MyFloridaMarketPlace

MyFloridaMarketPlace MyFloridaMarketPlace Vendor Teleconference Series OSD MatchMaker 11/20/08: “MyFloridaMarketPlace Overview” 9:45 a.m. and 1:45 p.m. EST Toll free number: (888) 808-6959Conference Code: 4888366#

Agenda • Welcome / MFMP Overview • Vendor Registration • Demonstration • Examples • Commodity Codes • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • State Term Contract (STC) Information • How do I get Paid? • Electronic Invoicing (eInvoicing) • Electronic Funds Transfer (EFT) • 1% Transaction Fee • MFMP Communications • Email Notifications • Future Vendor Opportunities • FAQs • Additional Resources Page - 2

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) • ComputerWorld Laureate 2008

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

Agenda Welcome / MFMP Overview Vendor Registration Demonstration Examples Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) State Term Contract (STC) Information How do I get Paid? Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) State Term Contract (STC) Information 1% Transaction Fee MFMP Communications Email Notifications Future Vendor Opportunities FAQs Additional Resources Page - 5

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) Page - 6

Login to Vendor Registration Vendor Registration – https://vendor.myfloridamarketplace.com • Login to Vendor Registration Page - 8

Update Account • Click Update My Vendor Registration MFMP Helpful Hint: All the links under ‘Update My Vendor Registration’ can be used to update your account information Page - 9

Update Account • Select Information to be updated from toolbar on left Page - 10

Username / Password Example • Example: Username and Password update Page - 11

Username / Password Example • After re-entering your new username and / or password don’t forget to save your changes Page - 12

Adding New Contacts • Adding new contacts for your account Page - 13

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) Page - 15

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! Page - 16

Agenda Welcome / MFMP Overview Vendor Registration Demonstration Examples Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) State Term Contract (STC) Information How do I get Paid? Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) 1% Transaction Fee MFMP Communications Email Notifications Future Vendor Opportunities FAQs Additional Resources Page - 17

Commodity Codes Commodity - An item of physical property as opposed to a service Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes Florida uses commodity codes in several tools to seek vendor participation in solicitations (VBS, eQuote, Sourcing) Commodity codes are selected by vendors as part of their MFMP registration Page - 18

Commodity Codes The commodity code can be comprised of 13 digits: Class - first 3 digits Group - second 3 digits Item - third 3 digits Detail - last 4 digits Most solicitations are issued at the Class or Group level (3- or 6-digit commodity code) Each solicitation tool (eQuote, VBS, Sourcing) requires registration and enables vendors to identify the products/services offered When buyers solicit bids/quotes for products, notifications will be distributed based on the classification you’ve selected In addition, commodity codes are also used by state purchasers to notify the applicable vendors of upcoming bids and solicitations Page - 19

Commodity Codes Example – National Institute of Governmental Purchasing (NIGP) Commodity Codes Florida currently uses a customized version of this structure Page - 20

Commodity Code Selecting Commodity Codes Commodity codes are selected during the initial registration process, but can be updated as needed by logging into vendor registration https://vendor.myfloridamarketplace.com/ To find or update commodity code selections: Commodity codes for goods: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=1 Commodity codes for services: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=2 Page - 21

Commodity Codes Searching for Commodity Codes http://www.myflorida.com/apps/spurs/spurs.main_menu_form Page - 22

Commodity Codes Helpful Hints A Commodity Code vendor training aid is available at: http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_toolkit/mfmp_vendor_training Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected https://vendor.myfloridamarketplace.com/ Page - 23

Commodity Codes Helpful Hints cont’d A searchable Excel document is available on the MFMP Toolkit under Vendor Tools and Sourcing / Solicitations Web pages This Excel file will assist in finding commodity codes prior to making selections or updating selections in your MyFloridaMarketPlace Vendor Registration account - To use this Excel file, please follow these steps: Open the document Click "Edit" on the top of the tool bar Choose "Find" In the box that appears, type a keyword, the first selection that matches your keyword search will appear The Excel file’s far left column is the main category; the next column to the right is a subcategory, and so on. Use the "Find Next" button within the search to go to the next product level in the document Make sure to update your Vendor registration account to reflect any updated commodity codes Page - 24

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: http://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 Page - 26

Vendor Registration 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 - 27

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 http://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 Page - 28

eQuote Main Account Page • http://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 Page - 29

eQuote Viewing Quotes Dept. of Management Services State User Dept. of Management Services State User Viewing 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 Page - 30

Sourcing MyFloridaMarketPlace Sourcing Online competitive bidding tool Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for State Term Contracts and 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 Vendor Registration account Page - 31

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

Solicitations Enter your Sourcing account username and password Page - 33

Solicitations Select the agency that is responsible for the Solicitation from the list Page - 34

Solicitations Select the solicitation from the list of active solicitations – Note the Time Remaining column Page - 35

Solicitations Select Prepare Bid (Response) to provide a response to the solicitation Page - 36

Solicitations Read, prepare and provide your bid/response as requested in the solicitation on the RFx Info page Page - 37

Solicitations Submit any pricing components if required on the Enter Values page Page - 38

Solicitations • Please note that clicking the SAVE button within MFMP Sourcing only saves your bid responses • The SAVE button does not transmit your bid response to the State • In order to transmit your bid response to the State, you must click the SUBMIT button on the SUMMARY page of the bid response Page - 39

Solicitations To verify and review your previously submitted bid, select the Bid Id number (link) To revise or edit your bid select the Revise Bid (Response) button 2 1 Page - 40

Vendor Bid System (VBS) Vendor Bid System (VBS) 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 Addendum A, Solicitations Training Aid, includes detailed information on how to register and respond to bids using the VBS tool Page - 41

VBS VBS Main Page Select Search Advertisements to search for active solicitations Page - 42

VBS VBS Search Parameters • Type • Competitive Solicitations • Public Notices • Agency Decisions • Agency • Number • Title • Commodity Code • (13 Digit) • Closed by Date Page - 43

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 - 44

Agenda Welcome / MFMP Overview Vendor Registration Demonstration Examples Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) State Term Contract (STC) Information How do I get Paid? Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) 1% Transaction Fee MFMP Communications Email Notifications Future Vendor Opportunities FAQs Additional Resources Page - 45

State Contract / Agreement Information Contract Overview • The State generally has two types of contracts for commodities and services: those procured by the DMS Divison of State Purchasing and those procured by Executive State Agencies and others • Contracts issued by the DMS Division of State Purchasing can be utilized by all state and local goverenment entities and others authorized by law to use contracts issued by State Purchasing • Contracts issued by Executive State Agencies can only be utilized by the agency letting the contract unless formally adopted by DMS state Purchasing as an Alternate Contract Source DMS State Purchasing has three types of contract vehicles: • State Term Contracts • State Purchasing Agreements • Alternate Contract Source

State Contract / Agreement Information State Term Contracts (STC) • Are competitively bid (unless sole source) and issued by the DMS State Purchasing as a State Term Contract for use by state agencies and other authorized users • Are mandatory for state agencies in accordance with F.S. 287.056 • The exceptions to the mandatory usage are outlined in 60A-1.044 of the Florida Administrative Code (F.A.C.) • STCs are also offered to other eligible users which include local governments and school districts • State Term Contracts and Pricing Lists are available on the DMS State Purchasing Web site

State Contract / Agreement Information State Purchasing Agreements (SPA) • Are an informal price quote done by the DMS Division of State Purchasing for a commodity or service valued at under $25,000 done and made available for the optional use by other state agencies or others authorized by law to use State contracts. • Are optional to use and are not to exceed $25,000 • State Purchasing Agreements and Price Lists are available on the DMS State Purchasing web site

State Contract / Agreement Information Alternate Contract Source (ACS) • Contracts bid by another government entity (Federal, state or local level) and are formally adopted and issued by the DMS Division of State Purchasing • Alternate Contract Sources for commodities and services are available for purchase by state agencies, in accordance with rule 60A-1.047, FAC • Purchases from these alternate contract sources are dependent upon local ordinances and regulations governing procurement • The Department is authorized by Section 287.042(16), F.S., to evaluate contracts and, when determined in writing to be cost-effective and in the best interest of the State, to approve such contracts for use by other entities • Rule 60A-1.047, F.A.C., provides a procedure for agencies to request the Department's review of a potential alternate contract source. The Department may approve such contract for use by an individual agency, or may approve its use for all agencies.

Agenda • Welcome / MFMP Overview • Vendor Registration • Demonstration • Examples • Commodity Codes • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • State Term Contract (STC) Information • How do I get paid? • Electronic Invoicing (eInvoicing) • Electronic Funds Transfer (EFT) • 1% Transaction Fee • MFMP Communications • Email Notifications • Future Vendor Opportunities • FAQs • Additional Resources Page - 50

MyFloridaMarketPlace