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Chad Poppell, Secretary
State Contracting and CertificationHue T. Reynolds, Executive Director
Office of Supplier Diversity
• The Office of Supplier Diversity (OSD) certifies Florida-based woman-, veteran- and minority-owned small businesses. We provide technical assistance, training and targeted information about contract opportunities, special events and networking activities.
• Florida Certified Business Enterprises (CBEs) are the first group of businesses referred to state agencies and other stakeholders seeking to diversify their purchase order and contract opportunities. CBEs are also listed on the Office of Supplier Diversity’s public directory at: osd.dms.myflorida.com/directories.
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Discussion Topics
1. Terms unique to the State contracting
2. Procurement from a vendor’s perspective
3. Statewide contacts for procurement and contracting for CBEs
4. MyFloridaMarketPlace
5. Certification Process
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Chad Poppell, Secretary
State Contract Terms
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Terms Unique to the State Contracting System
OSD Governing Florida Statutes
Applicable Florida Statutes and Florida Administrative Rules for OSD
• Statutory Provisions:
– 288.703 Florida Small and Minority Business Assistance Act
– 287.09451 Office of Supplier Diversity; powers, duties, and functions
– 287.09431 Statewide and interlocal agreement on certification of business concerns for the status of minority business enterprise
• Administrative Code:
– 60A-9.001 Definitions
– 60A-9.002 Business Utilization Plan
– 60A-9.005 Certification Eligibility
– 60A-9.006 Certification Review Procedures
– 60A-9.0061 Recertification Review Procedures
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Procurement Types
Invitation to Bid (ITB)
• A scope of work is specifically defined.
• Vendors asked to submit pass/fail information like licenses, references, and certifications, and contracts are awarded to the responsive and responsible vendor with the lowest price.
Request for Proposal (RFP)
• Used when it is not practicable for the agency to specifically define the scope of services or deliverables.
• Vendors are evaluated on price, capabilities, commodities and services that meet requirements in the RFP.
Invitation to Negotiate (ITN)
• Used to achieve a specific goal and/or receive the best value.
• The agency is able to more specifically define what it needs during negotiations, consider solutions, and adjust requirements to obtain the best value.
E-Quote
• An informal procurement used to purchase goods or services below $35,000, and the agency defines what it needs in the quote process.
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Chad Poppell, Secretary
General Procurement Process
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Procurement from a Vendor’s Perspective
Solicitation Overview
When a State procurement is solicited:
– Solicitation is posted on the public Vendor Bid System (VBS).
– Notifications are emailed to Vendors registered in VIP for the requisite commodities codes.
– Solicitation will have specific beginning and end dates, with specific events that occur throughout the process in the timeline of events.
– Solicitation changes (addenda) are also posted on VBS.
– Most solicitations have a Question-and-Answer process.
– Pre-Response Conferences may also be held. These are informal and are not binding on the Agency. Official responses are submitted in writing during the Q & A.
– Any questions regarding the solicitation are directed to the Procurement Officer. The Procurement Officer is the sole point of contact for the Vendor.
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State Procurement Process
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Solicitation Process
• Solicitation Released on VBS
• Question and Answer Phase
• Addenda Issued
• Solicitation Response Submitted
Response Evaluation Process
• Responses Opened
• Responses Reviewed by Agency for Mandatory Requirements
• Agency Evaluates the Responses
• Agency Negotiates with Best Canidates
• Agency Decision Recommendation
Contract Award
Process
• Agency Publishes Intent to Award on VBS
• Draft Contract Prepared
• Execute Final Contract
Contract Management
Process
• Prepare for Contractor Onboarding
• Plan How the Contract Will be Managed
• Contractor Goes Live
• Manage the Contract
• Close Out the Contract
Contact Information
Procurement personnel can be reached on the DMS website at DMS.myflorida.com. From the home page business operations state purchasing vendor resources.
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Contact Information
Agency purchasing officers can be contacted from this list. Other useful information is also located here, such as how to register in VBS through MFMP.
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Frequently Asked Questions
Answers to Vendor Frequently Asked Questions can be found on the DMS website
Chad Poppell, Secretary
MyFloridaMarketPlace
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Overview
MyFloridaMarketPlace
• MyFloridaMarketPlace (MFMP) is the state’s online purchasing system
• Allows for centralized procurement activities for both buyer and vendor
• Enables single registration that enables vendors to receive notifications for ALL state agency solicitations by commodity code
• 24/7 access to bid opportunities and information through:– Vendor Bid System
– Sourcing (tool that allows for issuing formal and informal solicitations)
• Vendors are able to modify:– username/password
– General business information
– Contact information
– Certified business enterprise selections
– Business locations
– Commodity codes
– Solicitation selections
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MyFloridaMarketPlace
MFMP Customer Service Desk
Phone: 866-352-3776
Email: [email protected]
Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., EDT
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Chad Poppell, Secretary
Certification Process
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Documents necessary for certification
Certified Business Enterprise
• Designations:– Woman (WBE)– Veteran (VBE)– Minority (MBE)
• Requirements:– Registered in MyFloridaMarketPlace– 51 percent owned and managed by woman,
veteran or minority– Permanent resident of Florida– Net worth less than $5 million– Fewer than 200 employees– Business domiciled in Florida– U.S. Citizen
Florida Statutes 287.09451
Chapter 60A-9
Why Certify?
• First Tier Referrals
• Listing in Online Directory
– provided to state purchasing directors and used by cities, counties and private sector companies
– http://osd.dms.myflorida.com
• Targeted communications, including contract opportunities, special events, networking activities, technical assistance and training
How Do I Get Started?
First step:
Register as a vendor through the MyFloridaMarketPlace Vendor Information Portal (VIP) at http://vendor.myfloridamarketplace.com
The VIP also provides access to business opportunities available from the state
– Vendor Bid Opportunities
– MFMP Sourcing
MFMP Registration
1. During the registration process, you may select any of the following designations for certification:
• Woman
• Veteran
• Minority
2. Upon completion, review the supporting documentation list from OSD
3. Submit your documents to OSD
4. Staff will review documentation
Documents for Certification
Minority or Woman:
– SBA(8)(a) Federal Certification;
– Birth certificate;
– Passport;
– Naturalization records;
– Foreign birth Certificate;
– Tribal registration card (Native American) or
– Affidavit of minority designation
Documents for Certification
Veteran: (those seeking VBE)
– Veteran Application AND
– DD214; or
– Document for Service-Disabled
Documents for Certification
Permanent Resident of Florida: Declaration of Domicile in the clerk of court’s office in the county courthouse and one of the following:
– Florida driver’s license;
– Homestead Exemption; or
– Voter Registration
Documents for Certification
Ownership:
To establish 51 percent ownership interest, ANY of the following shall be considered -
– Articles of Incorporation or Articles or Organization (LLC);
– Sole Proprietorship;
– Partnership Agreement; or
– Federal SBA(8)(a) Certification
Documents for Certification
Management:
To establish 51 percent management interest, ANY of the following shall be considered -
– Partnership agreement;
– Resume(s); or
– Payroll within the last 12 months
Documents for Certification
Small Business Domiciled in Florida: (To establish business domicile, ONE of EACH under each category below)
1. Registration from the Department of State
2. Businesses with fewer than 200 employees:• Payroll within the last 12 months
3. Net worth of business not more than $5 million• Financial Statements; or
• Last two years of federal filed tax returns
Documents for Certification
Useful Business Function:
– Affidavit of Corporate Representative
(Notarized statement of useful business purpose by authorized corporate representative OR copy of recent quote submitted by company OR recent signed contract/invoice)
Documents for Certification
Licensing:
A small business must have and maintain all state or otherwise required licensing before becoming a certified business enterprise. If a professional license is required for the industry, the owner/manager seeking the certification must be the licensed qualifier.
– Professional (licensed and regulated by the Florida Department of Business and Professional Regulation);
– Business Operational License/Business Tax Receipt (city/county); or
– Attestation of no license required (industry does not require licensing)
How Long Is The Process?
• Approximately 15 business days to process certification documents when all requested documents are received by OSD
• Registration in MyFloridaMarketPlace is NOT automatic certification as an WBE, VBE or MBE
• Businesses are certified for two years
Recertification
• Online process at dms.myflorida.com/osd
– Company FEID/Tax ID number
– Gross Revenue last fiscal year
– Gross Revenue from State Term Contracts
– Net worth of your company
– Number of employees
– Owner/Co-Owner names and responsibilities
– License/permit numbers for any certificates required for your business operations
• If you miss your recertification period, you must re-apply
– Keep your information up-to-date in MFMP
– Include an active email address and monitor your email messages
Contact Information
Hue T. Reynolds, Executive Director
Office of Supplier Diversity
4050 Esplanade Way, Suite 380
Tallahassee, Florida 32399
850-487-0915
dms.myflorida.com/osd
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