Tallahassee Area Chapter National Institute of Governmental Purchasers TACNIGP

1. Tallahassee Area Chapter National Institute of Governmental PurchasersTACNIGP March 1, 2011

2. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

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 (for seven consecutive years) • NASCIO Finalist 2010

4. MFMP Overview MFMP Vendor Benefits • Equal access for disabled-veteran, woman- 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

5. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

6. Vendor Information PortalNew Look and Feel for Vendors • Vendor login page • Summary information on the account landing page

7. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

8. Solicitations What are Solicitations? • The process agency buyers use to decide who to buy from, at what price, in what quantities, and under what terms. • eQuote is the tool that vendors use to respond to quote requests from the State of Florida that are under $35,000. https://equote.MyFloridaMarketPlace.com • Ariba Sourcing is the tool that vendors use to respond/bid to State of Florida solicitations that are over $35,000. https://sourcing.MyFloridaMarketPlace.com/sourcing/ • Vendor Bid System (VBS) is the tool agencies use to post upcoming competitive solicitations, single source, public meeting notices and agency decisions. Vendors use VBS to receive notices view and search information. http://vbs.dms.state.fl.us/vbs/notification_new.selection

9. Vendor Registration MFMP Helpful Hint: Consider using an e-mail calendar to set up reminders for updating and checking your MFMP account information. MFMP Helpful Hint: No annual or direct fees associated with registering for any of these MFMP tools.

10. Solicitations Summary • Vendors may sign up for eQuote, Sourcing and VBS notifications within their VIP vendor registration account. • VBS Notifications will be directed to the main contact in the vendor’s VIP account. • For assistance with eQuote and Sourcing please contact the MFMP Vendor CSD, VendorHelp@MyFloridaMarketPlace.com. • For assistance with VBS, contact BuyerHelp@MyFloridaMarketPlace.com Note: MFMP / VIP sends these notifications as a courtesy. Your firewall or other e-mail settings you may have in place could prevent delivery to you. We urge you to regularly check Sourcing 3.0 and the Vendor Bid System for advertisements.

11. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

12. Transaction Fee What is the 1 percent transaction fee? • Florida law permits the Department of Management Services to collect a fee for commodities and contractual services vendors provide to state agencies. • The 1 percent transaction fee applies to business conducted with the State of Florida, both inside and outside of MyFloridaMarketPlace.

13. Transaction Fee • The transaction fee funds: • MFMP • 24/7 access to solicitation tools • Electronic notifications via e-mail • Customer service desk • Vendor outreach activities • DMS Division of State Purchasing • State term contracts • Alternate contract sources • DMS Office of Supplier Diversity (OSD) • CBE certifications • DMS IT services for purchasing related functions • VBS • SPURSView

14. Transaction Fee • Questions about the transaction fee? • Transaction fee FAQs http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_frequently_asked_questions_faqs • Rule 60A-1.031, F.A.C. https://www.flrules.org/gateway/RuleNo.asp?ID=60A-1.031 • Transaction fee vendor meeting presentation http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_vendors/vendor_toolkit/mfmp_vendor_training_opportunities/mfmp_vendor_meetings/vendor_meeting_presentation_archive

15. Simplified Fee Reporting • Returning vendors can log into their account and access their ‘Vendor Summary’ page. • Navigating to the ‘Billing and Collections’ area provides vendors with a view of: • Bill-To contact information • Self-reporting summary (of last three reports) • Consolidated billing invoice (CBI) snapshot (of last three months)

16. Simplified Fee Reporting • This provides details of a vendor’s transaction fee reporting and payment account. • Vendors can quickly navigate to: • Submit a report • View Company Summary • View Full CBI History • View Self-Reporting History

17. Simplified Fee Reporting • Non- State Term Contract (STC) vendors may have additional fees to report that were not included as part of a CBI; STC vendors are required to provide monthly reports for payments received. • To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add.’ • Pages are simplified with a single field to be completed for fee-eligible payments. • Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated.

18. Simplified Fee Reporting • Automated calculation displays the resulting transaction fees due. • The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment.

19. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

20. E-mail Notifications MFMP Vendor e-mail notifications • MFMP sends e-mail notifications to keep vendors updated on important topics and information. • Common notifications vendors receive include: • MFMP general announcements- MyFloridaMarketPlace@dms.MyFlorida.com • Fee processing notices and reminders- FeeProcessing@MyFloridaMarketPlace.com • VendorHelp responses- VendorHelp@MyFloridaMarketPlace.com • eQuote / Sourcing / VBS notifications- eQuote@MyFloridaMarketPlace.com- Sourcing.Support@MyFloridaMarketPlace.com- NoReply_VBS@dms.MyFlorida.com • To ensure you receive these communications, your VIP e-mail address must be current.

21. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

22. FAQs

23. FAQs • Should I use my Social Security Number (SSN) to register as a vendor in MFMP? • MFMP strongly recommends using a Federal Employer Identification Number (FEIN) rather than an SSN. • Using an FEIN minimizes 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 www.irs.gov . • My organization registered for e-mail notifications, where will they be sent? • E-mail notifications are sent to the main contact’s email address designated in the MFMP VIP account. • If e-mail notifications need to go to a group of people, we recommend setting up a group e-mail box and designate the group e-mail as the main contact in VIP.

24. Agenda • MFMP Overview • Vendor Information Portal (VIP) • Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) • 1 Percent Transaction Fee • MFMP Communications • E-mail Notifications • FAQs • Additional Resources

25. MFMP Vendor Web Pages

26. Resources • If you have questions about a payment, contact the DFS Vendor Ombudsmen Section at (850) 413-5516. • At any time you can access DFS’ vendor payment history website and look for a pending payment: https://flair.dbf.state.fl.us. • For technical questions concerning MFMP, please contact us at: VendorHelp@MyFloridaMarketPlace.com or (866) 352-3776. • For technical questions regarding VBS notifications, please contact VendorHelp@MyFloridaMarketPlace.com. • General MFMP Contact information: Phone: (866) 352-3776Fax: (850) 414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://MyFloridaMarketPlace.com • Hours: Monday – Friday, 8 a.m. – 5:30 p.m. Eastern time

27. Contact MyFloridaMarketPlace DMS Division of State Purchasing PurchasingCustomerService@dms.MyFlorida.com or (850) 488-8440www.dms.MyFlorida.com/contracts MFMP Vendor Customer Service DeskVendorHelp@MyFloridaMarketPlace.com or (866) 352-3776 Rachael Lieblick, Chief, State Purchasing Operations Rachael.Lieblick@dms.MyFlorida.com or (850) 766-7670 Danielle Kosberg, MFMP Operations ManagerDanielle.Kosberg@dms.MyFlorida.com or (850) 766-0772 Anne Rabon, MFMP Finance and Accounting Process AnalystAnne.Rabon@dms.MyFlorida.com or (850) 294-0739 Eric Swanson, MFMP Vendor ManagerEric.Swanson@dms.MyFlorida.com or (850) 487-9981Linda McDonald, MFMP Communications AnalystLinda.McDonald@dms.MyFlorida.com or (850) 363-0628

28. Questions Thank you for your participation today!