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Vendor Advisory Group Initial Meeting April 23, 2003 PowerPoint Presentation
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Vendor Advisory Group Initial Meeting April 23, 2003

Vendor Advisory Group Initial Meeting April 23, 2003

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Vendor Advisory Group Initial Meeting April 23, 2003

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  1. MyFloridaMarketPlace Vendor Advisory Group Initial Meeting April 23, 2003

  2. Objectives of Today’s Meeting • Introduce Vendor Advisory Group Members • Provide an overview of MyFloridaMarketPlace • Project Background • Contract Highlights and • Current Status • Discuss Vendor Advisory Group Responsibilities • Select Next Meeting Date and Time

  3. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  4. Introduction of Members • Name • Company represented • Position in company • How you do business with the State now

  5. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  6. Roles for the Chair and Vice Chair • DMS will name the initial chair and vice chair • Both serve for 1 year • Vice chair not necessarily next chair • Group elects new slate in Spring 2004 • Role of the Chair and Vice Chair • Chair • Preview and suggest additional agenda topics • Chair all meetings • Be primary liaison to other groups • Vice Chair • Serve in the Chair’s absence • Serve as the Council Secretary • Provide additional liaison activities as needed

  7. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  8. Supporting the Governor’s Priorities • More effective and efficient Government that harnesses the use of technology • Running Florida Government like a Business • Enterprise-wide Initiative • Private Sector Best Practice • Diversifying Florida’s Economy / One Florida • Performance-based Measurement and Accountability • Public / Private Partnerships

  9. Overview of Florida Re-Engineering Initiatives Florida has embarked on three major Enterprise Re-engineering Planning efforts • Human Resources • People First—Deals with the State’s personnel system, leave and attendance and benefits management • Purchasing • MyFloridaMarketPlace—Will integrate the State’s purchasing activities for all State Buyers and for vendors doing business with the State • Financial Management • FLAIR Replacement—Will replace the State’s legacy accounting and financial system with an integrated enterprise resource planning system

  10. MyFloridaMarketPlace Contract Overview • 5 year Contract (signed October 9, 2002) • Major Milestones • Pilot (DOT and DMS): • Begin Vendor Registration - 03/31/2003 • Begin Contracts Loading - 04/28/2003 • Begin Transactions - 07/01/2003 • Statewide (Initial Users): “Go Live” – 09/2003 through 05/2004 • Financial Model • No Appropriation Required; Project Paid for by 1% Fee on State Purchase • Initial 1% fee funds the LBR for DMS • Once LBR is funded, 1% fee funds Accenture Base System Cost

  11. Goals and Objectives MyFloridaMarketPlace… Connecting Buyers and Vendors… Expanding Opportunities… • Goals and Objectives: • Implement a single, statewide eProcurement solution enabling electronic buying and selling • Aggregate all Government spending into an efficient buying channel • Leverage new technology and capitalize on best practices • Enable and facilitate the One Florida Program • Generate savings through Strategic Sourcing and process efficiencies

  12. Current Purchasing Systems Manual Vendor Bid Agency Process for System contract Matching system (Bidding) Agency contract SPURS system View SPURS Web-based (Reporting) Registration (Purchasing) Agency contract system Agency Manual contract Process for system FLAIR Invoicing Agency contract system

  13. Registration Purchasing Bidding Contracts Invoicing Matching Reporting MyFloridaMarketPlace System FLAIR / FLAIR Replacement

  14. Scope of the eProcurement Initiative • Full life cycle of purchasing (requisition to payment of goods and services) • Connects buyers and vendors through electronic exchange of catalogs, quotes, bids, contracts, purchase orders, invoices, etc. • Includes sourcing tools for bids, quotes, auctions and reverse auctions • Integrated with FLAIR financial system Request Source Pay Receive Order Approval MyFloridaMarketPlace

  15. MyFloridaMarketPlace Functions Initial Users - Pilots Eligible Users - Other State Agency State Term Contract Vendors Minority Businesses MyFloridaMarketPlace Users Initial Users - Exec Agencies Eligible Users – Univ, City, County Agency/ Dept. Contract Vendors Small Businesses General Public Buyers Vendors Buyer Tools Vendor Tools • 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 “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

  16. MyFloridaMarketPlace Buyers Initial Users - Pilot Agencies • Department of Transportation • Department of Management Services • State Technology Office Initial Users – Executive Branch Agencies • Department of Children & Families • Department of Health • Department of Corrections • Department of Juvenile Justice • 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 Citrus • Department of Law Enforcement • Department of Military Affairs • Department of Business & Professional Regulation • Agency for Workforce Innovation • Department of Community Affairs • Executive Office of the Governor • Department of Veteran’s Affairs Other Eligible Users • Other State Agencies • Universities/Community Colleges • Other Governments (City, County, etc.) • Legislature • Judicial

  17. Commitment to MyFloridaMarketPlace Communication and Marketing activities, together with an effective sponsorship approach, will help State Buyer and Florida Vendors move up the commitment change curve over time. Commitment Curve Involvement Fully Informed Level of commitment Florida STC Vendors Understanding State Buyers Awareness Unaware Time

  18. Project Status Completed Project Activities • Vendor Communications initiated on 1/10/03. • Vendor forums conducted in February and April (additional sessions planned for May) • Agency Roundtables conducted weekly • Individual Agency Head meetings in progress • Finalized initial State Term Contract loading schedule • Completed Strategic Sourcing interviews with all agencies • Third Party Monitor brought on by DMS • Vendor Registration website live and more than 1,000 vendors registered Upcoming Project Activities • Continue state term contract vendor forums and continue statewide general vendor information sessions • Initiate State Term Contract loading and Vendor Registration • Continue regular Agency Roundtables

  19. - Development Phase Timeline The project will be completed over four phases: Mobilization, Development, Deployment and Operations, all of which include specific milestones. Contract 2002 2003 2004 2005 2006 2007 Phase/Activity Month Oct* - Dec Jan - Mar Apr - Jun Jul - Sep Oct - Dec Jan - Mar Apr - Jun Jul - Sep Oct - Dec Jan - Mar Apr - Jun Jul - Sep Oct - Dec Jan - Dec Jan - Oct Mobilization Phase 1 - Program Establishment - Staffing Development Phase 4 -10 - Conference Room Pilot - Confirm Requirements Deployment Phase 6-22 6 - Launch Vendor Reg. Portal 8 Online Contract / Catalog Loading - - Pilot Implementation (DMS&DOT) 10 - Initial Users Live 18 - Bring on Additional Users 22 - Transition from SPURS 22 Operations Phase 23 61

  20. General Vendor Information Sessions* Jacksonville, FL 5/14, 5/15 Tallahassee, FL 4/15, 5/13, 7/8, 8/12, 9/9 St. Augustine, FL 5/29 Pensacola, FL 7/16, 7/17 Ocala, FL 5/7 Daytona, FL 5/27, 5/28 Panama City, FL 7/22, 7/24 Gainesville, FL 5/6 and 5/8 Ft. Walton Beach, FL 7/15 Orlando, FL 4/8, 4/10, 7/1, 7/2 Tampa, FL 4/30 and 5/1 Lakeland, FL 5/20, 5/22 Clearwater, FL 5/2 Sarasota, FL 7/31 Ft. Myers, FL 6/3 Ft. Lauderdale, FL 4/22, 6/17, 6/18 Coconut Creek, FL 4/24 Naples, FL 6/4 Miami, FL 4/1, 4/2, 4/3, 6/24, 6/26 * April - August 2003 only shown here

  21. Vendor Forum Technology Surveys Vendor Feedback Forms – Miami and Orlando Sessions (4/1-3, 8, 10) • 50% of Feedback Forms received were completed by CMBE/MBE Vendors • The vendors were asked three yes/no technology questions: • Does your business have an internet accessible computer? • Does your business have a fax machine? • Does your business have an email address? YES! All of the MBE/CMBE vendors in those sessions who completed feedback forms answered "yes" to all three of the above questions.

  22. Vendor Feedback Vendor Feedback Forms Overall Impressions: “Easier to do business with the state" “Access to all agencies" “Access to greater opportunities” “New business opportunities“ General Comments: “Excellent opportunity for Small Business” “This will give more opportunities in the bidding process". "It is what the State has been waiting for and will really help end users“ “Great! Where do I sign up?“ “...I think this is the best thing since grits! Hats off to you and your staff.“ “It is going to be wonderful once everyone is aware of it and is mandated to use it."

  23. Agency Deployment Schedule Agency Deployment Sequencing Criteria • Interest / Willingness to Volunteer • Spend of agency • Large spend (> $175 million in spend) • Medium spend ($25 million - $175 million in spend) • Small spend ($1 million - $25 million in spend) • Size of agency (# of employees) • Percentage spend on State Term Contracts

  24. Agency Sequence & Timing DRAFT * Other State Level entities that are eligible users ** Commodities and contractual services transactions 07/03. Working w/ DOT on other spending areas (annual spending total $2,322,890,365) ***These agencies have expressed an interest in adjusting their deployment date or discussing further.

  25. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  26. Vendor Advisory Council Role Providing input and feedback to the Project Management Team on: • Needs • Problems • Successes • Effective Practices • Long-term Strategic Objectives • Other Requested Input • Provide leadership in recruiting businesses to MyFloridaMarketPlace • Sponsor and champion MyFloridaMarketPlace initiative by sharing experience

  27. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  28. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close

  29. Meeting Schedule for Council • Quarterly • At the call of the Chair • Suggested dates: • In conjunction with Florida Government Expo • September 24-26, 2003 in Tampa

  30. Agenda • Introduction of Members • Name Chair and Vice Chair • MyFloridaMarketPlace Overview • Vendor Advisory Council Role • Other Business • Meeting Schedule • Close