My Florida Market Place Vendor Meetings Launching V

Vendor Information Portal Today’s Agenda Ø What’s New? (Overview of VIP functionality) • What

Overview What is VIP? Ø “VIP” is the new name for the State of

Overview A New Face for the Vendor System Ø A new look and feel!

Overview Information Views and Navigation Ø Summary Information on a convenient Landing Page… 5

Overview Information Views and Navigation Ø Vendors are able to see summary information more

Overview Information Views and Navigation Ø “Just in time” help is located throughout the

Overview Commodity Code Search Ø Vendors can enter ‘key words’ to conduct searches for

Overview Commodity Code Search Ø Please note that there is a checkbox that a

Overview Simplified Fee Reporting Ø There are fewer input fields required in the updated

Registering with VIP Accessing Vendor Registration in VIP Ø Navigate to the MFMP Vendor

Registering with VIP Accessing Vendor Registration in VIP Ø Returning vendors can log into

Registering with VIP Accessing Vendor Registration in VIP Ø New Vendors will enter a

Registering with VIP Account Registration / Account Maintenance Ø The ‘Main Contact’ Information page

Registering with VIP Account Registration / Account Maintenance Ø The “registration wizard” will lead

Registering with VIP Account Registration / Account Maintenance Ø The ‘Certified Business Enterprise’ page

Registering with VIP Account Registration / Account Maintenance Ø The ‘Locations/Contacts’ page is used

Registering with VIP Account Registration / Account Maintenance Ø The ‘Commodity Code Selection’ page

Registering with VIP Account Registration / Account Maintenance Ø When adding commodity codes, the

Registering with VIP Account Registration / Account Maintenance Ø Vendors also have the opportunity

Registering with VIP Account Registration / Account Maintenance Ø The last steps in the

Billing and Collections in VIP Vendor Summary Ø Returning vendors can log into their

Billing and Collections in VIP Billing and Collections Navigation Ø This provides details of

Billing and Collections in VIP Accessing CBIs / Submitting Reports in VIP Ø Vendors

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø State Term

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø Automated calculation

Performance Tracking Vendor Performance Information in VIP Ø Returning vendors can log into their

Performance Tracking Vendor Performance Information in VIP Ø Vendors are able to see: 3.

Where can I learn more? Additional Resources • Information will continue to be posted

Wrap-Up! How do I get on the “VIP List? ” • Vendors who are

Vendor Information Portal Questions and Answers Thank You for your Participation Today! 38

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My. Florida. Market. Place Vendor Meetings “Launching V. I. P. Tools for Florida’s Vendors…” 12: 00 noon – 1: 00 p. m. EDT The toll free number is: (888) 808 -6959 Conference Code: 9766076#

Vendor Information Portal Today’s Agenda Ø What’s New? (Overview of VIP functionality) • What does “VIP” mean? • “New and Improved” Functionality for Florida’s Vendors Ø Navigating the areas in VIP: • Vendor Registration / Account Maintenance • Billing and Collections • Performance Tracking Ø When does VIP launch? Ø Where can I learn more? 2

Overview What is VIP? Ø “VIP” is the new name for the State of Florida’s “Vendor Information Portal” Ø VIP Provides…. ü An updated look and feel to the State’s current vendor registration system ü Improved Information Views and Navigation ü Commodity Code Search Capabilities ü Simplified Fee Reporting 3

Overview A New Face for the Vendor System Ø A new look and feel! 4

Overview Information Views and Navigation Ø Summary Information on a convenient Landing Page… 5

Overview Information Views and Navigation Ø Vendors are able to see summary information more easily Ø “Drop Down” options are available for vendors to easily navigate to various areas in the system 6

Overview Information Views and Navigation Ø “Just in time” help is located throughout the system! Ø Vendors can easily click on the question marks to see helpful information about the area of the application they are using 7

Overview Commodity Code Search Ø Vendors can enter ‘key words’ to conduct searches for applicable commodity codes Ø Vendors can simply select the checkbox next to the applicable commodity code and then hit ‘Continue’ Ø These commodity codes are then added to the vendor’s account 8

Overview Commodity Code Search Ø Please note that there is a checkbox that a vendor can use if there is a preference for NO commodity codes to be associated with the account Ø Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors Ø While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes 9

Overview Simplified Fee Reporting Ø There are fewer input fields required in the updated online form 10

Registering with VIP Accessing Vendor Registration in VIP Ø Navigate to the MFMP Vendor Information Portal at https: //vendor. myfloridamarketplace. com Ø Returning vendors can use the username / password entry under ‘Vendor Login’ Ø New vendors can set up an account using the ‘New Vendor Registration’ entry box Ø When registering for My. Florida. Market. Place, it is strongly recommend to use a Federal Employer Identification Number (FEIN) rather than a social security number 13

Registering with VIP Accessing Vendor Registration in VIP Ø Returning vendors can log into their account and see a ‘Vendor Summary’ page Ø This view provides quick access to additional information for: • Vendor Registration / Account Maintenance activities • Billing and Collections • Performance Tracking 14

Registering with VIP Accessing Vendor Registration in VIP Ø New Vendors will enter a username and password as part of registration Ø Wizard functionality will take vendors “stepby-step” through the registration process Ø Completed steps are highlighted in GREEN Ø In Process steps are highlighted in YELLOW Ø Steps yet not completed are highlighted in RED Ø “Required” fields are highlighted throughout the process Ø Existing vendors can login to update their account information at any time 15

Registering with VIP Account Registration / Account Maintenance Ø The ‘Main Contact’ Information page is very important to keep current Ø A main contact is the default contact that is used for communication between MFMP and the vendor Ø It is recommended that vendors review / verify their account information at least monthly 16

Registering with VIP Account Registration / Account Maintenance Ø The “registration wizard” will lead the vendor through subsequent screens (such as General Information) to enter in ‘ 1099 name’ and ‘DBA name’ Ø Vendors can also add optional information such as: • Dun and Bradstreet Number • Company Website • Florida Revenue ID number 17

Registering with VIP Account Registration / Account Maintenance Ø The ‘Business Profile’ page allows vendors to select the designation that best describes their company (e. g. , US Corporation, Government Entity, Partnership / Joint Venture, etc. ) Ø Please do not confuse the term ‘Government Entity’ with the fact that you are a vendor doing business with the State of Florida Ø If a vendor has questions about whether they are considered a ‘government entity, ’ please contact the MFMP Customer Service Desk at vendorhelp@myfloridamarketplace. com 18

Registering with VIP Account Registration / Account Maintenance Ø The ‘Certified Business Enterprise’ page allows vendors to select an appropriate designation(s) for : • Minority Business Designation • Woman Owned Designation • Service-Disabled Veteran Business Enterprise Designation Ø This information is also reviewed and confirmed by the Office Of Supplier Diversity for applicable certification 19

Registering with VIP Account Registration / Account Maintenance Ø The ‘Locations/Contacts’ page is used to additional account contacts to a vendor’s account Ø Adding ‘locations’ to the account is where the following information is added: Ø • Purchase Order email / fax information • Remit-To Information • Billing Contacts Fields such as ‘email address, ’ ‘fax number, ’ and ‘Remit-To information’ need to be accurate in order for vendors to receive their MFMP purchase orders and payments 20

Registering with VIP Account Registration / Account Maintenance Ø The ‘Commodity Code Selection’ page allows vendors to select applicable commodity codes for the types of products and/or services offered Ø While public notification / posting continues to be available, it is to a vendor’s advantage to register for applicable commodity codes Ø Please note: Registration for commodity codes facilitates notification of available bid opportunities for vendors 21

Registering with VIP Account Registration / Account Maintenance Ø When adding commodity codes, the ‘Search Commodity Codes’ function provides vendors with the ability to search by a keyword descriptor Ø The system then returns a set of results that include the key word as part of the commodity code Ø Vendors can simply select the applicable commodity codes and save the changes to their account Ø While a vendor may provide “specific” products, sometimes a “general” search may be best. For example- in this scenario, the vendor searched by the word ‘desk’ to bring back a variety of results as selection options 22

Registering with VIP Account Registration / Account Maintenance Ø Vendors also have the opportunity to complete registration for additional State Solicitation Tools such as “Sourcing” and “e. Quote” Ø The Sourcing Tool is used formal bids (> $25, 000) Ø The e. Quote Tool is used for informal bids (< $25, 000) Ø The MFMP team facilitates a separate, dedicated session to ‘Solicitations’ Ø For vendors interested in attending a session on ‘Solicitations, ’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit 23

Registering with VIP Account Registration / Account Maintenance Ø The last steps in the Vendor Registration activity include: • Email address confirmation • Terms of Use Review / Acceptance Ø Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor’s account! 24

Billing and Collections in VIP Vendor Summary Ø Returning vendors can log into their account and access their ‘Vendor Summary’ page Ø Navigating to the ‘Billing and Collections’ area provides vendors with a view of: • Bill-To Contact Information • Self-Reporting Summary (of last 3 reports) • Consolidated Billing Invoice (CBI) Snapshot (of last 3 months) 26

Billing and Collections in VIP Billing and Collections Navigation Ø This provides details of a vendor’s transaction fee reporting and payment account Ø Vendors have the option to quickly navigate to: • Submit a Report • View Company Summary • View Full CBI History • View Self-Reporting History 27

Billing and Collections in VIP Accessing CBIs / Submitting Reports in VIP Ø Vendors can access individual Consolidated Billing Invoices (CBIs) by simply clicking on the links under the ‘CBI Snapshot’ area Ø State Term Contract Vendors can also submit self-reports for any payments received on contracts 28

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø State Term Contract (STC) vendors are required to provide monthly reports for payments received; Non- STC vendors may have additional fees to report that were not included as part of a CBI Ø To report for a specific month, a vendor can select from the ‘Report Period Selection’ box, and click ‘Add’ Ø Pages have been simplified so that there is one field to be completed for fee-eligible payments Ø Once fee-eligible payments have been entered, the vendor clicks ‘Continue’ to see a summary of the information entered and calculated 29

Billing and Collections in VIP Example: Submitting a Transaction Fee Report Ø Automated calculation will show the resulting transaction fees due Ø The vendor then clicks the ‘I Agree’ button to get a confirmation page and additional information about how to submit payment Ø For vendors interested in attending a session on ‘Transaction Fee Reporting and Payment, ’ upcoming Web meeting sessions will be posted on the ‘MFMP Vendor Meetings’ page of the MFMP Toolkit 30

Performance Tracking Vendor Performance Information in VIP Ø Returning vendors can log into their account and access their ‘Vendor Summary’ page Ø Navigating to the ‘Performance Tracking’ area provides vendors with a view of performance tracking inputs 32

Performance Tracking Vendor Performance Information in VIP Ø Vendors are able to see: 3. 57 3. 56 7637 3. 61 8288 3. 55 • Rating Summary • Rating Detail • The Rating Scale that agency customers use when answering survey questions about the vendor’s performance 3. 56 33

Where can I learn more? Additional Resources • Information will continue to be posted on the Vendor Information Portal (VIP) page on the MFMP Toolkit • For technical questions concerning MFMP or the registration process, please contact Vendor Help at: Vendor. Help@My. Florida. Market. Place. com or 1 -866 -352 -3776 • For questions about becoming a certified minority business enterprise (CMBE), please contact the Office of Supplier Diversity (OSD) at: OSDHelp@dms. My. Florida. com • General MFMP Contact information: Phone: 866 -352 -3776 Fax: 850 -414 -8192 Email: Vendor. Help@My. Florida. Market. Place. com Website: http: //myfloridamarketplace. com Hours: Monday – Friday, 8: 00 a. m. – 5: 30 p. m. EDT 36

Wrap-Up! How do I get on the “VIP List? ” • Vendors who are currently registered with My. Florida. Market. Place do not have to re-register in VIP • Current vendor registration information will be converted into the VIP system • All vendors should confirm their current account information- make sure it is current! 37

Vendor Information Portal Questions and Answers Thank You for your Participation Today! 38