MyFloridaMarketPlace Overview / Tools for Vendors

MyFloridaMarketPlace Overview / Tools for Vendors

IntroductionMyFloridaMarketPlace System OverviewVendor RegistrationHow To Use the eProcurement ToolsQuestions

IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsQuestions

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

IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsQuestions

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

vendorhelp@myfloridamarketplace.com Toll Free 1-866- FLA-EPRO (1-866-352-3776)

Customer Service Center

IntroductionOverview of MyFloridaMarketPlaceVendor RegistrationHow To Use the eProcurement ToolsQuestions

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)

Preview

Bidding

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

Preview

Bidding

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.

Preview

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.

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

Preview

Bidding

Selection/ Award

Preparing An Excel Sourcing Bid

Excel Method

1. Click the “Open RFX in Excel” button2. Excel Spreadsheet opens

Click to Open RFX in Excel

Preview

Bidding

Selection/ Award

Preparing An Excel Sourcing Bid

Preview

Bidding

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

Preview

Bidding

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

Preview

Bidding

Selection/ Award

Preparing An Excel Sourcing Bid

“Browse” Button

“Load Response” Button

Preview

Bidding

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

Preview

Bidding

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

Preview

Bidding

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.

Summary Register for MyFloridaMarketPlace

URL https://marketplace.myflorida.comIncludes CMBE, eQuote and Sourcing registration, and Vendor Training

MyFloridaMarketPlace Customer Servicevendorhelp@myfloridamarketplace.com

Toll Free 1-866- FLA-EPRO (1-866-352-3776)