Presentation on theme: "Department of Management Services"— Presentation transcript:
1 Department of Management Services State of FloridaDepartment of Management ServicesOSD Regional MBE WorkshopsJuly 1, June 30, 2004
2 MyFloridaMarketPlace System Overview Vendor Registration IntroductionMyFloridaMarketPlace System OverviewVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions-Welcome everybody and thank you for taking the time to come learn more about the new Statewide E-Procurement initiative.On the agenda today is to give you:An overview of Florida purchasing and how things are done currentlyAnd then overview of e-procurement in general and then talk specifically about how Florida plans to use it2. we will talk about the benefits that it provides to our vendorsWe will demonstrate a new tool called eQuote which will be used to conduct requests for quotesand then we will talk about what the next steps are in this process, specifically vendor registration and then some specifics for term contract vendorsHOW MANY OF YOU ARE TERM CONTRACT vendors? We’ll address what is different for you.and then finally, we want to provide you with the opportunity to ask questions about the service.Our previous sessions have lasted approximately 1 ½ hours, so we hope to be able to wrap up the program by 10:30, and leave the remaining ½ hour for one-on-one questions.
3 IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions
4 What is MyFloridaMarketPlace? MyFloridaMarketPlace is an eProcurement (electronic procurement) systemMyFloridaMarketPlace 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 FloridaMyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicingMany companies and public sector institutions have begun implementing e-procurement as a way to significantly streamline their purchasing processes. Reference points on slideYou can mention the following examples to support the savings and benefits of e-procurement.Data from Ariba Buyers that demonstrate cost and time savings:Processing Costs Reduced - 25% to 80%,Processing Quality Improved - 30% to 60%,Processing Time Decreased - 30% to 60%,On-line eQuotes save a minimum of 10% over traditional means of issuing quotesFlorida saw a great opportunity to realize similar savings by streamlining its business processes through an E-Procurement System.ReceiveOrderSourceRequestPayApproval
5 Governor’s Executive Branch Agencies Who are the Buyers?Governor’s Executive Branch AgenciesDepartment of TransportationDepartment of Management ServicesState Technology OfficeDepartment of EducationDepartment of CitrusDepartment of Law EnforcementDepartment of Military AffairsDepartment of Business & Professional Reg.Agency for Workforce InnovationDepartment of Community AffairsExecutive Office of the GovernorDepartment of Veteran’s AffairsDivision of Administrative HearingsDepartment of Children & FamiliesDepartment of HealthDepartment of CorrectionsDepartment of Juvenile JusticeDepartment of Environmental ProtectionDepartment of RevenueDepartment of LotteryAgency for Health Care AdministrationDepartment of Highway Safety & Motor VehiclesDepartment of Elder AffairsOther Eligible UsersOther State AgenciesEducational InstitutionsOther Governments (City, County, etc.)LegislatureJudicial
6 Vendor BenefitsAll vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology.Access to Untapped BuyersState of the Art ToolsAvailable Customer SupportEnhanced Economic Development Opportunities for Small BusinessReduced Administrative Burdens and Manual ProcessesSaying to yourself –See the process now – looks simple – why should I want to use this systemThree key reasons why you, as a business person, will want to use the system:1. Simplicity – step by step guide andassistance – point and clickfunctionalityAccess – this tool will open newdoors to buyers you aren’t reachingnow – Market placesEfficiency – reduces paper work,cuts time – shortens the cyclebetween PO and paymentSingle point of registration – Vendors register once and information is then available to all State buyers using the system.The system uses state of the art tools (electronic quoting) to provide a consistent and more efficient way of doing business with the State.MyFloridaMarketPlace enhances economic development opportunities for small business by leveling the playing field and increasing access to participating buyersUsing MyFloridaMarketPlace reduces administrative burdens and manual processes– purchase orders can be “flipped” to become invoices without manual interventionService and support is available through online training, communications, a vendor help desk and contract specialists for State Term Contract Vendors
7 IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions
8 Vendor Registration 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 locationsCommodity 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
9 Vendor Registration Login onto www.myflorida.com 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 provideEXPLAIN THE IMPORTANCE OF SELECTING COMMODITY CODES
15 Vendor Registration Selecting Commodity Codes EXPLAIN HOW TO SELECT 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 Registering for eQuote Vendor RegistrationRegistering 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 Registering for eQuote Vendor RegistrationRegistering for eQuoteIf 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 Registering for eQuote Vendor RegistrationRegistering 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 Registering for eQuote Vendor RegistrationRegistering for eQuoteWelcome:Alberta SimmonsJanuary 29, 2004Sharpton Brunson CompanyCheck to ensure your eQuote commodity categories are correct.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.TitleStatusOrganizationSenderResponderDate SentResponse DueFL Terms and Conditions
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 Toll Free 1-866- FLA-EPRO (1-866-352-3776) Customer Service CenterVendor AssistanceFor Assistance with the registration process, please contact MyFloridaMarketPlace Customer ServiceToll Free FLA-EPRO ( )
25 IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions
26 eProcurement Tools eQuote: Solicitations (Sourcing): THERE ARE THREE TOOLS WITHIN MFMPTHAT HELP YOU TO RECEIVE AND RESPOND TO BIDS OPPORTUNITIES FROM THE STATE, INCLUDING THE Equote and Solicitation/Sourcing Tools. THE THIRD TOOL, ELECTRONIC INVOICING WILL NOT BE COVERED IN THIS SESSION.THERE IS ALSO FOURTH, EXISTING TOOL THAT YOU SHOULD ALSO BE FAMILIAR WITH, THE VBS. WE WILL NOT BE DISCUSSING THAT TODAY EITHER, IN AN EFFORT TO FULLY DISCUSS THE MOST IMPORTANT TOOLS eQUOTE AND SOLICITATIONS.REFERENCE POINTS ON THE SLIDE.eQuote:For contracts under $25KEnables vendors to receive and respond to State Agencies’ informal quotesSolicitations (Sourcing):For contracts over $25KEnables vendors to ONLY respond to State Agencies’ formal bidsElectronic Invoicing (PO Flipping)Enables vendors receive electronic purchases orders from State Agencies using MyFloridaMarketPlaceEnables vendors to “flip” a purchase order into an invoiceRequires registration on Ariba Supplier Network
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 buyersBy NameBy CommodityResponses (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 quoteOptional for all vendorsKatie
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 buyerInformal quotes requested by State employees using MyFloridaMarketPlace will be submitted to your organization electronically through an eQuote instead of on paper.If you are included in an eQuote you will be notified via or fax and invited to respond using an online template that allows for declines, substitutions, and alternates by line item.Your organization has an account that you must set up on the eQuote Marketplace. By logging into your account and navigating to your inbox you may view and respond to eQuotes.You may contact the buyer if you need further clarification on an item(s) in the eQuote.If your organization is awarded the eQuote you will receive a purchase order for the item(s) once the buyer completes the requisition and it is fully approved by management.
29 Responding To An eQuote You will receive an notification, with the website linkClick 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 (Formal Bidding/Sourcing) The Sourcing ToolSolicitations(Formal Bidding/Sourcing)Attachment Limit - ? What can be sent online
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 termsUsed 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 requiredCommonly referred to as “Sourcing” or “Formal Bidding”
37 Accessing SourcingLogin to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration.EXPLAIN HOW MFMP USES THE ARIBA SOFTWARE = ARIBA SOURCING
38 Accessing Sourcing Placing Bids - 2 Options 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.PreviewVendors 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.BiddingSelection/ AwardThe event is closed and Purchasing Analyst evaluates all responses.The winning vendor will be notified.Placing Bids - 2 OptionsDirect Method (Online Form)ORExcel Method (Excel Spreadsheet)
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.EXPLAIN THE BUTTONS ON THE FIRST PAGE, INCLUDING: MESSAGE CENER PREFERENCE ( ADDRESS), ETC.
40 Accessing Sourcing Click on the department name link for the bid you wish to viewExample: 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 viewQuestions are asked while a bid is in ‘Preview’ status
42 Accessing Sourcing Preview Bidding Selection/ Award Provides any rules imposed by the buyerNotice that the details of the solicitation are now displayed.The details of that solicitation will be organized into sections.One section provides all the attachments and information related to the solicitation.An items section also exists that will provide you with a list of all the items and detailed descriptions of those items that you will need to respond to.The MyFloridaMarketPlace Sourcing tool refers to all types of solicitations (ITB, RFP, ITN, RFI, RFQ, etc.) as an RFX. You will see references to an "RFX" throughout this system.Lists each line item available for biddingProvides background info on the RFXReviewing Bid InformationVerify that you meet the requirements using “RFX Info” and “Rules” tabsDetermine which items you want to bid onDetermine how you will respond to any questions or terms posed
43 Accessing SourcingThe Clock will show the time remaining to submit a response‘Click’ on the Q&A Board to submit questions electronically regarding a solicitation
44 Preparing A Response in Sourcing PreviewBiddingSelection/ Award 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.
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 Preparing An Excel Sourcing Bid PreviewBiddingExcel MethodOptional Feature – Must see the “Open RFX in Excel” button to useHelpful for large or complex bidsAchieves the same end-result as the Direct MethodSelection/ Award
49 Click to Open RFX in Excel Preparing An Excel Sourcing BidExcel MethodClick the “Open RFX in Excel” buttonExcel Spreadsheet opensPreviewBiddingSelection/ AwardClick to Open RFX in Excel
50 Preparing An Excel Sourcing Bid Excel MethodReview instructions provided on Cover SheetPreviewBiddingSelection/ Award
51 Preparing An Excel Sourcing Bid Excel MethodEnter your bid or response information in the highlighted cell(s)PreviewBiddingSelection/ AwardEnter Response Here
52 Preparing An Excel Sourcing Bid Excel MethodSave File – In the Excel window, select “File” then “Save As”Import Response – Click “Import Response” buttonPreviewBiddingSelection/ AwardClick to Import Response
53 Preparing An Excel Sourcing Bid Excel MethodImport Response (continued) – a) Click “Browse” button to select file name; b) Click “Load Response” button to download file; c) Click “Next” button to proceed.PreviewBiddingSelection/ Award“Browse” Button“Load Response” Button
54 Preparing An Excel Sourcing Bid Excel MethodReview Status Messages – Fix any warnings or errors that appearSubmit or Save Bid – Click “Submit” button to transmit bid immediately or click “Save” button to save bid for later submissionPreviewBiddingClick “Submit” or “Save” buttonSelection/ Award
55 Revising A Submitted Bid in Sourcing 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.
56 SourcingWhen the bidding event reaches closing time, or when the inactivity period is met, the RFX moves to “Pending Selection” statusBuyer reviews the bids and makes awards to one or more vendorsWhen awards have been decided for all items, the RFX moves from the “Pending Selection” status to “Closed” statusWinning vendors are notifiedPreviewBiddingSelection/ Award
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.
62 InvoicingPurchase Order Flip - Vendor can select purchase order and use the line items from the purchase order to create an invoice and submit electronicallyOptional for all vendors, except State Term Contract VendorsSupports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process)Ariba registration required
63 Invoicing Login to Ariba Network Login - Enter your ASN username and passwordKatie
64 InvoicingGo to InboxReview – Review important information to all vendorsInbox – Click on the Inbox link to review new messagesKatie
65 Invoicing Review Purchase Orders Review – Look at the orders you have sent MyFloridaMarketPlace buyersKatie
66 Invoicing Review Purchase Orders Inbox – Select an Order by clicking on the Order numberKatie
67 Invoicing Review Order Detail Review – Confirm information on the PO is correct.Katie
68 Invoicing Review Order Detail Generate Invoice – Click the Generate Invoice link to create invoiceKatie
69 Invoicing Pick Invoice Type Select – Click the Standard Invoice Link Katie
70 Invoicing Quick Entry Form Invoice number is the number used by your internal AR/AP system.This is how you connect your internal record with your MyFloridaMarketPlace invoiceQuick Entry FormComplete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field.Click Review – Click the Review button to see the completed invoice.Katie
71 You can also edit the information on the screen or cancel the invoice InvoicingQuick Entry FormConfirm – Review the invoice to confirm all information is correctSubmit – Click the Submit button to send this to the Agency Account Manager.You can also edit the information on the screen or cancel the invoiceKatie
72 Registering on the Ariba Supplier Network (ASN)
73 Ariba Supplier Network Registration Web-based marketplace offering vendors access to high-volume buyersAriba enables vendors to:Receive purchase orders on-line and view them in your on-line “inbox”Electronically track the status of purchase ordersGenerate electronic invoices via the “P.O. Flip”Register on-lineConfigure their accountRegistration on Ariba is REQUIRED to “flip” a P.O. into an Invoice
74 Ariba Supplier Network Registration Registering for ASN is a 3 step processBasic RegistrationNeed a D-U-N-S numberConfigurationLog in and set up how you want to receive Purchase OrdersBecome a Trading PartnerCall the Vendor Help Desk at FLA-ePro
75 Ariba Supplier Network Registration Ariba Supplier Network (ASN) – Basic RegistrationRequirements for Basic Registration:User Name and Password (You Create)addressD-U-N-S Number (Data Universal Numbering System)Nine digit number issued by Dun & Bradstreet. Used by many state and local governments for tracking purposesRequesting a D-U-N-S Number is freeCall and let them know you are doing business with the state of Florida
76 Ariba Supplier Network Registration Register for Ariba at
89 Ariba Supplier Network Registration Select your Ordering MethodcXMLFaxEDI 850EDIFactOnline InboxThen click the Next button
90 Ariba Supplier Network Registration Select your Ordering Method when there are attachments:cXMLOnline InboxClick the OK button
91 Ariba Supplier Network Registration Decide if you will accept change ordersSelect your Ordering Method for Change/Cancel OrdersClick the OK button
92 Ariba Supplier Network Registration Decide if you will accept Non-Catalog OrdersClick the OK button
93 Ariba Supplier Network Registration Confirm your Order Routing choices and then click the Submit button
94 Ariba Supplier Network Registration Become a State of Florida Trading PartnerStep 3: Trading Partner1) Call the Vendor Help Desk1-866-FLA-ePro2) 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
95 IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions
97 Registering In VBS 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.
98 Registering In VBSLog onto “Business” link, and click on “Doing Business with State“ link or the “more” link
99 Registering In VBSUnder “Everything for Vendors and Customers select “Vendor Bid System (VBS)”
100 Registering In VBSClick on “Electronic Notifications”
101 Registering In VBSUnder “Add Notification”, Select “F” or “S” and enter both your Vendor Identification Number and Sequence Number.
102 Registering In VBSIf you do not know your Vendor Identification Number and Sequence Number, click the “Search for vendor to add” link.
103 Registering In VBSEnter your company’s name and applicable state, then click the “Execute Search” button
104 Registering In VBSAfter entering the search criteria and clicking the “Execute Search” button, the Vendor Identification Number and Sequence Number are providedAfter obtaining the Vendor Identification Number and Sequence Number, Click “Go Back” return to the main VBS screenSmith and SonsTallahassee123 Main Street101
105 Registering In VBS (1) (2) Under “Add Notification”, enter these numbers and click the “Use This Vendor” buttonAfter obtaining the Vendor Identification Number and Sequence Number, return to the main VBS screen.Under “Add Notification”, enter these numbers and click the “Use This Vendor” button.Add Notification(1)101(2)
106 Registering In VBS To complete the process, enter your Name Phone NumberAddressClick the “Save Vendor Info” button101Smith and SonsTo complete the VBS registration process, enter yourNamePhone NumberAddressThen click the “Save Vendor Info” button.123 Main StreetTallahassee, FL 32301
107 Registering In VBSIf you have completed everything correctly, you will receive the following messageIf you have completed everything correctly, you will receive the following message.
108 Summary Register for MyFloridaMarketPlace URL https://marketplace.myflorida.comIncludes CMBE, eQuote/Sourcing registration, and Vendor TrainingMyFloridaMarketPlace Customer ServiceToll Free FLA-EPRO ( )
109 IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsThe Vendor Bid SystemQuestions