Fall 2003

State Term Contract Vendor Forum

State of Florida Department of Management Services

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

3

Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s 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

ReceiveOrderSourceRequest PayApproval

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Vendor ToolsBuyer Tools

MyFloridaMarketPlace UsersInitial 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

• 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

Business Support and Operations• Buyer Help Desk

• Vendor Help Desk

• Strategic Sourcing

• Procurement Assistance

• Catalog Enablement

• Training and Education

MarketPlaceMarketPlaceMarketPlaceMarketPlace

                                                                                                                                                “I want to buy” “I want to sell”

Buyers Vendors

What is included in MyFloridaMarketPlace?

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Department of Transportation

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 Veteran’s Affairs

Department of Management Services

Initial Users – Executive Branch Agencies (Now through Spring 2004)

Other Eligible Users (To Be Determined) Other State Agencies

Educational Institutions

Other Governments (City, County, etc.)

Legislature

Judicial

Who are the Buyers?

Department of Health

State Technology Office

Agencies Currently Using MyFloridaMarketPlace

Department of Juvenile Justice Department of Citrus

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

8

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

Vendor Benefits

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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

Vendor Benefits

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

What’s 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

What’s 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)

Why MyFloridaMarketPlace?

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Is there a fee associated with this contract?

The opportunities that result from using MyFloridaMarketPlace are made possible by business—for 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:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace

under Hot Topics3) Under Vendor section go to

Transaction Fee Reporting4) Download the form

To find this form:1) Go to www.myflorida.com2) Click on MyFloridaMarketPlace

under Hot Topics3) Under Vendor section go to

Transaction Fee Reporting4) Download the form

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

15

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 PIN—available from DMS by faxing a request on company letterhead to (850) 414-8331

Vendor Registration

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MyFloridaMarketPlace:Registration 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.

Vendor’s Decision Factors Challenges

Single Vendor Registration

• Ease of registration; • Want the ability to manage all location information at the corporate level• All locations will sell the same commodities/services• Locations will not compete with each other

• All location information must be maintained centrally• All bid responses must be submitted centrally• All locations must sell the same commodities/services

Multiple Vendor Registrations

• Some locations plan to sell different commodities• Some locations plan to compete with each other for business

• Separate locations may have different requirements which can be confusing to the buyers• Locations must manage their own profile information• Each location must register separately for sourcing events in order to participate

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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 ManagedCorporate Registration-

Location Managed

Corporate

Location 1

Location 2

Location 1 Location 2 Location 3

Corporate Location 1

Location Registration

MyFloridaMarketPlace:Registration Guidelines

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MyFloridaMarketPlace:Where 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

Buyer’s 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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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)

Vendor Invoicing

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Login to Ariba Network

1. Login - Enter your username and password that you created during vendor registration.

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Go to Inbox

1. Review – Review important information to all vendors.

2. Inbox – Click on the Inbox link to review new messages

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Review Purchase Orders

1. Review – Look at the orders sent to you by MyFloridaMarketPlace buyers

2. Inbox – Select an Order by clicking on the Order number

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Review Order Detail

1. Review – Confirm the PO information is correct.

2. Generate Invoice – Click the Generate Invoice link to create invoice

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Pick Invoice Type

1. Select – Click the Standard Invoice Link

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Quick Entry Form

1. Complete Form – Enter your Invoice Number and any other pertinent information. Invoice number is the only required field.

2. Click Review – Click the Review button to see the completed invoice.

• Invoice number is the number used by your internal AR/AP system.

• This is how you connect your internal record with your MyFloridaMarketPlace invoice

• Invoice number is the number used by your internal AR/AP system.

• This is how you connect your internal record with your MyFloridaMarketPlace invoice

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Quick Entry Form

1. Confirm – Review the invoice to confirm all information is correct

2. Submit – Click the Submit button to send this to the Agency Account Manager.

You can also edit the information on the screen or cancel the invoiceYou can also edit the information on the screen or cancel the invoice

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

37

On-Line Submission of Sealed Bids

Sourcing—Formal 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

Buyer’s 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

MyFloridaMarketPlace is

the solution for bringing

together public sector

buyers and vendors for on-

line purchasing.

Welcome to MyFloridaMarketPlace

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Managing Your Account Preferences:Account

Click on the “Account” tab to enter your company information.

North South & East West Supply Company

Managing Your Account Preferences:Account

Click on the “Account” tab to enter your company information.

North South & East West Supply Company

Informal Quoting

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North South & East West Supply Company North South & East West Supply Company

North South & East West Supply Company - NSEW

Phone 111-111-1111

Fax: 111-111-1111

NSWESC.COM

North South & East West Supply Company

NSWE Supply

NSWE Supply

NSEW

NSEW

NSEW

NSEW

Managing Your Account Preferences:Marketing

By clicking on the “marketing” tab, you can edit the logo and description that appears on your

company marketing page.

This allows you to communicate any key marketing messages to your customers.

North South & East West Supply Company North South & East West Supply Company

North South & East West Supply Company - NSEW

Phone 111-111-1111

Fax: 111-111-1111

NSWESC.COM

North South & East West Supply Company

NSWE Supply

NSWE Supply

NSEW

NSEW

NSEW

NSEW

Managing Your Account Preferences:Marketing

By clicking on the “marketing” tab, you can edit the logo and description that appears on your

company marketing page.

This allows you to communicate any key marketing messages to your customers.

Informal Quoting

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Managing Your Account Preferences:Categories

You can easily identify the products your company sells by clicking the “Categories” tab. The categories you select will determine the

types of requests you receive for eQuotes, such as “Furniture” and “Office Equipment &

Supplies”.

Managing Your Account Preferences:Categories

You can easily identify the products your company sells by clicking the “Categories” tab. The categories you select will determine the

types of requests you receive for eQuotes, such as “Furniture” and “Office Equipment &

Supplies”.

Informal Quoting

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North South & East West Supply Company Respond to eQuotes

Within your Inbox - eQuotes section, you will find any current requests for eQuotes. These requests will include pertinent information such as: Title, Status, Organization, Sender, Responder and the Response Due Date.

Expanded information for each request is displayed in the eQuote response screen by clicking on the underlined “Title” description.

The Local

School District

Michael W.

North South & East West Supply Company Respond to eQuotes

Within your Inbox - eQuotes section, you will find any current requests for eQuotes. These requests will include pertinent information such as: Title, Status, Organization, Sender, Responder and the Response Due Date.

Expanded information for each request is displayed in the eQuote response screen by clicking on the underlined “Title” description.

The Local

School District

Michael W.

Informal Quoting

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Your Local School District111 Academic DriveAnytown, NC 88888-8888

Michael W.

123-456-7890

Thebuyer@anytowninnc.com Respond to eQuotes

The “Create eQuote Response” page will give you expanded information for each eQuote request, including an overview of the

request and specifications from the buyer.

Your Local School District111 Academic DriveAnytown, NC 88888-8888

Michael W.

123-456-7890

Thebuyer@anytowninnc.com Respond to eQuotes

The “Create eQuote Response” page will give you expanded information for each eQuote request, including an overview of the

request and specifications from the buyer.

Informal Quoting

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Respond to eQuotes

Scrolling down the “Create eQuote Response” page will allow you to start creating your response to the buyer. Here you will list your

response information such as your quoted price, offer expiration date, offer of substitute items if necessary, shipping method, additional notes

or file attachments, and if you choose, an option to send a response declining a quotation for this specific request.

Respond to eQuotes

Scrolling down the “Create eQuote Response” page will allow you to start creating your response to the buyer. Here you will list your

response information such as your quoted price, offer expiration date, offer of substitute items if necessary, shipping method, additional notes

or file attachments, and if you choose, an option to send a response declining a quotation for this specific request.

Informal Quoting

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Respond to eQuotes

Clicking on the “Continue” tab from the previous “Create eQuote Response” page will bring you here, to the “Review and Submit” page.During an actual eQuote response, scrolling down this screen will give

you an overview of the eQuote information you will submit.

North South & East West Supply Company

Thebuyer@anytowninnc.com

Informal Quoting

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

49

eCatalog Process Overview

Data review and cleansing

DMS will

complete bid

packages and

send out

DMS will

receive bids and

evaluate

DMS will make

selections and

notify winning

vendors and

eProc team

Ÿ Award

Notification

package sent to

eProcurement team

Ÿ Provide

Vendors with

Award Info

Ÿ Educational

Overview

eProcurement

Requirements

Ÿ Vendor

Information Packet

sent to vendors

Ÿ Vendor

understanding of

E-procurement

data requirements

Ÿ Determine vendor

Catalog specifics

Ÿ Catalog

completed with

correct

descriptions and

commodity

codes

Ÿ Catalog should

also contain

correct

products/pricing

Ÿ Data format

validated

Ÿ Error report is

generated for

revisions

Ÿ Catalogs are

revised by

vendors until

error free

Ÿ Error free catalog

sent to Contract

Specialist for

approval

Ÿ Vendor Manager

submits catalog for

loading

Ÿ Catalog loaded

into Florida

eProcurement

system

Evaluate BidsAward Contract/

Post-Award

Conference

Vendor Contact Data Submitted

from Vendor

Data Review,

Cleansing & State

Approval of Data

Load Data to

Production

Catalog Enablement

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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

Catalog Enablement

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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 Florida’s Terms & Conditions

Catalog Enablement

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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

Catalog Enablement

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

Catalog Enablement

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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 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

Catalog Enablement

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

57

Buyer’s View of Offerings

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Buyer’s View of Offerings

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Buyer’s View of Offerings

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Summary of Catalog Enablement

Contract Design Document

Catalog Template

Catalog Line Item

eProcurement team completes

Vendor completes

System generates

1

2

3

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions

62

Several resources are available to help vendors and buyers successfully use the MyFloridaMarketPlace.

Service Description Location

Vendor Training On-Demand web-based, interactive training application for Vendors to learn how to respond to an event using the MyFloridaMarketPlace sourcing tool

https://marketplace.myflorida.com/vendor/vendor_training.htm

Agency Training Session

1.5 days of Buyer training before they come onboard

Please contact your Buyer Adoption liaison for the schedule

Communication Tool Kit

Tools for Agencies to communicate with their employees on various aspects of the initiative

http://marketplace.myflorida.com/toolkit/toolkit.htm

Sourcing Events Services

Help with specific questions regarding the tool functionalities and how to set-up and load events in the MyFloridaMarketPlace tool

• MyFloridaMarketPlace Help Desk @ (866) 352-3776

• Sourcing Event tool kit will be available on MyFloridaMarketPlace to help Purchasing Analyst conduct the event correctly.

Training for Vendors

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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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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@MyFlorida.com

Make sure we are not in your SPAM filter. Please put an exception in your e-mail filters for MyFloridaMarketPlace@myflorida.com

For More Information

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Agenda

Introduction

Overview of MyFloridaMarketPlace

Vendor Benefits

Registration

Invoicing

Sourcing

eQuote

Catalog Enablement

Buyer’s View of Catalogs

Available Vendor Training

Questions