Home

September 2009 - Department of Management Services

1. Charles Corner Welcome to the September 2009 edition of the MyFloridaMarketPlace View In this edition focus on working with buyers and vendors to maximize contract compliance for transaction fee reporting and payment This topic is important as it is part of the foundation for providing the state and business community with State Term Contracts purchasing tools and technology To provide you with these tools the State Legislature in 2002 expanded the use of the 1 percent transaction fee that had been in place for a number of years for procurement transactions The State of Florida applies the 1 percent fee to all transactions processed through the MyFloridaMarketPlace system in addition business conducted with the State of Florida outside of MyFloridaMarketPlace is subject to the 1 percent transaction fee unless specifically exempt by rule The MFMP 1 percent transaction fee also provides vendors with electronic access to state buyers and to also provide vendor support activities Please note there is no initial registration or ongoing subscription fee charged to vendors More information is available at https www flrules org gateway chapterhome asp chapter 60A 1 With this in mind we at State Purchasing have a goal of simplifying the transaction fee reporting and payment process specifically through initiatives like the new enhanced Vendor Information Portal VIP this month s featured article topic For
2. and is the official repository for all state bids e Oct 22 MFMP Invoicing Training Vendors can identify products and services they offer e Oct 27 29 MFMP WebEx Module VI Training by selecting the appropriate commodity codes in their MFMP registration account Notifications for upcoming opportunities are distributed based on the codes vendors select e Each agency has a designated representative who can reset agency customer passwords Most often it is the system administrator or an internal help desk Check with your agency if you need your password reset Vendors can also opt to receive eQuotes and solicitations in their MFMP vendor registration account To select this option update your preferences at https vendor myfloridamarketplace com Benefits of eQuote e eQuote enables companies to expand business to all state agencies e eQuote provides companies with electronic Requests For Quote RFQ from qualified buyers researching products e Notifications of eQuotes from qualified buyers are delivered directly to the eQuote inbox and vendors electronically respond to these requests e With eQuote vendors are given the opportunity to be in front of active buyers at the point of purchase front of active buyers at the point of purchase Sourcing is the tool DMS uses for competitive solicitations for state term contracts used by state agencies as well as county city and local governments The Sourcing tool e Is use
3. be more user friendly with streamlined navigation Vendors will have one stop access to their registration information current transaction fee reporting requirements and agency provided performance ratings O Improved navigation and informational tools such as simplified registration instructions and Quick links that will allow customers to jump to specific areas of the portal O Improved registration process via a registration wizard Vendors will also save time as there are Contact Us fewer clicks and screens required as part of the registration and account maintenance processes O Improved commodity code search capability will assist vendors in quickly locating commodity codes applicable to their business O Simplified transaction fee reporting form includes features such as auto calculated fields for transaction fee reporting and improved guidance when entering report information O A printer friendly template is now available on more system screens providing a consistent look and feel when printing information entered into the application O New system architecture and technology improves overall system performance availability scalability and maintainability This includes enhanced capabilities to interface and communicate with other state systems such as the Office of Supplier Diversity system Additional information and postings about VIP are coming soon to the MFMP vendor toolkit http dms myflor
4. contract compliance purposes and to stay in good standing as a vendor vendors need to comply with reporting and payment of owed fees by the 15th of each month Our customer service desk is available to address questions and to assist vendors with completing their reporting and payment activities Please contact the MFMP customer service desk at 1 866 352 3776 or by e mailing FeeProcessing MyFloridaMarketPlace com lam also asking agencies to consider the importance of encouraging vendors to comply with transaction VarketPlace C Ww Volume Il Issue Ill September 2009 fee and reporting requirements as it enables better spend visibility and strategic sourcing for the state This fee helps support ongoing state operations and the purchasing tools provided to the enterprise agencies at no recurring cost to these agencies Please direct vendors to the customer service desk should they need assistance with fee reporting and payment activities and please reach out to the MFMIP team if you have questions about how to ensure you are appropriately capturing fee eligible soend in MFMP This includes tracking of two party contracts initiating payment through the system via the Invoicing module and appropriately using the transaction level and contract level exemption functionality within MFMP In times such as this when state budgets are facing a downturn it is imperative to encourage compliance that keeps self funded technolog
5. d for formal bids only Bids over 25 000 e Supports several types of RFX s RFI request for information RFQ request for quote and RFP request for proposal as well as ITB Invitation to Bid e Requires Internet connectivity e Is commonly referred to as Sourcing or Formal Bidding Note Vendors must register for Sourcing in their MFMP Vendor registration account at The state uses competitive solicitation to request formal bids bids greater than 25 000 Competitive solicitation methods used may include Invitation to Negotiate ITN Request for Price RFP and Request for Quote RFQ The State of Florida uses two tools for competitive solicitations The Vendor Bid System VBS and the Ariba Sourcing tool The Vendor Bid System VBS is the official repository for the State of Florida s competitive solicitations used by State of Florida executive state agencies universities community colleges and water management districts Search VBS for past and or current bids Additionally use the following search fields to narrow VBS search criteria e Advertisement Type e Agency e Number e Title e Commodity Code e Services e Minority Business Enterprise e Closed Bids Note Vendors must first be registered in MFMP htt before registering for VBS electronic notifications Vendor Information Portal VIP MFMP is currently working on a newer updated version of the current Vendor Registration Syst
6. em called the Vendor Information Portal This is the system where vendors regis ter update and maintain their account information In conversation we refer to this as the VIP and we designed it with our VIP buyer and vendor customers in mind As the MFMP program evolved so has technology and the opportunity for enhanced vendor offerings We are targeting release date for later this fall for the new and improved VIP vendor account management tools Our vision is to provide updated technology and tools to State of Florida vendors many who have been registered with the system since its inception in April 2003 Addition ally with the improved user interface and simplified entry vendors will be able to easily register and maintain their ac counts which is helpful to agency buyers trying to purchase goods and services Not to worry all information currently in the MFMP Vendor Registration System will be converted into VIP no need to re register for the new system VIP will continue to provide Florida s vendors with self service tools for registration account maintenance per formance rating reviews and transaction fee reporting In addition to these features VIP provides vendors with an enhanced set of tools for interacting with and doing busi ness with State of Florida agencies Key Functionality and Benefits in VIP O Updated user interface with a more personalized view The customer interface will
7. er for the larger reports that yy Mt are broken out in Current Fiscal Year Previous Year and or Historical reports New Buyer Training Opportunities Don t miss out take advantage of our new online training sessions In addition to our in person classroom trainings we are hosting online one hour WebEx training sessions We broke down popular topics from the classroom training sessions into shorter more specific individual modules September 23 e Module VII Approver October 27 29 e Module Navigating MFMP System Basics e Module Il Creating a Requisition Catalog and Non Catalog e Module Ill Receiving Commodities and Services e Module IV Creating an Invoice eForm e Module V How to Reconcile an IR Exception Handler e Module VI How to Approve an IR Invoice Manager Troubleshooting These modules are not dependent upon one another cus tomers are encouraged to participate in any sessions New customers may be interested in Module I which provides an overview of the system how to navigate MFMP how to cre ate searches system requirements confidential information and the Vendor Performance Tracking tool These new modules are FREE of charge to all customers Each module is limited to 30 participants so register today Additional in person classroom trainings include September 22 Reporting Training Advanced Requester Training October 20 New Requester Training October 22 In
8. ida com vendortoolkit and Vendor Web Ex training sessions in September and October Sign up today at http dms myflorida com vendormeetings Helpful Hints To sign up for eQuote or Sourcing please log in to your MFMP Vendor Registration account at https vendor myfloridamarketplace com To log in to your eQuote account https equote myfloridamarketplace com To log in to your Sourcing account http sourcing myfloridamarketplace com To register for VBS Electronic Notifications http vbs dms state fl us vbs main_menu Contact Us For assistance with any of these tools please contact our customer service desk at VendorHelp MyFloridaMarketPlace com or 1 866 352 3776 For technical questions such as adding updating vendor account information as well as questions about bids SPURS one time vendor adds or Solicitations please e mail the Vendor Help Desk at VendorHelp myfloridamarketplace com For purchasing or finance and accounting related questions from agencies or other questions related to the Ariba or Analysis application please e mail the Buyer Help Desk at BuyerHelp myfloridamarketplace com If you need to speak with a MFMP customer service representative please call 866 FLAEPRO 352 3776 8 a m to 5 30 p m EST Monday through Friday MyFloridaMarketPlace http myfloridamarketplace com MyFloridaMarketPlace dms myflorida com
9. uyerjobaids Since we will be adding future topics to this manual we ask agencies to review the current document and provide any feedback to MyFloridaMarketPlace dms MyFlorida com Did Know e The MFMP customer service desk is available to assist endor Corner both buyer and vendor customers Monday Friday 8 a m to 5 30 p m EST at 1 866 352 3776 Vendor Tools Differences between e MEMP s online calendar advertises events for both buyers f and vendors Upcoming 2009 events include eQuote VBS and Sourcing inte The State of Florida requests bids and quotes from its vendors e Sept 1 VIP Vendor Meeting to make purchases both large and small There are two basic e Sept 3 VIP Vendor Meeting types of solicitations informal and formal 5 Sa Pande eE Inf t less th 25 000 and d t i A a LESSENS ia Seen ener ares a e Sept 16 System Administrator Workgroup e Sept 23 Change Review Board CRB Meeting e Oct 6 VIP Vendor Meeting competitive solicitation Formal quotes are greater than 25 000 and are required to be put out for competitive solicitation There are several tools utilized by Florida to solicit bids e Oct 8 VIP Vendor Meeting e The eQuote tool is used for informal solicitations e Oct 13 VIP Vendor Meeting e The Ariba Sourcing tool currently used by DMS is used for e Oct 15 VIP Vendor Meeting ne SSE l e Oct 20 MFMP New Requester Training e The Vendor Bid System VBS is used for formal as a solicitations
10. voicing Training Register today by visiting MEMP Training Opportunities on the buyer toolkit Did you see MyFloridaMarketPlace and State Purchasing at the Tallahassee NIGP conference We were onsite answering questions for both our vendor and buyer customers At Tuesday s Reverse Trade Show and Wednesday s Vendor Trade Show we spoke with vendors such as Bristol Proper ties and Commercial Warehousing regarding their products and services and respective MFMIP vendor registration ac counts Being able to talk face to face with vendors enabled us to answer common questions about doing business within MFMP and assist vendors such as Mac Papers Inc with eln voicing and creating punchout catalogs in the system The MFMP and State Purchasing conference sessions on Tuesday covered the basics of doing business with the state and how to register in MFMP Vendors and buyers alike discussed upcoming bid opportunities along with becoming familiar with the new Vendor Information Portal VIP and the MFMP contract renewal Additional information including the NIGP presentations is available on the State Purchasing Web site http dms myflorida com business_operations state_pur chasing Check it Out Buyer User Manual Looking for a single document to reference as a how to guide for MFMP Look no further The MFMP team created a User Manual for agency customers located in the general job aid section http dms myflorida com b
11. y and services in place for our agency and vendor customers If you have additional questions about this please feel free to contact the MyFloridaMarketPlace team at MyFloridaMarketPlace dms MyFlorida com Cuter W Corm Charles W Covington CPPO CPPB FCPM FCPA FCCN FCCM Director Division of State Purchasing uyer corner Updated Reports Job Aid If you have not visited this job aid recently you may want to This revised job aid now reflects all reports available to each agency alphabetically in a user friendly layout with tables and bullets Note agency specific reports are not listed The following information is now available e Report Name e Report File Name e The base file name as it appears on the Secure Reports Web site e There may be variations of this based on the size of the report e Larger reports have been broken into multiple reports reflecting Current Fiscal Year Previous Year and or Historical and will be reflected in the name Ex All Outstanding Encumbrances_Current_FY_ AgencyName csv gz e Report Description e Brief description of the report e Fields Contained within the Report e In table formats e Primary Use e Who utilizes this report e Date Range e The range of time that the report is being run daily monthly etc e Run Time e How often the report is ran i e weekly on Sunday or quarterly on the first day of the quarter e Run time may diff

September 2009 - Department of Management Services

Contents

Download Pdf Manuals

Related Search

Related Contents