MyFloridaMarketPlace How to do Business with the State of Florida PTAC Conference: May 26, 2010

 Welcome / Who we are  What are some of your expectations?  What do you hope to learn?  Ask questions as we go!  All of today’s materials are available online via the DMS MFMP website  Doing Business with the State

 The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state  Dedicated to building strong relationships with all state agencies, local governments and vendors  State Purchasing also promotes fair and open competition in the state's procurement process  Division of State Purchasing maintains and develops State Term Contracts (STC)  Mandatory for state agencies  Optional for other eligible users (OEUs) -Universities, cities, counties, water management districts, etc.  Under State Purchasing, the MyFloridaMarketPlace (MFMP) system is the online procurement system for agency buyers and state vendors 3 Division of State Purchasing: Overview

Page - 4 MFMP Overview  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 (NIGP)  Achievement for Excellence in Procurement ( )  ComputerWorld Laureate 2008  Per Rule 60A F.A.C., and Chapter , F.S., all vendors must register in MFMP to do business with the state  But there’s a lot more to consider!

 Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 5 Agenda

Doing Business with the State Register with IRS DOR DOS DFS Register with Florida agencies Register with MFMP DBPR DOACS DFS DOH Obtain correct Licensing/Insurance  To conduct business in Florida, a vendor must register/obtain licenses with particular state agencies Page - 6 Getting Started

 Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 7 Agenda

Getting Started  When registering to do business with the state, it is strongly recommended to use a Federal Employer Identification Number (FEIN)  One can be obtained at no cost through the Internal Revenue Service (IRS)  Using an FEIN minimizes the risks to personal financial information associated with the use of a social security number  How to apply for an FEIN   IRS Business & Specialty Tax Line at (800) Page - 8 Register with the IRS

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 9 Agenda

Department of Revenue  Businesses engaging in taxable activity are required to register with Department of Revenue (DOR)  Examples of taxable activity include retail sales, tourism and recreation, and auto industry activities  To register to report taxable activity:  Basic Information Required:  Full name, social security number, home address and telephone number, and driver license number of the business owner  Physical and mailing address of the business entity  Date of incorporation  Florida corporate document/registration number Page - 10 Department of Revenue (DOR)

Department of Revenue  The sales / tax certificate number is available three business days after completing registration  If you need assistance in determining whether you are required to register, call Taxpayer Services at  Information is also available online at Page - 11 Department of Revenue (DOR)

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 12 Agenda

Department of State  All corporations must file annually with the Department of State (DOS) Division of Incorporation  Failure to file an annual report may result in:  Administrative dissolution of the corporation and  Revocation of authorization to transact business as a corporation in Florida  You can file for you corporation online at  Annual fee is $150 Page - 13 Department of State (DOS): Incorporation

Department of State  Basic information requirements:  Name of corporation  Address of the principal office  Total number of shares that can be outstanding at one time  Name and address of the Florida Registered Agent  Signed statement accepting the appointment as Registered Agent  Name and address of incoporator  Signature Page - 14 Department of State (DOS)

Department of State  Fictitious names must also be filed with the Division of Incorporation  A fictitious name is a name under “which a person transacts business in this state, other than “the person's legal name” and are valid for five years  You can file for a fictitious name online  The registration posts within 24 to 48 hours of submission  Acknowledgement will be mailed to the mailing address  Filing Fee to register a fictitious name is $50.00 Page - 15 Department of State (DOS): Fictitious Names

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 16 Agenda

Department of Financial Services  Vendors must file a W-9 with the Department of Financial Services (DFS)  Failure to do so could result in the delay of payments for services  The W-9 form is available online at  Questions? Contact the DFS W-9 Section at (850) Page - 17 Department of Financial Services (DFS)

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQs / Wrap-Up! Page - 18 Agenda

MyFloridaMarketPlace  MyFloridaMarketPlace (MFMP) is the state’s online purchasing system, connecting state agencies with registered vendors  30+ state agencies and more than 120,000 vendors use MFMP  MFMP offers tools to help do business with the state:  Solicitation notification  Customer Service Desk (CSD)  eInvoicing (electronic invoicing)  Vendors doing business with the state are required to register with MFMP  Register online at Page - 19 MyFloridaMarketPlace

  Information required:  Company Name  FEIN  Business Designation  Tax filing information  Address  Contact person  Commodity codes that describe your products and/or services  CBE information (Certified Business Enterprise) designation Page - 20 MyFloridaMarketPlace: Registration Requirements

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 21 Agenda

 Certain businesses must be licensed by DBPR Examples of Business and Professional industries regulated by DBPR ArchitectsConstruction IndustryLandscape Architects Asbestos Contractors and Consultants CosmetologyReal Estate Athlete AgentsElectrical and Alarm ContractorsSurveyors and Mappers BarbersEmployee Leasing CompaniesTalent Agencies Building Code Administrators & Inspectors GeologistsVeterinary Medicine Certified Public AccountsHarbor PilotsAlcoholic Beverages and Tobacco Community Association ManagersInterior DesignersPari-Mutuel Wagering Condominiums and CooperativesTimesheetsMobile Homes Hotel and RestaurantsYacht and Ships Page - 22 Dept of Business & Professional Regulation (DBPR)

Department of Business and Professional Regulation  All DBPR licensing applications are available online  =intentions2.asp&SID =intentions2.asp&SID  DBPR’s customer contact center  (Monday - Friday, 8 a.m. to 6 p.m. EST) Page - 23 Dept of Business & Professional Regulation (DBPR)

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 24 Agenda

Department of Agriculture and Consumer Services  Certain services are regulated by the Department of Agriculture and Consumer Services (DOACS) Page - 25 Examples of Regulated Programs Business OpportunitiesMotor Vehicle Report Charitable OrganizationsMoving, Interstate Dance StudiosPawn Shops Do Not Call (Florida)Telemarketing Game Promotion/SweepstakesSellers of Travel Health Studios Dept of Agriculture & Consumer Services (DOACS)

Department of Agriculture and Consumer Services  DOACS provides valuable information about licensing requirements for regulated programs  Page - 26 Department of Agriculture and Consumer Services Dept of Agriculture & Consumer Services (DOACS)

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 27 Agenda

Department of Financial Services  The DFS’ Bureau of Compliance is responsible for ensuring that employers obtain appropriate workers’ compensation insurance coverageBureau of Compliance  Who Needs Coverage:  Construction Industry: An employer in the construction industry who employs one or more part or full-time employees  Non-Construction Industry: An employer in the non-construction industry, who employs four or more part or full-time employees  Agricultural Industry: Agricultural employers with five or more regular employees and/or 12 or more seasonal employees, who work for more than 30 days Page - 28 Department of Financial Services (DFS)

Department of Financial Services  Contact a Florida-licensed insurance agent to obtain Worker’s Compensation  If you are unable to obtain coverage through the private insurance market, they may contact the Florida Workers' Compensation Joint Underwriting Association (FWCJUA) at (941) Florida Workers' Compensation Joint Underwriting Association  To verify licensure call MY-FL-CFO ( ) Page - 29 Department of Financial Services (DFS)

Department of Financial Services  DFS issues licenses for insurance agents and adjusters  Additional information can be found online at Page - 30 Department of Financial Services (DFS)

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 31 Agenda

Department of Health  Department of Health (DOH) Division of Medical Quality Assurance (MQA) determines whether health care practitioners meet minimum licensure requirements  A complete list and specific licensure requirements can be found online at Examples of DOH Regulated Professions and Facilities Certified Nursing Assistants Chiropractic Medicine Dental HygieneDental LabDentistry Emergency Medical Technician Hearing Aid Specialist Medical Physicists Medical and Health Counseling Nursing Occupational Therapy Optical Establishments ParamedicsPharmaciesPhysical Therapy Page - 32 Department of Health

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 33 Agenda

Business Opportunities with the State  Contact an agency purchasing officer  Through the myflorida.com portal you can find every state agency’s website  An agency purchasing officer list is available at:  Many agencies rely on MFMP as a source for vendors when issuing competitive solicitations/informal quotes  Commodity codes selected in your MFMP account identify the products/services you provide Page - 34 Business Opportunities with the State

Page - 35 Solicitation Notification Tools  eQuote is the tool which vendors use to respond to quote requests from the State of Florida less than $25,000   Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations more than $25,000   Vendor Bid System (VBS) is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions  Solicitation Notification Tools

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 36 Agenda

Transparency  Transparency is important to Florida  Governor Charlie Crist issued Executive Order 07-01, which created the Office of Open Government and promotes transparencyExecutive Order  Each agency has identified an Open Government contact  An Open Government Contact will be able to assist you in conducting public records requests Page - 37 Transparency

 SPURSView is a public portal  Offers insight into agency purchasing activities  Contains a search for commodity codes  Allows for searches for Certified Business Enterprises (CBEs) 38 Transparency: SPURSView

Transparency  SPURSView is located at /spurs/SPURS.po_search.crite ria /spurs/SPURS.po_search.crite ria  Enter in the appropriate search criteria and execute your search Page - 39 Transparency: SPURSView

Transparency  Click on any of the links for detailed information about the purchase Page - 40 Transparency: SPURSView

 Now, let’s take a tour of SPURSView and perform a search. We’ll review:  Commodity code searches  Purchase Order (PO) information  Transparency: SPURSview

 DMS Division of State Purchasing negotiates and maintains all state term contracts (STC), state purchasing agreements (SPA) and alternate contract sources (ACS)  Agencies are required to use these contracts for all applicable purchases  A listing of all STC, SPA, and ACS is available online   Contract manager contact information  Expiration date  Vendor information  Florida Climate-Friendly Preferred Products List (FCFPPL) Page - 42 Transparency: State Term Contracts/Agreements

Page - 43 Transparency:

Page - 44 Transparency:

Transparency  A few agencies post contracts online:  Department of Revenue  Department of Financial Services  Department of Corrections Page - 45 Transparency: Agency-Specific Contracts

 DOT posts opportunities that will be procured under Chapter 337 Florida Statutes (road construction, maintenance, etc.) Page - 46 Business Opportunities Transparency: Business Opportunities

Department of Financial Services  DFS has an online tool which allows provides transparency into payments issued by the state: Page - 47 Transparency: Florida’s Checkbook

Transparency  FLAIR maintains all records online for payments issued from the state  Information is updated daily  Must use FEIN or SSN  Page - 48 Transparency: FLAIR Payment History website

Agenda  Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap-Up! Page - 49 Agenda

 Develop a comprehensive marketing plan  Know your audience (i.e. government or private industry)  Who buys your products or services?  How often do they buy your brand of products or services?  When do they buy your products or services? How much do they buy?  Do your homework: Research the market on a regular basis  Visit DMS websites regularly STC, ACS, SPA MFMP training VIP vendor registration  Attend DMS/MFMP workshops and trainings  Partner, team or joint venture when possible Page - 50 Resources: General Tips

 Vendor meetings are a great way to become more familiar with MFMP, responding to bids, searching for bids, or just staying updated with what’s new  Join us for monthly, online meetings via WebEx  Meetings are free of charge  Register at Page - 51 Resources: Vendor Meetings

52 Resources: Responding to Bids  The instructions for preparing a bid response will vary based on the solicitation type (ITB, RFP, or ITN)  Respondents should review the instructions with the evaluation criteria established in the solicitation to ensure that all critical elements are addressed  Provide a professional looking response  If there are questions, contact the agency solicitation contact listed in the actual solicitation  Utilize the checklist provided in the solicitation to confirm compliance with the basic requirements  Allow enough time to have someone in your organization review the proposed response (preferably someone not associated with the preparation)

Common Pitfalls  Submission of incomplete or unsigned documents  Exceeding established page limits for response  Not participating in mandatory meeting/site visit  Relying on information that is ‘heard’ rather than getting the information is writing from the solicitation owner  The most common pitfall is not allowing enough time to prepare and submit the bid 53 Resources: Responding to Bids

Resources Page - 54 Resources: Contact Information For technical questions concerning MFMP or the registration process, contact the MFMP CSD or If you have questions about a payment, contact the DFS Ombudsmen Section (850) For questions about a minority certification through the Office of Supplier Diversity (OSD), contact OSD or To verify registration information with the DOS, visit SunBiz

 Where Should I Start?  Register with the IRS  Register with Florida Agencies Department of Revenue Department of State Department of Financial Services  Register with MFMP  Obtain proper Licensing/Insurance Department of Business and Professional Regulation Department of Agriculture and Consumer Services Department of Financial Services Department of Health  Business Opportunities with the State  Transparency  Resources  FAQ / Wrap – Up! Page - 55 Agenda

FAQ  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: Page - 56 FAQ

 What types of insurance may I be required to demonstrate?  Agencies may have different insurance requirements however some general requirements may be: General Liability (per occurrence/annual aggregate) Comprehensive Automobile Insurance (combined single limit basis) Workers’ Compensation Insurance (statutory limits must be met) Other types of insurance that may be required include: Pollution Insurance Professional Insurance Hull Insurance Insurance for Helicopter/Airplane Employee Dishonesty Page - 57 FAQ

Contact the MFMP CSD at or Contact Us Team Member Phone Number Communications Analyst F&A Process Operations Purchasing Process Analyst Vendor Management Analyst Page - 58

Page - 59 Thank you for your participation today! Questions? Page - 59