Download - MyFloridaMarketPlace Roundtable June 24, 2003 MyFloridaMarketPlace

MyFloridaMarketPlace Roundtable

June 24, 2003

MyFloridaMarketPlace

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Session AgendaSession Agenda

Welcome / Overview of Today’s Session (9 a.m. – 9:10 a.m.)

Update on Vendor Communications / Self-Reporting Process

(9:10 a.m. – 9:30 a.m.)

Agency Role in Escalating Vendor Exemptions (9:30 a.m. – 10:00 a.m.)

Break (10:00 a.m. – 10:10 a.m.)

Receiving Demo (10:10 a.m. – 10:50 a.m.)

Resolution of Pending Issues / New Issues (10:50 a.m.- 11:00 a.m.)

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(9:10 a.m. – 9:30 a.m.)


Break (10:00 a.m. – 10:10 a.m.)



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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlaceFee Reporting for MyFloridaMarketPlace

Per Rule 60A-1.031, beginning July 1, 2003, all MyFloridaMarketPlace sales and associated fees shall, on a monthly basis, be reported on PUR form 3776. Fees and form should be mailed to:


P.O. Box 5497

Tallahassee, FL 32314-5497

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace Fee Reporting for MyFloridaMarketPlace

Automatic deduction of eligible transaction fees from invoices paid

through MyFloridaMarketPlace will not occur until available in new

FLAIR system (estimated July 1, 2005)

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

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Fee Reporting for MyFloridaMarketPlace Fee Reporting for MyFloridaMarketPlace

State Term Contract Vendor Communication sent on Friday, June 20th

Sent to all State Term Contract vendors

Provided a copy of PUR form 3776

Provided detailed instructions for completing form

Provided support information (Customer Service Center phone number and e-mail

address)

A communication is being sent to system registered vendors and GVIS attendees

the week of June 23rd

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(9:10 a.m. – 9:30 a.m.)


Break (10:00 a.m. – 10:10 a.m.)



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Transaction Fee ExemptionTransaction Fee ExemptionProcess – 60A-1.032(1)Process – 60A-1.032(1)

Transaction Fee Exemption Process60A-1.032(1)

Cus

tom

erS

ervi

ce D

esk

Age

ncy

PurchasingAgent

PurchasingAgent

Agency submitstransaction fee

exemption form toCustomer Service

Desk via email

Agency completestransaction feeexemption form

including justification


Customer Service Deskupdates

MyFloridaMarketPlacewith exemption request

Customer ServiceDesk notifies agency

via email uponcompletion of

exemption requestCustomer Service Desk

Personnel

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Transaction Fee ExemptionTransaction Fee ExemptionProcess – 60A-1.032(1)Process – 60A-1.032(1)

Agencies may request a transaction fee exemption per 60A-1.032(1). The

steps to be completed are summarized below:

1. The Agency will complete a form summarizing the exemption request.

2. The Agency will submit the exemption form to the Customer Service

Desk at [email protected].

3. The Customer Service Desk will flag the purchase agreement in

MyFloridaMarketPlace as exempt from the transaction fee within 24

hours of notification.

4. The Customer Service Desk will contact the requesting Agency upon

completion of the transaction exemption.

Note: Forms will be available on MyFloridaMarketPlace

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Transaction Fee ExemptionTransaction Fee Exemption Process- 60A-1.032(2) Process- 60A-1.032(2)

Transaction Fee Exemption Process60A-1.032(2)

Age

ncy

Hea

dor

De

sign

ee

Sta

teP

urch

asin

gD

irect

or

Cus

tom

erS

ervi

ce D

esk

Age

ncy

Customer Service Deskupdates

MyFloridaMarketPlacewith exemption request



via email uponcompletion of

exemption request

PurchasingAgent

PurchasingAgent

Agency submitstransaction fee

exemption form toAgency Head or

designee forreview

Customer Service DeskPersonnel

Agencycompletes

transaction feeexemption form

includingjustification

Agency Head orDesignee

State PurchasingDirector

Agency Head ordesignee reviews

exemption request andforwards request via

email to the StatePurchasing Director for

consideration

State PurchasingDirector reviews and

responds to anagency’s request within

14 days

If the exemption isgranted, the State

Purchasing Director willsubmit the form to the

Customer Service Deskvia email State Purchasing

Director

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Transaction Fee ExemptionTransaction Fee Exemption Process- 60A-1.032(2) Process- 60A-1.032(2)

Agencies may request a transaction fee exemption per 60A-1.032(2). The steps

to be completed are summarized below:

1. The Agency will complete a form summarizing the exemption request

including justification.

2. The Agency’s head or designee will submit the form for consideration via

email to the State Purchasing Director at [email protected].

3. The State Purchasing Director will respond within 14 days either granting,

denying, or requesting additional information regarding the exemption

request.

4. If the exemption is granted, DMS will forward the form via email to the

Customer Service Desk at [email protected].


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Transaction Fee Transaction Fee Exemption ProcessExemption Process

5. The Customer Service Desk will flag the purchase agreement in

MyFloridaMarketPlace as exempt from the transaction fee within 24 hours

of notification.

6. The Customer Service Desk will contact the requesting Agency and the

State Purchasing Director upon completion of the transaction exemption.

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Vendor Registration Vendor Registration Exemption ProcessExemption Process

Vendor Registration Exemption Process Flow

Age

ncy

Cus

tom

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ervi

ce D

esk

Ven

dor

Vendor Contact

PurchasingAgent


Agency gatherskey vendor

registration datafrom vendor

Agency submitsvendor registrationform to Customer

Service DeskPurchasing

Agent

Customer Service Deskregisters vendor in



via email uponcompletion of vendor

registrationCustomer Service Desk

Personnel

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In the event a vendor is not willing to register, the following steps will be

followed:

1. The Agency will gather the key vendor registration data and complete the

registration form.

2. The Agency will submit the registration form to the Customer Service Desk

via email at [email protected]

3. The Customer Service Desk will register the vendor within

MyFloridaMarketPlace within 24 hours of notification.

4. The Customer Service Desk will contact the requesting Agency via email

upon completion of the registration.


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Data Element Values Vendor InformationBusiness Name - Short ABC Janitorial SuppliesDoes Business As ABC Janitorial SuppliesLegal Name on 1099 ABC Janitorial SuppliesTax ID Type SSN, FEIN, Other FEINTax ID 123456789Sequence NumberPIN NumberMain Contact First Name AnnMain Contact Last Name SmithMain Contact Title Vice PresidentMain Contact Email [email protected] Contact Phone (850)555-5555Main Contact Fax Number (850)555-3333Business DesignationDate Incorporated MM-DD-YYYY 1/1/2001State in which incorporated FLPrimary Place of BusinessCurrent Minority Code ALocation Name ABC Janitorial Supplies - Tallahassee Order From Address Line 1 123 Main StreetOrder From Address Line 2 Suite 600Order From Address Line 3Order From City TallahasseeOrder From State FLOrder From County LeonOrder From Zip/Postal 32301Order From Country USOrder From Contact First Name Jim Order From Contact Last Name BrownOrder From Contact Title Sales ManagerOrder From Contact Email [email protected] From Contact Phone (850)555-1111Order From Contact Fax Number (850)555-2222Preferred Purchase Order Method FaxPcard Acceptance Level 1 1

SAMPLE

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Upon completion of the registration by the Customer Service

Desk, the agency will be able to:

1. Issue payments to the vendor via FLAIR. The vendor record will

be passed from MyFloridaMarketPlace to SPURS to FLAIR.

2. Issue purchase order to the vendor

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Upon completion of the registration by the Customer Service

Desk, the vendor will NOT be able to:

1. Respond to solicitations issued through MyFloridaMarketPlace

2. Respond to requests for electronic quotes through


3. Manage their vendor profile through MyFloridaMarketPlace

4. Complete CMBE certification process

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(9:10 a.m. – 9:30 a.m.)


Break (10:00 a.m. – 10:10 a.m.)



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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.

MyFloridaMarketPlace System OverviewMyFloridaMarketPlace System Overview

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MyFloridaMarketPlace System Overview MyFloridaMarketPlace System Overview (cont.)(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.

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(9:10 a.m. – 9:30 a.m.)


Break (10:00 a.m. – 10:10 a.m.)



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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Comments on P-Card MemoComments on P-Card Memo

“What I am concerned about is the very low dollar limit excluded in item 1, referencing Section (3)(b) which allows an agency to do business with an unregistered vendor. The dollar limit selected by DMS is $250 on purchases made with an unregistered vendor on the Internet for non-contracted items. I am okay with the theory just not the dollar amount. I believe a more reasonable and realistic amount to be $2500 (agencies may choose to be more restrictive if that fits their model of current operation).

We have no method to prevent these transactions from happening when the card is used. I am concerned that we will be bogged down with unproductive audit reviews for very low dollar amounts. Defeating any economy otherwise gained from using the card and eprocurement.”

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MyFloridaMarketPlace Roundtable MyFloridaMarketPlace Roundtable Comments on P-Card MemoComments on P-Card Memo

“On the question of Internet. What constitutes an Internet purchase to satisfy the directive concerning P-cards? Merriam-Webster: Internet - an electronic communications network that connects computer networks and organizational computer facilities around the world. This would seem to imply any electronic communications method via a network would satisfy P-Card purchases via the Internet. Is this correct?”

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Next Meeting: Time / LocationNext Meeting: Time / Location

July 1st

9:00 a.m. – 11:00 a.m.

Carr Building, Room 170

Beginning with the July 9th Roundtable, we will begin to meet on Wednesday mornings from 9 a.m.- 11 a.m.

Download - MyFloridaMarketPlace Roundtable June 24, 2003 MyFloridaMarketPlace

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