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MyFloridaMarketPlace
MyFloridaMarketPlace / Vendor VIP OverviewNovember 12, 2009
Toll-free conference number: (888) 808-6959Passcode: 9766076#
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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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, 2009) ComputerWorld Laureate 2008
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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
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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What is VIP?
“VIP” is the new name for the State of Florida’s “Vendor Information Portal”
VIP Provides….
An updated look and feel to the State’s current vendor registration system
Improved Information Views and Navigation
Commodity Code Search Capabilities
Simplified Fee Reporting
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What Else is New and Improved…
Automatic Vendor Bid System (VBS) notification registration within VIP
All vendors who have elected to participate in Sourcing are now
registered to receive VBS notifications
Improved registration instructions and direction
Contextual help and error messages
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VIP- A New Look and Feel for Vendors
New look and feel for the login page Summary information on the account landing page
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Information Views and Navigation
“Drop Down” options are available for vendors to easily navigate to various areas in the system
“Just in time” help is located throughout the system!
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Commodity Code Search
Vendors can enter ‘key words’ to conduct searches for applicable commodity codes
Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’
These commodity codes are then added to the vendor’s account
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Commodity Code Search in VIP
Vendors can search/add/update commodity codes with in VIP
While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes
Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors
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Commodity Code Search
Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account
Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors
While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes
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Simplified Fee Reporting
Returning vendors can log into their account and access their ‘Vendor Summary’ page
Navigating to the ‘Billing and Collections’ area provides vendors with a view of:
Bill-To Contact Information
Self-Reporting Summary
(of last 3 reports)
Consolidated Billing
Invoice (CBI) Snapshot (of
last 3 months)
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Simplified Fee Reporting
This provides details of a vendor’s transaction fee reporting and payment account
Vendors have the option to quickly navigate to:
Submit a Report
View Company Summary
View Full CBI History
View Self-Reporting History
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Simplified Fee Reporting
State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI
To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’
Pages have been simplified so that there is one field to be completed for fee-eligible payments
Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated
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Simplified Fee Reporting
Automated calculation will show the resulting transaction fees due
The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment
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Vendor Performance Tracking (VPT)
VPT shows buyers a vendor’s
‘feedback’
VPT assists buyers in making their
purchasing decisions
Vendors are able to see:
Rating Summary
Rating Detail
The Rating Scale that agency customers use when answering survey questions about the vendor’s performance
3.57
7637
8288
3.56
3.61
3.55
3.56
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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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)
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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)
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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!
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Automated Vendor Password Reset
Vendors are now able to reset their vendor registration password Vendors simply access the MyFloridaMarketPlace Vendor Registration
Web site Click the "I forgot my password link”
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Automated Vendor Password Reset
The system will then ask for a username or tax ID, followed a contact email address listed on the vendor registration account
An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password
Upon verification of the updated vendor password, the password will automatically be reset
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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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: https://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
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Vendor Registration
Type of Account How often should I check this account?
Where do I go to access this account?
E-Quote At least monthly or as new products are offered
https://equote.myfloridamarketplace.com
Sourcing At least monthly or as new products are offered
https://myfloridamarketplace.com/sourcing
Vendor Registration
As needed to keep information updated
https://vendor.myfloridamarketplace.com
Vendor Bid System (VBS)
At least bimonthly (this is the main repository for all MFMP bids)
http://vbs.dms.state.fl.us/vbs/notification_new.selection
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 - 26
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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 https://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
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eQuote
Main Account Page https://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
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eQuote
Viewing QuotesViewing 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
Dept. of Management Services
Dept. of Management Services
State User
State User
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Sourcing
MyFloridaMarketPlace Sourcing
Online competitive bidding tool
Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for 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 VIP account
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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 “publicuser” does not enable a vendor to bid If a vendor does locate a Sourcing Event they would like to
participate in, but do not have the applicable commodity code, the vendor will need to add the commodity code to their VIP account
• After adding the commodity code the vendor should contact the MFMP CSD to be added to the event
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Solicitations
Enter your Sourcing account username and password
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Solicitations
Select the agency that is responsible for the Solicitation from the list
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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
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VBS
VBS Main Page
Select Search Advertisements to search for active solicitations
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VBS
Type Competitive Solicitations Public Notices Agency Decisions
Agency
Number
Title
Commodity Code (13 Digit)
Closed by Date
VBS Search Parameters
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VBS
VBS Search Results are displayed with Title, Number, Version and Type
Links are provided in the Number Column to the solicitation documents
Search Results
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Solicitations Summary
Vendors may sign up for eQuote, Sourcing and VBS Notifications within their VIP vendor registration account eQuote and Sourcing have separate usernames and passwords
from the MFMP Vendor Registration account VBS Notifications will be directed to the Main Contact in the
vendor’s VIP account
For assistance with eQuote and Sourcing please contact the MFMP Vendor Help desk, VendorHelp@myfloridamarketplace.com
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Examples Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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eInvoicing
eInvoicing is the presentation of an invoice electronically to agencies for payment
eInvoicing enables vendors to conduct business in a more cost effective way that automates and streamlines some processes
eInvoices are audited and approved electronically through MFMP
Vendors are able to monitor invoices’ approval flow for tracking
Any invoice disputes are electronically returned to vendors
No paper is submitted to the agency for payment processing
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eInvoicing
When deciding to eInvoice, consider:
How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2008
See if you are invoicing these agencies on a frequent basis and look at
how many invoices were created during this calendar year thus far
The cost of time, research, and production of print invoices for your customers
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Benefits of eInvoicing
Involves printing and mailing effortsLose tracking controlInvolves scanning and recreating the invoice and shuffling paper Page - 42
Benefits of eInvoicing
Eliminates several activities including courier/mail and scanning processes
Allows for quicker receipt of invoice Invoice can be tracked systematically Improves data accuracy which reduces cycle payment times
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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Transaction Fee
What is the 1% transaction fee?
The state Legislature through Chapter 287.057(23) of Florida Statutes charged the Department of Management Services (DMS) to develop a program for online procurement of commodities and contractual services (MyFloridaMarketPlace) and permitted DMS to charge a fee, after which DMS instituted the 1% transaction fee July 1st 2003 through Rule 60A-1 of the Florida Administrative Code (FAC)
Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule
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Transaction Fee
What is the 1% fee used for?
Provides funding for state-of-the-art purchasing tools and technology that benefits the State and business community
The MFMP 1% transaction fee provides vendors with electronic access to State buyers and to also provide vendor support activities
There is no initial registration or ongoing subscription fee charged to vendors
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communiations
Email Notifications FAQs Additional Resources
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Email Notifications
MFMP Vendor Email Notifications MFMP sends email notifications to keep vendors updated on important topics and
information
Common notifications vendors receive include:MyFloridaMarketPlace general announcements
- MyFloridaMarketPlace@dms.MyFlorida.com Fee Processing notices and reminders
- FeeProcessing@MyFloridaMarketPlace.com VendorHelp responses
- VendorHelp@MyFloridaMarketPlace.com eQuote / Sourcing / VBS notifications
- eQuote@MyFloridaMarketPlace.com - Sourcing.Support@MyFloridaMarketPlace.com - NoReply_VBS@dms.MyFlorida.com
To ensure you receive these communications, your email address in vendor registration must be current
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQs Additional Resources
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FAQs
Revised Online FAQshttp://dms.myflorida.com/vendortoolkit
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FAQ’s
Should I use my SSN to register as a vendor in MFMP? MFMP strongly recommends using a Federal Employer Identification
Number (FEIN) rather than a social security number Using an FEIN will minimize the risks to personal financial information
associated with the use of social security numbers If you do not have a FEIN number, please take a few minutes and obtain
one at the IRS Web site
I was previously registered to received VBS notifications, will the contact information change? VBS Electronic notifications will be sent to the Main Contact on the VIP
account
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Agenda
Welcome / MFMP Overview New! VIP Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) 1% Transaction Fee MFMP Communications
Email Notifications FAQ’s Additional Resources
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Upcoming Vendor Meetings
12/16/09 – Solicitations
1/20/10 – eInvoicing (electronic invoicing)
2/10/10 – 1% Transaction Fee / Fee Processing
Register today at http://dms.myflorida.com/vendormeetings
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Resources
If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850) 413-5516
For technical questions concerning MFMP, please contact Vendor Help at: VendorHelp@MyFloridaMarketPlace.com or 1-866-352-3776
For technical questions regarding VBS notifications, please contact VBSAssist@dms.MyFlorida.com
General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://myfloridamarketplace.com
Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EST
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