MyFloridaMarketPlace Roundtable July 1, 2003

1. MyFloridaMarketPlace MyFloridaMarketPlace Roundtable July 1, 2003

2. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

3. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

4. MyFloridaMarketPlace Roundtable Update on Go-Live! • Key Dates: • March 31, 2003: Vendors began registering in the system via the Vendor Registration module • April 28, 2003: Pilot Agencies (DOT, DMS, STO) began loading contracts • June 2, 2003: Pilot Agencies (DOT, DMS, STO) began entering Blanket Purchase Orders • July 1, 2003: Go Live with Transaction Processing for Pilot Agencies (DOT, DMS, STO) • September 1, 2003: Begin rollout to remaining agencies

5. MyFloridaMarketPlace Roundtable Update on Go-Live! Today is a big milestone! Thank you for all of your efforts to date… • Florida is 1 of only 8 states to implement an eProcurement system • Florida is the only state to have a comprehensive eProcurement system that includes the ability to purchase commodities and services, as well as conduct online Sourcing and Quoting • Broad-based, comprehensive functionality • Expands the economic development opportunities for businesses of all sizes • As of today, we have approximately 12,000 vendors registered- no other State with an active eProcurement system has reached that number of vendors in the same timeframe

6. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

7. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

8. 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.

9. 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.

10. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

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

12. Transaction Fee ExemptionProcess – 60A-1.032(1) Effective July 1, 2003, vendors are subject to the transaction fee for all new transactions unless exempted by rule. Agencies that have not implemented MyFloridaMarketPlace may grant a transaction fee exemption per 60A-1.032(1). The steps are summarized below: • The Agency will complete the form summarizing the exemption request. • The Agency will file the exemption request form to send to the Customer Service Desk once the agency goes live. • Reference the exemption form on all purchase orders or contracts to notify the vendor that they are exempt from the transaction fee. • Vendors will not be required to self-report the transaction fee for exempted purchases.

13. Transaction Fee ExemptionProcess – 60A-1.032(1) As MyFloridaMarketPlace is implemented at the agency, the following steps will need to be followed to ensure exemption is referenced in MyFloridaMarketPlace: • The Agency will load the purchase agreement into MyFloridaMarketPlace. • 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. • The Customer Service Desk will contact the requesting Agency upon completion of the transaction exemption.

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

15. Transaction Fee Exemption Process- 60A-1.032(2) Agencies that have not yet implemented MyFloridaMarketPlace 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. • The Agency will file the exemption request form to send to the Customer Service Desk once the agency goes live.

16. Transaction Fee Exemption Process • If the exemption is granted, reference the exemption form on all purchase orders or contracts to notify the vendor that they are exempt from the transaction fee. • Vendors will not be required to self-report the transaction fee for exempted purchases.

17. Transaction Fee ExemptionProcess – 60A-1.032(1) As MyFloridaMarketPlace is implemented at the agency, the following steps will need to be followed to ensure exemption is referenced in MyFloridaMarketPlace: • The Agency will load the purchase agreement into MyFloridaMarketPlace. • The Agency will submit the approved 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. • The Customer Service Desk will contact the Agency and State Purchasing Director upon completion of the transaction exemption.

18. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

19. MyFloridaMarketPlace Roundtable Session Agenda • Welcome / Overview of Today’s Session • Update on Go Live! • Update on P-card memorandum • System Demonstration • Break • Continued Discussion of Vendor Exemption Processes • Resolution of Pending Issues / New Issues • Next Meeting Location / Time

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