myfloridamarketplace (mfmp) for vendors

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PowerPoint Presentation• 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
• 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?
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
• Register to do business with the State of Florida (new registrations or changes to an existing registration are effective within one hour between 8 a.m. and 12 a.m. ET)
• 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:
• Maintain your registration
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?
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
• Documentation varies based on the type of designation being 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?
• 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 VIP registrations synchronize across all MFMP applications?
A. Immediately, in VIP
B. The beginning of the state’s next fiscal year
D. January 2
C. Within one hour between 8 a.m. and 12 a.m. ET
This synchronization must occur for you to be able to login to Sourcing and for agency customers to select you for business
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
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
Need Identification
• 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 of commodity codes available in MFMP can be found on the Commodity Code Web page
Commodity Code Structure
44120000; Office Supplies
44120000; Office Supplies
44120000; Office Supplies
44121600; Desk Supplies
44120000; Office Supplies
44121600; Desk Supplies
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
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 receive notifications about potential solicitations for your business without doing so.
Need Identification
• Search for contract, grant award, or purchase order information
Agency Purchasing Contacts
Department of Financial Services (DFS) Vendor Payment History
• Search payments made by the State of Florida
State Contracts and Agreements
DMS State Purchasing Contacts
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
A. True
B. False
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
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)
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 and are effective within
one hour between 8 a.m. and 12 a.m. ET
Solicitation
• MFMP U offers a Responding to Electronic Solicitations webinar and online course
A. Vendor Information Portal
B. Vendor Bid System
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
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
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
• 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
Pay transaction fee
Be sure you are invoicing the state correctly according to the terms of the purchase order
Invoicing Options
• 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
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)
Payment Methods
Pay transaction fee
About the Transaction Fee • The transaction fee supports procurement activities in the state
• Current transaction fee is 1% and applies to all payments made by state agencies or eligible users to vendors for purchases of commodities or contractual services unless exempt by Rule 60A-1.031(3) Florida Administrative Code
• Ways to pay the transaction fee include: • Check • Money order • Cashier’s check • Debit Automated Clearing House (ACH) - Review the ACH Vendor Authorization
(PDF) form on the MFMP Vendor Forms web page for banking information and instructions
• View the Transaction Fee and Reporting Web page for more information
• 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)
Pay transaction fee
• CBI timing information:
• STC vendors must file a Transaction Fee Report every month, even when no payments are received
About the CBI
on April 2nd
Report on or before April 15th
(if applicable)
before April 15th*
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
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 Specifications Conformance of the goods or services to the requirements of the order
Invoicing Comparison of the price or budget and invoice detail to order requirements
Delivery Adherence of the delivery or service performance dates to the order schedule
Customer Service Evaluation of the vendor’s communication and problem solving skills
ABC, Inc.
Vendor Performance
What is the criteria my business is evaluated on?
Procure to Pay
Need Identification Solicitation
Tracking
Vendor
Delivery
The MFMP Vendors Web page provides access to the following resources:
Application links Vendor Forms
System Maintenance Windows
Registration Requirements
Vendor Job Aids Web page
MFMP U Online Course List
State Contracts and Agreements
PO Terms and Conditions
OSD Website
Agency Purchasing Contacts
Ariba Network
Contact MFMP