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Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace.

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Presentation on theme: "Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace."— Presentation transcript:

1 Vendor Advisory Group Initial Meeting April 23, 2003 MyFloridaMarketPlace

2 2 Objectives of Today’s Meeting Introduce Vendor Advisory Group Members Provide an overview of MyFloridaMarketPlace Project Background Contract Highlights and Current Status Discuss Vendor Advisory Group Responsibilities Select Next Meeting Date and Time

3 3 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

4 4  Name  Company represented  Position in company  How you do business with the State now Introduction of Members

5 5 Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

6 6  DMS will name the initial chair and vice chair Both serve for 1 year Vice chair not necessarily next chair Group elects new slate in Spring 2004  Role of the Chair and Vice Chair –Chair Preview and suggest additional agenda topics Chair all meetings Be primary liaison to other groups –Vice Chair Serve in the Chair’s absence Serve as the Council Secretary Provide additional liaison activities as needed Roles for the Chair and Vice Chair

7 7 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

8 8 Supporting the Governor’s Priorities  More effective and efficient Government that harnesses the use of technology  Running Florida Government like a Business  Enterprise-wide Initiative  Private Sector Best Practice  Diversifying Florida’s Economy / One Florida  Performance-based Measurement and Accountability  Public / Private Partnerships

9 9 Overview of Florida Re-Engineering Initiatives  Human Resources –People First—Deals with the State’s personnel system, leave and attendance and benefits management  Purchasing –MyFloridaMarketPlace—Will integrate the State’s purchasing activities for all State Buyers and for vendors doing business with the State  Financial Management –FLAIR Replacement—Will replace the State’s legacy accounting and financial system with an integrated enterprise resource planning system Florida has embarked on three major Enterprise Re-engineering Planning efforts

10 10  5 year Contract (signed October 9, 2002)  Major Milestones Pilot (DOT and DMS): Begin Vendor Registration - 03/31/2003 Begin Contracts Loading - 04/28/2003 Begin Transactions - 07/01/2003 Statewide (Initial Users): “Go Live” – 09/2003 through 05/2004  Financial Model No Appropriation Required; Project Paid for by 1% Fee on State Purchase Initial 1% fee funds the LBR for DMS Once LBR is funded, 1% fee funds Accenture Base System Cost MyFloridaMarketPlace Contract Overview MyFloridaMarketPlace Contract Overview

11 11 Goals and Objectives Goals and Objectives:  Implement a single, statewide eProcurement solution enabling electronic buying and selling  Aggregate all Government spending into an efficient buying channel  Leverage new technology and capitalize on best practices  Enable and facilitate the One Florida Program  Generate savings through Strategic Sourcing and process efficiencies Goals and Objectives:  Implement a single, statewide eProcurement solution enabling electronic buying and selling  Aggregate all Government spending into an efficient buying channel  Leverage new technology and capitalize on best practices  Enable and facilitate the One Florida Program  Generate savings through Strategic Sourcing and process efficiencies MyFloridaMarketPlace… Connecting Buyers and Vendors… Expanding Opportunities…

12 12 Current Purchasing Systems Vendor Bid System (Bidding) SPURS (Purchasing) FLAIR SPURS View (Reporting) Manual Process for Matching Web-based Registration Manual Process for Invoicing Agency contract system Agency contract system Agency contract system Agency contract system Agency contract system

13 13 MyFloridaMarketPlace System FLAIR / FLAIR Replacement Registration Purchasing Bidding Contracts Invoicing Matching Reporting

14 14 Receive Order Source Scope of the eProcurement Initiative  Full life cycle of purchasing (requisition to payment of goods and services)  Connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc.  Includes sourcing tools for bids, quotes, auctions and reverse auctions  Integrated with FLAIR financial system Request Pay Approval MyFloridaMarketPlace

15 15 MyFloridaMarketPlace Functions Vendor ToolsBuyer Tools MyFloridaMarketPlace Users Initial Users - Pilots Initial Users - Exec Agencies Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses Agency/ Dept. Contract Vendors Eligible Users – Univ, City, County General Public Small Businesses Vendor search State term contract items Requisitions/Purchase orders Online workflow approvals Informal solicitation (quotes < $25,000) Sealed bids (ITN, ITB, RFx > $25,000, auctions, reverse auctions) Receipt of Goods P-Card Contract development and administration Reports Self registration notification of formal and informal solicitations Online quoting on informal solicitations (< $25,000) Online submission of sealed bids (> $25,000) Electronic purchase order receipt Electronic submission of invoices Catalog creation and updates for State term contracts Reports Business Support and Operations Buyer Help Desk Vendor Help Desk Strategic Sourcing Procurement Assistance Catalog Enablement Training and Education “I want to buy” “I want to sell” BuyersVendors

16 16 MyFloridaMarketPlace Buyers MyFloridaMarketPlace Buyers Initial Users - Pilot 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 Regulation  Agency for Workforce Innovation  Department of Community Affairs  Executive Office of the Governor  Department of Veteran’s Affairs  Department of Management Services Initial Users – Executive Branch Agencies Other Eligible Users  Other State Agencies  Universities/Community Colleges  Other Governments (City, County, etc.)  Legislature  Judicial  State Technology Office

17 17 Communication and Marketing activities, together with an effective sponsorship approach, will help State Buyer and Florida Vendors move up the commitment change curve over time. Unaware Awareness Understanding Fully Informed Involvement Commitment Curve Time Level of commitment Commitment to MyFloridaMarketPlace State Buyers Florida STC Vendors

18 18 Project Status Completed Project Activities  Vendor Communications initiated on 1/10/03.  Vendor forums conducted in February and April (additional sessions planned for May)  Agency Roundtables conducted weekly  Individual Agency Head meetings in progress  Finalized initial State Term Contract loading schedule  Completed Strategic Sourcing interviews with all agencies  Third Party Monitor brought on by DMS  Vendor Registration website live and more than 1,000 vendors registered Upcoming Project Activities  Continue state term contract vendor forums and continue statewide general vendor information sessions  Initiate State Term Contract loading and Vendor Registration  Continue regular Agency Roundtables

19 19 The project will be completed over four phases: Mobilization, Development, Deployment and Operations, all of which include specific milestones. 6 Contract Phase/ActivityMonthOct*-DecJan-MarApr-JunJul-SepOct-DecJan-MarApr-JunJul-SepOct-DecJan-MarApr-JunJul-SepOct-DecJan-DecJan-Oct Mobilization Phase 1 -Program Establishment -Staffing Development Phase Conference Room Pilot -Confirm Requirements -Launch Vendor Reg. Portal Deployment Phase Transition from SPURS Operations Phase Pilot Implementation (DMS&DOT)10 -Bring on Additional Users22 - Online Contract / Catalog Loading 8 Initial Users Live-18 Development Phase Timeline

20 20 General Vendor Information Sessions* Tallahassee, FL 4/15, 5/13, 7/8, 8/12, 9/9 Gainesville, FL 5/6 and 5/8 Ocala, FL 5/7 Orlando, FL 4/8, 4/10, 7/1, 7/2 Lakeland, FL 5/20, 5/22 Tampa, FL 4/30 and 5/1 Clearwater, FL 5/2 Ft. Lauderdale, FL 4/22, 6/17, 6/18 Coconut Creek, FL 4/24 Miami, FL 4/1, 4/2, 4/3, 6/24, 6/26 St. Augustine, FL 5/29 Daytona, FL 5/27, 5/28 Naples, FL 6/4 Ft. Myers, FL 6/3 Pensacola, FL 7/16, 7/17 Panama City, FL 7/22, 7/24 Ft. Walton Beach, FL 7/15 Sarasota, FL 7/31 * April - August 2003 only shown here Jacksonville, FL 5/14, 5/15

21 21 Vendor Forum Technology Surveys Vendor Feedback Forms – Miami and Orlando Sessions (4/1-3, 8, 10)  50% of Feedback Forms received were completed by CMBE/MBE Vendors  The vendors were asked three yes/no technology questions:  Does your business have an internet accessible computer?  Does your business have a fax machine?  Does your business have an address? YES! All of the MBE/CMBE vendors in those sessions who completed feedback forms answered "yes" to all three of the above questions.

22 22 Vendor Feedback Vendor Feedback Forms Overall Impressions: “Easier to do business with the state" “Access to all agencies" “Access to greater opportunities” “New business opportunities“ General Comments: “Excellent opportunity for Small Business” “This will give more opportunities in the bidding process". "It is what the State has been waiting for and will really help end users“ “Great! Where do I sign up?“ “...I think this is the best thing since grits! Hats off to you and your staff.“ “It is going to be wonderful once everyone is aware of it and is mandated to use it."

23 23 Agency Deployment Schedule Agency Deployment Sequencing Criteria  Interest / Willingness to Volunteer  Spend of agency Large spend (> $175 million in spend) Medium spend ($25 million - $175 million in spend) Small spend ($1 million - $25 million in spend)  Size of agency (# of employees)  Percentage spend on State Term Contracts

24 24 Agency Sequence & Timing * Other State Level entities that are eligible users ** Commodities and contractual services transactions 07/03. Working w/ DOT on other spending areas (annual spending total $2,322,890,365) ***These agencies have expressed an interest in adjusting their deployment date or discussing further. DRAFT

25 25 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

26 26 Vendor Advisory Council Role Providing input and feedback to the Project Management Team on:  Needs  Problems  Successes  Effective Practices  Long-term Strategic Objectives  Other Requested Input  Provide leadership in recruiting businesses to MyFloridaMarketPlace  Sponsor and champion MyFloridaMarketPlace initiative by sharing experience

27 27 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

28 28 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda

29 29 Meeting Schedule for Council  Quarterly  At the call of the Chair  Suggested dates: –In conjunction with Florida Government Expo September 24-26, 2003 in Tampa

30 30 Introduction of Members Name Chair and Vice Chair MyFloridaMarketPlace Overview Vendor Advisory Council Role Other Business Meeting Schedule Close Agenda


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