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MyFloridaMarketPlace MyFloridaMarketPlace Vendor Teleconference Series December 3, 2008: “Solicitations” 12:00 noon – 1:00 p.m. EST The toll free number is: (888) 808-6959 Conference Code: 4888366

Agenda • Welcome/Introduction • Overview of Solicitation, eQuote, and Vendor Bid System • Commodity Codes • Solicitations • eQuote • Vendor Bid System • Account Helpful Hints • Resources

Welcome/Introduction • Due to the number of participants, this teleconference call will be muted • Please send any questions you may have during the presentation to: myfloridamarketplace@dms.myflorida.com • We will address as many questions as possible at the end of the presentation

Overview What are Solicitations? • The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms • Solicitations can be formal or informal: • Formal bids are for procurements in excess of $25,000; these are typically done through the Request for Proposal, Request for Bids, etc. process • Informal bids are for procurements less than $25,000; these are typically done through written quotes

Overview Solicitations • The state primarly uses three electonic tools to solicit quotes and bid responses from the vendor community: • eQuote • Ariba Sourcing • Vendor Bid System (VBS) • Each tool requires registration and enables you to identify the products/services that you offer • Notifications will be distributed based on the commodity codes you’ve selected

Overview • 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: http://equote.myfloridamarketplace.com • 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: https://myfloridamarketplace.com/sourcing/ • 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: http://vbs.dms.state.fl.us/vbs/notification_new.selection

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

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 you to identify the products/services you offer • When buyers solicit bids/quotes for products, notifications will be distributed based on the classification you’ve selected • In addition, commodity codes are used by state purchasers to notify the applicable vendors of upcoming bids and solicitations

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

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 • https://vendor.myfloridamarketplace.com/ • To find or update commodity code selections: • Commodity codes for goods: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=1 • Commodity codes for services: http://www.myflorida.com/apps/spurs/SPURS.commodities.display_categories?code_str=2

Commodity Codes • Searching for Commodity Codes http://www.myflorida.com/apps/spurs/spurs.main_menu_form

Commodity Codes • Enter search description for your products

Commodity Codes • Class & Group are displayed with description

Commodity Codes MyFloridaMarketPlace Sourcing • The commodity codes you select in Vendor Registration will be transmitted to your Sourcing account at the Class (3 Digit) level • Once invited to a solicitation in MFMP Sourcing, you will have access to the solicitation by simply logging into your MFMP Sourcing account • Notifications of solicitations published in Sourcing are distributed at the Class level (first three digits of the commodity code) and are distributed to the Sourcing contact on your account • Updates from Vendor Registration account are sent over to Sourcing • Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected

Commodity Codes MyFloridaMarketPlace eQuote • The commodity codes you select in your MyFloridaMarketPlace Vendor Registration will be transmitted to your eQuote account when you first register • You can manage your own eQuote categories within the system • When an agency customer creates a quote for goods or services the request will be sent to the selected vendor by email • Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected

Commodity Codes MyFloridaMarketPlace Vendor Bid System (VBS) • Email notifications for solicitations are distributed using the 6 digit commodity (class and group) • The notification will be sent to the address you identified when your VBS account was created • If the account needs to be updated contact the VBS Helpdesk, SPURSHelp@dms.myflorida.com

Commodity Codes Helpful Hints • A Commodity Code vendor training aid is available at: http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_toolkit/mfmp_vendor_training • Commodity Codes are added regularly; review your accounts frequently to ensure that all your products are selected • https://vendor.myfloridamarketplace.com/

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 you with finding your commodity code prior to making your selections or updating your 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

Agenda • Welcome/Introduction • Overview of Solicitation, eQuote, and Vendor Bid System • Commodity Codes • Solicitations [Mark Oyster] • eQuote • Vendor Bid System • Account Helpful Hints • Resources

Solicitations MyFloridaMarketPlace Sourcing • Online competitive bidding tool • Used to collect bids/responses for formal solicitations (>$25,000); Current primary use is for State Term Contracts and DMS Agency Term contracts • 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 • https://myfloridamarketplace.com/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

Solicitations Enter your Sourcing account username and password

Solicitations Select the agency that is responsible for the Solicitation from the list

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

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

Solicitations Read, prepare and provide your bid/response as requested in the solicitation on the RFX Info page

Solicitations Submit any pricing components, if required, on the Enter Values page

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

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

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 http://equote.myfloridamarketplace.com • 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 email, 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

eQuote Main Account Page • This is the main screen you will see when you login to eQuote • You can 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

eQuote Dept. of Management Services State User Dept. of Management Services State User 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 Viewing Quotes

VBS Vendor Bid System (VBS) • The Vendor Bid System is an online bid posting site • Executive branch agencies and some local governments publically post competitive solicitations, agency notices and agency decisions electronically in the tool • All formal solicitations that the state issues are posted in VBS • http://vbs.dms.state.fl.us/vbs/notification_new.selection

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

VBS VBS Search Parameters • Type • Competitive Solicitations • Public Notices • Agency Decisions • Agency • Number • Title • Commodity Code • (13 Digit) • Closed by Date

VBS Search Results VBS Search Results are displayed with Title, Number, Version and Type Links are provided in the Number Column to the solicitation documents

Account Helpful Hints MFMP Helpful Hint: Consider using your e-mail 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

Other Helpful Hints • Today’s presentation is available on MFMP Vendor Toolkit • http://dms.myflorida.com/vendorteleconferences • Future teleconferences: • 12/17/08 – MFMP Overview • 1/7/09 – 1% Transaction Fee / Processing • Questions • Comments

Resources Resources • Solicitation Specific Questions • Contact the Agency Contract Administrator/Purchasing Office responsible for the solicitation • For technical questions concerning solicitations, please contact Vendor Help at: VendorHelp@myfloridamarketplace.com or 1-866-352-3776 • Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 am – 5:30 pm EST • Vendor Toolkit: http://dms.myflorida.com/vendortoolkit

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