myfloridamarketplace myfloridamarketplace vendor meeting 3/4/09: “myfloridamarketplace overview”...
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MyFloridaMarketPlace
MyFloridaMarketPlace Vendor Meeting
3/4/09: “MyFloridaMarketPlace Overview”12:00 p.m. EST
Toll free number: (888) 808-6959Conference Code: 4888366#
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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MFMP Overview
MyFloridaMarketPlace (MFMP) is the State of Florida’s online e-procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis
MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors Excellence in IT Leadership Award from IT Florida Excellence in Public Service Leadership from IT Florida Honorable Mention given by the National Institute of Governmental
Purchasing Achievement for Excellence in Procurement (2004, 2005, 2006,
2007, 2008) ComputerWorld Laureate 2008
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MFMP Overview
MFMP Vendor Benefits
Equal access for small-, disabled-veteran, women- and minority-owned businesses
Electronic Invoicing (eInvoicing) One stop registration that enables a vendor to receive all executive
state agency bids for any selected commodity code 24/7 access to more bid opportunities and information
Vendor Bid System (VBS) Sourcing eQuote
Improved quality and accuracy of interactions with the state Customer service support available to provide real time assistance Green catalog and product listing options
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) State Term Contract (STC) Information
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Vendor Registration
Importance of Keeping Your Account Up-to-Date
MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors
Facilitates timely payment
Facilitates timely delivery of purchase orders (PO)
MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Login to Vendor Registration
Vendor Registration – https://vendor.myfloridamarketplace.com
Login to Vendor Registration
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Update Account
Click Update My Vendor Registration
MFMP Helpful Hint: All the links under ‘Update My Vendor Registration’ can be used to update your account information
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Update Account
Select Information to be updated from toolbar on left
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Username / Password Example
Example: Username and Password update
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Username / Password Example
After re-entering your new username and / or password don’t forget to save your changes
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Adding New Contacts
Adding new contacts for your account
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Registration Example
Example #1: Outdated Vendor Information
MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen:
If the remit to address is not updated in the Vendor Registration account:
Payments from Buyer customers (state agencies) could be mailed to the incorrect location
Possible delayed delivery or even undeliverable Purchase Orders (POs)
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Registration Example
Example #2: Outdated Vendor Information
When goods / services are added to a business, commodity codes should also be updated on the vendor account(s). If commodity codes are not updated, the following may happen:
Missed quotes or solicitation opportunities Receive quotes or solicitations for goods / services no longer
provided
Remember: MFMP enables vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)all day, everyday!
Automated Vendor Password Reset
Vendors are now able to reset their vendor registration password Vendors simply access the MyFloridaMarketPlace Vendor Registration
Web site Click the "I forgot my password link”
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Automated Vendor Password Reset
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The system will then ask for a username or tax ID, followed a contact email address listed on the vendor registration account
Automated Vendor Password Reset
An email will then be sent to that specific email address to verify and complete the updated vendor registration username / password
Upon verification of the updated vendor password, the password will automatically be reset
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Automated Vendor Password Reset
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Commodity Codes
Commodity - An item of physical property as opposed to a service
Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes
Florida uses commodity codes in several tools to seek vendor
participation in solicitations (VBS, eQuote, Sourcing)
Commodity codes are selected by vendors as part of their MFMP registration
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Commodity Codes
The commodity code can be comprised of 13 digits:
Class - first 3 digits
• Group - second 3 digits
• Item - third 3 digits
• Detail - last 4 digits
Most solicitations are issued at the Class or Group level (3- or 6-digit commodity
code)
Each solicitation tool (eQuote, VBS, Sourcing) requires registration and enables
vendors to identify the products/services offered
When buyers solicit bids/quotes for products, notifications will be distributed
based on the classification you’ve selected
In addition, commodity codes are also used by state purchasers to notify the
applicable vendors of upcoming bids and solicitations
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Commodity Codes
Example – National Institute of Governmental Purchasing (NIGP) Commodity Codes
Florida currently uses a customized version of this structure
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Commodity Code
Selecting Commodity Codes Commodity codes are selected during the initial registration process,
but can be updated as needed by logging into vendor registration https://vendor.myfloridamarketplace.com/
To find or update commodity code selections: Commodity codes for goods:
http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=1
Commodity codes for services: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=2
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Commodity Codes
Searching for Commodity Codes
http://www.myflorida.com/apps/spurs/spurs.main_menu_form
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Commodity Codes
Helpful Hints
A Commodity Code vendor training aid is available at: http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_toolkit/mfmp_vendor_training
Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected https://vendor.myfloridamarketplace.com/
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Commodity Codes
Helpful Hints cont’d A searchable Excel document is available on the MFMP Toolkit under Vendor
Tools and Sourcing / Solicitations Web pages
This Excel file will assist in finding commodity codes prior to making selections or updating selections in your MyFloridaMarketPlace Vendor Registration account - To use this Excel file, please follow these steps:
• Open the document • Click "Edit" on the top of the tool bar• Choose "Find" • In the box that appears, type a keyword, the first selection that matches
your keyword search will appear
The Excel file’s far left column is the main category; the next column to the right is a subcategory, and so on. Use the "Find Next" button within the search to go to the next product level in the document Make sure to update your Vendor registration account to reflect any
updated commodity codes
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Solicitations
What are Solicitations?
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. You can access this site at: http://equote.myfloridamarketplace.com
Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/
Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection
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Vendor Registration
Type of Account How often should I check this account?
Where do I go to access this account?
E-Quote At least monthly or as new products are offered
http://equote.myfloridamarketplace.com
Sourcing At least monthly or as new products are offered
https://myfloridamarketplace.com/sourcing
Vendor Registration
As needed to keep information updated
https://vendor.myfloridamarketplace.com
Vendor Bid System (VBS)
At least bimonthly (this is the main repository for all MFMP bids)
http://vbs.dms.state.fl.us/vbs/notification_new.selection
MFMP Helpful Hint: Consider using an email calendar to set up reminders for updating and checking your MFMP account information
MFMP Helpful Hint: There are no annual or direct fees associated with registering for any of these MFMP tools
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eQuote
How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not
require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP http://equote.myfloridamarketplace.com
Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from
Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox
Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer
Step4: The buying agency selects a vendor and issues a purchase order
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eQuote
Main Account Page http://equote.myfloridamarketplace.com This is the main screen you will see when you login to eQuote Click on the user at the bottom to edit the contact information or add
additional users to the account Click on WORK at the top of the screen to view any pending eQuotes
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eQuote
Viewing QuotesViewing Quotes
Within the WORK section you can view any pending quotes awaiting response After handling an eQuote request the supplier can select that quote to Archive
Dept. of Management Services
Dept. of Management Services
State User
State User
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Sourcing
MyFloridaMarketPlace Sourcing
Online competitive bidding tool
Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for State Term Contracts and DMS Agency Term contracts
Currently, DMS is the only agency utilizing the Sourcing tool
Allows the review and electronic submittal of responses / bids
Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account
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Sourcing
https://myfloridamarketplace.com/sourcing/
The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system
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Solicitations
Enter your Sourcing account username and password
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Solicitations
Select the agency that is responsible for the Solicitation from the list
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Solicitations
Select the solicitation from the list of active solicitations – Note the Time Remaining column
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Solicitations
Select Prepare Bid (Response) to provide a response to the solicitation
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Solicitations
Read, prepare and provide your bid/response as requested in the solicitation on the RFx Info page
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Solicitations
Submit any pricing components if required on the Enter Values page
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Solicitations Please note that clicking the SAVE button within MFMP Sourcing only
saves your bid responses The SAVE button does not transmit your bid response to the State In order to transmit your bid response to the State, you must click the
SUBMIT button on the SUMMARY page of the bid response
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Solicitations
1. To verify and review your previously submitted bid, select the Bid Id number (link)
2. To revise or edit your bid select the Revise Bid (Response) button
1
2
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Vendor Bid System (VBS)
Vendor Bid System (VBS)
The Vendor Bid System is an online posting site. It is used by executive branch agencies to publically post competitive solicitations (i.e. ITB,ITN, RFPs, etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically
http://vbs.dms.state.fl.us/vbs/notification_new.selection
Addendum A, Solicitations Training Aid, includes detailed information on how to register and respond to bids using the VBS tool
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VBS
VBS Main Page
Select Search Advertisements to search for active solicitations
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VBS
Type Competitive Solicitations Public Notices Agency Decisions
Agency
Number
Title
Commodity Code (13 Digit)
Closed by Date
VBS Search Parameters
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VBS
VBS Search Results are displayed with Title, Number, Version and Type
Links are provided in the Number Column to the solicitation documents
Search Results
Solicitations Summary
Vendors may sign up for eQuote and Sourcing within their MFMP vendor registration account eQuote and Sourcing have separate usernames and passwords
from the MFMP Vendor Registration account
VBS has electronic notifications that vendors can register for There are no usernames or passwords associated with VBS
electronic notifications
For assistance with eQuote and Sourcing please contact the MFMP Vendor Help desk, [email protected]
For assistance with VBS Notifications please contact the Southwood Shared Resource Center (SSRC) service desk, [email protected]
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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eInvoicing
eInvoicing
eInvoicing is presenting an invoice electronically
When deciding to eInvoice, consider:
How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007
See if you are invoicing these agencies on a frequent basis and look at
how many invoices were created during this calendar year thus far
The cost of time, research, and production of print invoices for your customers
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eInvoicing
Benefits to eInvoicing
Saves a good amount of time for your business
Substantially reduces paper flow and associated costs
Encourages prompt and accurate processing of invoices
Improves data accuracy, which reduces payment cycle times
Additional information on the vendor toolkit:http://www.dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_einvoicing
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Electronic Funds Transfer (EFT)
EFT (Direct Deposit)
Direct Deposit enables all payment monies to be available on the desired payment date
Advantages include: Peace of Mind — No mail delays or lost check worries Prompt Payment — Deposits will be available on the payment date Convenience — Avoid special trips to your financial institution Freedom — Your payment will be automatically deposited to your
account
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Electronic Funds Transfer (EFT)
To find out more about EFT, contact DFS: Direct Deposit E-mail address: [email protected] Direct Deposit phone number (850) 413-5517
To sign up for EFT, complete and submit the form located here: http://myfloridacfo.com/aadir/dd_vendor.pdf
To receive funds electronically, please ensure your name on the Direct Deposit System and the name in your MFMP vendor registration account match directly
At any time you can access DFS’ vendor payment website and look for a pending payment: https://flair.dbf.state.fl.us
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Transaction Fee
What is the 1% transaction fee?
The state Legislature through Chapter 287.057(23) of Florida Statutes charged the Department of Management Services (DMS) to develop a program for online procurement of commodities and contractual services (MyFloridaMarketPlace) and permitted DMS to charge a fee, after which DMS instituted the 1% transaction fee July 1st 2003 through Rule 60A-1 of the Florida Administrative Code (FAC)
Applies to all transactions processed through the MFMP system unless specifically exempt by rule
Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule
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Transaction Fee
What is the 1% fee used for?
Provides funding for state-of-the-art purchasing tools and technology that benefits the State and business community
The MFMP 1% transaction fee provides vendors with electronic access to State buyers and to also provide vendor support activities
There is no initial registration or ongoing subscription fee charged to vendors
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Communications
Vendor Web Pages Begin at http://myfloridamarketplace.com/ , then select MFMP Vendors
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Communications
Designed to enhance knowledge and overall use of the MFMP system, the new Vendor Web pages include a Vendor Toolkit and additional information to assist vendors on a daily basis
A list of current state contracts and pricing agreements is available on the left-hand menu
http://dms.myflorida.com/vendortoolkit
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Communications
The Vendor Toolkit includes: Vendor Training opportunities Communications Bulletin
Board Revised FAQs Updated Vendor tools Information on Doing
Business with the State of
Florida New! Training Aids
http://dms.myflorida.com/vendortoolkit
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Email Notifications
MFMP Vendor Email Notifications
MFMP sends email notifications to keep vendors updated on important topics and information
Common notifications vendors receive include:MyFloridaMarketPlace general announcementsFee Processing notices and remindersVendorHelp responseseQuote / Sourcing / VBS notifications
To ensure you receive these communications, your email address in vendor registration must be current
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Email Notifications
MyFloridaMarketPlace Notifications
Vendors receive notifications about general MFMP information on a regular basis. This includes:
Maintenance windowsHot Topics/bulletin board postingsTraining OpportunitiesVendor ResourcesWeb site updatesTeleconference Announcements / Reminders
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Email Notifications
Fee Processing Notifications
MFMP will automatically send an email to remind vendors of reporting the 1% transaction fee
30 day notice 60 day notice
Vendors will also receive an e-mail reminder to submit past due CBIs (Consolidated Billing Invoices)
These are accessible online and are used to record the Transaction Fee Report
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Email Notifications
VendorHelp Notifications
Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises
When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an e-mail response from [email protected]
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Email Notifications
eQuote / Sourcing / VBS Notifications
According to your email preferences, you may receive bid notifications from: eQuote: tool used to respond to informal price quotes (<$25,000) Sourcing: tool used to respond to formal solicitations (>$25,000) VBS: online bid posting site displaying all formal solicitations
eQuote ([email protected]) sends a request notification whenever an agency customer creates a quote for goods/services
Sourcing ([email protected]) distributes notifications of solicitations to the account contact
VBS ([email protected]) sends notifications of published formal soliciatations to the account contact
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Future Vendor Opportunities
Today’s presentation is available on MFMP Vendor Toolkit http://dms.myflorida.com/vendortoolkit
Upcoming Interactive Meetings 3/25/09: 1% Transaction Fee / Fee Reporting, 12:00 noon 4/29/09: Solicitations, 12:00 noon
Register online at http://dms.myflorida.com/vendormeetings
Join MFMP online via WebEx
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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FAQs
Revised Online FAQs http://dms.myflorida.com/vendortoolkit
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FAQs
Common Vendor Meeting FAQs – What are the benefits of and how do I get certified as a minority vendor?
This designation promotes the utilization of Florida’s women, disabled veteran and minority-owned business enterprises within the business community that are certified by the Office of Supplier Diversity (OSD).
To obtain information on being certified, or to acquire a recertification, contact OSD at: [email protected]
Should I use my SSN to register as a vendor in MFMP?MFMP strongly recommends using a Federal Employer Identification
Number (FEIN) rather than a social security numberUsing an FEIN will minimize the risks to personal financial information
associated with the use of social security numbers If you do not have a FEIN number, please take a few minutes and
obtain one at the IRS Web site
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Q & A
Other Comments
Vendor meeting survey
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Agenda
Welcome / MFMP Overview Vendor Registration
Demonstration Examples
Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT)
1% Transaction Fee MFMP Communications
Email Notifications Future Vendor Opportunities FAQs Additional Resources
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Resources
If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850) 413-5516
For technical questions concerning MFMP, please contact Vendor Help at: [email protected] or 1-866-352-3776
For technical questions regarding VBS notifications, please contact the SSRC Service Desk toll free at 1-877-299-7772 or [email protected]
For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: [email protected]
General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EST