desk at VendorHelp@myflorida.com. • The Customer Service Desk will flag the purchase agreement in MyFloridaMarketPlace as exempt from the transaction fee within 24 hours of notification. • The Customer Service Desk will contact the requesting Agency upon completion of the transaction exemption. Note: Forms will be available on MyFloridaMarketPlace

10. Transaction Fee Exemption Process- 60A-1.032(2)

11. Transaction Fee Exemption Process- 60A-1.032(2) Agencies may request a transaction fee exemption per 60A-1.032(2). The steps to be completed are summarized below: • The Agency will complete a form summarizing the exemption request including justification. • The Agency’s head or designee will submit the form for consideration via email to the State Purchasing Director at TransactionFee@myflorida.com. • The State Purchasing Director will respond within 14 days either granting, denying, or requesting additional information regarding the exemption request. • If the exemption is granted, DMS will forward the form via email to the Customer Service Desk at VendorHelp@myflorida.com. Note: Forms will be available on MyFloridaMarketPlace

12. Transaction Fee Exemption Process • The Customer Service Desk will flag the purchase agreement in MyFloridaMarketPlace as exempt from the transaction fee within 24 hours of notification. • The Customer Service Desk will contact the requesting Agency and the State Purchasing Director upon completion of the transaction exemption.

13. Vendor Registration Exemption Process

14. Vendor Registration Exemption Process In the event a vendor is not willing to register, the following steps will be followed: • The Agency will gather the key vendor registration data and complete the registration form. • The Agency will submit the registration form to the Customer Service Desk via email at VendorHelp@myflorida.com • The Customer Service Desk will register the vendor within MyFloridaMarketPlace within 24 hours of notification. • The Customer Service Desk will contact the requesting Agency via email upon completion of the registration. Note: Forms will be available on MyFloridaMarketPlace

15. Vendor Registration Exemption Process SAMPLE

16. Vendor Registration Exemption Process Upon completion of the registration by the Customer Service Desk, the agency will be able to: • Issue payments to the vendor via FLAIR. The vendor record will be passed from MyFloridaMarketPlace to SPURS to FLAIR. • Issue purchase order to the vendor

17. Vendor Registration Exemption Process Upon completion of the registration by the Customer Service Desk, the vendor will NOT be able to: • Respond to solicitations issued through MyFloridaMarketPlace • Respond to requests for electronic quotes through MyFloridaMarketPlace • Manage their vendor profile through MyFloridaMarketPlace • Complete CMBE certification process

18. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) • Update on Vendor Communications / Self-Reporting Process (9:10 a.m. – 9:30 a.m.) • Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.) • Break (10:00 a.m. – 10:10 a.m.) • Receiving Demo (10:10 a.m. – 10:50 a.m.) • Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

19. MyFloridaMarketPlace System Overview MyFloridaMarketPlace supports a number of different functions including: • Vendor Registration – Allows vendors to register and maintain their vendor information in the system. The vendor may also register for CMBE certification within the Vendor Registration System • Requisitioning – Online creation of requisition from an online catalog or contract. Supports submitting electronic quotes to vendors and allowing vendors to respond to the quote online. • Contract tracking – Online tracking of contracts including available balance, contract term, contract pricing, etc.

20. MyFloridaMarketPlace System Overview (cont.) • Invoice reconciliation – Online matching of invoice, purchase order, receipt, and/or contract. The discrepancies will be identified and routed to the agency for review • Reporting – Customized reporting capabilities providing the agencies with spend visibility, contract compliance, etc. • Bidding – Online submission of solicitations to vendors. Vendors will respond to their bids online and the agency may evaluate the responses online as well.

21. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.) • Update on Vendor Communications / Self-Reporting Process (9:10 a.m. – 9:30 a.m.) • Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.) • Break (10:00 a.m. – 10:10 a.m.) • Receiving Demo (10:10 a.m. – 10:50 a.m.) • Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

22. MyFloridaMarketPlace Roundtable Comments on P-Card Memo “What I am concerned about is the very low dollar limit excluded in item 1, referencing Section (3)(b) which allows an agency to do business with an unregistered vendor. The dollar limit selected by DMS is $250 on purchases made with an unregistered vendor on the Internet for non-contracted items. I am okay with the theory just not the dollar amount. I believe a more reasonable and realistic amount to be $2500 (agencies may choose to be more restrictive if that fits their model of current operation). We have no method to prevent these transactions from happening when the card is used. I am concerned that we will be bogged down with unproductive audit reviews for very low dollar amounts. Defeating any economy otherwise gained from using the card and eprocurement.”

23. MyFloridaMarketPlace Roundtable Comments on P-Card Memo “On the question of Internet. What constitutes an Internet purchase to satisfy the directive concerning P-cards? Merriam-Webster: Internet - an electronic communications network that connects computer networks and organizational computer facilities around the world. This would seem to imply any electronic communications method via a network would satisfy P-Card purchases via the Internet. Is this correct?”

24. Next Meeting: Time / Location • July 1st • 9:00 a.m. – 11:00 a.m. • Carr Building, Room 170 • Beginning with the July 9th Roundtable, we will begin to meet on Wednesday mornings from 9 a.m.- 11 a.m.