MyFloridaMarketPlace
Florida Department of Management Services
MyFloridaMarketPlace Information Sessions
Introduction
Overview of MyFloridaMarketPlace
Part I - General Information
Self Reporting
Vendor Registration
Overview of Tools
Next Steps
Agenda
What is MyFloridaMarketPlace?
MyFloridaMarketPlace is an eProcurement (electronic procurement) system
MyFloridaMarketPlace covers the full life cycle of purchasing (from requisition to
payment)
MyFloridaMarketPlace connects buyers and vendors through the electronic
exchange of catalogs, quotes, bids, purchase orders, invoices, etc.
MyFloridaMarketPlace includes all purchases made with the State of Florida
MyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicing
ReceiveOrderSourceRequest PayApproval
Vendor ToolsBuyer Tools
MyFloridaMarketPlace UsersInitial Users -
Pilots
Initial Users - Exec Agencies
Eligible Users - Other State Agency
State Term Contract Vendors
Minority Businesses
Agency/ Dept. Contract Vendors
Eligible Users – Univ, City, County
General Public
Small Businesses
• Vendor search
• State term contract items
• Requisitions/Purchase orders
• Online workflow approvals
• Informal solicitation (quotes < $25,000)
• Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions)
• Receipt of Goods
• P-Card
• Contract development and administration
• Reports
• Self registration
• E-mail notification of formal and informal solicitations
• Online quoting on informal solicitations (< $25,000)
• Online submission of sealed bids (> $25,000)
• Electronic purchase order receipt
• Electronic submission of invoices
• Catalog creation and updates for State term contracts
Business Support and Operations• Buyer Help Desk
• Vendor Help Desk
• Strategic Sourcing
• Procurement Assistance
• Catalog Enablement
• Training and Education
MarketPlaceMarketPlaceMarketPlaceMarketPlace
“I want to buy” “I want to sell”
Buyers Vendors
What is included in MyFloridaMarketPlace?
Initial Users - Pilot Agencies
Department of Transportation
Department of Children & Families
Department of Health
Department of Corrections
Department of Juvenile Justice
Department of Environmental Protection
Department of Revenue
Department of Lottery
Agency for Health Care Administration
Department of Highway Safety & Motor Vehicles
Department of Elder Affairs
Department of Education
Department of Citrus
Department of Law Enforcement
Department of Military Affairs
Department of Business & Professional Reg.
Agency for Workforce Innovation
Department of Community Affairs
Executive Office of the Governor
Department of Veteran’s Affairs
Department of Management Services
Initial Users – Executive Branch Agencies
Other Eligible Users Other State Agencies
Educational Institutions
Other Governments (City, County, etc.)
Legislature
Judicial
Who are the Buyers?
State Technology Office
What do vendors say about eProcurement?
Here are a few quotes about eProcurement benefits realized by eProcurement vendors participating in other electronic markets
“We see significant benefits in being early adopters of eBusiness and believe it will give us a competitive advantage. We believe the greatest benefit comes from complete integration of orders into our back office system thereby reducing manual intervention.” Alan Powell, Arco
“We have achieved a 20% savings on our order management costs.” French Thornton Supplier Survey, Jan 21, 2002
“We started off with manual order entry, but we now conduct 80% of our business electronically. We’re not only reaping impressive time and cost-savings benefits, but also improving our customer relations.” Nick Hermann, CIO at Organic Farm Foods
“We are in a low margin field and don’t want to increase headcount. We see automation as a way of growing without the heads.” French Thornton Supplier Survey, Jan 21, 2002
MyFloridaMarketPlace will help to streamline the processes for doing business with the State.
What’s Different? Electronic purchase orders One face to the state
Electronic quotes Vendor registration Ability for vendors to maintain company information online
What’s the Same? Your relationship with agencies Use of contracts Subject to State purchasing rules
Why MyFloridaMarketPlace?
Opportunity to generate additional business and increase sales Potential for selling a broader range of goods and services through increased visibility of
products and/or services (vendor searches, catalog searches) Potential for finding additional customers through increased visibility across agencies
(access to additional state agencies and local FL governments)
Opportunity to streamline operations and decrease operating expenses Potential for increased order accuracy and order processing speed through receipt of
electronic purchase orders Potential for decreased labor costs per order through use of electronic invoicing Potential for decreased shipping and handling costs that result from shipping wrong goods
or wrong quantity of goods due to order errors
Opportunity to shorten order-to-cash cycle and improve cash flow Potential to shorten invoice processing time through vendor automation of invoicing and
State automation of matching Potential to shorten the payment approval process through electronic approvals
Moving to advanced business technology benefits all vendors. The MyFloridaMarketPlace system provides:
Vendor Benefits
• Single Point of Registration
• Access to Untapped Buyers
• State of the Art Tools
• Available Customer Support
• Enhanced Economic Development Opportunities for Small Business
• Reduced Administrative Burdens and Manual Processes
All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology.
Vendor Benefits
Is there a fee?
No cost to register for MyFloridaMarketPlace
There is a 1% fee on all State purchases. This creates the opportunity for your business to: Gain access to new markets Have state of the art procurement tools Do business with the State
Vendors must be registered in MyFloridaMarketPlace in order to respond to solicitations or enter into new agreements
These guidelines are established as part of rule language that helps to clarify Florida Statute 287- a link to this rule language will be included in the "I Accept Language"
How is the fee collected?
Automatic Assignment
1 % automatically withheld at time of payment by the State
Agencies on MyFloridaMarketPlace
Agencies not onMyFloridaMarketPlace
Vendor tracks volume of business and submits 1% fee based on the total (less any that has been assigned) by
check along with report for the period
SelfReporting
Self Reporting
Self Reporting is keeping track of the invoices you send to the state and then quarterly, sending a check to the state for 1% of the total.
Currently, State Term Contract vendors self report fees from their State Term Contract
State agencies will be begin using MyFloridaMarketPlace in a phased approach. For agencies that are not on MyFloridaMarketPlace yet, vendors will self-report the 1% fee to the
State For agencies that are on MyFloridaMarketPlace, automatic assignment will take place prior to
payment Quarterly, Vendors will be notified on the amount of money their business put through the system.
They can take Total Spend with State and subtract this number to find their self reporting amount.
Self reporting will be done on a quarterly basis during the transition period between July 1 and when the final agency you do business with is on MyFloridaMarketPlace
Forms and instructions for completing the self-reporting process will be available on-line on the MyFloridaMarketPlace website prior to the pilot agencies going live with the system
To find this form:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace
under Hot Topics3) Under Related Topics, click on
Proposed Rule4) Click on Transaction Fee Report
Form to download the form
To find this form:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace
under Hot Topics3) Under Related Topics, click on
Proposed Rule4) Click on Transaction Fee Report
Form to download the form
Myths and Misperceptions about eProcurement
Perception/Concern Approach to Resolve Concern
“My business is not technologically advanced, so I can’t participate in eProcurement”
• Help Desk to assist vendors in using new technology• Basic internet connectivity needed
“I need to purchase a computer to do business with the State”
• Other options available to access equipment (Public Library, Small Business Development Centers, etc.)
“The 1% fee is unfair to small businesses”
• No registration fee, only pay if they get orders from the State• Flat rate applied to all equally
“I’ve heard that the registration process is too complicated”
• Registration screens walk the vendor through step by step processes
• Help Desk Assistance is available
“I will have limited contact with Purchasing Agents”
• Current contacts not eliminated• MyFloridaMarketPlace is streamlining the manual processes
associated with Procurement
Vendor Registration
Vendor
Registration
Registration – What You Need Company name
Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN)
Tax filing information – Including the business name on your 1099 tax form (where applicable)
Location information:
A business name for each company location (if different from the company name)
A complete address for each location (including details for sending purchase orders, payments, and bills to each location
A contact person for each of your locations
Commodity codes that describe the Formal Biddings and/or services your company provides
Your CMBE (Certified Minority Business Enterprises) information
State-issued sequence number and PIN—available from DMS by faxing a request on company letterhead to 850-488-5498
Vendor Registration
Vendor Registration
Vendor Registration
Vendor Registration
Vendor Registration
Invoicing
Invoicing
(The PO flip)
Invoicing
Purchase Order Flip - Vendor can select purchase order upon receipt and use the line items from the purchase order to create an invoice and submit electronically
Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process)
Required for State Term Contract vendors
Internet connectivity required
eQuote
eQuote
(Informal Bidding)
eQuote
Used for requests for informal quotes
Replaces more manual quoting processes (phone, fax, paper catalogs)
Vendors are invited to respond by buyers
By Name
By Commodity
Responses (quotes) are submitted electronically
Option to participate in nationwide electronic quotations (separate agreement)
Optional for all vendors
Internet connectivity required
Sourcing
Sourcing
(Formal Bidding)
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
A formal bid response tool for vendors
Used for formal bids only. Formal Bids are over $25,000
Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal)
Internet connectivity required
Sourcing
Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com , look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link
– Download Training Materials (coming soon)
E-mail specific questions to:– [email protected]
Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for MyFloridaMarketPlace.com and for MyFlorida.com
For More Information
Vendor Forums (Term Contract) February 2003 – ongoing
Vendor Information Sessions April 2003 – ongoing
Vendor Registration March 2003 – ongoing
Online Training June 2003
Florida Government Expo 2003 September 24-26, 2003
Upcoming Vendor Participation Opportunities
Upcoming Participation Opportunities
Part II – More detailed discussion
Invoicing
eQuote (Informal Bidding)
Sourcing (Formal Bidding)
Registration on Ariba and Vendor Bid System
Open Discussion – Questions and Answers
Registration Assistance
Agenda
