MyFloridaMarketPlace

Florida Department of Management Services

MyFloridaMarketPlace Information Session

Introduction

Overview of MyFloridaMarketPlace

General Information

Self Reporting

Vendor Registration

Overview of Tools

Next Steps

More detailed discussion

Invoicing

eQuote (Informal Bidding)

Sourcing (Formal Bidding)

Registration on Ariba

Open Discussion – Questions and Answers

Registration Assistance

Agenda Agenda

MyFloridaMarketPlace is an eProcurement (electronic procurement) system

MyFloridaMarketPlace covers the full life cycle of purchasing (from requisition to

payment)

MyFloridaMarketPlace connects buyers and vendors through the electronic

exchange of catalogs, quotes, bids, purchase orders, invoices, etc.

MyFloridaMarketPlace includes all purchases made with the State of Florida

MyFloridaMarketPlace includes a variety of tools for bids, quoting and invoicing

ReceiveOrderSourceRequest PayApproval

What is MyFloridaMarketPlace What is MyFloridaMarketPlace?

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

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? What is included in MyFloridaMarketPlace?

Initial Users - Pilot Agencies

Department of Transportation

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 Reg.

Agency for Workforce Innovation

Department of Community Affairs

Executive Office of the Governor

Department of Veteran’s Affairs

Department of State

Department of Management Services

Initial Users – Executive Branch Agencies

Other Eligible Users Other State Agencies

Educational Institutions

Other Governments (City, County, etc.)

Legislature

Judicial

Who are the Buyers?

State Technology Office

Who are the Buyers?

What do vendors say about eProcurement? Here are a few quotes about eProcurement benefits realized by

eProcurement vendors participating in other electronic markets

“We see significant benefits in being early adopters of eBusiness and believe it will give us a competitive advantage. We believe the greatest benefit comes from complete integration of orders into our back office system thereby reducing manual intervention.” Alan Powell, Arco

“We have achieved a 20% savings on our order management costs.” French Thornton Supplier Survey, Jan 21, 2002

“We started off with manual order entry, but we now conduct 80% of our business electronically. We’re not only reaping impressive time and cost-savings benefits, but also improving our customer relations.” Nick Hermann, CIO at Organic Farm Foods

“We are in a low margin field and don’t want to increase headcount. We see automation as a way of growing without the heads.” French Thornton Supplier Survey, Jan 21, 2002

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

What’s Different? Electronic purchase orders One face to the state

Electronic quotes Vendor registration Ability for vendors to maintain company information online

What’s the Same? Your relationship with agencies Use of contracts Subject to State purchasing rules

Why MyFloridaMarketPlace? Why MyFloridaMarketPlace?

Opportunity to generate additional business and increase 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 customers through increased visibility across agencies

(access to additional state agencies and local FL governments)

Opportunity to streamline operations and decrease operating expenses 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

Opportunity to shorten 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

Moving to advanced business technology benefits all vendors. The MyFloridaMarketPlace system provides:

Vendor Benefits Vendor Benefits

• 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

All vendors, including MBE(Minority Business Enterprise) and CMBE(Certified Minority Business Enterprise) vendors, should receive benefits from using advanced business technology.

Vendor BenefitsVendor Benefits

Is there a fee?

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

Vendors must be registered in MyFloridaMarketPlace in order to respond to solicitations or enter into new agreements

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.

How the fee will be collected Self Reporting

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 will be done on a monthly basis beginning July 1

Forms and instructions for completing the self-reporting process are available on-line on the MyFloridaMarketPlace website

We will be moving to a Billing and Collection method for all business conducted through the MyFloridaMarketPlace system and eventually to an automatic deduction method with the implementation of a new accounting system.

How will the Fee be collected?

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

Myths and Misperceptions about

eProcurement

Perception/Concern Approach to Resolve Concern

“My business is not technologically advanced, so I can’t participate in eProcurement”

• Help Desk to assist vendors in using new technology• Basic internet connectivity needed

“I need to purchase a computer to do business with the State”

• Other options available to access equipment (Public Library, Small Business Development Centers, One Stop Center, etc.)

“The 1% fee is unfair to small businesses”

• No registration fee, only pay if they get orders from the State• Flat rate applied to all equally

“I’ve heard that the registration process is too complicated”

• Registration screens walk the vendor through step by step processes

• Help Desk Assistance is available

“I will have limited contact with Purchasing Agents”

• Current contacts not eliminated• MyFloridaMarketPlace is streamlining the manual processes

associated with Procurement

Myths and Misperceptions about eProcurement

Vendor Registration

Vendor

Registration

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 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 Vendor Registration

Vendor Registration Vendor Registration

Vendor Registration Vendor Registration

Vendor Registration Vendor Registration

Vendor Registration Vendor Registration

Vendor Registration

Vendor Registration Vendor Registration

Vendor Registration Vendor Registration

Invoicing:• Enables vendors to receive electronic purchase orders from State

Agencies using MyFloridaMarketPlace• Enables vendors to “flip” a purchase order into an invoice• Requires registration on Ariba

eQuote: • For contracts under $25K.• Enables vendors to receive and respond to State Agencies’ informal

bids.

Sourcing (Solicitations):• For contracts over $25K.• Enables vendors to receive and respond to State Agencies’ formal

bids

MyFloridaMarketPlace Tools MyFloridaMarketPlace Tools

Invoicing

Invoicing

(The PO flip)

Invoicing

Invoicing

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

Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process)

Required for State Term Contract vendors

Internet connectivity required

Invoicing

eQuote

eQuote

(Informal Bidding)

eQuote

eQuote

Used for requests for informal quotes

Replaces more manual quoting processes (phone, fax, paper catalogs)

Vendors are invited to respond by buyers

By Name

By Commodity

Responses (quotes) are submitted electronically

Optional for all vendors

Internet connectivity required

eQuote

Sourcing

Sourcing

(Formal Solicitations)

Sourcing

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 only. Formal Bids are over $25,000

Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal)

Internet connectivity required

Sourcing Sourcing

Learn more about MyFloridaMarketPlace at http://www.MyFlorida.com , look under ‘Hot Topics’ and click on the MyFloridaMarketPlace/ePro link

– Download Training Materials (coming soon)

E-mail specific questions to:– VendorHelp@MyFlorida.com– 866-FLA-EPRO

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 For More Information

Vendor Forums (Term Contract) February 2003 – ongoing

Vendor Information Sessions April 2003 – ongoing

Vendor Registration March 2003 – ongoing

Online Training Summer 2003

Upcoming Vendor Participation Opportunities

Upcoming Participation Opportunities Upcoming Participation Opportunities

Invoicing

Invoicing

Invoicing

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

Supports electronic invoice reconciliation within Ariba Buyer (purchase order, receipt, and invoice are needed for payment process)

Required for State Term Contract vendors

Invoicing

Login to Ariba Network

1. Login - Enter your username and password

Invoicing Invoicing

Go to Inbox

1. Review – Review important information to all vendors.

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

Invoicing Invoicing

Review Purchase Orders

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

2. Inbox – Select an Order you would like the invoice for by clicking on the Order #

Invoicing Invoicing

Review Order Detail

1. Review – Confirm information on the PO is correct.

2. Generate Invoice – Click the Generate Invoice link to turn this PO into an Invoice

Invoicing Invoicing

Pick Invoice Type

1. Select – Click the Standard Invoice Link

Invoicing Invoicing

Invoicing Invoicing

Invoicing

Invoicing

Invoicing

eQuote

eQuote

eQuote

Used for requests for informal quotes

Replaces more manual quoting processes (phone, fax, paper catalogs)

Vendors are invited to respond by buyers

By Name

By Commodity

Responses (quotes) are submitted electronically

Optional for all vendors

eQuote

LoginEnter your secure username

and password

eQuote eQuote

Accepted

“My Inbox”

By clicking on the underlined title, you can easily check your eQuotes in “My Inbox” to

see detailed quote information.

eQuote eQuote

Responding to eQuotes

The “Create eQuote Response” page allows you to start creating your response to the buyer.

Here you list your response information such as your quoted price, offer expiration date, shipping method, etc.

eQuote eQuote

Page 23

Responding to eQuotes

The “Create eQuote Response” page allows you to click on tabs, where you can either discard your quotation changes, decline the quotation, save the quotation or continue with

creating and submitting your quote.

eQuote eQuote

Responding to eQuotes

The “Review and Submit” page provides you an overview of the eQuote information you will submit.

North South & East West Supply Company

Thebuyer@anytowninnc.com

eQuote eQuote

Responding to eQuotes

Use the “Edit” tab to make any final changes. Once you are ready to submit your eQuote, click the “Respond” button.

eQuote eQuote

Sourcing

Sourcing

The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms

A formal bid response tool for vendors

Used for formal bids only. Formal Bids are over $25,000

Supports several types of “RFX’s” - RFI (request for information), RFQ (request for quote), and RFP (request for proposal)

Sourcing Sourcing

Sourcing Process

PREVIEWPREVIEW

BIDDINGBIDDING

SELECTION/ AWARD

SELECTION/ AWARD

Sourcing Sourcing

Accessing the System

An e-mail notification will be sent, notifying you that a bid has been placed. There will be a link that will direct you to the Sourcing tool.

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Reviewing Bid Information Verify that you meet the requirements using “RFX Info” and “Rules” tabs Determine which items you want to bid on Determine how you will respond to any questions or terms posed

Provides background info on the RFX

Lists each line item available for bidding

Provides any rules imposed by the buyer

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Placing Bids - 2 Options

Direct Method (Online Form)

OR

Excel Method (Excel Spreadsheet)

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Direct Method

1. *Enter RFX Info - Enter your responses to the questions presented (e.g. term of sales, shipping method, etc.)

*Some fields may vary based on agency requirements

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Direct Method

2. Enter Values – For each line item, enter your pricing and quantity (if required)

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Direct Method

3. Review Summary – Review information entered for accuracy.

Make any desired changes, and click “Submit” when finish.

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Excel Method

Helpful for large or complex bids

Achieves the same end-result as the Direct Method

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Excel Method

1. Click the “Open RFX in Excel” button

2. Excel Spreadsheet opens

Click to Open RFX in Excel

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Excel Method

3. Review Instructions – Review instructions provided on Cover Sheet

Sourcing Sourcing

Excel Method

4. Enter your bid or response information – Enter information in the highlighted cell(s)

Enter Response Here

Item # Item Name Price (USD)1 drug free 400,000.00

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Excel Method

5. Save File – In the Excel window, select “File” then “Save As”

6. Import Response – Click “Import Response” button

Click to Import Response

If you are not at a bidding process page, start bidding process by clicking either:

• “Prepare Bid”

• “Prepare Response”

• “Revise Bid”

• “Revise Response”

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

“Browse” Button

“Load Response” Button

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Excel Method

6. Import Response (continued) – a) Click “Browse” button to select file name; b) Click “Load Response” button to download file; c) Click “Next” button to proceed

Sourcing Sourcing

Excel Method

7. Review Status Messages – Fix any warnings or errors that appear

8. Submit or Save Bid – Click “Submit” button to transmit bid immediately or click “Save” button to save bid for later submission

Click “Submit” or “Save” button

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Either Method - Points to Remember

Reviewing your bid – Click the “My Bids” tab. Click the bid id number to see details of the bid.

Revising your bid – Click the “Revise Bid” button. Ensure that sufficient time is available to revise the bid.

Bid Clock – Time remaining until bidding closes is displayed prominently on the top of the main RFX page

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

When the bidding event reaches closing time, or when the inactivity period is met, the RFX moves to “Pending Selection” status

Buyer reviews the bids and makes awards to one or more vendors

When awards have been decided for all items, the RFX moves from the “Pending Selection” status to “Closed” status

Winning vendors are notified via e-mail

PreviewPreview

BiddingBidding

Selection/ Award

Selection/ Award

Sourcing Sourcing

Registering on the Ariba Network

Registering for Ariba

Ariba

Web-based marketplace offering vendors access to high-volume buyers

Ariba enables vendors to:

– Receive purchase orders on-line and view them in your on-line “inbox”

– Electronically track the status of purchase orders

– Generate electronic invoices via the “P.O. Flip”

– Register on-line

– Configure their account

Registration on Ariba is REQUIRED to “flip” a P.O. into an Invoice

Ariba Registration Registering for Ariba

Registering for Ariba is a 3 step process

Basic Registration

– Need a D-U-N-S number

Configuration

– Log in and set up how you want to receive Orders

Become a Trading Partner

– MyFloridaMarketPlace will scan for those that have Registered for MyFloridaMarketPlace and Ariba and will make you a trading partner.

Ariba Registration Registering for Ariba

Ariba Supplier Network (ASN) – Basic Registration

Requirements for Basic Registration:

User Name and Password (You Create)

Basic company information

D-U-N-S Number (Data Universal Numbering System)

Nine digit number issued by Dun & Bradstreet. Used by many state and local governments for tracking purposes

Requesting a D-U-N-S Number is free

Call 888-814-1435 and let them know you are doing business with the state of Florida

Ariba Registration Registering for Ariba

Go to http://Supplier.Ariba.com and click on the “Register” link

Go to http://Supplier.Ariba.com and click on the “Register” link

Ariba Registration

Register for Ariba at http://supplier.ariba.com

Registering for Ariba

Ariba Registration

Step 1:Basic Registration

Registering for Ariba

Ariba Registration Registering for Ariba

Ariba Registration Registering for Ariba

Ariba Registration Registering for Ariba

Ariba Registration Registering for Ariba

Ariba Registration Registering for Ariba

Registering for Ariba

Registering for Ariba

Registering for Ariba

Registering for Ariba

To configure your account:

1) Log into Ariba with you username and password

2) Click the Configuration link

To configure your account:

1) Log into Ariba with you username and password

2) Click the Configuration link

Ariba Registration

Step 2:Configuration

Registering for Ariba

Ariba Registration Registering for Ariba

Ariba Registration

Select your Ordering Method

1) cXML

2) Fax

3) Email

4) EDI 850

5) EDIFact

6) Online Inbox

Then click the OK button

Registering for Ariba

Ariba Registration

Select your Ordering Method when there are attachments:

1) cXML

2) Email

3) Online Inbox

Click the OK button

Registering for Ariba

Ariba Registration

Decide if you will accept change orders

Select your Ordering Method for Change/Cancel Orders

Click the OK button

Registering for Ariba

Ariba Registration

Decide if you will accept Non-Catalog Orders

Click the OK button

Registering for Ariba

1) Call the Vendor Help Desk

1-866-FLA-ePro

2) Tell them that you would like to be a Trading Partner with the State of Florida

- They will create the relationship in Ariba Admin

- They will add your Ariba number to your registration so that your orders will now be routed through the Ariba Network

Ariba Registration

Become a State of Florida Trading Partner Step 3:Trading Partner

Registering for Ariba

Registering on the Vendor Bid System

Registering for VBS

Vendor Bid System (VBS)

State system that notifies vendors about formal bids via e-mail (bids over $25,000).

Must register to receive e-mail notifications. Registration is free.

Registration requires a Vendor Identification Number and Sequence Number.

Your Vendor Identification Number is your Federal Tax ID Number or Social Security Number. Your sequence number is assigned to you.

Registering In VBS Registering for VBS

Log onto www.myflorida.com and click the “Business” link

Log onto www.myflorida.com and click the “Business” link

Registering In VBS Registering for VBS

Doing Business With The State

Next, click the “Doing Business With The State” Link

Next, click the “Doing Business With The State” Link

Registering In VBS Registering for VBS

Vendor Bid System (VBS)

Under “Everything for Vendors and Customers

select “Vendor Bid System (VBS)”

Under “Everything for Vendors and Customers

select “Vendor Bid System (VBS)”

Registering In VBS Registering for VBS

Registering In VBS

Register to receive e-mail notifications by clicking the

“Electronic Notification” link.

Register to receive e-mail notifications by clicking the

“Electronic Notification” link.

Electronic Notification

Registering for VBS

Registering In VBS

Add E-mail Notification

View Vendor E-mail Notification

Under “Add E-mail Notification”, Select “F” or

“S” and enter both your Vendor Identification Number

and Sequence Number.

Under “Add E-mail Notification”, Select “F” or

“S” and enter both your Vendor Identification Number

and Sequence Number.

Registering for VBS

Registering In VBS

Search for vendor to add

View Vendor E-mail Notification

If you do not know your Vendor Identification Number and Sequence Number, click the “Search for vendor to add” link.

If you do not know your Vendor Identification Number and Sequence Number, click the “Search for vendor to add” link.

Registering for VBS

Registering In VBS

Enter your company’s name and applicable state, then click the “Execute Search”

button

Enter your company’s name and applicable state, then click the “Execute Search”

button

Registering for VBS

Registering In VBS

After entering the search criteria and clicking the

“Execute Search” button, the Vendor Identification Number

and Sequence Number are provided

After entering the search criteria and clicking the

“Execute Search” button, the Vendor Identification Number

and Sequence Number are provided

11111111 -101

123 Main Street

Tallahassee

Smith and Sons

Registering for VBS

Registering In VBS

Add E-mail Notification

After obtaining the Vendor Identification Number and

Sequence Number, return to the main VBS screen.

Under “Add E-mail Notification”, enter these

numbers and click the “Use This Vendor” button

After obtaining the Vendor Identification Number and

Sequence Number, return to the main VBS screen.

Under “Add E-mail Notification”, enter these

numbers and click the “Use This Vendor” button

(1)

(2)

111111111 101

Registering for VBS

Registering In VBS

To complete the process, enter your . . .

1) Name

2) Phone Number

3) E-mail Address

Click the “Save Vendor Info” button

To complete the process, enter your . . .

1) Name

2) Phone Number

3) E-mail Address

Click the “Save Vendor Info” button

11111111 101

Smith and Sons

123 Main Street

Tallahassee, FL 32301

Registering for VBS

If you have completed everything correctly, you will

receive the following message

If you have completed everything correctly, you will

receive the following message

Registering In VBS Registering for VBS

Summary

Register for MyFloridaMarketPlaceURL: www.MyFlorida.comIncludes eQuote and Sourcing(Formal Solicitations) registration

Register for Ariba (optional for Non-STC vendors)URL: http://Supplier.Ariba.comIncludes Invoicing registration

Register for the Vendor Bid System (optional for all vendors)URL: www.MyFlorida.comIncludes notification of Formal Bids for agencies not using MFMP

Summary

Questions and AnswersPlease write questions on theback of your evaluation sheet

Questions and Answers