myfloridamarketplace contracts 101 webinar

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MyFloridaMarketPlace Contracts 101 Webinar

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PowerPoint Presentation– Method of procurements, commodity codes, and object codes
– MFMP catalogs and non-catalog items
– Receiving commodities and approving services
Do you have any questions?
MyFloridaMarketPlace
• MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system and has been in operation since 2003
• The system is a source for centralized procurement activities; streamlining interactions between vendors and state government entities and providing tools to support innovative procurement for the State of Florida
MyFloridaMarketPlace provides:
• Web-based, paperless application with 24/7 access
• All applications have a similar look and feel
• Electronic quoting features
• Reduced error rates
• Faster order processing time
• Electronic, automated approval flows
• Storage of all content related to the transaction in one place
Benefits of Using MFMP
Upon completion of this training, you will be able to:
• Understand when and how to create an MFMP contract
• Identify the difference between the legal contract, the MFMP contract and the contract in Florida Accountability Contract Tracking System (FACTS)
• Create a MFMP contract release and a contract-based invoice
• Discuss the differences between supplier, commodity, and item level contracts
Key Learning Objectives
Legal Contracts
Agreements where two parties agree on standard terms and conditions pursuant to applicable laws, for example a state term contract between a vendor and the State of Florida.
Contract Overview
Legal Contract
Contracts in FACTS
FACTS provides transparency for all two-party agreements such as, contracts and grant awards. Agency customers may also view release/purchase order (PO) information that is tied to contracts in MFMP.
Contract Overview
Legal Contract
MFMP Contracts
Operational documents that support the legal contracts between vendors and the State of Florida. In MFMP, contracts facilitate the operational procure-to-pay processes, which allows customers to track and manage their two- party agreements.
Things to know:
• Define the scope of a purchase
• Manage blanket purchase orders (BPO)
• Document multi-year agreements
• MFMP only routes the contract release to the vendor for release required contracts
• MFMP contracts do not auto-encumber
Funds should be encumbered in the Florida Accounting Information Resource system (FLAIR), then recorded on the MFMP contract request (CR)
MFMP Contracts
• Agency Term Contracts: Agreements between an agency and a vendor
• Interagency Contracts: Agreements between agencies
• Alternate Contract Sources: Federal, state or local government contracts that have been deemed by the Department of Management Services (DMS) as cost- effective
• State Term Contracts: Used by DMS, State Purchasing to track state term contracts
MFMP Contracts
• Owns and manages the contract in MFMP
Note: If someone other than the owner of the contract enters the data into MFMP, they are considered the Preparer
• Approves service invoices
Agency Role
What is an MFMP contract request?
The initial contract information a customer populates in MFMP about the contract. Agencies use the contract request (CR) function to establish and approve the contract (C) in MFMP similar to the way you would use a requisition to establish a PO.
MFMP Contract Request
*
Allows any order of goods/services from a specific supplier. Select when the contract has a high-level description of products. Example: General maintenance BPO
Allows orders of goods/services by commodity code from a supplier. Select when the contract has similar commodity types. Example: Pharmaceuticals
Choosing the Contract Level
Allows orders of only specific goods/services from a supplier. Select when the contract line items are well-defined. Example: Auto parts or printer leases
Item
Commodity
Supplier
MFMP offers three different contract levels (item, commodity, and supplier). Here are some general guidelines on how to choose the appropriate level.
Things to know:
There are several considerations to keep in mind when deciding which contract level to use. Before selecting a level ask the following questions:
How many items are on the contract?
Are the items specific and well- defined?
Does each item have a fixed unit price or rate?
MFMP Contract Level
What is an MFMP contract release?
A release is a request to “release” funds against an MFMP contract. Releases are similar to POs in that customers will need to create a requisition that is tied to a contract; the release is often referred to as a PO.
Note: In order for funds to be released from a contract, the MFMP contract number must be tied to the requisition.
MFMP Contract Releases
Release Required
• Allows direct invoicing from the contract without requiring a specific release
• Select No if releases are not necessary and they can be invoiced directly
• Requires authorized users on the MFMP contract to create releases for all purchases
• Select Yes if the vendor requires a release for each purchase
VSRelease Required No Release Required
*
In the Common Action section, select the Contract Request link
Contract Request Pages
2. Limits – Sets limits to the contract
3. Pricing Terms – Allows for specific information for the contracted goods and/or services
4. Access Control – Allows control of who has access to the contract such as, making an edit or creating a release
*
• Title: Enter the title
• Method of Procurement (MOP): Select the applicable MOP. Click here to learn more
• Form of Contract: Select the contract form (e.g., agency term)
• Contract ID: Enter an agency-specific ID (if applicable)
• Contract Type: Select the general type of contractual good or service
• Effective/Expiration Dates: Enter the contract’s start and end dates
• Supplier/Vendor Location: Select the location for the contracted supplier
• Release Required: Select Yes or No
Limits Page
• Minimum Commitment: Enter the minimum amount the agency will spend for the entire contract
• Maximum Limit: Enter the maximum amount the agency will spend for the entire contract
*
Limits Page
• Release Limits: Set a minimum and/or maximum allowance per release. This field only applies to release required contracts
• Additional Approvers List: Add additional approvers for releases that do not meet the established release limits
• Expiration Date Notification: Select to notify the Contact and additional authorized customers that the contract expiration date is approaching
*
What should you do?
You need to enter a two-party agreement in MFMP that will allow you to create a release every time
you need to make a purchase. What should you do?
*
Things to know:
• The Pricing Terms page tracks the terms agreed upon in the two party agreement
• The agency establishes the contract’s accounting details such as, the encumbrance number and split accounting (if applicable)
• The options on the Pricing Terms page differ based on the MFMP contract level selected (supplier, commodity, or item) on the Definitions page
• To learn more, see the MFMP Buyer Manual
Pricing Terms
Item Level Pricing
For item level contracts, pricing terms will populate based on the selection of Release Required Yes or No on the Definitions page. Below is an example of a release required contract request.
• Item level contracts require that you add line items for all goods/services detailed in the contract
• Click the Add Items button to create a line item
• Select the non-catalog link to continue
*
*
• Description: Enter the line item information such as, the full description, commodity code, and supplier part number
Contract Encumbrance #: Enter the FLAIR encumbrance number
Contract Encumbrance Line #: Enter the FLAIR encumbrance line number
• Limits: Set a minimum/maximum limit for the specific line item
• Pricing and Discounts: Set a discount percentage type for the specific line item (if applicable)
Tiered Pricing: Set and define multiple discount rates
Term Based Pricing: Set and define a specific start date and percentage discount
Pricing Terms Accounting Details
Organization Code: Enter the applicable organization code
Expansion Opt: Enter the applicable expansion option
Object Code: Enter the applicable object code. Click here to learn more
Contract: Enter the FACTS contract number. Click here to learn more
*
• To add additional line items, click the Add items button
*
Access Control Page
On the Access Control page, the Contact/Preparer can specify which customers are authorized to edit and/or create releases against the contract.
• Edit Access: Select the customers that have the authorization to make changes to the contract. The Contact automatically has edit access
*
• Each attachment has a 4 MB limit
• Upload common file types such as Excel, Word, or PDF
• Click on Add Appendix to upload the document(s)
*
What should you do?
You created a release for a contract and you are waiting to
receive the invoice; however, you are about to go on vacation.
What should you do?
A: Create an invoice for the total amount of the release, before you leave for vacation.
B: Give an authorized co-worker release access.
*
Summary Page
• Summary page/tab provides a view of the information entered on CR pages 1 – 5
Scroll down to the bottom of the Summary tab to add applicable comments
*
• Contract approval flows differ from standard requisition approval flows
• A CR requires a Contract Manager’s approval to become an active contract
*
• Confirms that there is purchasing authority to create the contract
• Reviews the contract to confirm it is set up correctly to support the two- party agreement
• Verifies information such as the contract effective date, pricing terms, and accounting details
• Approves the MFMP contract
Changing a Contract
• There may be situations where a contract needs to updated; for example, changes to the accounting information or to the two-party agreement
• Once a contract is fully approved the following fields are no longer editable:
Contract Fields Pricing Term Fields
MFMP Contract Type Description
Release Required Commodity Code
Currency Supplier Part Number
Supplier Auxiliary Part ID
Changing a Contract
To make a change to a contract, open the CR and click the Change button.
*
7. Resources
I will now demonstrate how to create, approve, and change a contract in the
MFMP Buyer Training Environment.
Creating Releases
• Release required contracts require the customer to create a release for every purchase. To begin the process:
- Create a requisition on the Home Dashboard
- Enter the MFMP contract number in the Contract box; or
- Select the drop-down arrow and click Search for more
*
If you are unable find the desired contract, you may not be an authorized user or the contract may not be set up as release required.
Creating Releases
• Select the appropriate line item by entering the quantity and clicking the Add to Cart button
*
7. Resources
I will now demonstrate how to create a release in the MFMP Buyer Training
Environment.
contract is set up as release required
• Customers create PO- based invoices based on the release (PO) and the submitted invoice from the vendor
Contract-Based Invoice • Created when the
contract is set up as not release required
• Customers create Contract-based invoices directly against the contract once the vendor submits the invoice
*
Creating Contract Invoices
• Select the PO-based Invoice link to begin creating an invoice for a release required contract
• Complete the required invoice fields such as, Supplier Invoice #, Vendor Location, and Purchase Order
Creating Contract Invoices
*
• Customers may also create contract-based invoices within the contract by clicking the Invoice button
*
What should you do?
You created a release against one of your MFMP contracts. The following week you received a paper invoice from the vendor
What should you do?
C: You do not have to create an invoice.
*
7. Resources
I will now demonstrate how to create a contract-based invoice in the MFMP Buyer
Training Environment.
• MyFloridaMarketPlace Overview
• Contracts Overview
• Creating Contracts
Things to know:
• Vendor Performance Tracking (VPT) is a survey that customers complete to track vendor performance per transaction
• MyFloridaMarketPlace generates a VPT survey after an invoice reconciliation moves to ‘Paid’ status
• Surveys will generate for the following transactions:
– State Term Contracts (STC) – Agency Term Contracts – Transactions greater than or equal to
$2,500 (including governmental entities)
Things to know:
Vendor Performance Tracking
• MyFloridaMarketPlace sends an email for purchase orders or contracts to the: • Requester/OBO; or • Contract manager/contact
• Agency customers will receive one email per day for all new pending surveys
• Surveys can be accessed through the Common Actions section on the dashboard
*
This screen shot is an example of the email notification that customers receive. When you click the link, MFMP takes you to MFMP Buyer.
VPT Email Notifications
VPT Ratings
*
Select Submit Pending Vendor Ratings
*
To access the survey, click on the name of the vendor that you are rating.
Accessing VPT Surveys
*
– Password: train30
Phone: 866-352-3776
Email: [email protected]
Contact Information
Things to know:
• A Method of Procurement (MOP) indicates the statutory authority an agency customer must have to make a purchase
• Florida provides several different procurement methods to state agencies to purchase commodities and services
• Agencies must follow procurement rules when determining which procurement method they will need to use
Method of Procurement
• Alternate Contract Sources (MOP C)
• PRIDE (MOP N)
• RESPECT (MOP M)
• Discretionary Spend (MOP E)
• Purchases under Category II threshold that require informal quotes (MOP F)
To see a full list of MOPs, view the MFMP Buyer Manual
Method of Procurement
Things to know:
• Florida uses the United Nations Standard Products and Services Code (UNSPSC) for commodity and service classification for state purchases
• UNSPSC codes are eight-digits long, with a four-level hierarchy:
* Segment – 00XXXXXX Family – 0000XXXX
Commodity Codes
Family 47120000 Janitorial equipment
Commodity 47121701 Trash bags
Things to know:
• Florida uses a six-digit code that represents a uniform classification of expenditures for use by all state agencies in the Florida Accounting Information Resource (FLAIR)
• MyFloridaMarketPlace populates an object code based on the commodity code selected
Object Codes
442000: Equipment Rental – Copier
27152500: Tires and Tire Tubes
241038: Repairs/Maintenance – Commodities Vehicles
Contract Request Statuses
Status Status Description
Composing Customer creates the Contract Request; also, a Contract Request can return to the Composing status if the preparer withdraws the request.
Submitted Customer submitted the Contract Request for approval.
Denied An approver denied the Contract Request.
Approved The appropriate approvers fully approved the Contract Request.
Processed The approvers approve the Contract Request and MFMP creates its associated Contract.
Status Status Description
Processed Contract has completed processing and is ready for use.
Open The Contract status moves to Open when one of the following events occurs: • Contract’s effective date starts • Current date is between the Contract’s effective and
expiration dates and has a valid available amount • Agency manually opens the Contract after it has been
manually closed
Inactive • Reached the Contract Expiration; however, has a remaining balance that allows processing of invoices.
Closed The Contract status moves to Closed when one of the following events occurs: • Reach Contract’s expiration date and there is no available
balance remaining on the Contract • Agency manually closes the Contract
Contract Statuses
Contract Field
• The Department of Financial Services requires that eligible two- party agreements be posted on the Florida Accountability Contract Tracking System (FACTS) website
• To attach the corresponding contract information that is located in the Florida Accounting Information Resource (FLAIR) and FACTS to the purchase order/release in MFMP, enter the FLAIR Contract ID in the Contract field in the Accounting – By Line Item section
• Updating the Contract field allows FLAIR to automatically include all PO, invoice and payment information in FACTS
FACTS Website Accounting Details