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MyFloridaMarketPlace

MyFloridaMarketPlace / Vendor VIP OverviewJuly 15, 2010

Toll-free conference number: (888) 808-6959Passcode: 9766076#

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Agenda

Welcome / MFMP Overview Vendor Information Portal (VIP) Vendor Registration

Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?

Electronic Invoicing (eInvoicing) 1 Percent Transaction Fee MFMP Communications

E-mail Notifications 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, 2009, 2010) ComputerWorld Laureate 2008

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MFMP Overview

MFMP Overview

MFMP Vendor Benefits

Equal access for 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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MFMP Overview

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What is VIP?

VIP is the State of Florida’s Vendor Information Portal

VIP provides:

An updated look and feel to the state’s previous vendor registration system

Improved information views and navigation

Commodity code keyword search capabilities

Simplified fee reporting

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What is VIP?

What Else is New and Improved…

Automatic VBS notification registration within VIP

All vendors who have elected to participate in Sourcing are now

registered to receive VBS notifications

Improved registration instructions and direction

Contextual help and error messages

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What else is new is VIP?

VIP- A New Look and Feel for Vendors

New login page Summary information on the account landing page

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VIP- A new look and feel

Information Views and Navigation

Drop down options are available for vendors to easily navigate to various areas in the system.

‘Just in time’ help is located throughout the system!

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Information views and navigation

Commodity Code Search

Vendors can enter keywords to conduct searches for applicable commodity codes.

Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue.’

Vendors then add these commodity codes to their account

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Commodity Code Search in VIP

Vendors can search/add/update commodity codes within VIP.

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes.

Registration for commodity codes facilitates vendor notifications of available bid opportunities.

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There is a checkbox that a vendor can use if there is a preference for no commodity codes to be associated with the account.

Registration for commodity codes facilitates notification of available bid opportunities for vendors.

While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes.

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What is VIP?

Having trouble selecting codes in VIP?

Commodity code training aid and searchable Excel document

http://dms.myflorida.com/business_operations/state_purchasing/myflorida_

marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_tools

State Purchasing commodity code catalog

http://dms.myflorida.com/business_operations/state_purchasing/documents

_forms_references_resources/commodity_contractual_services_catalog

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Commodity Code Resources

Simplified Fee Reporting

Returning vendors can log into their account and access their ‘Vendor Summary’ page.

Navigating to the ‘Billing and Collections’ area provides vendors with a view of:

Bill-To contact information

Self-reporting summary (of last three reports)

Consolidated billing invoice (CBI) snapshot (of last three months)

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This provides details of a vendor’s transaction fee reporting and payment account.

Vendors can quickly navigate to:

Submit a report

View Company Summary

View Full CBI History

View Self-Reporting History

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Non- STC vendors may have additional fees to report that were not included as part of a CBI; State term contract (STC) vendors are required to provide monthly reports for payments received.

To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add.’

Pages are simplified with a single field to be completed for fee-eligible payments.

Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated.

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Automated calculation displays the resulting transaction fees due.

The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment.

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Vendor Performance Tracking (VPT)

VPT shows buyers a vendor’s

feedback

VPT assists buyers in making their

purchasing decisions

Vendors see:

Rating Summary

Rating Detail

The Rating Scale that agency customers use when answering survey questions about the vendor’s performance

3.57

7637

8288

3.56

3.61

3.55

3.56

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Vendor Performance Tracking- VPT

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Vendor Registration

Importance of Keeping Accounts 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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Vendor Registration

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Registration Example

MFMP uses vendor information to communicate opportunities and information to vendors

Example #1: Outdated Vendor Information

If the Remit-To address is not updated in the vendor VIP account: Payments from Buyer customers (state agencies) could be

mailed to the incorrect locationPossible delayed delivery or even undeliverable Purchase

Orders (POs)

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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 all day, everyday! https://vendor.MyFloridaMarketPlace.com

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Automated Vendor Password Reset

Vendors are now able to reset their vendor registration password Vendors simply access the MFMP VIP website Click the ‘I forgot my password’ link

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Automated Password Reset

Automated Vendor Password Reset

The system then asks for a username or tax ID, followed by a contact e-mail address listed on the vendor registration account

An e-mail is then sent to that specific e-mail address to verify and complete the updated VIP username / password

Upon verification of the updated vendor password, the password is automatically reset

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Automated Password Reset

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VPT displays vendor’s feedback

VPT assists buyers in making their purchasing decisions

An agency buyer will be requested to complete a survey once a payment

processed through MFMP is paid

Scoring includes four criteria:

Performance to Specifications

Delivery

Invoicing

Customer Service

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In VIP, vendors view:

Rating Summary

Rating Detail

The Rating Scale that agency

customers use when

answering survey questions

about the vendor’s

performance

3.57

7637

8288

3.56

3.61

3.55

3.56

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VPT information for both buyers and vendors is posted online http://dms.myflorida.com/business_operations/state_purchasing/vendor_i

nformation/vendor_performance_tracking_vpt

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VPT feedback is posted monthly on the State Purchasing web site

Take into consideration the number of responses for each vendor

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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 $35,000. https://equote.MyFloridaMarketPlace.com

Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $35,000. https://sourcing.MyFloridaMarketPlace.com/sourcing/

Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, public meeting notices and agency decisions. VBS is also used by vendors to receive notices view and search information. http://vbs.dms.state.fl.us/vbs/notification_new.selection

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Solicitations

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Vendor Registration

Type of Account How often should I check this account?

Where do I go to access this account?

eQuote At least monthly or as new products are offered

https://equote.MyFloridaMarketPlace.com

Sourcing At least monthly or as new products are offered

https://sourcing.MyFloridaMarketPlace.com

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 e-mail 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 Page - 32

Vendor Registration

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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 and converts awarded quotes to a Purchase Order within MFMP https://equote.myfloridamarketplace.com

Step 1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from

Step 2: MFMP notifies selected vendors via e-mail, and delivers the eQuote directly to each vendor's eQuote inbox

Step 3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer

Step 4: The buying agency selects a vendor and issues a purchase order

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eQuote

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eQuote

Main Account Page https://equote.MyFloridaMarketPlace.com Below is a screenshot of theQuote main screen 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

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eQuote

Viewing QuotesViewing Quotes

Within the WORK section you can view any pending quotes awaiting response After handling an eQuote, the supplier can select that quote to Archive

Dept. of Management Services

Dept. of Management Services

State User

State User

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eQuote

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Sourcing

MFMP Sourcing

Online competitive bidding tool

Used to collect bids / responses for formal solicitations (>$35,000); Primary use is for DMS contracts / statewide agreements

DMS is the only agency utilizing the Sourcing tool

Enables 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 VIP account

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Sourcing

Sourcing

https://sourcing.myfloridamarketplace.com

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 Note: “publicuser” does not enable a vendor to bid If a vendor locates a sourcing event they would like to participate in,

but is missing the applicable commodity code, the vendor can add the commodity code to their VIP account

After adding the commodity code, the vendor should contact the MFMP Help desk to be added to the event

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Sourcing

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Solicitations

Enter your Sourcing account username and password

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Sourcing

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Solicitations

Select the agency that is responsible for the Solicitation from the list

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Sourcing

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Let’s take a tour of Sourcing https://sourcing.myfloridamarketplace.com

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Sourcing Demo

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VBS 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

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VBS Benefits

Why should vendors use VBS? Agencies are required by Rule 60A-1.021, F.A.C, to post all bids for

public view in VBS State of Florida guarantees the validity of all bids posted in VBS MFMP vendors receive automatic notification of new bids posted in

VBS• Based on commodity codes

VBS is one of three bidding tools available to MFMP vendors at no charge

• eQuote tool• Sourcing tool

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VBS

VBS Main Page

Select Search Advertisements to search for active solicitations

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VBS

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VBS

TypeCompetitive solicitationsPublic noticesAgency decisions

Agency Number Title Commodity code

13-digit Closed by Date

VBS Search Parameters

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VBS

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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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VBS

Solicitations Summary

Let’s take a tour of VBShttp://vbs.dms.state.fl.us/vbs/notification_new.selection

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VBS Demo

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VBS Helpful Hints

VBS notifications are sent to the VIP main account’s e-mail address and are driven by commodity codes.

Consider creating a general e-mail account as the main contact e-mail address.

• This ensures multiple parties have access to notifications received by the state.

• Easy to forward on internally by region, location or notification type• Eliminates the need to update contact information if an employee

leaves your organization

Make sure commodity codes are up-to-date and accurate• If you offer a new product/service and have not updated the commodity

codes, you could miss out on a bid opportunity.• Missing notifications? Search past bids in VBS and make sure your

account has the commodity codes listed in the advertisement..


Vendors may sign up for eQuote, Sourcing and VBS notifications within their VIP vendor registration account. eQuote and Sourcing have separate usernames and passwords

from the MFMP Vendor Registration account. VBS Notifications will be directed to the main contact in the

vendor’s VIP account.

For assistance with eQuote and Sourcing please contact the MFMP Vendor CSD, [email protected].

For assistance with VBS, contact [email protected]

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Examples Vendor Performance Tracking (VPT) Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get paid?



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eInvoicing

eInvoicing:

Is the presentation of an invoice electronically to agencies for payment Enables vendors to conduct business in a more cost effective way

Did you know?

eInvoices are audited and approved electronically through MFMP Vendors can monitor invoices’ approval flow for tracking Any invoice disputes are returned to vendors electronically Agency payment processing is paperless

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How do I get Paid: eInvoicing

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eInvoicing

When deciding to eInvoice, consider:

How many invoices are created for orders with state agencies in the current fiscal year

See if you are invoicing these agencies on a frequent basis and review

the number of invoices created this calendar year

The cost of time, research, and production of print invoices for your customers

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eInvoicing

Benefits of eInvoicing

Involves printing and mailing efforts Lose tracking control Involves scanning and recreating the invoice and shuffling paper

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Standard Paper Invoicing


Eliminates several activities including courier/mail and scanning processes

Allows for quicker receipt of invoice Invoice can be tracked systematically Improves data accuracy which reduces cycle payment times

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Transaction Fee

Electronic Funds Transfer (EFT-Direct Deposit) When pairing eInvoicing with EFT, a vendor will receive funds

substantially faster

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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How do I get paid: EFT

Transaction Fee

To find out more about EFT, contact the Department of Financial Services (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 history website and look for a pending payment: https://flair.dbf.state.fl.us

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How do I get paid: EFT

Transaction Fee

Automated Clearing House (ACH) Similar to EFT, Debit Automated Clearing House (ACH) is another form of

electronic payment

ACH electronically transfers funds from your bank account to the MFMP account

Vendors can sign up for ACH and pay the 1 percent transaction fee electronically

To have your MFMP vendor transaction fee set up as an ACH: Visit the vendor toolkit http://dms.myflorida.com/vendortoolkit and download

the ACH form for vendors under the MFMP Forms page Complete the form and e-mail it directly to the Department of Management

Services (DMS)

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How do I remit payment: ACH

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Examples Vendor Performance Tracking (VPT) Commodity Codes Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) How do I get Paid?



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Transaction Fee

What is the 1 percent transaction fee?

Chapter 287.057(23), F.S., charged 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 percent transaction fee July 1, 2003, per Rule 60A-1, F.A.C.

Business conducted with the State of Florida outside of MFMP is still subject to the 1 percent transaction fee unless specifically exempt by Rule.

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Transaction Fee

Transaction Fee

Questions about the transaction fee? Transaction fee FAQs

http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_frequently_asked_questions_faqs

Rule 60A-1.031, F.A.C. https://www.flrules.org/gateway/RuleNo.asp?ID=60A-1.031

Transaction fee vendor meeting presentation http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_training_opportunities/mfmp_vendor_meetings/vendor_meeting_presentation_archive

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Transaction Fee

Transaction Fee

The transaction fee funds: MFMP

• 24/7 access to solicitation tools• Electronic notifications via e-mail• Customer Service Desk• Vendor outreach activities

DMS Division of State Purchasing • STC & ACS

DMS Office of Supplier Diversity (OSD) • CBE certifications

DMS IT services for purchasing related functions • VBS• SPURSView

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Transaction Fee

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Email Notifications

MFMP Vendor e-mail notifications MFMP sends e-mail notifications to keep vendors updated on important topics and

information

Common notifications vendors receive include: MFMP general announcements

- [email protected] Fee processing notices and reminders

- [email protected] VendorHelp responses

- [email protected] eQuote / Sourcing / VBS notifications

- [email protected] - [email protected] - [email protected]

To ensure you receive these communications, your VIP e-mail address must be current

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E-mail notifications

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FAQs

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FAQs

FAQ’s

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 number Using an FEIN minimizes 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 www.irs.gov

My organization registered for e-mail notifications, where will they be sent? E-mail notifications are sent to the main contact’s email address designated

in the MFMP VIP account If e-mail notifications need to go to a group of people, we recommend

setting up a group e-mail box and designate the group e-mail as the main contact in VIP

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FAQs

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Resources: Vendor Training Opportunities

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Resources: Vendor Meetings

MFMP vendor meetings are a great way to become familiar with vendor information and resources

The MFMP team hosts free, one-hour interactive meetings

Register online at http://dms.myflorida.com/vendormeetings 8/12/10: 1 Percent Transaction Fee/ Fee Reporting 9/15/10: How to find Business Opportunities 10/14/10: eInvoicing

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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 us at: [email protected] or 1-866-352-3776

For technical questions regarding VBS notifications, please contact [email protected]

General MFMP Contact information: Phone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://MyFloridaMarketPlace.com Hours: Monday – Friday, 8:00 am – 5:30 pm Eastern time

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Resources

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Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 294-3080

F&A Process Analyst


Operations Manager [email protected] (850) 766-7670

Purchasing Process Analyst


Vendor Management Analyst


DMS Division of State [email protected] http://dms.myflorida.com/contracts

(850) 488-8440

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Thank you for your participation today!

Questions?

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