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State of Florida Department of Management Services OSD Regional MBE Workshops July 1, 2003 - June 30, 2004.

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Presentation on theme: "State of Florida Department of Management Services OSD Regional MBE Workshops July 1, 2003 - June 30, 2004."— Presentation transcript:

1 State of Florida Department of Management Services OSD Regional MBE Workshops July 1, June 30, 2004

2 Introduction MyFloridaMarketPlace System Overview Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

3 Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

4 What is MyFloridaMarketPlace?  MyFloridaMarketPlace is an eProcurement (electronic procurement) system  MyFloridaMarketPlace covers the full life cycle of purchasing (from requisition to payment)  MyFloridaMarketPlace connects buyers and vendors through the electronic exchange of catalogs, quotes, bids, purchase orders, invoices, etc.  MyFloridaMarketPlace includes all purchases made with the State of Florida  MyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicing Receive Order Source Request Pay Approval

5 Governor’s Executive Branch Agencies  Department of Transportation  Department of Children & Families  Department of Health  Department of Corrections  Department of Juvenile Justice  Department of Environmental Protection  Department of Revenue  Department of Lottery  Agency for Health Care Administration  Department of Highway Safety & Motor Vehicles  Department of Elder Affairs  Department of Education  Department of Citrus  Department of Law Enforcement  Department of Military Affairs  Department of Business & Professional Reg.  Agency for Workforce Innovation  Department of Community Affairs  Executive Office of the Governor  Department of Veteran’s Affairs  Division of Administrative Hearings  Department of Management Services Other Eligible Users  Other State Agencies  Educational Institutions  Other Governments (City, County, etc.)  Legislature  Judicial Who are the Buyers?  State Technology Office

6  Access to Untapped Buyers  State of the Art Tools  Available Customer Support  Enhanced Economic Development Opportunities for Small Business  Reduced Administrative Burdens and Manual Processes All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology. Vendor Benefits

7 Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

8 Registration – What You Need Company name Tax ID type and number – Social Security Number (SSN) or Federal Employer Identification Number (FEIN) Tax filing information – Including the business name on your 1099 tax form (if applicable) Location information: A business name for each company location (if different from the company name) A complete address for each location (including details for sending purchase orders, payments, and bills to each location) A contact person for each of your locations Commodity codes — Codes describing the products and/or services your company provides. The State will communicate informal and formal bidding information to you based on the commodity codes you select. If you do not know your commodity codes, you can search for them during registration. CMBE (Certified Minority Business Enterprises) information (if applicable) State-issued sequence number and PIN- Call MyFloridaMarketPlace Customer Service Helpdesk at FLA-ePRO ( ) to obtain this information Vendor Registration

9 Login onto Select the “MyFloridaMarketPlace / e-Pro” link under “Doing Business with the State” Click “Online Vendor Registration” link

10 Vendor Registration Go To “New Vendor Registration” Enter information and click “Register”

11 Vendor Registration Steps to complete the registration are listed on the left side of the screen. You must complete each of these sections to successfully complete registration.

12 Vendor Registration CMBE Certification Click the Florida Office of Supplier Diversity Eligibility Criteria link to view the eligibility criteria prior to making your MBE selections.

13 Vendor Registration CMBE Certification The system defaults to “I am not seeking Minority Business Certification” Select the designation that best fits the desired designation for your company

14 Vendor Registration Selecting Commodity Codes Commodity Codes are used by buyers to identify the product/services vendors provide

15 Vendor Registration Selecting Commodity Codes

16 Vendor Registration Registering for Solicitations The purpose of the Solicitations page is to determine whether you would like the opportunity to participate in formal bidding (over $25,000) Solicitations is also commonly referred to as “Sourcing” The page is automatically defaulted to “No, I do not want to participate in electronic solicitations”

17 Vendor Registration Registering for eQuote Vendors are able to indicate whether they want to participate in eQuote (informal bidding) Click on “I want to participate in eQuote.”

18 Vendor Registration Registering for eQuote If you elect to participate in eQuote You will be taken to the eQuote Registration page. You will need to select who will be the contact for eQuotes. If the contact person is not listed, go back to the Locations/ Contacts Screen and add the desired contact information.

19 Vendor Registration Registering for eQuote Select the location for the Main Contact Person. Organizations with multiple locations need to select the location for the eQuote Main Contact person by clicking on the drop down box Click Submit The eQuote contact person selected will receive an within 24 business hours with your company's Username and Password, and the link to access the eQuote account -

20 Vendor Registration Registering for eQuote Login in using the username and password contained in the eQuote Activation The first time you login, you will be prompted to change your password

21 Welcome: Alberta Simmons January 29, 2004 Sharpton Brunson Company Work Trail: This list contains eQuotes awaiting your response. Select an eQuote to review by clicking on the Title. From there you may review details of the eQuote request and submit your response. Note that eQuotes marked RUSH require response within 4 business hours. Title StatusOrganization Sender ResponderDate SentResponse Due FL Terms and Conditions Check to ensure your eQuote commodity categories are correct. Vendor Registration Registering for eQuote

22 Vendor Registration Terms of Use The last step in the registration process is to read and accept the MyFloridaMarketPlace Terms of Use You must "Accept" the terms to be considered a registered vendor with the State of Florida

23 Vendor Registration Click the Registration Summary link, to see your entire registration record Print out a copy of your registration for your records Click Logout, when finished

24 Vendor Assistance For Assistance with the registration process, please contact MyFloridaMarketPlace Customer Service Toll Free FLA-EPRO ( ) Customer Service Center

25 Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

26 eQuote: For contracts under $25K Enables vendors to receive and respond to State Agencies’ informal quotes Solicitations (Sourcing): For contracts over $25K Enables vendors to ONLY respond to State Agencies’ formal bids Electronic Invoicing (PO Flipping) Enables vendors receive electronic purchases orders from State Agencies using MyFloridaMarketPlace Enables vendors to “flip” a purchase order into an invoice Requires registration on Ariba Supplier Network eProcurement Tools

27 The eQuote Tool Used for requests for informal quotes Replaces more manual quoting processes (phone, fax, paper catalogs) Vendors are invited to respond by buyers By Name By Commodity Responses (quotes) are submitted electronically Quote the buyer's item request as is Quote a substitute item Quote an alternate item Add additional items to the quote Decline the entire quote Optional for all vendors

28 The eQuote Tool The State will submit informal quote requests to vendors electronically by either or fax Vendors can only respond using the online template Vendors may contact the buyer for further clarification about an item(s) in the eQuote requisition If awarded the eQuote, the Vendor(s) will receive a purchase order for the item(s) from the buyer

29 Responding To An eQuote  You will receive an notification, with the website link  Click on the link and login to your eQuote account

30 Responding To An eQuote The inbox is displayed with all eQuote requests submitted to you Click on the eQuote Title link to view all the details of the eQuote and to respond

31 Responding To An eQuote Scroll down to begin entering your response to the eQuote.

32 Responding To An eQuote Click on all of the pertinent boxes and enter the requested information Once you enter a Unit Price for an item, the Extended Price (Unit Price x Qty) will be automatically calculated and entered for you

33 Responding To An eQuote Step 2 - Review the entirety of your quote

34 Responding To An eQuote To make changes to your response at this time, click the Edit button. To remove everything you entered in your response, click the Discard Changes button. To save your response without submitting it to the buyer, click the Save As Draft button. To submit your response to the buyer, click the Submit button.

35 The Sourcing Tool Solicitations (Formal Bidding/Sourcing)

36 What is the Solicitation / Sourcing Tool? The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms Used for formal bids only (Bids over $25,000) Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal) Internet connectivity required Commonly referred to as “Sourcing” or “Formal Bidding”

37 Login to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration. Accessing Sourcing

38 Placing Bids - 2 Options Direct Method (Online Form) OR Excel Method (Excel Spreadsheet) Preview Bidding Selection/ Award Accessing Sourcing Vendors prepare to participate in the bidding event by reviewing requirements, terms and attachments. Vendors can download and complete appropriate documents, and submit questions via Q&A Board. Vendors download and complete appropriate documents, prepare responses, upload requested documents (if any), and submit final responses. Vendors can revise responses, if necessary, any time during Open for Bidding period. The event is closed and Purchasing Analyst evaluates all responses. The winning vendor will be notified.

39 Accessing Sourcing The first page you will see after you login is the RFX List page. The RFX List page provides a list of State of Florida agencies. Next to each agency there is a number, indicating how many formal solicitations are currently posted for viewing and/or responding.

40 Accessing Sourcing Click on the department name link for the bid you wish to view Example: The Department of Management Services

41 Accessing Sourcing RFX List has all the current events existing for the selected Agency Note the RFX Status & Time Remaining is available for you to view Questions are asked while a bid is in ‘Preview’ status

42 Accessing Sourcing Reviewing Bid Information Verify that you meet the requirements using “RFX Info” and “Rules” tabs Determine which items you want to bid on Determine how you will respond to any questions or terms posed Preview Bidding Selection/ Award Provides background info on the RFX Lists each line item available for bidding Provides any rules imposed by the buyer

43 ‘Click’ on the Q&A Board to submit questions electronically regarding a solicitation The Clock will show the time remaining to submit a response Accessing Sourcing

44 Preparing A Response in Sourcing When a solicitation is in "Open for Bidding" status, vendors have the ability to formulate and submit electronic responses or bids. In the next section, you will learn how to enter your electronic response and submit it to the agency. Preview Bidding Selection/ Award

45 Preparing A Response in Sourcing Step 2 Enter your quoted prices for the items listed in the solicitation.

46 Preparing a Response in Sourcing Using the “Direct Method” simply click on the item and enter the requested value, by clicking on the fields. Example: You need to enter your price for the item by clicking in the Price field.

47 Preparing a Response in Sourcing Depending on how the agency sets up the bid, you may enter information in addition to the actual pricing information, a description or an attachment.

48 Excel Method Optional Feature – Must see the “Open RFX in Excel” button to use Helpful for large or complex bids Achieves the same end-result as the Direct Method Preview Bidding Selection/ Award Preparing An Excel Sourcing Bid

49 Excel Method 1.Click the “Open RFX in Excel” button 2.Excel Spreadsheet opens Click to Open RFX in Excel Preview Bidding Selection/ Award Preparing An Excel Sourcing Bid

50 Preview Bidding Selection/ Award Excel Method 3.Review instructions provided on Cover Sheet Preparing An Excel Sourcing Bid

51 Excel Method 4.Enter your bid or response information in the highlighted cell(s) Enter Response Here Preview Bidding Selection/ Award Preparing An Excel Sourcing Bid

52 Excel Method 5.Save File – In the Excel window, select “File” then “Save As” 6.Import Response – Click “Import Response” button Click to Import Response Preview Bidding Selection/ Award Preparing An Excel Sourcing Bid

53 “Browse” Button “Load Response” Button Preview Bidding Selection/ Award Excel Method 6.Import Response (continued) – a) Click “Browse” button to select file name; b) Click “Load Response” button to download file; c) Click “Next” button to proceed. Preparing An Excel Sourcing Bid

54 Excel Method 7.Review Status Messages – Fix any warnings or errors that appear 8.Submit or Save Bid – Click “Submit” button to transmit bid immediately or click “Save” button to save bid for later submission Preview Bidding Selection/ Award Click “Submit” or “Save” button Preparing An Excel Sourcing Bid

55 The My Response tab allows you to view all versions of your submitted bid. Each time a bid or revised bid is submitted, a system- generated ID is assigned. The original bid will show that the bid has been "Replaced". To view the original version, simply click on the ID link. Revising A Submitted Bid in Sourcing

56 When the bidding event reaches closing time, or when the inactivity period is met, the RFX moves to “Pending Selection” status Buyer reviews the bids and makes awards to one or more vendors When awards have been decided for all items, the RFX moves from the “Pending Selection” status to “Closed” status Winning vendors are notified Preview Bidding Selection/ Award Sourcing

57 Preparing A Response In Sourcing Step 3 The Summary page is the final step before submitting the response to the agency. Review the details of your response under the RFX Info and Items Tabs.

58 Preparing A Response In Sourcing Remember to go back to the RFX page to review the attachments you added to your response. At this point you can Save your document and come back to it or you can click the Submit button to submit your bid/response to the agency. Note: Once you submit a bid, it can be revised, but it cannot be systematically withdrawn.

59 Preparing A Response In Sourcing Once you click Submit, you will taken to the Agreement page. Read this information carefully prior to clicking the OK button. A bid can be revised as many times as needed, as long as the status of the bid is "Open for Bidding.”

60 Revising A Submitted Bid in Sourcing Once you submit a bid, a new button will appear at the top of the page - Revise Response. You can view your entire response and make any necessary changes. The agency will only see the most current version of your bid.

61 Electronic Invoicing and Registering for Ariba

62 Invoicing Purchase Order Flip - Vendor can select purchase order and use the line items from the purchase order to create an invoice and submit electronically Optional for all vendors, except State Term Contract Vendors Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process) Ariba registration required

63 Login to Ariba Network 1.Login - Enter your ASN username and password Invoicing

64 Go to Inbox 1.Review – Review important information to all vendors 2.Inbox – Click on the Inbox link to review new messages Invoicing

65 Review Purchase Orders 1.Review – Look at the orders you have sent MyFloridaMarketPlace buyers Invoicing

66 Review Purchase Orders 1.Inbox – Select an Order by clicking on the Order number Invoicing

67 Review Order Detail 1.Review – Confirm information on the PO is correct. Invoicing

68 Review Order Detail 1.Generate Invoice – Click the Generate Invoice link to create invoice Invoicing

69 Pick Invoice Type 1.Select – Click the Standard Invoice Link Invoicing

70 Quick Entry Form 1.Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field. 2.Click Review – Click the Review button to see the completed invoice. Invoice number is the number used by your internal AR/AP system. This is how you connect your internal record with your MyFloridaMarketPlace invoice Invoice number is the number used by your internal AR/AP system. This is how you connect your internal record with your MyFloridaMarketPlace invoice Invoicing

71 Quick Entry Form 1.Confirm – Review the invoice to confirm all information is correct 2.Submit – Click the Submit button to send this to the Agency Account Manager. You can also edit the information on the screen or cancel the invoice Invoicing

72 Registering on the Ariba Supplier Network (ASN)

73 Ariba Supplier Network Web-based marketplace offering vendors access to high-volume buyers Ariba enables vendors to: – Receive purchase orders on-line and view them in your on-line “inbox” – Electronically track the status of purchase orders – Generate electronic invoices via the “P.O. Flip” – Register on-line – Configure their account Registration on Ariba is REQUIRED to “flip” a P.O. into an Invoice Ariba Supplier Network Registration

74 Registering for ASN is a 3 step process Basic Registration – Need a D-U-N-S number Configuration – Log in and set up how you want to receive Purchase Orders Become a Trading Partner – Call the Vendor Help Desk at FLA-ePro Ariba Supplier Network Registration

75 Ariba Supplier Network (ASN) – Basic Registration Requirements for Basic Registration: User Name and Password (You Create) address D-U-N-S Number (Data Universal Numbering System)  Nine digit number issued by Dun & Bradstreet. Used by many state and local governments for tracking purposes  Requesting a D-U-N-S Number is free  Call and let them know you are doing business with the state of Florida Ariba Supplier Network Registration

76 Register for Ariba at

77 Ariba Supplier Network Registration Step 1: Basic Registration

78 Ariba Supplier Network Registration A wizard will guide you through the registration process. * indicate fields are required to be filled out.

79 Ariba Supplier Network Registration The company information will be visible to all purchasers using ASN

80 Ariba Supplier Network Registration

81 Enter the “Account Administrator Information”, which includes setting up a Username and Password

82 Ariba Supplier Network Registration

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84

85

86 Step 2: Configuration Ariba Supplier Network Registration

87 To configure your account: 1)Log into Ariba with you username and password 2)Click the Configuration link To configure your account: 1)Log into Ariba with you username and password 2)Click the Configuration link Ariba Supplier Network Registration Step 2: To configure your account: Click the Configuration link

88 Ariba Supplier Network Registration

89 Select your Ordering Method 1)cXML 2)Fax 3) 4)EDI 850 5)EDIFact 6)Online Inbox Then click the Next button

90 Select your Ordering Method when there are attachments: 1)cXML 2) 3)Online Inbox Click the OK button Ariba Supplier Network Registration

91 Decide if you will accept change orders Select your Ordering Method for Change/Cancel Orders Click the OK button Ariba Supplier Network Registration

92 Decide if you will accept Non-Catalog Orders Click the OK button Ariba Supplier Network Registration

93 Confirm your Order Routing choices and then click the Submit button Ariba Supplier Network Registration

94 1) Call the Vendor Help Desk FLA-ePro 2) Tell them that you would like to be a Trading Partner with the State of Florida - They will create the relationship in Ariba Admin - They will add your Ariba number to your registration so that your purchase orders will be routed through the Ariba Network Become a State of Florida Trading Partner Step 3: Trading Partner Ariba Supplier Network Registration

95 Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions

96 Registering on the Vendor Bid System

97 Vendor Bid System (VBS) State system that notifies vendors about formal bids via (bids over $25,000). Must register to receive notifications. Registration is free. Registration requires a Vendor Identification Number and Sequence Number. Your Vendor Identification Number is your Federal Tax ID Number or Social Security Number. Your sequence number is assigned to you. Registering In VBS

98 Log onto “Business” link, and click on “Doing Business with State“ link or the “more” link

99 Registering In VBS Under “Everything for Vendors and Customers select “Vendor Bid System (VBS)”

100 Click on “Electronic Notifications” Registering In VBS

101 Under “Add Notification”, Select “F” or “S” and enter both your Vendor Identification Number and Sequence Number.

102 Registering In VBS If you do not know your Vendor Identification Number and Sequence Number, click the “Search for vendor to add” link.

103 Registering In VBS Enter your company’s name and applicable state, then click the “Execute Search” button

104 Registering In VBS Main Street Tallahassee Smith and Sons After entering the search criteria and clicking the “Execute Search” button, the Vendor Identification Number and Sequence Number are provided After obtaining the Vendor Identification Number and Sequence Number, Click “Go Back” return to the main VBS screen

105 Registering In VBS Add Notification Under “Add E- mail Notification”, enter these numbers and click the “Use This Vendor” button (1) (2)

106 Registering In VBS To complete the process, enter your 1)Name 2)Phone Number 3) Address Click the “Save Vendor Info” button Smith and Sons 123 Main Street Tallahassee, FL 32301

107 If you have completed everything correctly, you will receive the following message Registering In VBS

108 Summary Register for MyFloridaMarketPlace URL https://marketplace.myflorida.comhttps://marketplace.myflorida.com Includes CMBE, eQuote/Sourcing registration, and Vendor Training MyFloridaMarketPlace Customer Service Toll Free FLA-EPRO ( )

109 Introduction Overview of MyFloridaMarketPlace Vendor Registration How To Use the eProcurement Tools The Vendor Bid System Questions


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