MyFloridaMarketPlace How to do Business with the State of Florida PTAC Conference: May 26, 2010

MyFloridaMarketPlace

MyFloridaMarketPlaceHow to do Business with the State of FloridaPTAC Conference: May 26, 2010

Welcome / Who we are What are some of your expectations? What do you hope to learn? Ask questions as we go! All of today’s materials are available online via the DMS MFMP

website http://dms.myflorida.com/vendortoolkit

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Doing Business with the State

The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state Dedicated to building strong relationships with all state agencies, local

governments and vendors

State Purchasing also promotes fair and open competition in the state's procurement process

Division of State Purchasing maintains and develops State Term Contracts (STC) Mandatory for state agencies Optional for other eligible users (OEUs)

-Universities, cities, counties, water management districts, etc.

Under State Purchasing, the MyFloridaMarketPlace (MFMP) system is the online procurement system for agency buyers and state vendors

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Division of State Purchasing: Overview

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MFMP Overview

MFMP prides itself on public and private partnerships; its award-winning technology applications create easier and faster transactions for both buyers and vendors Excellence in IT Leadership Award from IT Florida Excellence in Public Service Leadership from IT Florida Honorable Mention given by the National Institute of Governmental

Purchasing (NIGP) Achievement for Excellence in Procurement (2004-2009) ComputerWorld Laureate 2008

Per Rule 60A-1.030 F.A.C., and Chapter 287.57, F.S., all vendors must register in MFMP to do business with the state But there’s a lot more to consider!

Where Should I Start? Register with the IRS Register with Florida Agencies

• Department of Revenue• Department of State• Department of Financial Services

Register with MFMP Obtain proper Licensing/Insurance

• Department of Business and Professional Regulation• Department of Agriculture and Consumer Services• Department of Financial Services• Department of Health

Business Opportunities with the State Transparency Resources FAQs / Wrap-Up!

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Doing Business with the State

To conduct business in Florida, a vendor must register/obtain licenses with particular

state agencies

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Getting StartedGetting Started






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Getting Started

When registering to do business with the state, it is strongly recommended to

use a Federal Employer Identification Number (FEIN)

One can be obtained at no cost through the Internal Revenue Service (IRS)

Using an FEIN minimizes the risks to personal financial information

associated with the use of a social security number

How to apply for an FEIN

www.IRS.gov

IRS Business & Specialty Tax Line at (800) 829-4933

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Register with the IRS

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Department of Revenue

Businesses engaging in taxable activity are required to register with Department of

Revenue (DOR)

Examples of taxable activity include retail sales, tourism and recreation, and auto

industry activities

To register to report taxable activity: http://dor.myflorida.com/dor/eservices/apps/register/

Basic Information Required:

Full name, social security number, home address and telephone number, and driver

license number of the business owner

Physical and mailing address of the business entity

Date of incorporation

Florida corporate document/registration number

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Department of Revenue (DOR)


The sales / tax certificate number is available three business days after

completing registration

If you need assistance in determining whether you are required to register, call

Taxpayer Services at 800-352-3671

Information is also available online at

http://dor.myflorida.com/dor/businesses/newbusiness_startup.html

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Department of Revenue (DOR)

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Department of State

All corporations must file annually with the Department of State (DOS)

Division of Incorporation

Failure to file an annual report may result in:

Administrative dissolution of the corporation and

Revocation of authorization to transact business as a corporation in

Florida

You can file for you corporation online at

https://efile.sunbiz.org/np_file.html

Annual fee is $150

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Department of State (DOS): Incorporation

Department of State

Basic information requirements:

Name of corporation

Address of the principal office

Total number of shares that can be outstanding at one time

Name and address of the Florida Registered Agent

Signed statement accepting the appointment as Registered Agent

Name and address of incoporator

Signature

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Department of State (DOS)

Department of State

Fictitious names must also be filed with the Division of Incorporation

A fictitious name is a name under “which a person transacts business in

this state, other than “the person's legal name” and are valid for five

years

You can file for a fictitious name online

https://efile.sunbiz.org/ficregintro.html

The registration posts within 24 to 48 hours of submission

Acknowledgement will be mailed to the mailing address

Filing Fee to register a fictitious name is $50.00

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Department of State (DOS): Fictitious Names

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Department of Financial Services

Vendors must file a W-9 with the Department of Financial Services (DFS)

Failure to do so could result in the delay of payments for services

The W-9 form is available online at

http://www.myfloridacfo.com/aadir/reconciliation/index.htm

Questions? Contact the DFS W-9 Section at (850) 413-5519

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Department of Financial Services (DFS)

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MyFloridaMarketPlace (MFMP) is the state’s online purchasing system,

connecting state agencies with registered vendors

30+ state agencies and more than 120,000 vendors use MFMP

MFMP offers tools to help do business with the state:

Solicitation notification

Customer Service Desk (CSD)

eInvoicing (electronic invoicing)

Vendors doing business with the state are required to register with

MFMP

Register online at https://vendor.myfloridamarketplace.com/Page - 19



https://vendor.myfloridamarketplace.com/

Information required:

Company Name

FEIN

Business Designation

Tax filing information

Address

Contact person

Commodity codes that describe your products and/or services

CBE information (Certified Business Enterprise) designation

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MyFloridaMarketPlace: Registration Requirements

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Business Opportunities with the State Transparency Resources FAQ / Wrap-Up!

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Certain businesses must be licensed by DBPR

Examples of Business and Professional industries regulated by DBPRArchitects Construction Industry Landscape Architects

Asbestos Contractors and Consultants

Cosmetology Real Estate

Athlete Agents Electrical and Alarm Contractors Surveyors and Mappers

Barbers Employee Leasing Companies Talent Agencies

Building Code Administrators & Inspectors

Geologists Veterinary Medicine

Certified Public Accounts Harbor Pilots Alcoholic Beverages and Tobacco

Community Association Managers

Interior Designers Pari-Mutuel Wagering

Condominiums and Cooperatives Timesheets Mobile Homes

Hotel and Restaurants Yacht and Ships

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Dept of Business & Professional Regulation (DBPR)

Department of Business and Professional Regulation

All DBPR licensing applications are available online

https://www.myfloridalicense.com/NewApplicationInstruct.asp?Page

=intentions2.asp&SID

DBPR’s customer contact center

850-487-1395 (Monday - Friday, 8 a.m. to 6 p.m. EST)

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Dept of Business & Professional Regulation (DBPR)

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Department of Agriculture and Consumer Services

Certain services are regulated by the Department of Agriculture and Consumer Services (DOACS)

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Examples of Regulated Programs

Business Opportunities Motor Vehicle Report

Charitable Organizations Moving, Interstate

Dance Studios Pawn Shops

Do Not Call (Florida) Telemarketing

Game Promotion/Sweepstakes Sellers of Travel

Health Studios

Dept of Agriculture & Consumer Services (DOACS)

Department of Agriculture and Consumer Services

DOACS provides valuable information about licensing requirements for regulated programs

http://www.doacs.state.fl.us/onestop/index.html

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Department of Agriculture and Consumer ServicesDept of Agriculture & Consumer Services (DOACS)

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The DFS’ Bureau of Compliance is responsible for ensuring that employers

obtain appropriate workers’ compensation insurance coverage

Who Needs Coverage:

Construction Industry: An employer in the construction industry who

employs one or more part or full-time employees

Non-Construction Industry: An employer in the non-construction industry,

who employs four or more part or full-time employees

Agricultural Industry: Agricultural employers with five or more regular

employees and/or 12 or more seasonal employees, who work for more than

30 days

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Contact a Florida-licensed insurance agent to obtain Worker’s

Compensation

If you are unable to obtain coverage through the private insurance

market, they may contact the

Florida Workers' Compensation Joint Underwriting Association

(FWCJUA) at (941) 378-7400

To verify licensure call 1-877-MY-FL-CFO (1-877-693-5236)

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DFS issues licenses for insurance agents and adjusters Additional information can be found online at

http://www.myfloridacfo.com/Agents/Licensure/index.htmPage - 30


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Department of Health

Department of Health (DOH) Division of Medical Quality Assurance (MQA) determines whether health care practitioners meet minimum licensure

requirements

A complete list and specific licensure requirements can be found online at http://www.doh.state.fl.us/mqa/index.html

Examples of DOH Regulated Professions and Facilities

Certified Nursing Assistants

Chiropractic Medicine

Dental Hygiene Dental Lab Dentistry

Emergency Medical Technician

Hearing Aid Specialist

Medical Physicists

Medical and Health Counseling

Nursing

Occupational Therapy

Optical Establishments

Paramedics Pharmacies Physical Therapy

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Department of Health

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Business Opportunities with the State

Contact an agency purchasing officer

Through the myflorida.com portal you can find every state agency’s

website

An agency purchasing officer list is available at:

http://dms.myflorida.com/agencypurchasingofficers

Many agencies rely on MFMP as a source for vendors when issuing

competitive solicitations/informal quotes

Commodity codes selected in your MFMP account identify the

products/services you provide

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Business Opportunities with the State

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Solicitation Notification Tools

eQuote is the tool which vendors use to respond to quote requests from the

State of Florida less than $25,000

http://equote.myfloridamarketplace.com

Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida

solicitations more than $25,000

https://myfloridamarketplace.com/sourcing/

Vendor Bid System (VBS) is the tool used by all agencies to post upcoming

competitive solicitations, single source, and agency decisions

http://vbs.dms.state.fl.us/vbs/notification_new.selection

Solicitation Notification Tools

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Transparency

Transparency is important to Florida

Governor Charlie Crist issued Executive Order 07-01, which created the

Office of Open Government and promotes transparency

Each agency has identified an Open Government contact

http://www.flgov.com/og_agency_contacts

An Open Government Contact will be able to assist you in conducting

public records requests

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Transparency

SPURSView is a public portal

Offers insight into agency purchasing activities Contains a search for commodity codes Allows for searches for Certified Business

Enterprises (CBEs)

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Transparency: SPURSView

Transparency

SPURSView is located at

http://www.myflorida.com/apps

/spurs/SPURS.po_search.crite

ria

Enter in the appropriate search

criteria and execute your

search

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Transparency

Click on any of the links for detailed information about the purchase

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Now, let’s take a tour of SPURSView and perform a search. We’ll review:

Commodity code searches Purchase Order (PO) information

http://www.myflorida.com/apps/spurs/spurs.main_menu_form

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Transparency: SPURSview

DMS Division of State Purchasing negotiates and maintains all state term contracts (STC), state purchasing agreements (SPA) and alternate contract sources (ACS)

Agencies are required to use these contracts for all applicable purchases

A listing of all STC, SPA, and ACS is available online http://dms.myflorida.com/contracts Contract manager contact information Expiration date Vendor information

Florida Climate-Friendly Preferred Products List (FCFPPL)

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Transparency: State Term Contracts/Agreements

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Transparency: http://dms.myflorida.com/contracts

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Transparency: http://dms.myflorida.com/contracts

Transparency

A few agencies post contracts online:


• http://dor.myflorida.com/dor/opengovt/business/


• http://www.myfloridacfo.com/Transparency/

Department of Corrections

• http://www.dc.state.fl.us/business/

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Transparency: Agency-Specific Contracts

DOT posts opportunities that will be procured under Chapter 337 Florida Statutes (road construction, maintenance, etc.) http://www.dot.state.fl.us/cc-admin/Letting_Project_Info.shtm

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Business OpportunitiesTransparency: Business Opportunities


DFS has an online tool which allows provides transparency into payments

issued by the state: http://www.myfloridacfo.com/Transparency/

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Transparency: Florida’s Checkbook

Transparency

FLAIR maintains all records online for payments issued from the state

Information is updated daily

Must use FEIN or SSN

https://flair.dbf.state.fl.us/caspub/vnpayhst.htm

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Transparency: FLAIR Payment History website

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Develop a comprehensive marketing plan Know your audience (i.e. government or private industry)

Who buys your products or services? How often do they buy your brand of products or services? When do they buy your products or services? How much do they

buy? Do your homework: Research the market on a regular basis

Visit DMS websites regularly• STC, ACS, SPA• MFMP training• VIP vendor registration

Attend DMS/MFMP workshops and trainings Partner, team or joint venture when possible

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Resources: General Tips

Vendor meetings are a great way to become more familiar with MFMP, responding to bids, searching for bids, or just staying updated with what’s new

Join us for monthly, online meetings via WebEx

Meetings are free of charge

Register at http://dms.myflorida.com/vendormeetings

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Resources: Vendor Meetings

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Resources: Responding to Bids

The instructions for preparing a bid response will vary based on the solicitation type (ITB, RFP, or ITN)

Respondents should review the instructions with the evaluation criteria established in the solicitation to ensure that all critical elements are addressed

Provide a professional looking response

If there are questions, contact the agency solicitation contact listed in the actual solicitation

Utilize the checklist provided in the solicitation to confirm compliance with the basic requirements

Allow enough time to have someone in your organization review the proposed response (preferably someone not associated with the preparation)

Common Pitfalls

Submission of incomplete or unsigned documents

Exceeding established page limits for response

Not participating in mandatory meeting/site visit

Relying on information that is ‘heard’ rather than getting the information is writing from the solicitation owner

The most common pitfall is not allowing enough time to prepare and submit the bid

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Resources: Responding to Bids

Resources

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Resources: Contact Information

For technical questions concerning MFMP or the registration process, contact the MFMP CSD

[email protected] or 1-866-352-3776

If you have questions about a payment, contact the DFS Ombudsmen Section

(850) 413-5516

For questions about a minority certification through the Office of Supplier Diversity (OSD), contact OSD

[email protected] or http://dms.myflorida.com/osd

To verify registration information with the DOS, visit SunBiz

http://www.sunbiz.org





Business Opportunities with the State Transparency Resources FAQ / Wrap – Up!

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FAQ

What are the benefits of and how do I get certified as a minority

vendor?

This designation promotes the utilization of Florida’s women,

disabled veteran and minority-owned business enterprises within

the business community that are certified by the Office of Supplier

Diversity (OSD).

To obtain information on being certified, or to acquire a

recertification, contact OSD at: [email protected]

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FAQ

FAQ

What types of insurance may I be required to demonstrate? Agencies may have different insurance requirements however

some general requirements may be: • General Liability (per occurrence/annual aggregate)• Comprehensive Automobile Insurance (combined single limit

basis)• Workers’ Compensation Insurance (statutory limits must be met)• Other types of insurance that may be required include:

• Pollution Insurance• Professional Insurance• Hull Insurance• Insurance for Helicopter/Airplane• Employee Dishonesty

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FAQ

Contact the MFMP CSD at 1-866-352-3776 or [email protected]

Contact Us

Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 294-3080

F&A Process Analyst [email protected] (850) 294-0739

Operations Manager [email protected] (850) 766-7670

Purchasing Process Analyst


Vendor Management Analyst


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Thank you for your participation today!

Questions?

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Documents

MyFloridaMarketPlace How to do Business with the State of Florida PTAC Conference: May 26, 2010