Vendor Advisory Council MeetingFlorida Government Expo
Tampa, FloridaSeptember 25, 2003
MyFloridaMarketPlace
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Agenda
Introductions
MyFloridaMarketPlace Update
Using MyFloridaMarketPlace
Other Business
Close
Page - 33
Introductions
Name and Company Represented
Review and Approval of Minutes
Objectives for Today
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Agenda
Introductions
MyFloridaMarketPlace Update
Using MyFloridaMarketPlace
Other Business
Close
Page - 55
Overall Project Status
Completed Activities: Completed first two strategic sourcing events:
Office Supplies Reverse Auction (Intent to Award 8/28) MRO Supplies (Intent to Award 9/9)
Lessons learned on Sourcing Vendor Information Sessions combined with targeted phone calls Completed Model Office Sessions Revised Agency Deployment Schedule based on agency feedback Department of Citrus live on 9/2
Upcoming Activities: Continue to monitor DOT, DMS and STO activities Provide post-implementation support to Citrus Continue Preparations for Next Wave of Agencies Initiate second wave of strategic sourcing events Finalize revised DFS plan and assess impact of new approach
Online Encumbrance and Disbursements Go Live mid-November
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Stakeholder Participation
Vendors Registered: 22,583 vendors registered in MyFloridaMarketPlace as of 9/15/03 7,392 (33%) of vendors registered are CMBE/MBE 1,245 CMBE vendors targeted for registration; 90% of those are now
registered Pilot Agencies (DMS, STO, DOT):
1,275 requisitions and 1,081 Purchase Orders issued for $24,551,000 through 8/29/03
2 open bid events, 2 closed bids, and 6 bids pending selection Contracts/Catalogs:
426 Contracts Loaded 419 Catalogs Loaded 24,410 SKUs Loaded
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Vendor Outreach
Vendor Outreach
Have conducted more than 40 General Vendor sessions around the
state and 65 State Term Contract Forums
An additional 30 general sessions are scheduled through mid-
December
Critical Agency Vendors
Identified 10,000 agency vendors
Outreach to these vendors is underway
C/MBE Vendor Outreach
Identified 1,200 targeted CMBE vendors
Made 700 phone calls
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Deployment for Agencies and Departments
Category Agency/Department Current Agency Implementation DatePilot Dept of Management Services July 1, 2003Pilot Dept of Transportation July 1, 2003
Pilot State Technology Office July 1, 2003
Initial User Dept of Citrus* September 3, 2003
Initial User Division of Administrative Hearings* September 15, 2003Initial User Dept of Health October 1, 2003Initial User Dept of Juvenile Justice October 1, 2003Initial User Dept of Children and Families November 13, 2003Initial User Dept of Environmental Protection*** November 13, 2003Initial User Dept of Veterans Affairs November 18, 2003Initial User Florida Dept of Law Enforcement December 1, 2003Initial User Dept of Corrections December 1, 2003Initial User Dept of Highway Safety and Motor Vehicles December 1, 2003Initial User Executive Office of the Governor December 1, 2003Initial User Dept of Education January 15, 2004Initial User Agency for Health Care Administration March 1, 2004Initial User Agency for Workforce Innovation March 1, 2004Initial User Dept of Business and Professional Regulation March 1, 2004Initial User Dept of Revenue March 1, 2004Other Eligible Users Fish and Wildlife Conservation Commission March 1, 2004Initial User Dept of the Lottery April 1, 2004Initial User Dept of Community Affairs April 1, 2004Initial User Dept of Elder Affairs April 1, 2004Initial User Dept of Military Affairs April 1, 2004Other Eligible Users Dept of State April 1, 2004Other Eligible Users Attorney General and Dept of Legal Affairs May 1, 2004Other Eligible Users Dept of Financial Services May 1, 2004Other Eligible Users Florida School of the Deaf and Blind May 1, 2004Other Eligible Users Legislative Purchasing May 1, 2004Other Eligible Users Dept of Agriculture and Consumer Affairs June 1, 2004Other Eligible Users Justice Administrative Commission June 1, 2004Other Eligible Users Parole Commission June 1, 2004Other Eligible Users Public Service Commission June 1, 2004Other Eligible Users State Court System June 1, 2004Other Eligible Users Auditor General July 1, 2004Other Eligible Users Enterprise Florida July 1, 2004Other Eligible Users Ringling Museum July 1, 2004Other Eligible Users State Board of Administration July 1, 2004
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Agenda
Introductions
MyFloridaMarketPlace Update
Using MyFloridaMarketPlace
Other Business
Close
Page - 1010
Using MyFloridaMarketPlace
Vendor Registration
Sourcing
Available and Planned Vendor Training
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Click here to start the registration process
Vendor Registration
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Vendor Registration
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The Vendor Registration System supports two different approaches to registration. The vendor may register all of their locations under one location or register each vendor location separately.
Vendor’s Decision Factors Challenges
Single Vendor Registration
Location
Ease of registration; Want the ability to manage all location
information at the corporate level All locations will sell the same
commodities/services Locations will not compete with each other
All location information must be maintained centrally
All bid responses must be submitted centrally
All locations must sell the same commodities/services
Multiple Vendor Registrations
Locations
Some locations plan to sell different commodities
Some locations plan to compete with each other for business
Separate locations may have different requirements which can be confusing to the buyers
Locations must manage their own profile information
Each location must register separately for sourcing events in order to participate
Registration Guidelines
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The Vendor Registration System supports two different approaches to
registration. The vendor may register all of their locations under one
location or register each vendor location separately.
Corporate ManagedCorporate Registration-
Location Managed
Corporate
Location 1
Location 2
Location 1 Location 2 Location 3
Corporate Location 1
Location Registration
Registration Guidelines
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Sourcing
Sourcing: The New Way to Procure
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Sourcing Events
More than a dozen sourcing events have been conducted by the pilot agencies since MyFloridaMarketPlace “go live” on July 1, 2003.
Event Owner
Aircraft Lease or finance purchase plan (ITN # 95-518-010-M) DMS
Adobe Software Products (ITB # 98-252-030-N Rebid) DMS
Real Estate Strategic Planning and Management (ITN # 1-973-700-M) DMS
Armored Car and Depository Banking Services DOT
Drug Screening Test Kits DMS
Natural Gas DMS
Maintenance, Repair, & Operating (MRO) Supplies (ITB # 2-450-000-B) DMS
Boiler and Machinery Insurance (ITB # 94-477-450-D) DMS
A/C and Heating Equipment DOT
Office Consumables Lot A Phase II - eAuction (ITB # 80-618-001-E) DMS
Office Consumables Lot B Phase II - eAuction (ITB # 80-618-001-E) DMS
Installation of Fence along the South Florida Rail Corridor-D4 DOT
Florida Interoperability Network Solution, ITN No. 03-STO-ITN-009 STO
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Sourcing—Lessons Learned
Once a list of targeted vendors is identified, send out an e-mail prior to the bid opening to remind them to: To confirm that they have registered and are able to logon To confirm that they have selected the ability to receive solicitations and the
proper commodity codes
Standard bid templates exist, standard language being developed The Sourcing Event Tool Kit will provide recommended timeline to include
mock training for reverse auctions Agencies will have ability to edit everything, including General Conditions,
and add technical specifications
Vendors should get their bids in early – do not wait until the last minute They have the ability to change their bids without the Agency seeing what
they have entered until after the bid is closed
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Vendor Training
Vendor Training: How Do You Do That?
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Vendor/Buyer Training Resources
Several resources are available to help vendors and buyers successfully use the MyFloridaMarketPlace.
Service Description Location
Vendor Training On-Demand web-based, interactive training application for Vendors to learn how to respond to an event using the MyFloridaMarketPlace sourcing tool
https://marketplace.myflorida.com/vendor/vendor_training.htm
Agency Training Session
1.5 days of Buyer training before they come onboard
Please contact your Buyer Adoption liaison for the schedule
Communication Tool Kit Tools for Agencies to communicate with their employees on various aspects of the initiative
http://marketplace.myflorida.com/toolkit/toolkit.htm
Sourcing Events Services
Help with specific questions regarding the tool functionalities and how to set-up and load events in the MyFloridaMarketPlace tool
MyFloridaMarketPlace Help Desk @ (866) 352-3776
Sourcing Event tool kit will be available on MyFloridaMarketPlace to help Purchasing Analyst conduct the event correctly.
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Available Vendor Training
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Vendor Training
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Example of Training
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Agenda
Introductions
MyFloridaMarketPlace Update
Using MyFloridaMarketPlace
Other Business
Close
Page - 2424
Other Business
Feedback from the Council
Discussion and Questions
Next Meeting
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Agenda
Introductions
MyFloridaMarketPlace Update
Using MyFloridaMarketPlace
Other Business
Close
