Transcript Document

State of Florida
Department of Management Services
OSD Regional MBE Workshops
July 1, 2003 - June 30, 2004
Introduction
MyFloridaMarketPlace System Overview
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
What is MyFloridaMarketPlace?
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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
Who are the Buyers?
Governor’s Executive Branch Agencies
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Department of Transportation
State Technology Office
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
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Department of Management Services
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
Division of Administrative Hearings
Department of Elder Affairs
Other Eligible Users
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Other State Agencies
Educational Institutions
Other Governments (City, County, etc.)
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Legislature
Judicial
Vendor Benefits
All vendors, including MBE(Minority Business
Enterprise) and CMBE(Certified Minority
Business Enterprise) vendors, should receive
benefits from using advanced business
technology.
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Access to Untapped Buyers
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State of the Art Tools
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Available Customer Support
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Enhanced Economic Development Opportunities for Small Business
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Reduced Administrative Burdens and Manual Processes
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
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 (if applicable)
 Location information:
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A business name for each company location (if different from the company name)
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A complete address for each location (including details for sending purchase
orders, payments, and bills to each location)
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A contact person for each of your locations
 Commodity codes — Codes describing the products and/or services your company
provides. The State will communicate informal and formal bidding information to you based
on the commodity codes you select. If you do not know your commodity codes, you can
search for them during registration.
 CMBE (Certified Minority Business Enterprises) information (if applicable)
 State-issued sequence number and PIN- Call MyFloridaMarketPlace Customer Service
Helpdesk at 1-866-FLA-ePRO (1-866-352-3776) to obtain this information
Vendor Registration
 Login onto
www.myflorida.com
 Select the
“MyFloridaMarketPlace /
e-Pro” link under
“Doing Business with the
State”
 Click “Online Vendor
Registration” link
Vendor Registration
Go To “New Vendor Registration”
Enter information and click
“Register”
Vendor Registration
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Steps to complete
the registration are
listed on the left
side of the screen.
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You must
complete each of
these sections to
successfully
complete
registration.
Vendor Registration
CMBE Certification
Click the Florida
Office of Supplier
Diversity
Eligibility Criteria
link to view the
eligibility criteria
prior to making your
MBE selections.
Vendor Registration
CMBE Certification
 The system
defaults to “I am
not seeking
Minority Business
Certification”
 Select the
designation that
best fits the
desired designation
for your company
Vendor Registration
Selecting Commodity Codes
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Commodity Codes
are used by
buyers to identify
the
product/services
vendors provide
Vendor Registration
Selecting Commodity Codes
Vendor Registration
Registering for Solicitations
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The purpose of the
Solicitations page is
to determine whether
you would like the
opportunity to
participate in formal
bidding (over
$25,000)
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Solicitations is also
commonly referred to
as “Sourcing”
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The page is
automatically
defaulted to “No, I do
not want to participate
in electronic
solicitations”
Vendor Registration
Registering for eQuote
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Vendors are able
to indicate
whether they
want to
participate in
eQuote (informal
bidding)
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Click on “I want
to participate in
eQuote.”
Vendor Registration
Registering for eQuote
If you elect to participate
in eQuote
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You will be taken to
the eQuote
Registration page.
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You will need to select
who will be the contact
for eQuotes.
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If the contact person is
not listed, go back to
the Locations/
Contacts Screen and
add the desired
contact information.
Vendor Registration
Registering for eQuote
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Select the location for the Main Contact
Person. Organizations with multiple
locations need to select the location for the
eQuote Main Contact person by clicking on
the drop down box
Click Submit
The eQuote contact person selected will
receive an email within 24 business hours
with your company's Username and
Password, and the link to access the eQuote
account http://equote.myfloridamarketplace.com
Vendor Registration
Registering for eQuote
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Login in using the
username and
password contained
in the eQuote
Activation email
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The first time you
login, you will be
prompted to change
your password
Vendor Registration
Registering for eQuote
Welcome:
Alberta Simmons
January 29, 2004
Sharpton Brunson Company
Check to ensure your eQuote
Work
Trail:
commodity categories are correct.
This list contains eQuotes awaiting your response. Select an eQuote to review by clicking on the Title. From there you may review details of the
eQuote request and submit your response. Note that eQuotes marked RUSH require response within 4 business hours.
Title
Status
Organization
Sender
Responder
FL Terms and Conditions
Date Sent
Response Due
Vendor Registration
Terms of Use
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The last step in the
registration process is
to read and accept the
MyFloridaMarketPlace
Terms of Use
You must "Accept" the
terms to be considered
a registered vendor
with the State of Florida
Vendor
Registration
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Click the Registration
Summary link, to see
your entire registration
record
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Print out a copy of
your registration for
your records
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Click Logout, when
finished
Customer Service Center
Vendor Assistance
For Assistance with the registration process, please
contact MyFloridaMarketPlace Customer Service
[email protected]
Toll Free 1-866- FLA-EPRO (1-866-352-3776)
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
eProcurement Tools
eQuote:
• For contracts under $25K
• Enables vendors to receive and respond to State Agencies’ informal
quotes
Solicitations (Sourcing):
• For contracts over $25K
• Enables vendors to ONLY respond to State Agencies’ formal bids
Electronic Invoicing (PO Flipping)
• Enables vendors receive electronic purchases orders from State
Agencies using MyFloridaMarketPlace
• Enables vendors to “flip” a purchase order into an invoice
• Requires registration on Ariba Supplier Network
The eQuote Tool
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Used for requests for informal quotes
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Replaces more manual quoting processes
(phone, fax, paper catalogs)
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Vendors are invited to respond by buyers
 By Name
 By Commodity
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Responses (quotes) are submitted electronically
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Quote the buyer's item request as is
Quote a substitute item
Quote an alternate item
Add additional items to the quote
Decline the entire quote
Optional for all vendors
The eQuote Tool
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The State will submit informal quote requests to vendors
electronically by either email or fax
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Vendors can only respond using the online template
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Vendors may contact the buyer for further clarification about an
item(s) in the eQuote requisition
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If awarded the eQuote, the Vendor(s) will receive a purchase order
for the item(s) from the buyer
Responding To An
eQuote
 You will receive
an email
notification, with
the website link
 Click on the link
and login to your
eQuote account
Responding To An
eQuote
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The inbox is
displayed with
all eQuote
requests
submitted to
you
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Click on the
eQuote Title
link to view all
the details of
the eQuote
and to
respond
Responding To An
eQuote
 Scroll down to
begin entering
your response
to the eQuote.
Responding To An
eQuote
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Click on all of
the pertinent
boxes and enter
the requested
information
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Once you enter
a Unit Price for
an item, the
Extended Price
(Unit Price x
Qty) will be
automatically
calculated and
entered for you
Responding To An
eQuote
 Step 2 - Review
the entirety of
your quote
Responding To An
eQuote
 To make changes to
your response at this
time, click the
Edit button.
 To remove
everything you
entered in your
response, click the
Discard
Changes button.
 To save your
response without
submitting it to the
buyer, click the Save
As Draft button.
 To submit your
response to the
buyer, click the
Submit button.
The Sourcing Tool
Solicitations
(Formal Bidding/Sourcing)
What is the Solicitation /
Sourcing Tool?
 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 (Bids 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
 Commonly referred to as “Sourcing” or “Formal
Bidding”
Accessing Sourcing
Login to your Sourcing account one business day after
you complete your MyFloridaMarketPlace registration.
Accessing
Sourcing
Preview
Bidding
Selection/
Award
Vendors prepare to participate in the bidding event by reviewing
requirements, terms and attachments. Vendors can download and
complete appropriate documents, and submit questions via Q&A Board.
Vendors download and complete appropriate documents, prepare
responses, upload requested documents (if any), and submit final
responses. Vendors can revise responses , if necessary, any time
during Open for Bidding period.
The event is closed and Purchasing Analyst evaluates all responses.
The winning vendor will be notified.
Placing Bids - 2 Options
 Direct Method (Online Form)
OR
 Excel Method (Excel Spreadsheet)
Accessing
Sourcing
 The first page you
will see after you
login is the RFX
List page.
 The RFX List page
provides a list of
State of Florida
agencies.
 Next to each
agency there is a
number, indicating
how many formal
solicitations are
currently posted for
viewing and/or
responding.
Accessing
Sourcing
 Click on the
department name
link for the bid you
wish to view
Example: The
Department of
Management
Services
Accessing
Sourcing
 RFX List has all
the current
events existing
for the selected
Agency
 Note the RFX
Status & Time
Remaining is
available for you
to view
Questions are
asked while a bid
is in ‘Preview’
status
Accessing
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
Accessing
Sourcing
‘Click’ on the Q&A Board
to submit questions
electronically regarding a
solicitation
The Clock will show the
time remaining to
submit a response
Preparing A Response in
Sourcing
Preview
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When a solicitation is in "Open for Bidding" status,
vendors have the ability to formulate and submit
electronic responses or bids.
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In the next section, you will learn how to enter your
electronic response and submit it to the agency.
Bidding
Selection/
Award
Preparing A Response
in Sourcing
Step 2
 Enter your quoted
prices for the items
listed in the
solicitation.
Preparing a Response in
Sourcing
 Using the “Direct
Method” simply
click on the item and
enter the requested
value, by clicking on
the fields.
Example: You need to
enter your price for
the item by clicking
in the Price field.
Preparing a Response in
Sourcing
 Depending on
how the agency
sets up the bid,
you may enter
information in
addition to the
actual pricing
information, a
description or an
attachment.
Preparing An Excel
Sourcing Bid
Preview
Excel Method
 Optional Feature – Must see the
“Open RFX in Excel” button to use
 Helpful for large or complex bids
 Achieves the same end-result as the
Direct Method
Bidding
Selection/
Award
Preparing An Excel
Sourcing Bid
Excel Method
1.
Click the “Open RFX in Excel” button
2.
Excel Spreadsheet opens
Preview
Bidding
Selection/
Award
Click to Open
RFX in Excel
Preparing An Excel
Sourcing Bid
Excel Method
3.
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
Preparing An Excel
Sourcing Bid
Excel Method
Preview
4.
Enter your bid or response information in the highlighted cell(s)
Bidding
Item #
1
Item Name
drug free
Price (USD)
400,000.00
Enter Response Here
Selection/
Award
Preparing An Excel
Sourcing Bid
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
Click to Import Response
Preparing An Excel
Sourcing Bid
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
Preparing An Excel
Sourcing Bid
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
Preview
Bidding
Selection/
Award
Revising A Submitted Bid in
Sourcing
 The My Response tab
allows you to view all
versions of your
submitted bid.
 Each time a bid or
revised bid is
submitted, a systemgenerated ID is
assigned.
 The original bid will
show that the bid has
been "Replaced".
To view the original
version, simply click on
the ID link.
Sourcing
Preview
Bidding
Selection/
Award
 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
Preparing A Response In
Sourcing
Step 3
 The Summary page
is the final step
before submitting the
response to the
agency.
 Review the details of
your response under
the RFX Info and
Items Tabs.
Preparing A Response In
Sourcing
 Remember to go back
to the RFX page to
review the
attachments you
added to your
response.
 At this point you can
Save your document
and come back to it or
you can click the
Submit button to
submit your
bid/response to the
agency.
 Note: Once you
submit a bid, it can be
revised, but it cannot
be systematically
withdrawn.
Preparing A Response In
Sourcing
 Once you click
Submit, you will
taken to the
Agreement page.
 Read this
information carefully
prior to clicking the
OK button.
 A bid can be revised
as many times as
needed, as long as
the status of the bid
is "Open for
Bidding.”
Revising A Submitted Bid
in Sourcing
 Once you submit
a bid, a new
button will appear
at the top of the
page - Revise
Response.
 You can view your
entire response
and make any
necessary
changes.
 The agency will
only see the most
current version of
your bid.
Electronic Invoicing and
Registering for Ariba
Invoicing
 Purchase Order Flip - Vendor can select purchase
order and use the line items from the purchase
order to create an invoice and submit electronically
 Optional for all vendors, except State Term Contract
Vendors
 Supports electronic invoice reconciliation within
Ariba Buyer (purchase order, receipt, and invoice
are needed for payment process)
 Ariba registration required
Invoicing
Login to Ariba Network
1. Login - Enter your ASN
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
MyFloridaMarketPlace
buyers
Invoicing
Review Purchase Orders
1. Inbox – Select an Order by
clicking on the Order
number
Invoicing
Review Order Detail
1. Review – Confirm
information on the
PO is correct.
Invoicing
Review Order Detail
1. Generate Invoice –
Click the Generate
Invoice link to create
invoice
Invoicing
Pick Invoice Type
1. Select – Click the
Standard Invoice
Link
Invoicing
Quick Entry
Form
1. Complete
Form – Enter
your Invoice
Number and
any other
pertinent
information.
Invoice number
is the only
required field.
2. Click Review –
Click the
Review button
to see the
completed
invoice.
• Invoice number is the number used
by your internal AR/AP system.
• This is how you connect your
internal record with your
MyFloridaMarketPlace invoice
Invoicing
Quick Entry Form
1.
2.
Confirm –
Review the
invoice to
confirm all
information is
correct
Submit – Click
the Submit
button to send
this to the
Agency
Account
Manager.
You can also edit the information on the screen or cancel the invoice
Registering on the
Ariba Supplier Network
(ASN)
Ariba Supplier Network
Registration
Ariba Supplier Network

Web-based marketplace offering vendors access to
high-volume buyers

Ariba enables vendors to:
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–
–
–
–

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 Supplier Network
Registration
Registering for ASN is a 3 step process

Basic Registration
–
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Configuration
–

Need a D-U-N-S number
Log in and set up how you want to receive Purchase Orders
Become a Trading Partner
–
Call the Vendor Help Desk at 1-866-FLA-ePro
Ariba Supplier Network
Registration
Ariba Supplier Network (ASN) – Basic Registration
Requirements for Basic Registration:
 User Name and Password (You Create)
 E-mail address
 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 1-888-814-1435 and let them know you
are doing business with the state of Florida
Ariba Supplier Network
Registration
Register for Ariba at
http://supplier.ariba.com
Ariba Supplier Network
Registration
Step 1:
Basic Registration
Ariba Supplier Network
Registration
A wizard will guide you through the
registration process. * indicate fields
are required to be filled out.
Ariba Supplier Network
Registration
The company information will be
visible to all purchasers using
ASN
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Enter the
“Account
Administrator
Information”,
which
includes
setting up a
Username and
Password
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Step 2:
Configuration
Ariba Supplier Network
Registration
To configure your account:
1)
2)
Log into Ariba
you
Step 2:with
To configure
your account:
username and password
Click the Configuration link
Click the Configuration link
Ariba Supplier Network
Registration
Ariba Supplier Network
Registration
Select your Ordering Method
1)cXML
2)Fax
3)Email
4)EDI 850
5)EDIFact
6)Online Inbox
Then click the Next button
Ariba Supplier Network
Registration
Select your Ordering Method when there are attachments:
1)
cXML
2)
Email
3)
Online Inbox
Click the OK button
Ariba Supplier Network
Registration
Decide if you will accept
change orders
Select your Ordering Method
for Change/Cancel
Orders
Click the OK button
Ariba Supplier Network
Registration
Decide if you will accept Non-Catalog Orders
Click the OK button
Ariba Supplier Network
Registration
Confirm your Order Routing choices and
then click the Submit button
Ariba Supplier Network
Registration
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 purchase
orders will be routed through the Ariba Network
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
Registering on the
Vendor Bid System
Registering In 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
Log onto www.myflorida.com “Business” link, and
click on “Doing Business with State“ link or the “more”
link
Registering In VBS
Under “Everything for Vendors
and Customers select “Vendor Bid
System (VBS)”
Registering In VBS
Click on “Electronic Notifications”
Registering In VBS
Under “Add E-mail Notification”,
Select “F” or “S” and enter both your
Vendor Identification Number and
Sequence Number.
Registering In VBS
If you do not know your Vendor
Identification Number and Sequence
Number, click the “Search for vendor
to add” link.
Registering In VBS
Enter your company’s name
and applicable state, then click
the “Execute Search” button
Registering In VBS
After entering the search
criteria and clicking the
“Execute Search” button,
the Vendor Identification
Number and Sequence
Number are provided
After obtaining the
Vendor Identification
Number and Sequence
Number, Click “Go Back”
return to the main VBS
screen
Tallahassee
Smith and Sons
11111111 101
123 Main Street
Registering In VBS
Under “Add Email Notification”,
enter these
numbers and click
the “Use This
Vendor” button
Add E-mail Notification
(1)
111111111 101
(2)
Registering In 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
If you have completed everything
correctly, you will receive the
following message
Summary
Register for MyFloridaMarketPlace
URL https://marketplace.myflorida.com
Includes CMBE, eQuote/Sourcing registration, and Vendor Training
MyFloridaMarketPlace Customer Service
[email protected]
Toll Free 1-866- FLA-EPRO (1-866-352-3776)
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions