Fall 2003

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State of Florida Department of Management
Services
State Term Contract Vendor Forum

• Fall 2003

2
Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

3
Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

4
What is MyFloridaMarketPlace?

• MyFloridaMarketPlace covers full life cycle of
  purchasing (from requisition to payment of goods
  and services)
• MyFloridaMarketPlace connects buyers and vendors
  through electronic exchange of catalogs, quotes,
  bids, contracts, purchase orders, invoices, etc.
• MyFloridaMarketPlace includes on-contract and
  off-contract buying
• MyFloridaMarketPlace includes a variety of
  off-contract techniques such as RFPs, quotes,
  auctions and reverse auctions

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What is included in MyFloridaMarketPlace?
Initial Users - Pilots
Eligible Users - Other State Agency
State Term Contract Vendors
Minority Businesses
MyFloridaMarketPlace Users
Initial Users - Exec Agencies
Agency/ Dept. Contract Vendors
Eligible Users Univ, City, County
Small Businesses
General Public
Buyers
Vendors
Vendor Tools
Buyer Tools

• Vendor search
• State term contract items
• Requisitions/Purchase orders
• Online workflow approvals
• Informal solicitation (quotes
• Sealed bids (ITN, ITB, RFx 25,000, auctions,
  reverse auctions)
• Receipt of Goods
• P-Card
• Contract development and administration
• Reports

MarketPlace

• Self registration
• E-mail 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

I want to buy
I want to sell
Business Support and Operations

• Buyer Help Desk

• Vendor Help Desk

• Strategic Sourcing

• Procurement Assistance

• Catalog Enablement

• Training and Education

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Who are the Buyers?
Agencies Currently Using MyFloridaMarketPlace

• Department of Transportation

• Department of Management Services

• Department of Health

• State Technology Office

• Department of Juvenile Justice

• Department of Citrus

Initial Users Executive Branch Agencies (Now
through Spring 2004)

• Department of Children Families
• Department of Corrections
• 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 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 Veterans Affairs

Other Eligible Users (To Be Determined)

• Other State Agencies
• Educational Institutions
• Other Governments (City, County, etc.)

• Legislature
• Judicial

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

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Vendor Benefits

• Single Point of Registration
• 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
• Dedicated Supplier Manager to Assist with
  Creation of On-Line Catalogs
• Improved Enforcement of Term Contract Compliance
  by Buyers

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Vendor Benefits

There are specific vendor benefits that will
result from MyFloridaMarketPlace.

• Potential new business and sales
• Potential for selling a broader range of goods
  and services through increased visibility of
  products and/or services (vendor searches,
  catalog searches)
• Potential for finding additional buyers/customers
  through increased visibility across agencies
  (access to additional state agencies and local FL
  governments)
• Streamlined operations and increased operating
  efficiencies
• Potential for increased order accuracy and order
  processing speed through receipt of electronic
  purchase orders
• Potential for decreased labor costs per order
  through use of electronic invoicing
• Potential for decreased shipping and handling
  costs that result from shipping wrong goods or
  wrong quantity of goods due to order errors
• Shortened order-to-cash cycle and improve cash
  flow
• Potential to shorten invoice processing time
  through vendor automation of invoicing and State
  automation of matching
• Potential to shorten the payment approval process
  through electronic approvals

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Why MyFloridaMarketPlace?
MyFloridaMarketPlace will help to streamline the
processes for doing business with the State.

• Whats different when using MyFloridaMarketPlace?
• Electronic purchase orders with a consistent
  format
• One statewide market access point
• Electronic quotes
• One-stop vendor registration
• Ability for vendors to maintain company
  information online
• Whats going to be the same or better using
  MyFloridaMarketPlace?
• Your relationship with agencies
• Use of term contracts and open market purchases
• Purchasing from the State will still be subject
  to State purchasing rules and laws (some of which
  may change as a result of eProcurement)

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Is there a fee associated with this contract?
The opportunities that result from using
MyFloridaMarketPlace are made possible by
businessfor business.

• Vendors must be registered in MyFloridaMarketPlace
  
• No cost to register for MyFloridaMarketPlace
• There is a 1 fee on all State purchases. This
  creates the opportunity for your business to
• Gain access to new markets
• Have state of the art procurement tools
• Expand your reach
• These guidelines are established as part of rule
  language that helps to clarify Florida Statute
  287-  a link to this rule language will be
  included in the "I Accept Language"
• The fee is not new. The state currently uses fees
  with State Term Contracts, SNAPS agreements.

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Fee Collection Self Reporting by the Vendor

• Self Reporting is keeping track of the invoices
  you send to the state and then monthly, sending a
  check to the state for 1 of the total.
• Currently, State Term Contract vendors self
  report fees from their State Term Contract
• Self reporting has been required on a monthly
  basis since July 1
• Forms and instructions for completing the
  self-reporting process are available on-line on
  the MyFloridaMarketPlace website
• Billing and Collection of the fee is coming.
  Vendors will be kept informed about these
  changes.

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Fee Collection Reporting Form Available On-Line

• To find this form
• Go to www.myflorida.com
• Click on MyFloridaMarketPlace under Hot Topics
• Under Vendor section go to Transaction Fee
  Reporting
• Download the form

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

15
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 (where 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 that describe the products and/or
  services your company provides
• Your CMBE (Certified Minority Business
  Enterprises) information
• State-issued sequence number and PINavailable
  from DMS by faxing a request on company
  letterhead to [phone]

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MyFloridaMarketPlaceRegistration Guidelines
The Vendor Registration System supports two
different approaches to registration. The vendor
may register all of their locations under one
location or register each vendor location
separately.
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MyFloridaMarketPlaceRegistration Guidelines

• The Vendor Registration System supports two
  different approaches to registration. The vendor
  may register all of their locations under one
  location or register each vendor location
  separately.

Corporate Registration- Location Managed
Corporate Managed
Location Registration
Location 1
Corporate
Corporate
Location 1
Location 1
Location 2
Location 3
Location 2
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MyFloridaMarketPlaceWhere to Find the Path
Click here to start the registration process
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Vendor Registration
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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

27
Vendor Invoicing

• MyFloridaMarketPlace supports electronic invoice
  reconciliation within Ariba Buyer (purchase
  order, receipt, and invoice are needed for
  payment process)
• Purchase Order Flip - Vendor can select purchase
  order upon receipt and use the line items from
  the purchase order to create an invoice and
  submit electronically
• State Term Contract vendors will use the Ariba
  Supplier Network (ASN) to receive purchase orders
  and send invoices to state buyers

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Vendor Invoicing

• Electronic Invoice Flipping
• The process by which the vendor looks up a
  Purchase Order and flips it into an Invoice to
  send to the Agency Account Manager,
  electronically
• A tool for Vendors to improve their Invoicing
  processes
• Can be done at anytime, from almost any computer
• Powered through the Ariba Supplier Network (ASN)
• By registering for MyFloridaMarketPlace, all
  state term contract vendors will use the ASN for
  receiving purchase orders and sending invoices
• You will login with your username and password
  (your user name and password will be emailed to
  you automatically)

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• Login to Ariba Network
• Login - Enter your username and password that you
  created during vendor registration.

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• Go to Inbox
• Review Review important information to all
  vendors.
• Inbox Click on the Inbox link to review new
  messages

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• Review Purchase Orders
• Review Look at the orders sent to you by
  MyFloridaMarketPlace buyers
• Inbox Select an Order by clicking on the Order
  number

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• Review Order Detail
• Review Confirm the PO information is correct.
• Generate Invoice Click the Generate Invoice
  link to create invoice

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• Pick Invoice Type
• Select Click the Standard Invoice Link

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• Quick Entry Form
• Complete 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.

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• Quick Entry Form
• Confirm Review the invoice to confirm all
  information is correct
• Submit Click the Submit button to send this to
  the Agency Account Manager.

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

37
On-Line Submission of Sealed Bids

• SourcingFormal Solicitations for Products or
  Services
• 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 25,000
• Ariba Enterprise Sourcing 4.0 adopted by the
  State to electronically source goods and services
• Supports several types of RFXs - RFI (request for
  information), RFQ (request for quote), and RFP
  (request for proposal)
• Vendors respond electronically to RFXs
• Free to vendors no membership fees
• Requires username and password

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

39
Informal Quoting

• eQuote
• Used for requests for informal quotes
• Replaces more manual quoting processes (phone,
  fax, paper catalogs)
• Vendors respond by buyers electronically
• Option to participate in nationwide electronic
  quotations (separate agreement)

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Informal Quoting
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Informal Quoting
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Informal Quoting
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Informal Quoting
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Informal Quoting
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Informal Quoting
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Informal Quoting
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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

49
Catalog Enablement
eCatalog Process Overview
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Catalog Enablement

• Awarded vendors will be asked to submit data
  templates that will be used to build their
  electronic catalogs
• Each term contract vendor will be contacted by a
  supplier manager to help them through the process
• Feedback and guidance will be provided if data is
  incomplete or not formatted correctly
• The State approves all products or services
  offered in the on-line catalog

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Catalog Enablement

• Distributors and Locations
• Term Contract Vendors can use distributors to
  fulfill orders
• Distributors MUST register as vendors in Vendor
  Registration (and enter all applicable order
  receipt locations)
• Distributors cannot be made available to buyers
  if they have not registered and a branch/office
  is not entered as a Location
• Distributors are responsible for accepting
  Floridas Terms Conditions

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Catalog Enablement

• Purpose of Design Documents
• Catalog standardization across a contract
• Easy for buyers to find your products
• Access to specific product information
• Data strategy approach
• Template/B-forms
• PunchOut
• Ordering Instructions
• Catalog data not required

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Catalog Enablement
Specific design documents for this contract will
be sent to all awarded vendors following bid award
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Catalog Enablement
Specific data templates for this contract will be
sent to all awarded vendors following bid award
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Catalog Enablement

• Catalog Updates
• Catalog updates are sent directly to the
  appropriate supplier manager for your contract
• State approval will then be required prior to
  loading the updated catalog into production
• Catalog updates are limited to 1 per week per
  vendor
• Catalog updates are live 3 days after receipt

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

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Buyers View of Offerings
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Buyers View of Offerings
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Buyers View of Offerings
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Summary of Catalog Enablement
3
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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions

62
Training for Vendors
Several resources are available to help vendors
and buyers successfully use the
MyFloridaMarketPlace.
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Vendor Training Overview
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Example of Training
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Example of Training
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Next Steps

• Vendor Registration
• You will be contacted by a supplier manager to
  help you through the process
• Work with the supplier manager to complete
  catalog data template

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For More Information

• Learn more about MyFloridaMarketPlace at
  http//www.MyFlorida.com , look under Hot
  Topics and click on the MyFloridaMarketPlace/ePro
  link
• Download Training Materials
• E-mail specific questions to
• VendorHelp_at_MyFlorida.com
• Make sure we are not in your SPAM filter. Please
  put an exception in your e-mail filters for
  MyFloridaMarketPlace_at_myflorida.com

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Agenda

• Introduction
• Overview of MyFloridaMarketPlace
• Vendor Benefits
• Registration
• Invoicing
• Sourcing
• eQuote
• Catalog Enablement
• Buyers View of Catalogs
• Available Vendor Training
• Questions