MyFloridaMarketPlace MyFloridaMarketPlace Vendor Meeting 3/4/09: “MyFloridaMarketPlace Overview” 12:00 p.m. EST Toll free number: (888) Conference Code: #

Page - 2 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 3 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)  ComputerWorld Laureate 2008

Page - 4 MFMP Overview MFMP Vendor Benefits  Equal access for small-, 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

Page - 5 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  State Term Contract (STC) Information  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 6 Vendor Registration Importance of Keeping Your Account 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 (

Page - 7 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 8 Login to Vendor Registration Vendor Registration –  Login to Vendor Registration

Page - 9 Update Account  Click Update My Vendor Registration MFMP Helpful Hint: All the links under ‘Update My Vendor Registration’ can be used to update your account information

Page - 10 Update Account  Select Information to be updated from toolbar on left

Page - 11 Username / Password Example  Example: Username and Password update

Page - 12 Username / Password Example  After re-entering your new username and / or password don’t forget to save your changes

Page - 13 Adding New Contacts  Adding new contacts for your account

Page - 14 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 15 Registration Example Example #1: Outdated Vendor Information  MFMP uses vendor information to communicate opportunities and information to vendors. When vendor information is not current, the following may happen:  If the remit to address is not updated in the Vendor Registration account:  Payments from Buyer customers (state agencies) could be mailed to the incorrect location  Possible delayed delivery or even undeliverable Purchase Orders (POs)

Page - 16 Registration Example 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!

Automated Vendor Password Reset  Vendors are now able to reset their vendor registration password  Vendors simply access the MyFloridaMarketPlace Vendor Registration Web site  Click the "I forgot my password link” Page - 17

Automated Vendor Password Reset Page - 18  The system will then ask for a username or tax ID, followed a contact address listed on the vendor registration account

Automated Vendor Password Reset  An will then be sent to that specific address to verify and complete the updated vendor registration username / password  Upon verification of the updated vendor password, the password will automatically be reset Page - 19

Automated Vendor Password Reset Page - 20

Page - 21 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 22 Commodity Codes Commodity - An item of physical property as opposed to a service Commodity code - A system of words and/or numbers designed to identify and list commodities or services by classes or sub-classes  Florida uses commodity codes in several tools to seek vendor participation in solicitations (VBS, eQuote, Sourcing)  Commodity codes are selected by vendors as part of their MFMP registration

Page - 23 Commodity Codes  The commodity code can be comprised of 13 digits:  Class - first 3 digits Group - second 3 digits Item - third 3 digits Detail - last 4 digits  Most solicitations are issued at the Class or Group level (3- or 6-digit commodity code)  Each solicitation tool (eQuote, VBS, Sourcing) requires registration and enables vendors to identify the products/services offered  When buyers solicit bids/quotes for products, notifications will be distributed based on the classification you’ve selected  In addition, commodity codes are also used by state purchasers to notify the applicable vendors of upcoming bids and solicitations

Page - 24 Commodity Codes  Example – National Institute of Governmental Purchasing (NIGP) Commodity Codes  Florida currently uses a customized version of this structure

Page - 25 Commodity Code Selecting Commodity Codes  Commodity codes are selected during the initial registration process, but can be updated as needed by logging into vendor registration   To find or update commodity code selections:  Commodity codes for goods: categories?code_str=1 categories?code_str=1  Commodity codes for services: categories?code_str=2 categories?code_str=2

Page - 26 Commodity Codes  Searching for Commodity Codes

Page - 27 Commodity Codes Helpful Hints  A Commodity Code vendor training aid is available at: da_marketplace/vendors/vendor_toolkit/mfmp_vendor_training da_marketplace/vendors/vendor_toolkit/mfmp_vendor_training  Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected 

Page - 28 Commodity Codes Helpful Hints cont’d  A searchable Excel document is available on the MFMP Toolkit under Vendor Tools and Sourcing / Solicitations Web pages  This Excel file will assist in finding commodity codes prior to making selections or updating selections in your MyFloridaMarketPlace Vendor Registration account - To use this Excel file, please follow these steps: Open the document Click "Edit" on the top of the tool bar Choose "Find" In the box that appears, type a keyword, the first selection that matches your keyword search will appear  The Excel file’s far left column is the main category; the next column to the right is a subcategory, and so on. Use the "Find Next" button within the search to go to the next product level in the document  Make sure to update your Vendor registration account to reflect any updated commodity codes

Page - 29 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 30 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 $25,000. You can access this site at:  Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at:  Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at:

Page - 31 Vendor Registration Type of AccountHow often should I check this account? Where do I go to access this account? E-QuoteAt least monthly or as new products are offered SourcingAt least monthly or as new products are offered Vendor Registration As needed to keep information updated Vendor Bid System (VBS) At least bimonthly (this is the main repository for all MFMP bids) MFMP Helpful Hint: Consider using an 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 eQuote How does eQuote work?  eQuote is used for informal procurement events (<$25,000) that do not require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP  Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from  Step2: MyFloridaMarketPlace notifies selected vendors via , and delivers the eQuote directly to each vendor's eQuote inbox  Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer  Step4: The buying agency selects a vendor and issues a purchase order

Page - 33 eQuote Main Account Page   This is the main screen you will see when you login to eQuote  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

Page - 34 eQuote Viewing Quotes  Within the WORK section you can view any pending quotes awaiting response  After handling an eQuote request the supplier can select that quote to Archive Dept. of Management Services State User

Page - 35 Sourcing MyFloridaMarketPlace Sourcing  Online competitive bidding tool  Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for State Term Contracts and DMS Agency Term contracts  Currently, DMS is the only agency utilizing the Sourcing tool  Allows 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 Vendor Registration account

Page - 36 Sourcing   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

Page - 37 Solicitations Enter your Sourcing account username and password

Page - 38 Solicitations Select the agency that is responsible for the Solicitation from the list

Page - 39 Solicitations Select the solicitation from the list of active solicitations – Note the Time Remaining column

Page - 40 Solicitations Select Prepare Bid (Response) to provide a response to the solicitation

Page - 41 Solicitations Read, prepare and provide your bid/response as requested in the solicitation on the RFx Info page

Page - 42 Solicitations Submit any pricing components if required on the Enter Values page

Page - 43 Solicitations  Please note that clicking the SAVE button within MFMP Sourcing only saves your bid responses  The SAVE button does not transmit your bid response to the State  In order to transmit your bid response to the State, you must click the SUBMIT button on the SUMMARY page of the bid response

Page - 44 Solicitations 1.To verify and review your previously submitted bid, select the Bid Id number (link) 2.To revise or edit your bid select the Revise Bid (Response) button 1 2

Page - 45 Vendor Bid System (VBS)  The Vendor Bid System 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   Addendum A, Solicitations Training Aid, includes detailed information on how to register and respond to bids using the VBS tool

Page - 46 VBS VBS Main Page Select Search Advertisements to search for active solicitations

Page - 47 VBS  Type  Competitive Solicitations  Public Notices  Agency Decisions  Agency  Number  Title  Commodity Code  (13 Digit)  Closed by Date VBS Search Parameters

Page - 48 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

Solicitations Summary  Vendors may sign up for eQuote and Sourcing within their MFMP vendor registration account  eQuote and Sourcing have separate usernames and passwords from the MFMP Vendor Registration account  VBS has electronic notifications that vendors can register for  There are no usernames or passwords associated with VBS electronic notifications  For assistance with eQuote and Sourcing please contact the MFMP Vendor Help desk,  For assistance with VBS Notifications please contact the Southwood Shared Resource Center (SSRC) service desk,

Page - 50 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 51 eInvoicing  eInvoicing is presenting an invoice electronically When deciding to eInvoice, consider:  How many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007  See if you are invoicing these agencies on a frequent basis and look at how many invoices were created during this calendar year thus far  The cost of time, research, and production of print invoices for your customers

Page - 52 eInvoicing Benefits to eInvoicing  Saves a good amount of time for your business  Substantially reduces paper flow and associated costs  Encourages prompt and accurate processing of invoices  Improves data accuracy, which reduces payment cycle times Additional information on the vendor toolkit: yflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp _einvoicing yflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp _einvoicing

Page - 53 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 54 Electronic Funds Transfer (EFT) EFT (Direct Deposit)  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

Page - 55 Electronic Funds Transfer (EFT)  To find out more about EFT, contact DFS:  Direct Deposit address:  Direct Deposit phone number (850)  To sign up for EFT, complete and submit the form located here:  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 website and look for a pending payment:

Page - 56 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 57 Transaction Fee What is the 1% transaction fee?  The state Legislature through Chapter (23) of Florida Statutes charged the Department of Management Services (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% transaction fee July 1st 2003 through Rule 60A-1 of the Florida Administrative Code (FAC)  Applies to all transactions processed through the MFMP system unless specifically exempt by rule  Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule

Page - 58 Transaction Fee What is the 1% fee used for?  Provides funding for state-of-the-art purchasing tools and technology that benefits the State and business community  The MFMP 1% transaction fee provides vendors with electronic access to State buyers and to also provide vendor support activities  There is no initial registration or ongoing subscription fee charged to vendors

Page - 59 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 60 Communications Vendor Web Pages  Begin at then select MFMP Vendorshttp://myfloridamarketplace.com/

Page - 61 Communications  Designed to enhance knowledge and overall use of the MFMP system, the new Vendor Web pages include a Vendor Toolkit and additional information to assist vendors on a daily basis  A list of current state contracts and pricing agreements is available on the left-hand menu 

Page - 62 Communications  The Vendor Toolkit includes:  Vendor Training opportunities  Communications Bulletin Board  Revised FAQs  Updated Vendor tools  Information on Doing Business with the State of Florida  New! Training Aids

Page - 63 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page Notifications MFMP Vendor Notifications  MFMP sends notifications to keep vendors updated on important topics and information  Common notifications vendors receive include:  MyFloridaMarketPlace general announcements  Fee Processing notices and reminders  VendorHelp responses  eQuote / Sourcing / VBS notifications  To ensure you receive these communications, your address in vendor registration must be current

Page Notifications MyFloridaMarketPlace Notifications  Vendors receive notifications about general MFMP information on a regular basis. This includes:  Maintenance windows  Hot Topics/bulletin board postings  Training Opportunities  Vendor Resources  Web site updates  Teleconference Announcements / Reminders

Page Notifications Fee Processing Notifications  MFMP will automatically send an to remind vendors of reporting the 1% transaction fee  30 day notice  60 day notice  Vendors will also receive an reminder to submit past due CBIs (Consolidated Billing Invoices)  These are accessible online and are used to record the Transaction Fee Report

Page Notifications VendorHelp Notifications  Anytime vendors have a question regarding MFMP, the Vendor Help Customer Service Desk is ready to provide assistance with any issue that arises  When vendors submit questions to the Vendor Help Customer Service Desk, they will receive an response from

Page Notifications eQuote / Sourcing / VBS Notifications According to your preferences, you may receive bid notifications from:  eQuote: tool used to respond to informal price quotes (<$25,000)  Sourcing: tool used to respond to formal solicitations (>$25,000)  VBS: online bid posting site displaying all formal solicitations  eQuote sends a request notification whenever an agency customer creates a quote for  Sourcing distributes notifications of solicitations to the account  VBS sends notifications of published formal soliciatations to the account

Page - 69 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 70 Future Vendor Opportunities  Today’s presentation is available on MFMP Vendor Toolkit   Upcoming Interactive Meetings  3/25/09: 1% Transaction Fee / Fee Reporting, 12:00 noon  4/29/09: Solicitations, 12:00 noon  Register online at  Join MFMP online via WebEx

Page - 71 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 72 FAQs  Revised Online FAQs 

Page - 73 FAQs Common Vendor Meeting FAQs –  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:  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 will minimize 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 the IRS Web site

Page - 74 Q & A  Other Comments  Vendor meeting survey

Page - 75 Agenda  Welcome / MFMP Overview  Vendor Registration  Demonstration  Examples  Commodity Codes  Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)  How do I get Paid?  Electronic Invoicing (eInvoicing)  Electronic Funds Transfer (EFT)  1% Transaction Fee  MFMP Communications  Notifications  Future Vendor Opportunities  FAQs  Additional Resources

Page - 76 Resources  If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850)  For technical questions concerning MFMP, please contact Vendor Help at: or  For technical questions regarding VBS notifications, please contact the SSRC Service Desk toll free at or  For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at:  General MFMP Contact information: Phone: Fax: Website: Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EST