Transcript Document

MyFloridaMarketPlace
Florida Department of Management Services
MyFloridaMarketPlace Information Session
Agenda
Agenda

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
What
What is
is MyFloridaMarketPlace
MyFloridaMarketPlace?
 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
Request
Source
Approval
Order
Receive
Pay
What is included in
What is included inMyFloridaMarketPlace?
MyFloridaMarketPlace?
Initial Users Pilots
Eligible Users Other State Agency
Initial Users Exec Agencies
Eligible Users –
Univ, City, County
MyFloridaMarketPlace Users
General
Public
Buyers
Buyer Tools
Minority
Businesses
Agency/ Dept.
Contract Vendors
Small
Businesses
Vendors
Vendor Tools
• Vendor search
• State term contract items
“I want to buy”
State Term
Contract Vendors
MarketPlace
• Requisitions/Purchase
orders
• Self registration
• E-mail notification of formal
and informal solicitations
• Online workflow approvals
• Online quoting on informal
solicitations (< $25,000)
• Informal solicitation
(quotes < $25,000)
• Online submission of sealed
bids (> $25,000)
• Sealed bids (ITN, ITB, RFx
> $25,000, auctions,
reverse auctions)
• Electronic purchase order
receipt
“I want to sell”
• Electronic submission of
invoices
• Receipt of Goods
• P-Card
• Catalog creation and
updates for State term
contracts
• Contract development and
administration
• Reports
Business Support and Operations
• Buyer
Help Desk
• Vendor
Help Desk
• Strategic
Sourcing
• Procurement
Assistance
• Catalog
Enablement
• Training and
Education
Who are the
Who are the Buyers?
Buyers?
Initial Users - Pilot Agencies
 Department of Transportation
 State Technology Office
 Department of Management Services
Initial Users – Executive Branch Agencies
 Department of Children & Families
 Department of Education
 Department of Health
 Department of Citrus
 Department of Corrections
 Department of Law Enforcement
 Department of Juvenile Justice
 Department of Military Affairs
 Department of Environmental Protection
 Department of Business & Professional Reg.
 Department of Revenue
 Agency for Workforce Innovation
 Department of Lottery
 Department of Community Affairs
 Agency for Health Care Administration
 Executive Office of the Governor
 Department of Highway Safety & Motor
Vehicles
 Department of Veteran’s Affairs
 Department of Elder Affairs
 Department of State
Other Eligible Users
 Other State Agencies
 Legislature
 Educational Institutions
 Judicial
 Other Governments (City, County, etc.)
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
WhyMyFloridaMarketPlace?
MyFloridaMarketPlace?
Why
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
Vendor
VendorBenefits
Benefits
Moving to advanced business technology benefits all vendors.
The MyFloridaMarketPlace system provides:
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
Vendor
VendorBenefits
Benefits
All vendors, including MBE(Minority Business
Enterprise) and CMBE(Certified Minority
Business Enterprise) vendors, should receive
benefits from using advanced business
technology.
•
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
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
Selfcollected?
Reporting
How willcollected
the Fee be





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.
To find this form:
1)
Go to www.myflorida.com
2)
Click on MyFloridaMarketPlace
under Hot Topics
3)
Under Vendor section go to
Transaction Fee Reporting
4)
Download the form
Myths and
Misperceptions about
eProcurement
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
Vendor
Registration
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
Vendor Registration
Registration
Vendor Registration
Vendor Registration
Vendor Registration
Vendor Registration
Vendor Registration
Vendor Registration
MyFloridaMarketPlace
MyFloridaMarketPlaceTools
Tools
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
Invoicing
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
eQuote
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
Sourcing
Sourcing
Sourcing
(Formal Solicitations)
Sourcing
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
For More
For More Information
Information

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:
– [email protected]
– 866-FLA-EPRO

Make sure we are not in your SPAM filter. Please put an
exception in your e-mail filters for
[email protected]
Upcoming Participation
Opportunities
Upcoming Participation Opportunities
Upcoming Vendor Participation Opportunities
 Vendor Forums (Term Contract)
February 2003 – ongoing
 Vendor Information Sessions
April 2003 – ongoing
 Vendor Registration
March 2003 – ongoing
 Online Training
Summer 2003
Invoicing
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
Go to Inbox
1. Review –
Review
important
information to
all vendors.
2. Inbox – Click
on the Inbox
link to review
new
messages
Invoicing
Review Purchase
Orders
1. Review – Look
at the orders you
have sent
MyFloridaMarket
Place buyers
2. Inbox – Select
an Order you
would like the
invoice for by
clicking on the
Order #
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
Pick Invoice Type
1. Select – Click the
Standard Invoice
Link
Invoicing
Invoicing
Invoicing
Invoicing
eQuote
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
eQuote
Login
Enter your secure username
and password
eQuote
eQuote
“My Inbox”
Accepted
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
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.
Page 23
eQuote
eQuote
North South & East West Supply Company
Responding to eQuotes
The “Review and Submit” page provides you an overview of
the eQuote information you will submit.
[email protected]
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.
Sourcing
Sourcing
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
PREVIEW
BIDDING
SELECTION/
AWARD
Sourcing
Sourcing
Preview
Bidding
Selection/
Award
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.
Sourcing
Sourcing
Preview
Bidding
Provides any
rules imposed by
the buyer
Selection/
Award
Lists each line item
available for bidding
Provides
background info
on the RFX
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
Sourcing
Sourcing
Preview
Placing Bids - 2 Options
 Direct Method (Online Form)
OR
 Excel Method (Excel Spreadsheet)
Bidding
Selection/
Award
Sourcing
Sourcing
Preview
Bidding
Selection/
Award
*Some fields
may vary
based on
agency
requirements
Direct Method
1. *Enter RFX Info - Enter your responses to the questions presented (e.g.
term of sales, shipping method, etc.)
Sourcing
Sourcing
Preview
Bidding
Selection/
Award
Direct Method
2. Enter Values – For each line item, enter your pricing and quantity (if required)
Sourcing
Sourcing
Direct Method
Preview
3. Review Summary – Review information entered for accuracy.
Make any desired changes, and click “Submit” when finish.
Bidding
Selection/
Award
Sourcing
Sourcing
Preview
Excel Method
Bidding
 Helpful for large or complex bids
 Achieves the same end-result as the Direct Method
Selection/
Award
Sourcing
Sourcing
Excel Method
1.
Click the “Open RFX in Excel” button
2.
Excel Spreadsheet opens
Preview
Bidding
Selection/
Award
Click to Open
RFX in Excel
Sourcing
Sourcing
Excel Method
3.
Review Instructions – Review instructions provided on Cover Sheet
How to use this spreadsheet to prepare a bid or response, or to set market
basket prices.
Step 1. Enter information into this spreadsheet by using the tabs located below.
Step 2. Go to "File" then "Save As" to save this spreadsheet to your computer.
Step 3. If you are already at a bidding process page, go to Step 4 below. If you are
not, start the bidding process by going to your Sourcing browser window, and clicking
one of the following buttons: "Prepare Bid," "Prepare Response," "Revise Bid," or "R
Step 4. Click the "Import Bid Information" or "Import Response" button.
Step 5. Click the "Browse" button to find the spreadsheet on your computer.
Step 6. Load the spreadsheet information into the RFX by clicking the "Load Bid
Information" or "Load Response" button.
General Guidelines
Enter data only in yellow cells. Entries in other cells are ignored, or may
cause the import to fail.
Cells with a blue background are table headings, and cannot be changed or reordered.
After imported, the data in this spreadsheet populates all input fields in the Sourcing
Preview
Bidding
Selection/
Award
Sourcing
Sourcing
Excel Method
4.
Enter your bid or response information – Enter information in the
highlighted cell(s)
Preview
Bidding
Item #
1
Item Name
drug free
Price (USD)
400,000.00
Enter Response Here
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
Preview
Bidding
Selection/
Award
If you are not at a bidding
process page, start bidding
process by clicking either:
• “Prepare Bid”
• “Prepare Response”
• “Revise Bid”
Click to Import Response
• “Revise Response”
Sourcing
Sourcing
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
Preview
Bidding
Selection/
Award
“Browse” Button
“Load Response” Button
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
Preview
Bidding
Click “Submit” or “Save” button
Selection/
Award
Sourcing
Sourcing
Either Method - Points to Remember
Preview
 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.
Bidding
 Bid Clock – Time remaining until bidding closes is
displayed prominently on the top of the main RFX page
Selection/
Award
Sourcing
Sourcing
Preview
 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
Bidding
Selection/
Award
Registering for Ariba
Registering on the
Ariba Network
Ariba Registration
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
–

Configuration
–

Need a D-U-N-S number
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
Register for Ariba at
http://supplier.ariba.com
Ariba Registration
Registering
for Ariba
Step 1:
Basic Registration
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
Ariba Registration
Registering for Ariba
To configure your account:
Step 2:
Configuration
1)
Log into Ariba with you
username and password
2)
Click the Configuration link
Registering
Ariba Registration
for Ariba
Registering
Ariba Registration
for Ariba
Select your Ordering Method
1)
cXML
2)
Fax
3)
Email
4)
EDI 850
5)
EDIFact
6)
Online Inbox
Then click the OK button
Registering
Ariba Registration
for Ariba
Select your Ordering Method when there are attachments:
1)
cXML
2)
Email
3)
Online Inbox
Click the OK button
Registering
Ariba Registration
for Ariba
Decide if you will accept
change orders
Select your Ordering Method
for Change/Cancel
Orders
Click the OK button
Registering
Ariba Registration
for Ariba
Decide if you will accept Non-Catalog Orders
Click the OK button
Registering
Ariba Registration
for Ariba
Become a State of Florida Trading Partner
Step 3:
Trading Partner
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
Registering for VBS
Registering on the
Vendor Bid System
Registering In VBS
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
Registering In VBS
Registering
for VBS
Doing Business With The State
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)”
Registering In VBS
Registering
for VBS
Register to receive e-mail
notifications by clicking the
“Electronic Notification” link.
Electronic Notification
Registering In VBS
Registering
for VBS
View Vendor E-mail Notification
Under “Add E-mail
Notification”, Select “F” or
“S” and enter both your
Vendor Identification Number
and Sequence Number.
Add E-mail Notification
Registering In VBS
Registering
for VBS
View Vendor E-mail Notification
Search for vendor to add
If you do not know your
Vendor Identification Number
and Sequence Number, click
the “Search for vendor to
add” link.
Registering In VBS
Registering
for VBS
Enter your company’s name
and applicable state, then
click the “Execute Search”
button
Registering In VBS
Registering
for VBS
After entering the search
criteria and clicking the
“Execute Search” button, the
Vendor Identification Number
and Sequence Number are
provided
Tallahassee
Smith and Sons
11111111 101
123 Main Street
Registering In VBS
Registering
for VBS
After obtaining the Vendor
Identification Number and
Sequence Number, return to
the main VBS screen.
Add E-mail Notification
Under “Add E-mail
Notification”, enter these
numbers and click the “Use
This Vendor” button
(1)
111111111 101
(2)
Registering In VBS
Registering
for VBS
11111111
101
Smith and Sons
123 Main Street
Tallahassee, FL 32301
To complete the process,
enter your . . .
1) Name
2) Phone Number
3) E-mail Address
Click the “Save Vendor Info”
button
Registering In VBS
Registering
for VBS
If you have completed
everything correctly, you will
receive the following message
Summary
Summary
Register for MyFloridaMarketPlace
URL: www.MyFlorida.com
Includes eQuote and Sourcing(Formal Solicitations) registration
Register for Ariba (optional for Non-STC vendors)
URL: http://Supplier.Ariba.com
Includes Invoicing registration
Register for the Vendor Bid System (optional for all vendors)
URL: www.MyFlorida.com
Includes notification of Formal Bids for agencies not using MFMP
Questions and Answers
Questions and Answers
Please write questions on the
back of your evaluation sheet