Transcript MyFloridaMarketPlace Vendor Advisory Group Initial Meeting April 23, 2003

MyFloridaMarketPlace
Vendor Advisory Group
Initial Meeting
April 23, 2003
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
2
Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
3
Introduction of Members




Name
Company represented
Position in company
How you do business with the State now
4
Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
5
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
6
Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
7
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
8
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
9
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
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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
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Current Purchasing Systems
Current system has multiple integration points
Vendor Bid
System
SPURS
SPURS
View
FLAIR
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MyFloridaMarketPlace System
Fully implemented system has one integration point
PortalPortal
MyFlorida
MyFlorida
Market
FLAIR / FLAIR
Replacement
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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
Approval
Order
MyFloridaMarketPlace
Receive
Pay
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MyFloridaMarketPlace Functions
Initial Users Pilots
Eligible Users Other State Agency
Initial Users Exec Agencies
Eligible Users –
Univ, City, County
MyFloridaMarketPlace Users
General
Public
State Term
Contract Vendors
Minority
Businesses
Agency/ Dept.
Contract Vendors
Small
Businesses
Buyers
Vendors
Buyer Tools
Vendor Tools
• Vendor search
• Self registration
• State term contract items
“I want to buy”
• E-mail notification of formal
and informal solicitations
• Requisitions/Purchase
orders
• 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
• Contract development and
administration
• Catalog creation and
updates for State term
contracts
• Reports
• Reports
Business Support and Operations
• Buyer Help
Desk
• Vendor
Help Desk
• Strategic
Sourcing
• Procurement
Assistance
• Catalog
Enablement
• Training and
Education
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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 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 Regulation
 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
Other Eligible Users
 Other State Agencies
 Legislature
 Universities/Community Colleges
 Judicial
 Other Governments (City, County, etc.)
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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
Level of commitment
Involvement
Fully
Informed
Florida STC
Vendors
Understanding
Unaware
Time
State Buyers
Awareness
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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
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Development Phase Timeline
The project will be completed over four phases: Mobilization, Development, Deployment
and Operations, all of which include specific milestones.
Phase/Activity
Mobilization Phase
- Program Establishment
- Staffing
Development Phase
- Conference Room Pilot
- Confirm Requirements
Contract
2002
2003
2004
2005
2006
2007
Month Oct*-Dec Jan-Mar Apr-JunJul-SepOct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Dec Jan-Oct
1
4-10
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
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- Transition from SPURS
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Operations Phase
23-61
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General Vendor Information Sessions*
Tallahassee, FL
Jacksonville, FL
4/15, 5/13, 7/8, 8/12, 9/9
5/14, 5/15
St. Augustine, FL
5/29
Pensacola, FL
Ocala, FL
7/16, 7/17
5/7
Panama City, FL
Ft. Walton Beach, FL
7/22, 7/24
Daytona, FL
5/27, 5/28
Gainesville, FL
Orlando, FL
5/6 and 5/8
7/15
4/8, 4/10, 7/1, 7/2
Tampa, FL
Lakeland, FL
4/30 and 5/1
5/20, 5/22
Clearwater, FL
5/2
Sarasota, FL
7/31
Ft. Myers, FL
Ft. Lauderdale, FL
6/3
Naples, FL
4/22, 6/17, 6/18
6/4
Coconut Creek, FL
4/24
Miami, FL
* April - August 2003 only shown here
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4/1, 4/2, 4/3, 6/24, 6/26
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.
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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."
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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
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DRAFT
#
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
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20
21
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28
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32
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35
36
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Initial
Initial
Initial
Initial
Initial
Initial
Initial
Category
User - Pilot
User - Pilot
User
User
User
User
User
Other Eligible
Initial User
Initial User
Other Eligible
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Initial User
Other Eligible
Initial User
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Other Eligible
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Users*
Agency
Planned
Transaction Go
Live Date
Agency Sequence & Timing
im
Department of Transportation**
Department of Management Services (incl. STO, Div. Of Administrative Hearings)
Department of Children and Families***
Department of Corrections***
Agency for Health Care Administration
Department of Juvenile Justice***
Department of Health***
07/03
07/03
09/03
09/03
10/03
10/03
10/03
$
$
$
$
$
$
$
Department of Financial Services
Department of Environmental Protection
Department of Highway Safety and Motor Vehicles
Department of Agriculture and Consumer Affairs
Agency for Workforce Innovation
Executive Office of the Governor
Department of the Lottery
Department of Veterans' Affairs
Department of Business and Professional Regulation
Department of Revenue
Department of Elder Affairs***
Department of Education
Department of Citrus
Department of Law Enforcement
Department of Community Affairs
Department of State
Department of Military Affairs
Office of Attorney General & Dept. of Legal Affairs
Fish and Wildlife Conservation Commission
Florida School of the Deaf and Blind
Justice Administrative Commission
Legislative Purchasing
State Court System
Parole Commission
Public Service Commission
Ringling Museum
Office of the Auditor General
State Board of Administration
Enterprise Florida
Future Waves of Other Eligible Users (e.g. Local Education Institutions, Cities, Counties)
10/03
11/03
11/03
11/03
12/03
12/03
12/03
01/04
01/04
01/04
01/04
01/04
02/04
02/04
03/04
03/04
03/04
04/04
04/04
04/04
05/04
05/04
05/04
05/04
05/04
05/04
05/04
05/04
05/04
TBD
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Annual Spend
552,062,183
305,712,795
863,309,560
327,105,425
181,302,039
326,185,937
286,042,337
Pilo
Pilo
Larg
Larg
Volu
Larg
Larg
88,651,201
277,244,485
69,609,362
74,935,211
39,556,529
3,873,151
92,316,106
5,832,948
19,093,725
103,218,529
77,154,774
87,315,427
39,700,696
29,421,959
10,998,769
16,818,957
29,544,468
8,850,965
51,526,670
17,584,915
27,210,396
26,474,057
12,566,847
744,149
2,492,118
631,654
1,460,001
TBD
TBD
TBD
Larg
Larg
Volu
Med
Med
Sm
Med
Sm
Med
Larg
Sm
Med
Med
Med
Med
Med
Sm
Sm
Med
Sm
Med
Med
Sm
Sm
Sm
Sm
Sm
Sm
Sm
TBD
* 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.
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Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
25
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
26
Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
27
Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
28
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
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Agenda
 Introduction of Members
 Name Chair and Vice Chair
 MyFloridaMarketPlace Overview
 Vendor Advisory Council Role
 Other Business
 Meeting Schedule
 Close
30