State of Florida Department of Management Services OSD Regional MBE Workshops July 1, 2003 - June...
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State of Florida Department of Management Services OSD Regional MBE Workshops July 1, 2003 - June 30, 2004
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Transcript of State of Florida Department of Management Services OSD Regional MBE Workshops July 1, 2003 - June...
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?
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
Governor’s Executive Branch 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
Division of Administrative Hearings
Department of Management Services
Other Eligible Users
Other State Agencies
Educational Institutions
Other Governments (City, County, etc.)
Legislature
Judicial
Who are the Buyers?
State Technology Office
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 Benefits
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
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:
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 — 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
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
Steps to complete the registration are listed on the left side of the screen.
You must complete each of these sections to successfully complete registration.
Vendor RegistrationCMBE Certification
Click the Florida Office of Supplier Diversity Eligibility Criteria link to view the eligibility criteria prior to making your MBE selections.
Vendor RegistrationCMBE 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 RegistrationSelecting Commodity Codes
Commodity Codes are used by buyers to identify the product/services vendors provide
Vendor RegistrationSelecting Commodity Codes
Vendor RegistrationRegistering for Solicitations
The purpose of the Solicitations page is to determine whether you would like the opportunity to participate in formal bidding (over $25,000)
Solicitations is also commonly referred to as “Sourcing”
The page is automatically defaulted to “No, I do not want to participate in electronic solicitations”
Vendor RegistrationRegistering for eQuote
Vendors are able
to indicate
whether they
want to
participate in
eQuote (informal
bidding)
Click on “I want
to participate in
eQuote.”
Vendor RegistrationRegistering for eQuote
If you elect to participate in eQuote
You will be taken to the eQuote
Registration page.
You will need to select who will be the contact for eQuotes.
If the contact person is not listed, go back to the Locations/
Contacts Screen and add the desired
contact information.
Vendor RegistrationRegistering for eQuote
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 RegistrationRegistering for eQuote
Login in using the username and password contained in the eQuote Activation email
The first time you login, you will be prompted to change your password
Welcome: Alberta Simmons
January 29, 2004
Sharpton Brunson Company
Work
Trail:
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 Date Sent Response Due
FL Terms and Conditions
Check to ensure your eQuote
commodity categories are correct.
Vendor RegistrationRegistering for eQuote
Vendor RegistrationTerms of Use
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
Click the Registration Summary link, to see your entire registration record
Print out a copy of your registration for your records
Click Logout, when finished
Vendor Assistance
For Assistance with the registration process, please contact MyFloridaMarketPlace Customer Service
Toll Free 1-866- FLA-EPRO (1-866-352-3776)
Customer Service Center
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
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
eProcurement Tools
The eQuote Tool
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
• 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
The State will submit informal quote requests to vendors electronically by either email or fax
Vendors can only respond using the online template
Vendors may contact the buyer for further clarification about an item(s) in the eQuote requisition
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
The inbox is displayed with all eQuote requests submitted to you
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
Click on all of the pertinent boxes and enter the requested information
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”
Login to your Sourcing account one business day after you complete your MyFloridaMarketPlace registration.
Accessing Sourcing
Placing Bids - 2 Options
Direct Method (Online Form)
OR
Excel Method (Excel Spreadsheet)
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Accessing Sourcing
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.
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
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
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Provides background info on the RFX
Lists each line item available for bidding
Provides any rules imposed by the buyer
‘Click’ on the Q&A Board to submit questions electronically regarding a solicitation
The Clock will show the time remaining to submit a response
Accessing Sourcing
Preparing A Response in Sourcing
When a solicitation is in "Open for Bidding" status, vendors have the ability to formulate and submit electronic responses or bids.
In the next section, you will learn how to enter your electronic response and submit it to the agency.
PreviewPreview
BiddingBidding
Selection/ Award
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.
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
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Preparing An Excel Sourcing Bid
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
Preparing An Excel Sourcing Bid
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Excel Method
3. Review instructions provided on Cover Sheet
Preparing An Excel Sourcing Bid
Excel Method
4. Enter your bid or response 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
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
Click to Import Response
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Preparing An Excel Sourcing Bid
“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.
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
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Click “Submit” or “Save” button
Preparing An Excel Sourcing Bid
The My Response tab allows you to view all versions of your submitted bid.
Each time a bid or revised bid is submitted, a system-generated 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.
Revising A Submitted Bid in 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
PreviewPreview
BiddingBidding
Selection/ Award
Selection/ Award
Sourcing
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
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
• 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. Confirm – Review the invoice to confirm all information is correct
2. 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
Invoicing
Registering on the Ariba Supplier Network
(ASN)
Ariba Supplier Network
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 Supplier Network Registration
Registering for ASN 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 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 RegistrationRequirements 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
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
Step 2:Configuration
Ariba Supplier Network Registration
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 Supplier Network Registration
Step 2: To configure your account:
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
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
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
Become a State of Florida Trading Partner Step 3:Trading Partner
Ariba Supplier Network Registration
Introduction
Overview of MyFloridaMarketPlace
Vendor Registration
How To Use the eProcurement Tools
The Vendor Bid System
Questions
Registering on the Vendor Bid System
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 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)”
Click on “Electronic Notifications”
Registering In VBS
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
11111111 -101
123 Main Street
Tallahassee
Smith and Sons
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
Registering In VBS
Add E-mail Notification
Under “Add E-mail Notification”, enter these numbers and click the “Use This Vendor” button
(1)
(2)
111111111 101
Registering In VBS
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
If you have completed everything correctly, you will receive the
following message
Registering In VBS
Summary
Register for MyFloridaMarketPlaceURL https://marketplace.myflorida.com
Includes CMBE, eQuote/Sourcing registration, and Vendor Training
MyFloridaMarketPlace Customer [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
