MyFloridaMarketPlace: Vendor Registration and Fee Process

1. MyFloridaMarketPlace MyFloridaMarketPlace: Vendor Registration and Fee Process

2. Agenda • Vendor Registration Rule • Outreach and Vendor Registration • Reluctant Vendor Registration Process • Transaction Fee Rule • Transaction Fee Exemption Process • Contact Information

3. Vendor Registration Rule • 60A-1.030 MyFloridaMarketPlace Vendor Registration • Each vendor doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, shall register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.030(3). • 60A-1.030(3) MyFloridaMarketPlace Vendor Registration Exceptions • Include (but are not limited to): • Transaction can be consummated only through the use of the P-Card • Health care services at/or below Medicaid rates • Commodities or services specific to • Brain and Spinal Cord injury program • DOH Division of Disability Determination • Child Care Food Program • Purchase-client services under the Vocational Rehabilitation program • Recipient of disbursement of state financial assistance

4. Outreach and Vendor Registration To help reduce the possibility of disruption of services to State agencies, DMS and Accenture have conducted extensive outreach activities, including: • Communications with State Term Contract Vendors • Conducted 30 Vendor Information Sessions throughout Florida with 60 planned • Reaching out to business organizations such as chambers of commerce, etc. • Minority Business outreach with the Office of Supplier Diversity • Providing agencies registration information on critical vendors • Weekly updates to agency liaisons on who is/is not registered • Provided messages to agencies to include in PO’s and payments • Fee reporting communication • Sourcing opportunities communication There are processes for managing reluctant vendor registration and fee exemptions.

5. Reluctant Vendor Registration

6. Reluctant Vendor Registration 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@myfloridamarketplace.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.

7. Reluctant Vendor Registration 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

8. Reluctant Vendor Registration 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 A vendor who does not register themselves will not be assessed the fee.

9. Transaction Fee Rule • 60A-1.031 MyFloridaMarketPlace Transaction Fee • Each agency shall include language (addressing the MyFloridaMarketPlace fee) in the terms and conditions of all agency purchasing transactions involving commodities and contractual services as defined in section 287.012, Florida Statutes (including formal solicitations, contracts, and purchase orders), unless the transaction is exempt from the Transaction Fee pursuant to Rule 60A-1.032: • 60A-1.032 MyFloridaMarketPlace Transaction Fee Exceptions • 60A-1.032 (1) • Exceptions include, but are not limited to: • Transactions with Non-Profit (unless awarded following a competitive solicitation involving for profits) • Transactions with another governmental agency • Transactions which law or regulation require the commodity or service be provided by a sole provider • 60A-1.032 (2) • Transactions critical to the agency’s mission • Where imposition of the fee would prevent consummation of the transaction

10. Transaction Fee • The self funding model is not new.  It has been in existence for a number of years. • State Term Contract vendors currently pay a 1% fee to the State, and will continue under the MyFloridaMarketPlace system. • Similarly, SNAPS and the P-Card programs also carry a fee. • There is no initial registration or ongoing subscription fee charged to vendors.  • The 1% fee only applies to contracts and payments processed. • The 1% fee will help pay for: • The acquisition, development, implementation and operations of the MyFloridaMarketPlace system; • To develop and execute training required for both buyers and vendors; • Provide ongoing maintenance and services needed to sustain the system’s success.

11. Transaction Fee • 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 • Automatic deduction of eligible transaction fees from invoices paid through MyFloridaMarketPlace will not occur until available in new FLAIR system (estimated July 1, 2005)

12. Transaction Fee Exemption

13. Transaction Fee Exemption 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@myfloridamarketplace.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.

14. Transaction Fee Exemption

15. Transaction Fee Exemption 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@myfloridamarketplace.com.

16. Transaction Fee Exemption • 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.

17. Contact Information Project Contact Information Vendor and Buyer inquiries can be directed by phone to (866) FLA-ePRO (352-3776) For assistance with Vendor related questions, please contact: VendorHelp@myfloridamarketplace.com For assistance with Buyer related questions, please contact: BuyerHelp@myfloridamarketplace.com For general inquiries, please contact: MyFloridaMarketPlace@myflorida.com