myfloridamarketplace myfloridamarketplace vendor teleconference series osd matchmaker 11/20/08:...

MyFloridaMarketPlace

MyFloridaMarketPlace Vendor Teleconference Series

OSD MatchMaker 11/20/08: “MyFloridaMarketPlace Overview”9:45 a.m. and 1:45 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) State Term Contract (STC) Information 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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Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) State Term Contract (STC) Information



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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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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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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!

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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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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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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

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State Contract / Agreement Information

Contract Overview The State generally has two types of contracts for commodities and

services: those procured by the DMS Divison of State Purchasing and those procured by Executive State Agencies and others

Contracts issued by the DMS Division of State Purchasing can be utilized by all state and local goverenment entities and others authorized by law to use contracts issued by State Purchasing

Contracts issued by Executive State Agencies can only be utilized by the agency letting the contract unless formally adopted by DMS state Purchasing as an Alternate Contract Source

DMS State Purchasing has three types of contract vehicles: State Term Contracts State Purchasing Agreements Alternate Contract Source

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State Term Contracts (STC)

Are competitively bid (unless sole source) and issued by the DMS State Purchasing as a State Term Contract for use by state agencies and other authorized users

Are mandatory for state agencies in accordance with F.S. 287.056

The exceptions to the mandatory usage are outlined in 60A-1.044 of the Florida Administrative Code (F.A.C.)

STCs are also offered to other eligible users which include local governments and school districts

State Term Contracts and Pricing Lists are available on the DMS State Purchasing Web site

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State Purchasing Agreements (SPA)

Are an informal price quote done by the DMS Division of State Purchasing for a commodity or service valued at under $25,000 done and made available for the optional use by other state agencies or others authorized by law to use State contracts.

Are optional to use and are not to exceed $25,000

State Purchasing Agreements and Price Lists are available on the DMS State Purchasing web site

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Alternate Contract Source (ACS) Contracts bid by another government entity (Federal, state or local

level) and are formally adopted and issued by the DMS Division of State Purchasing

Alternate Contract Sources for commodities and services are available for purchase by state agencies, in accordance with rule 60A-1.047, FAC Purchases from these alternate contract sources are dependent

upon local ordinances and regulations governing procurement The Department is authorized by Section 287.042(16), F.S., to evaluate

contracts and, when determined in writing to be cost-effective and in the best interest of the State, to approve such contracts for use by other entities

Rule 60A-1.047, F.A.C., provides a procedure for agencies to request the Department's review of a potential alternate contract source. The Department may approve such contract for use by an individual agency, or may approve its use for all agencies.

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Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) State Term Contract (STC) Information How do I get paid?




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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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Enabling eInvoicing

In order to enable eInvoicing with MyFloridaMarketPlace, vendors are required to be members of the Ariba Supplier Network (ASN)

The ASN is a service provided by Ariba, Inc., a State of Florida partner, that allows MFMP to connect with state vendors and allow them to transmit orders and invoices electronically

Membership in the ASN is independent of you registration with the State

https://service.ariba.com/Supplier.aw

Ariba Supplier Network Overview

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Enabling eInvoicing

Vendors can logon to the Vendor Toolkit and click on ‘Vendor Tools’ and click on ‘Ariba Supplier Network (ASN)’ to see step by step instructions for ASN registration

Ariba Supplier Network

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Enabling eInvoicing

Step by step instructions

Links & Resources

http://dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/vendor_toolkit/ariba_supplier_network_asn

Ariba Supplier Network

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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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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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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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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

([email protected])

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

([email protected])

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

([email protected])

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 soliciataions to the account contact

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Agenda



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



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Future Vendor Opportunities

Today’s presentation is available on MFMP Vendor Toolkit http://dms.myflorida.com/vendortoolkit

Future Teleconferences

Register at http://dms.myflorida.com/vendorteleconferences 11/24/08 – CMBE Vendor Benefits 12/3/08 – Solicitations 12/17/08 – MFMP Overview 1/7/09 – 1% Transaction Fee / Processing

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FAQs

Revised Online FAQs http://dms.myflorida.com/vendortoolkit

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FAQs

Common Teleconference 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

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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 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

myfloridamarketplace myfloridamarketplace vendor teleconference series osd matchmaker 11/20/08:...

Documents

vendor registrationpage

vendor registrationimportance

vendor registration

bid opportunities

opportunities information

update accountclick

state agency buyers

vendors excellence