My Florida Market Place Vendor Teleconference Series June

My. Florida. Market. Place Vendor Teleconference Series June 25, 2008: “Keeping Your Account Information Updated” 12: 00 noon – 1: 00 p. m. EDT The toll free number is: (888) 808 -6959 Conference Code: 4888366

Agenda Ø Ø Ø Ø Welcome/Introduction [Eric Swanson] Importance of Vendor information updates New! Vendor Web page updates Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP Page - 2

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information updates [Eric Swanson] New! Vendor Web page updates Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP Page - 3

Importance of Vendor Updates Ø MFMP uses this information to communicate opportunities/ information to vendors Ø Facilitates timely payment Ø Facilitates timely delivery of purchase orders (PO) Ø MFMP allows vendors to update account information at their convenience (https: //vendor. myfloridamarketplace. com) Ø Contact information: My. Florida. Market. Place 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: 00 p. m. EDT Page - 4

Importance of Vendor Updates Vendor Registration q Login to Vendor Registration Page - 5

Importance of Vendor Updates q Click Update My Vendor Registration Page - 6

Importance of Vendor Updates q Select Information to be updated from toolbar on left Page - 7

Importance of Vendor Updates q Example: Username and Password update Page - 8

Importance of Vendor Updates q After re-entering your new username and/or password don’t forget to save your changes Page - 9

Importance of Vendor Updates q Adding new contacts for your account Page - 10

Account Helpful Hints Type of Account How often should I check this account? Where do I go to access this account? E-Quote At least monthly or as new products are offered Sourcing At least monthly or as new products are offered https: //myfloridamarketplace. com/sourcing Vendor Registration As needed to keep information updated https: //vendor. myfloridamarketplace. com Vendor Bid System (VBS) At least bimonthly (this is the main repository for all MFMP bids) http: //vbs. dms. state. fl. us/vbs/notification_new. selection http: //equote. myfloridamarketplace. com MFMP Helpful Hint: Consider using Microsoft Outlook Calendar to set up reminders for updating and checking your MFMP account information Page - 11

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information New! Vendor Web page updates [Amy Smyth] Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP Page - 12

New! Vendor Web pages Ø Designed to enhance knowledge and overall use of the MFMP system, the new Vendor Web pages include a Vendor Toolkit and additional information to assist vendors on a daily basis Ø http: //dms. myflorida. com/business_operations/state_purchasing/myflori da_marketplace/vendors Page - 13

Vendor Toolkit Ø The new Vendor Toolkit includes: q Vendor Training opportunities q Updated Vendor tools q Transaction and Reporting Information q Consolidated Billing Invoices (CBI) q Information on Doing Business with the State of Florida Page - 14

Vendor Web pages Ø Other new features include: q New Vendor communication bulletin board q Updated Vendor FAQs q Updated Vendor contact information Page - 15

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information updates New! Vendor Web page updates Benefits of Electronic Invoicing (e. Invoicing) [Mark Oyster] Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP Page - 16

e. Invoicing Ø e. Invoicing is presenting an invoice electronically Ø Consider how many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007 Ø Consider how many customers your company already invoiced this year Ø Consider the cost of time, research, and production of print invoices for your customers Page - 17

Benefits to e. Invoicing Ø e. Invoicing saves a good amount of time for your business Ø e. Invoicing substantially reduces paper flow and associated costs Ø Encourages prompt and accurate processing of invoices Ø e. Invoicing improves data accuracy, which reduces payment cycle times Page - 18

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor updates New Vendor Web page updates Benefits of e. Invoicing Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) [Ron Leggett] Electronic Funds Transfer (EFT) FAQ session Contact MFMP Page - 19

Solicitations What are Solicitations? Ø The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms q e. Quote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25, 000. You can access this site at: http: //equote. myfloridamarketplace. com q Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25, 000. You can access this site at: https: //myfloridamarketplace. com/sourcing/ q Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http: //vbs. dms. state. fl. us/vbs/notification_new. selection Page - 20

e. Quote How does e. Quote work? Ø e. Quote is used for informal procurement events (<$25, 000) that do not require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP http: //equote. myfloridamarketplace. com q q Step 1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from Step 2: My. Florida. Market. Place notifies selected vendors via email, and delivers the e. Quote directly to each vendor's e. Quote inbox Step 3: Vendors electronically respond to the e. Quote, and have the ability to offer product substitutions or specify other decision-making information to the buyer Step 4: The buying agency selects a vendor and issues a purchase order Page - 21

Sourcing My. Florida. Market. Place Sourcing Ø Online competitive bidding tool Ø Used to collect bids/responses formal solicitations (>$25, 000); Primary use is for State Term Contracts and DMS Agency Term contracts Ø Allows the review and electronic submittal of responses / bids Ø Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account Ø https: //myfloridamarketplace. com/sourcing/ The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system Page - 22

Importance of Solicitations: e. Quote / Sourcing / Vendor Bid System (VBS) Ø The Vendor Bid System is an online posting site. It is used by executive branch agencies to publically post competitive solicitations (i. e. ITB, ITN, RFPs, etc. ), agency notices (i. e. public meetings) and agency decisions (i. e. Intent to Award) electronically Ø http: //vbs. dms. state. fl. us/vbs/notification_new. selection Page - 23

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) and the Differences Electronic Funds Transfer (EFT) [Rachael Lieblick] FAQ session Contact MFMP Page - 24

Electronic Funds Transfer (EFT) EFT Ø Direct Deposit allows your money to be available to you on the payment date Ø Advantages include: q Peace of Mind — No mail delays or lost check worries q Prompt Payment — Deposits will be available on the payment date q Convenience — Avoid special trips to your financial institution q Freedom — Your payment will be automatically deposited to your account Page - 25

Electronic Funds Transfer (EFT) Ø To find out more about EFT, contact DFS at: q Direct Deposit E-mail address: directdeposit@fldfs. com q Direct Deposit phone number (850) 413 -5517 Ø At any time you can access DFS’ vendor payment website and look for a pending payment: https: //flair. dbf. state. fl. us Ø If you have questions about a payment contact the DFS Vendor Ombudsmen Section at (850) 413 -5516 Page - 26

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) FAQ session [Eric Swanson] Contact MFMP Page - 27

Frequently Asked Questions (FAQs) Ø Ø Question/Answer session (pre-submitted) Revised Online FAQs q http: //dms. myflorida. com/business_operations/state_purchasing/myf lorida_marketplace/vendors/vendor_frequently_asked_questions_fa qs Page - 28

Agenda Ø Ø Ø Ø Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (e. Invoicing) Solicitations: e. Quote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) FAQ session Contact MFMP [Eric Swanson] Page - 29

Resources Ø For technical questions concerning MFMP, please contact Vendor Help at: Vendor. Help@myfloridamarketplace. com or 1 -866 -352 -3776 Ø Contact information: My. Florida. Market. Place 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 Page - 30