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  • MyFloridaMarketPlace (MFMP) for Vendors

  • Objectives

    • The state’s purchasing process

    • MFMP applications and how to use them to maintain your registration and seek out and respond to solicitations

    • Tools and resources available to research state spend and contracts

    • Commodity codes

    • The solicitation types used to announce bid opportunities

    • How payments are made

    • How the state provides feedback about the purchasing experience with your business

    By the end of today’s seminar, we hope you will have a better understanding of:

  • Introduction to MFMP

    MyFloridaMarketPlace, commonly known as MFMP, is the State of Florida’s eProcurement system, in operation since 2003. The system is a source for centralized procurement activities, streamlining interactions between vendors and state government entities by providing tools to support innovative procurement for the State of Florida.

    • 24/7 online access to bid opportunities

    • Ability to submit electronic invoices (eInvoices)

    • Equal access for woman-, veteran- and minority-owned businesses

    • Single registration for sales and billing

    • Improved quality and accuracy of interactions with the State of Florida

    • Customer service support staff available to provide real-time assistance

    • Performance ratings to help vendors stand apart from their competitors

    What is MFMP?

    What are the benefits of using MFMP?

  • MFMP Vendor Applications

    What are the MFMP Vendor Applications?

    • Internet Explorer (IE) is the recommended web browser for all MFMP applications, see the IE Compatibility Job Aid for information about compatibility settings

    Application Used by the State of Florida as the

    Vendor Bid System (VBS) Public central posting tool

    MFMP Vendor Information Portal (VIP) Vendor registration system

    MFMP Sourcing Online solicitation tool

    https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/job_aids

  • Vendor

  • • Register to do business with the State of Florida (new registrations or changes to an existing registration are effective within 30-minutes)

    • View and report transaction fees

    • Set and update notification preferences (e.g., Purchase Order, Solicitations)

    • Select and update commodity code(s) that match the goods and/or services your business offers

    VIP is a free, self-service online application where you can:

    • Establish and maintain your registration

    Vendor Information Portal (VIP)

    What is VIP?

    Vendor

    This is how you tell the state “who” you are and “what” you do

  • What You’ll Need Why You’ll Need It

    Substitute W-9 on file submitted to DFS

    Enables the state to pay you

    Business name, 1099 Name Enables the state to report payments accurately

    Business designation Determines fee-eligibility for payments

    Contact and location information Enables the state to connect with you and notify your designated contacts about business opportunities

    Commodity codes Tells the state what you offer and drives notification of bid opportunities

    Certified Business Enterprise (CBE) choice, if applicable

    To take advantage of Office of Supplier Diversity (OSD)-related resources

    VIP Registration

    Use the Vendor Registration Quick Reference Guide or view the MFMP U Vendor Registration online training for step-by-step instructions on how to register

    What information will I need for my VIP registration?

    Vendor

    https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/job_aidshttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendors/articulate_files_vendor/vendor_registration

  • • Taxpayer Identification Number (FEIN, SSN, TIN)• Business name (as it appears on your tax return)• Primary mailing address for your tax information• Business designation• Email address• Telephone number

    Submit your Substitute W-9 form on the DFS Vendor Web page

    After VIP Registration

    Vendor

    What should I do after I have completed my VIP registration?

    • Required: Submit your Substitute W-9 form on the DFS Vendor Web page

    • Optional: Provide documentation to OSD if your business seeks to become a CBE

    https://flvendor.myfloridacfo.com/https://youtu.be/m48LivsSaDs

  • • OSD certifies woman-, veteran-, and minority-owned businesses

    • Documentation varies based on the type of designationbeing sought

    • CBEs can take advantage of resources offered by OSD including a special directory, networking and outreach events, and more

    Provide documentation to OSD if your business seeks to become a CBE

    After VIP Registration

    Vendor• Required: Submit your Substitute W-9 form on the DFS Vendor

    Web page• Optional: Provide documentation to OSD if your business seeks

    to become a CBE

    What should I do after I have completed my VIP registration?

    https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/vendor_resources2https://osd.dms.myflorida.com/directorieshttps://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/eventshttps://youtu.be/plKe3whWHwk

  • Maintaining your VIP Account

    • Update contacts, preferences, and locations as needed

    • Review the “Vendor Number” as the state will need it to identify your business and location when placing an order

    Vendor

    What should I do to maintain my VIP account?

    • Review commodity codes you’ve selected, new codes are added to MFMP each year

    Keep contact information and preferences current in your VIP account, remember this is the way the state identifies you as a potential vendor for solicitations and the way you will receive purchase orders in MFMP

    • Login to VIP regularly to avoid the account becoming inactivated

  • When do new VIP registrations take effect?

    A. Immediately

    B. The beginning of the state’s next fiscal year

    D. January 2

    C. The following business day

  • How frequently should you update your MFMP VIP registration?

    A. One time per year

    B. Never

    D. When it’s appropriate for my business, but on a regular basis

    C. Quarterly

  • Vendor

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Need Identification

    Procure to Pay

  • The Procure to Pay process starts when the state identifies a need and attempts to locate a supplier(s) to meet that need

    Need Identification

    What goods and/or services does your business offer?

    Need Identification

    Some examples of needs the state may have:

    • Information Technology Consulting Services• Health administration services• Office supplies• Computers • General building and office cleaning and maintenance services• Mailing services• Animal feed• Book and general storage units for classrooms

    What is the starting point for the procure to pay process?

  • • The State of Florida uses a subset of the United Nations Standard Products and Services Code (UNSPSC) for classification of state purchases

    • A commodity code is a standard set of numbers used to classify and identify the products and/or services being purchased

    Commodity Codes

    How does the state know about the products and/or services my business offers?

    • Solicitations and MFMP Purchase Orders (PO) will be associated with at least one commodity code

    Need Identification

    • The subset commodity codes available in MFMP can be found on the Commodity Code Web page

    https://www.unspsc.org/https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/commodity_codes

  • Segment

    44000000; Office Equipment and Accessories and Supplies

    Commodity Code Structure

  • 44000000; Office Equipment and Accessories and Supplies

    44120000; Office Supplies

    Family

    Segment

    Commodity Code Structure

  • 44000000; Office Equipment and Accessories and Supplies

    44120000; Office Supplies

    44121600; Desk SuppliesClass

    Family

    Segment

    Commodity Code Structure

  • 44000000; Office Equipment and Accessories and Supplies

    44120000; Office Supplies

    44121600; Desk Supplies

    44121615; Staplers

    Class

    Family

    Segment

    Commodity

    Sending Flowers Creates Cheer

    Santa Fe Community College

    Commodity Code Structure

  • 44000000; Office Equipment and Accessories and Supplies

    44120000; Office Supplies

    44121600; Desk Supplies

    44121615; Staplers

    Commodity

    Class

    Family

    Segment

    Commodity Code Structure

  • • Choose as many commodity codes as needed to tell the state what your business offers

    • Your “Solicitation Contact” can receive notifications about solicitations that match the commodity codes you’ve selected based on your preferences in VIP

    Learn more about selecting and maintaining commodity codes from these MFMP U resources:

    • Commodity Code Job Aid on the Vendor Job Aids Web page• Selecting Commodity Codes from the online course list

    Commodity Codes

    • Select and update your commodity codes anytime in VIP

    How do I manage commodity codes associated with my business?

    Important: You are not required to select commodity codes in VIP, however you will not be able to opt-in to receiving notifications about potential solicitations for your business without doing so.

    Need Identification

    https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/job_aidshttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendors

  • Florida Accountability Contract Tracking System (FACTS)

    • Search for contract, grant award, or purchase order information

    Agency Purchasing Contacts

    • Identify purchasing contact information for each agency

    Department of Financial Services (DFS) Vendor Payment History

    • Search payments made by the State of Florida

    State Purchasing Process

    • View information about how to become a state term contract vendor

    State Contracts and Agreements

    • View active state contracts and agreements

    DMS State Purchasing Contacts

    • View contact information for DMS State Purchasing

    Research Tools

    How can I gain insight into where the state is spending, contracts the state has procured, and what opportunities may be coming up?

    Need Identification

    https://facts.fldfs.com/Search/ContractSearch.aspxhttps://www.dms.myflorida.com/business_operations/state_purchasing/vendor_resources/state_agency_purchasing_contactshttps://fs.fldfs.com/dispub2/cvnhphst.htmhttps://www.dms.myflorida.com/business_operations/state_purchasing/vendor_resources/state_purchasing_processhttps://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreementshttps://www.dms.myflorida.com/business_operations/state_purchasing/contact_us

  • True or False: You are required to select commodity codes in VIP.

    A. True

    B. False

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Solicitation

    Procure to Pay

  • A solicitation is the process of seeking information, proposals or bids from vendors and may be referred to as an RFQ, ITN, RFI, ITB, RFP, etc.

    Solicitation Types

    How will I know when these opportunities are available?

    How does the state decide which vendor(s) will supply the product or service needed?

    Solicitation

    Informal Solicitations < $35,000 Formal Solicitations > $35,000

    Used by all state agencies Used by all state agencies

    Request for quotes off a state term contract

    Division of State Purchasing, Department of Management Services (DMS), uses when:

    Informal solicitations conducted in MFMP Sourcing are referred to as eQuotes

    • The need applies to agencies all over the state

    • Procuring a state term contract (STC)

    • These solicitations are conducted in MFMP Sourcing

  • Which of the following must be true for you to receive solicitation notifications?

    A. I must have opted into receiving solicitation notifications in VIP

    B. I must have an accurate and up-to-date solicitation contact listed on my VIP registration

    C. I must know someone at the agency

  • What are the two solicitation types the state conducts?

    A. Informal solicitations

    B. Formal solicitations

    C. Vendor Bid System

  • The Vendor Bid System (VBS) is the State of Florida’s official public central posting tool for advertising agency decisions and notices, competitive solicitations, public meeting notices, single source purchases, and grant opportunities from state agencies and eligible users (e.g., universities and colleges, local governments, etc.)

    • Search and view bid opportunities and download all information and attachments

    • No registration or login required

    Vendor Bid System (VBS)

    What is VBS?

    • Search by advertisement type, agency, number, or commodity code

    Solicitation

    http://www.myflorida.com/apps/vbs/vbs_www.main_menuhttp://www.myflorida.com/apps/vbs/vbs_www.main_menu

  • Sourcing is an application used by the State of Florida for informal electronic request for quotes (eQuotes) and by DMS for formal solicitations

    MFMP Sourcing

    What is Sourcing?

    • “Public Access” button grants preview capability for open DMS formal solicitations

    • VIP credentials used to login to view, download information, join, and submit bid responses to competitive solicitations• Passwords synchronize daily every 30 minutes

    between 8 a.m. and 12 a.m. ET

    Solicitation

    • MFMP U offers a Responding to Electronic Solicitations webinar and online course

    https://sourcing.myfloridamarketplace.com/Sourcing/Mainhttps://trn-sourcing.myfloridamarketplace.com/Sourcing/Main/ad/loginPage/SSOActions?awsso_cc=awsso_ru%3AaHR0cHM6Ly90cm4tc291cmNpbmcubXlmbG9yaWRhbWFya2V0cGxhY2UuY29tL1NvdXJjaW5nL01haW4v%3Bawsso_lu%3AaHR0cHM6Ly90cm4tc291cmNpbmcubXlmbG9yaWRhbWFya2V0cGxhY2UuY29tL1NvdXJjaW5nL01haW4vYWQvY2xpZW50TG9nb3V0L1NTT0FjdGlvbnM%3D%3Bawsso_ap%3AU291cmNpbmdUUk4%3D%3Bawsso_arid%3AMTU2OTg0NTYxNTU4Ng%3D%3D%3Bawsso_ku%3AaHR0cHM6Ly90cm4tc291cmNpbmcubXlmbG9yaWRhbWFya2V0cGxhY2UuY29tL1NvdXJjaW5nL01haW4vYWQvY2xpZW50S2VlcEFsaXZlL1NTT0FjdGlvbnM%3D%3Bawsso_fl%3AMQ%3D%3D&awsso_ap=SourcingTRN&awsso_hpk=true&awsr=truehttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendors/vendor_training_registration2https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendors

  • Which MFMP application(s) can you use to view open solicitations from the State of Florida?

    A. Vendor Information Portal

    B. Vendor Bid System

    C. Sourcing

  • What is your username and password for Sourcing?

    A. Whatever I set up when I register in Sourcing

    B. The same credentials I used to register in VIP

    C. There is no username or password required for Sourcing

    Reminder: VBS does not require a username and password to view bid opportunities

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Purchase Order

    Procure to Pay

  • The state will issue a purchase order (PO) which is a formal document to request that a vendor provide specific products or services

    Purchase Order (PO)

    • Information on POs includes:

    • The name of the individual placing the order (Requester)• Order number• Any relevant contract information (if applicable)• Item description • Quantity• Price details• Shipping and billing addresses• PO terms and conditions

    • Email will come from “Ariba System” – check SPAM filter and add sender to your “safe” list

    How will I know when the state wants to purchase something from my business?

    • MFMP POs are sent via email to your “Purchase Order Contact” in VIP

    Purchase Order

    https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Delivery

    Procure to Pay

  • The PO will outline the delivery expectations, here are some important tips for making sure the purchasing experience goes smoothly:

    Delivery

    • Be sure the goods or services conform to the requirements of the order

    What should my business know about delivering a product or service to the state?

    • Deliver the goods or services according to the order schedule

    • Provide great customer service by way of effective communication with the agency requester

    Delivery

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Payments

    Procure to Pay

  • • Paper (e.g., mailed or physically delivered)

    • Email (to the point of contact on the PO being invoiced)

    • Electronic Invoicing (eInvoicing) through Ariba Network• View POs online• Turn a PO into an invoice (PO flip)• Track invoice status

    Invoicing Options

    Invoicing Options

    Invoice the State

    Receive payment

    Pay transaction fee

    Be sure you are invoicing the state correctly according to the terms of the purchase order

    http://supplier.ariba.com/

  • Payment Methods

    Invoice the State

    Receive payment

    Pay transaction fee

    • Check – sent to the “Remit-to” Location in VIP

    • Electronic Funds Transfer (EFT) – to receive payment this way you must complete and submit a Direct Deposit Authorization form to DFS

    • Purchasing Card (Pcard) – indicate you accept this form of payment in VIP

    Payment Methods

    Looking for a payment you’re expecting? Visit the Vendor Payment History Website to see the status of your payment, contact the requester of the PO, or contact the Vendor Ombudsman at the DFS Consumer Hotline (800-342-2762)

    https://www.myfloridacfo.com/Division/AA/Vendors/https://fs.fldfs.com/dispub2/cvnhphst.htm

  • • Current transaction fee is 0.7% and applies to all payments made by the state unless exempt by Rule 60A-1.031(3) Florida Administrative Code

    • Ways to pay the transaction fee include:

    Transaction Fee

    • Check• Money order• Cashier’s check• Debit Automated Clearing House (ACH)- sign up to pay the

    transaction fee using the ACH Vendor/Miscellaneous Payment Enrollment Form

    Invoice the State

    Receive payment

    Pay transaction fee

    About the Transaction Fee

    • The transaction fee supports procurement activities in the state

    https://www.dms.myflorida.com/content/download/146221/975187/ACH_Enrollment_Form_MFMP_081519.pdf

  • • The CBI provides details of each invoice paid to your business by the state through MFMP

    • Generates in your VIP account the second day of each month following the month you were paid

    • Any applicable transaction fees are required to be paid by the 15th of the month after you receive your CBI

    • Review the CBI to determine if your business received payments not listed, if so you must self-report these payments

    Consolidated Billing Invoice (CBI)

    Invoice the State

    Receive payment

    Pay transaction fee

    • CBI timing information:

    About the CBI

    • STC vendors must file a Transaction Fee Report every month, even when no payments are received

  • You deliver products and/or

    services in February

    You receive payment from

    the state in March

    Your CBI is available in VIP

    on April 2nd

    You file a Transaction Fee

    Report on or before April 15th

    (if applicable)

    The transaction fee is due on or

    before April 15th*

    Payment Timeline

    You invoice the state for the

    products and/or services in February

    * MFMP will send you reminders about payments

  • Which website should you use to view payments made by the State of Florida?

    A. Florida Accountability Contract Tracking System (FACTS)

    B. Department of Financial Services (DFS) Vendor Payment History Site

    C. Google

  • If you receive a payment from the State of Florida in November, when will you receive your CBI in VIP?

    A. November 2

    B. December 2

    C. January 2

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • Vendor Performance Tracking

    Procure to Pay

  • Vendor Performance Tracking (VPT)

    • Agencies are requested to complete a VPT survey after delivery of products or services and related invoices have been paid

    • Total amount of PO is $2,500 or more • Related to a state negotiated contract

    Vendor Performance

    Tracking

    • VPT surveys are requests that are generated when an invoice meets any of the following criteria:

    • Rated on a 1 – 5 scale:

    • (1) Failed to meet most requirements/expectations• (2) Failed to meet some requirements/expectations• (3) Met requirements/expectations• (4) Exceeded some requirements/expectations• (5) Exceeded most requirements/expectation

    How will I know what the agency thought about the experience with my business?

  • VPT Performance Criteria

    Performance to SpecificationsConformance of the goods or services to the requirements of the order

    InvoicingComparison of the price or budget and invoice detail to order requirements

    DeliveryAdherence of the delivery or service performance dates to the order schedule

    Customer ServiceEvaluation of the vendor’s communication and problem solving skills

    ABC, Inc.

    Vendor Performance

    Tracking

    • View VPT results in “Performance” in VIP

    What is the criteria my business is evaluated on?

  • Procure to Pay

    Need Identification Solicitation

    Purchase Order

    Payments

    Vendor Performance

    Tracking

    Vendor

    Delivery

  • The MFMP Vendors Web page provides access to the following resources:

    Application links Vendor Forms

    Training Resources (MFMP U) Catalogs & eInvoicing Information

    System Maintenance Windows

    Transaction Fee and Reporting Information

    Registration Requirements

    VIP Terms of Use

    Certified Business Enterprise Information

    Helpful Links

    MFMP Resources

    https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors

  • Index of Resources

    United Nations Standard Products and Services Code (UNSPSC)

    Vendor Job Aids Web page

    MFMP U Online Course List

    State Purchasing Process

    State Contracts and Agreements

    Vendor Registration Quick Reference Guide

    PO Terms and Conditions

    Vendor Payment History Website

    MFMP TV YouTube Channel

    OSD Website

    Vendor Bid System

    MFMP VIP Application

    MyFloridaMarketPlace

    Florida Accountability Contract Tracking System (FACTS)

    Agency Purchasing Contacts

    DFS Vendor Payment History

    DFS Vendor Website

    MFMP Sourcing Application

    Direct Deposit Authorization form

    ACH Vendor/Miscellaneous Payment Enrollment Form

    Ariba Network

    DMS State Purchasing Contacts

    Commodity Code Web page

    https://www.unspsc.org/https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/job_aidshttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendorshttps://www.dms.myflorida.com/business_operations/state_purchasing/vendor_resources/state_purchasing_processhttps://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreementshttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/job_aidshttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditionshttps://fs.fldfs.com/dispub2/cvnhphst.htmhttps://www.youtube.com/channel/UCFR2LxjEBv58h6tT_1B2YWwhttps://www.dms.myflorida.com/osdhttp://www.myflorida.com/apps/vbs/vbs_www.main_menuhttps://vendor.myfloridamarketplace.com/https://myfloridamarketplace.com/https://facts.fldfs.com/Search/ContractSearch.aspxhttps://www.dms.myflorida.com/business_operations/state_purchasing/vendor_resources/state_agency_purchasing_contactshttps://fs.fldfs.com/dispub2/cvnhphst.htmhttps://flvendor.myfloridacfo.com/https://sourcing.myfloridamarketplace.com/Sourcing/Mainhttps://www.myfloridacfo.com/Division/AA/Vendors/https://www.dms.myflorida.com/content/download/146221/975187/ACH_Enrollment_Form_MFMP_081519.pdfhttp://supplier.ariba.com/https://www.dms.myflorida.com/business_operations/state_purchasing/contact_ushttps://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/commodity_codes

  • Contact and Connect

    Connect with MFMP

    866-352-3776

    [email protected]

    8 a.m. – 6 p.m. ETMonday – Friday

    Contact MFMP

    [email protected]

    Youtube.com/c/MFMPTV

    Facebook.com/FLDMS

    Twitter.com/FloridaDMS

    Linkedin.com/company/florida-department-of-management-services

    mailto:[email protected]://www.facebook.com/FLDMShttps://twitter.com/FloridaDMShttps://www.linkedin.com/company/florida-department-of-management-serviceshttps://www.youtube.com/channel/UCFR2LxjEBv58h6tT_1B2YWwmailto:[email protected]://www.youtube.com/c/MFMPTVhttps://www.facebook.com/FLDMShttps://twitter.com/FloridaDMShttps://www.linkedin.com/company/florida-department-of-management-services