mfmp for vendors 2016 - dms · activities focusing on best practices and maximizing the state’s...
TRANSCRIPT
MyFloridaMarketPlaceMFMP For Vendors
Agenda
• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
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Overview of MFMP
• MyFloridaMarketPlace (MFMP) is the state’s online purchasing system and continues to be a significant tool for buyers and vendors of the State of Florida.
• MFMP provides a source for centralized procurement activities focusing on best practices and maximizing the state’s buying power to support efficient government.
• MFMP prides itself on public and private partnerships making procurements easier and faster for both buyers and vendors.
• Equal access for small and minority-owned businesses.
• Ability to submit invoices electronically (eInvoicing).
• Single registration that enables vendors to receive notifications for all state agency solicitations by commodity code.
• 24/7 access to bid opportunities and information through:– Vendor Bid System (VBS)
– Sourcing
• Improved quality and accuracy of interactions with the state.
• Customer service support staff available to provide real-time assistance.
MFMP Vendor Benefits
The Vendor Information Portal (VIP)
• The Vendor Information Portal (VIP) provides Florida’s vendors with self-service tools for registration, account maintenance, performance rating reviews, and transaction fee reporting.
• Vendors can elect to receive email notifications about upcoming solicitations based on their chosen commodity code(s).
• Vendor Information Portal (VIP) application
MFMP Sourcing
• MFMP Sourcing is used by the State of Florida to issue formal competitive solicitations and informal electronic quotes (eQuotes).
• Sourcing application
• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
Agenda
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Update VIP
• In order to keep information current, MFMP VIP provide vendors the option to view and edit the following categories:
– Username or Password
– General Business Information
– Contact Information
– Certified Minority Business Selections
– Business Locations
– Commodity Codes
– Solicitations Selections
Update Contact Information
• It is important that vendors keep their contact information current in MFMP VIP.
Contact: Communications:
Main Contact All Account specific communications
Sales/Solicitations Contact Receives solicitation notifications from Sourcing and/or VBS
PO Contact Receives Purchase Orders
Billing Contact May receive reminders to pay the transaction fee
Remit-To Contact Receives questions about payments
• To update contacts, open the ‘I want to’ drop down box and select ‘View/Edit My Contacts.’
Update Contact Information
• Vendors have the option to add a new contact by selecting ‘New Contact’.
• Vendors can also update an existing contact’s information or remove a contact from their VIP account by selecting ‘Edit’ or ‘Delete’.
Update Locations
• It is important that vendors keep their locations’ Remit-to addresses updated in MFMP VIP.
• It is also important for vendors to avoid changing locations that are actively tied to Purchase Orders.
• Vendors with out-of-date information run the risk of not receiving payments.
Update Locations
• To update locations, vendors can go to the ‘I want to’ drop down box and select ‘View/Edit My Locations.’
• Vendors can add a new location by selecting ‘New Location’.
• Vendors can also update existing locations or delete a location by selecting ‘Edit’ or ‘Delete’.
Select/Update Commodity Codes
• Sourcing leverages commodity codes to give you visibility to solicitations.
• Not selecting a commodity code means your business will be ineligible to receive solicitation notifications from VBS or Sourcing.
• Vendors can select commodity codes by going to the ‘I want to’ drop down box and select ‘View/Edit Commodity Codes’.
Solicitation Notifications
• In order to view and respond to solicitations from MFMP Sourcing and VBS, vendors must register to receive electronic notifications in VIP.
• Vendor may also establish a sales email address to receive the notifications.
Account Inactivation
• MFMP will inactivate a vendor’s VIP account for four reasons:‐ Vendor requests to have MFMP account removed.‐ Vendor requests to consolidate multiple registration accounts
for different locations into a single registration.‐ DMS/DFS request suspension of the vendor.‐ Vendor has been inactive for more than two years (annual
process).
• When a vendor’s account is set to an inactive status, open purchase orders or invoices cannot be completed.
• Vendors may delete locations within their active account on their own.
Annual Inactivation Process
• MFMP will inactivate vendor accounts that have not conducted business with the State of Florida over the past two fiscal years.
• Vendor accounts will not be inactivated if any of the five criteria below are met:‐ has received an MFMP purchase order.‐ has received a payment from FLAIR, the state's accounting
system, or a P-Card payment.‐ has made an edit to their Vendor Information Portal (VIP)
account.‐ has logged into MFMP Sourcing.‐ Office of Supplier Diversity (OSD) Certified Business
Enterprise Certificate has not expired before the previous fiscal year.
Tips to Keep Account Active
• To keep your MFMP registration active, vendors should make an update to their VIP account, when applicable, or log into MFMP Sourcing on a regular basis.
• Below are some sample steps vendors might take to successfully update their VIP account:
‐ Change/Update account’s location name(s)
‐ Change/Update your commodity code selections
‐ Change/Update your Purchase Order contact, Remit to contact, and/or Bill to contact
• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
Agenda
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MFMP Sourcing
• Vendors can preview all open formal, competitive State Purchasing Sourcing events by selecting ‘Public Access’.
• In order to respond to solicitations, vendors must log in using their MFMP vendor account credentials.
Accessing Events
• When vendors log into Sourcing, they will see two event types: − My Events – Solicitations that the vendor has already joined.− Public Events – Formal competitive solicitations that match
the vendor’s selected commodity code.
Public Events
• In order to participate in formal solicitations, vendors must ‘Join’ the public event.
• Vendors may also ‘Preview’ the event, which provides read-only access.
Event Details
• Provide vendors with the following event information:
– Event Clock
– Event Timeline
– Terms and Conditions
– Specifications Sheets
– Price Lists
Review / Decline Event
• After reviewing the Event Details, vendors may:
− Download Content
− Review Agreement
− Decline to Respond
− Print Event Information
Accept Agreement
• The ‘Review and Accept Agreement’ link displays the terms of the bidder agreement.
•Vendors must accept the agreement in order to submit an official response.
Event Messages
• Sourcing gives vendors the option to compose a message to the Event Owner.
Text Box Questions
• Sourcing provides two types of text box fields that Event Owners can include:
– Single line text box has a limit of 4,000 characters
– Multiple line text box has unlimited characters
Attachment Downloads
• Event Owners can create an attachment download in Sourcing.
• The attachment is usually a read-only document specifying information the procurement officer wants in the response.
Required Questions
• Event Owners can also create required responses for vendors. These questions are often times as simple as Yes or No answers.
• Sourcing permits only one answer per question.
Adding Comments & Documents
• Event Owners can request vendors to include additional comments or documents as part of Yes/No responses.
– For example, in an eQuote for staff augmentation, the Event Owner might request resumes for the proposed staff.
• Vendors can submit a file up to 20MB.
Respond to Events
• To formally submit your bid, you must click ‘Submit Entire Response’.
• If you only click ‘Save,’ Sourcing saves your record; however, it is not formally submitted.
Vendor Response History
• Vendors can review event messages and response history in Sourcing:
– Event Messages – Shows the message history of notices associated with the event.
– Response History – Shows the response details and confirmation that the state received the vendor’s response.
Revise Response
• Vendors can revise their response in Sourcing as long as the solicitation remains open.
• Click the Revise Response button and follow the previous steps to submit an update the new response.
• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
Agenda
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Ariba Network
• MFMP offers vendors the ability to join the Ariba Network (fees associated).
– Vendors in the Ariba Network may view all Purchase Orders, Invoices, and Payments electronically.
– Vendors in the Ariba Network may submit their invoices electronically and track their invoice status (submitted, approved, paid).
– Vendors in the Ariba Network may search for business opportunities using Ariba Discovery.
• Vendors may access payment information via the DFS Vendor Payment History website.
DFS Vendor Payment Site
FACTS
• The Department of Financial Services’ Florida Accountability Contract Tracking System (FACTS) is an online tool developed to make the government contracting process more transparent.
• The system contains information and audit findings of all grant and contract documents.
• FACTS website
FACTS
• FACTS provide users with public access to State of Florida contract information.
• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
Agenda
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• Through Rule 60A-1.031 of the Florida Administrative Code (F.A.C.), the use of the fee was extended to transactions processed through the MFMP system.
– Rule 60A-1.031 F.A.C
• Provides funding for the eProcurement system and purchasing oversight that benefits the state and business community.
• All business conducted with State of Florida agencies is subject to a transaction fee unless specifically exempt by Rule.
• Provides vendors with electronic access to state buyers and vendor outreach / support activities.
• There is no charge for vendors to register in MFMP.
What is the Transaction Fee?
Definition of the Transaction Fee
• The transaction fee is required to be paid to the State of Florida by the 15th of the month.
• Reports and transaction fee payments are based on fee-eligible payments that the vendor received the prior month.
Payment Terms
Provides Goods/Services
in February
Receives Payment in
March
Receives CBI in VIP Account on
April 2nd
Files Transaction Fee Report on or before April 15th
Pays Transaction Fee on or before
April 15th
• All vendors must pay the transaction fee to MFMP when receiving a fee eligible payment from a State Agency or Other Eligible User.
• CBIs for non-STC vendors are generated in the vendor's VIP account on the 2nd of each month following the month a vendor receives payment for the goods and services they provided.
• CBIs for STC vendors are generated in the vendor's VIP account on the 2nd of the month during the contract period. STC vendors must then submit a self-report every month for fee eligible payments (a $0 report should be submitted if there were no payment received for the previous month).
Viewing CBIs
• Login to your VIP vendor registration account https://vendor.MyFloridaMarketPlace.com/ and enter your username and password.
Viewing CBIs
• Vendors may access CBIs by selecting the “View/Edit My Consolidated Billing Invoice (CBI)” menu option.
• Vendors should review their CBI to ensure that all payments received are correctly reflected on their CBI.
Viewing CBIs
• Vendors may submit transaction fee reports by selecting the “Submit My Transaction Fee Report (PUR 3776)” menu option.
• Please confirm your billing and collections information on the "Billing Entity Information" page.
Submitting Transaction Fee Reports
• Please note that both STC and Non-STC vendors are required to submit reports for payments received and/or not previously reflected on their CBIs.
• Vendors should self-report all eligible payments received from the state under their Tax ID. This includes payments of eligible agency contractual services and payments associated to statewide agreements from OEU.
• MFMP does check to ensure that vendors have self-reported correctly and may send notifications to vendors if a self-report is missing or was submitted incorrectly.
Accuracy of Transaction Fee Reports
Payment Details
• Both transaction fee reports and payments are due on the 15th of the month following the month of payment.
• Vendors may pay via check, money order, ACH, or cashier's check.
– Please include the registered business mailing address and other important information like a company’s Tax ID or the CBI number.
– It is very important to keep email addresses up-to-date in VIP because it is the primary form of communication should there be an issue.
• When MFMP receives a payment from a vendor, the payment amount is applied to the oldest outstanding invoice.
Late Payments
• Late Payment Notice email is sent to Billing Contact
30 Days
• Late Payment Notice email is sent to Billing Contact
60 Days•‘Intent to
Collect’ Notice is sent to the Main Contact
90 Days
• VIP account is sent to a Collections Agency
• VIP account is flagged for Non-payment.
120 Days
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• MyFloridaMarketPlace Overview
• VIP Account Management
• Responding to eQuotes
• Viewing Transaction Information• Transaction Fee Information and
Payment• Resources
Agenda
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Helpful Hints
• Keep contact information and commodity codes up-to-date in VIP.
• Access the VIP account to update ‘Solicitation Preferences’ in order to participate in electronic solicitations.
• Use the ‘Public Access’ view in Sourcing to get familiar with solicitations before submitting an official response.
• Use FACTS public access to view information on government contracts.
• Visit DFS to access vendor payment history.
Resources
• MyFloridaMarketPlace
• Vendor Information Portal (VIP)
• MFMP Sourcing
• Vendor Bid System
• DFS Vendor Payment History
• Florida Accountability Contract Tracking System (FACTS)
Contact the MyFloridaMarketPlace Customer Service Desk:
Phone: 866-352-3776
Email: [email protected]
Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., EST
Contact Information