MyFloridaMarketPlace:Project Overview

MyFloridaMarketPlace

2

AgendaAgenda

Vision Benefits System Functionality Public/Private Partnership 1% Fee Vendor Outreach and Registration Process Implementation Schedule Contact Information

3

Why Move to eProcurement?Why Move to eProcurement?

Governor’s Top PrioritiesImproving Student AchievementReducing Violent Crime & Drug UseCreating a Smaller, More Effective and Efficient GovernmentBuilding Economic Opportunity for AllHelping the Most VulnerableImproving Quality of Life & the Environment

DMS MissionTo become a customer focused agency providing effective and efficient services in order to better enable state agencies and employees to deliver the Governor’s priorities to the people of Florida.

4

What are the Benefits to Buyers?What are the Benefits to Buyers?

The system is a one-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State.

Key benefits for BUYERS include:

1. More Choice: Online access to the system’s registered vendors and their products/services and procurement vehicles such as State Term Contracts, quoting, and sourcing.

2. Reduction in paperwork: Online requisitions, purchase orders, and quoting/sourcing capability, automated workflow and online approvals for streamlining processes.

3. Faster order processing time: By automating the transactions, contracts, approvals, etc., the time from requisition to payment is reduced

4. Reduction in the cost of goods and services: Opportunity to leverage the state’s significant buying power by enabling Florida to act as a single entity during contract and purchasing negotiations

5. Reduced overhead and processing costs: The system helps eliminate overhead costs on such items as paper, printing, supplies, postage, mail and delivery services

5

What are the Benefits to Vendors?What are the Benefits to Vendors?

The system will provide a centralized source of procurement information for the business community, and the ability for vendors to communicate to a broader buying audience.

Key benefits for VENDORS include:

1. State of the art tools: Electronic, Internet-based transactions – less paperwork and manual steps.

2. Increased access to buying entities: Access to all buyers using the system.

3. Enhanced economic development opportunities for small business: Increasing access to the “State” marketplace.

4. On-line interactive quoting and bidding: Submitting electronic responses to informal quotes and formal sealed bids.

6

What Does the System Do?What Does the System Do?

Vendor Registration – Allows vendors to register and maintain their vendor information in the system. The vendor may also register for CMBE certification within MyFloridaMarketPlace

Requisitioning – Supports creation of electronic requisitions and quotes to vendors, allowing vendors to respond online.

Bidding – Online submission of solicitations to vendors. Vendors will respond to their bids online and the agency may evaluate the responses online as well.

Contract tracking – Online tracking of contracts including available balance, contract term, contract pricing, etc.

Invoice reconciliation – Online matching of invoice, purchase order, receipt, and/or contract.

Reporting – Customized reporting capabilities providing the agencies with spend visibility, contract compliance, etc.

7

Who is Responsible for Implementing Who is Responsible for Implementing MyFloridaMarketPlace?MyFloridaMarketPlace?

The Department of Management Services is leading this project in

consultation with the State Technology Office and the State Chief

Financial Officer.

5 year Contract between the State of Florida and Accenture (signed

October 9, 2002)

DMS and North Highland, the third party monitor, work closely with

Accenture to ensure timely and proper implementation of this key

initiative.

8

Who is Responsible for Implementing Who is Responsible for Implementing MyFloridaMarketPlace?MyFloridaMarketPlace?

Accenture is responsible for key activities such as:

System Development (e.g., confirm system requirements, code the application

modules)

Technology Integration (e.g., establish the technical architecture, configure and

test the application, develop interfaces with other systems)

Supporting Agency Implementation (e.g., work with agencies to complete pre-

implementation tasks, including Train the Trainer)

Support Vendor Outreach efforts (e.g., General Vendor Information Sessions,

State Term Contract Vendor Forums, Vendor Enablement Activities)

Business Operations (e.g., operate the Buyer and Vendor Service Desks,

provide ongoing application and technological support, identify additional users

that would potentially use the system)

Strategic Sourcing (e.g., assessing opportunities to aggregate spending to get

a lower cost through fewer vendors and longer term contracts)

9

Why Charge the 1% Fee?Why Charge the 1% Fee?

• The self funding model is not new.  It has been in existence for a number of years.• State Term Contract vendors currently pay a 1% fee to the State,

and will continue under the MyFloridaMarketPlace system. • Similarly, SNAPS and the P-Card programs also carry a fee.

• There is no initial registration or ongoing subscription fee charged to vendors.  • The 1% fee only applies to contracts and payments processed.

• The 1% fee will help pay for:1. The acquisition, development, implementation and operations of

the MyFloridaMarketPlace system; 2. To develop and execute training required for both buyers and

vendors; 3. Provide ongoing maintenance and services needed to sustain the

system’s success.

10

How do we Collect the 1% Fee?How do we Collect the 1% Fee?

Starting 7/1/03, vendors will be required to self-report all transaction fees on a

monthly basis using Form PUR 3776

For State Term Contract vendors who have previously self-reported the 1% fee quarterly,

they will now report monthly

We will be moving to billing and collection, however, it will not be available until

10/01/03 at the earliest

Even then, transactions that are made with users who are not yet on the system will need to

be self-reported

Automatic deduction of eligible transaction fees from invoices paid through

MyFloridaMarketPlace will not occur until available in new FLAIR system

(estimated July 1, 2005)

11

How Are We Getting Vendors Registered?How Are We Getting Vendors Registered?

To help reduce the possibility of disruption of services to State agencies, DMS and Accenture have conducted extensive outreach activities, including:

Communications with State Term Contract Vendors

Conducted 30 Vendor Information Sessions throughout Florida with 60 planned

Reaching out to business organizations such as chambers of commerce, etc.

Minority Business outreach with the Office of Supplier Diversity

Providing agencies registration information on critical vendors

Weekly updates to agency liaisons on who is/is not registered

Provided messages to agencies to include in PO’s and payments

Fee reporting communication

Sourcing opportunities communication

There are processes for managing reluctant vendor registration and fee exemptions.

12

When will Agencies Start using When will Agencies Start using MyFloridaMarketPlace?MyFloridaMarketPlace?

Dept. of Management Services July 1, 2003

Dept. of Transportation July 1, 2003

State Technology Office July 1, 2003

Dept. of Citrus September 3, 2003

Division of Administrative Hearings September 3, 2003

Agency for Health Care Administration October 1, 2003

Dept. of Health October 1, 2003

Dept. of Juvenile Justice October 1, 2003

Dept. of Children and Families November 3, 2003

Dept. of Environmental Protection November 3, 2003

Florida Dept. of Law Enforcement November 3, 2003

Dept. of Veterans' Affairs November 3, 2003

Dept. of Corrections December 1, 2003

Dept. of Highway Safety and Motor Vehicles December 1, 2003

Executive Office of the Governor December 1, 2003

Dept. of the Lottery December 1, 2003

Agency for Workforce Innovation (incl. DOL & ES) January 1, 2004

Dept. of Business and Professional Regulation January 1, 2004

Dept. of Education January 1, 2004

Dept. of Revenue January 1, 2004

Agency/DepartmentImplementation Date

Dept. of Community Affairs February 2, 2004

Dept. of Elder Affairs February 2, 2004

Dept. of Military Affairs February 2, 2004

Dept. of State February 2, 2004

Attorney General and Dept. of Legal Affairs March 1, 2004

Dept. of Financial Services March 1, 2004

Fish and Wildlife Conservation Commission March 1, 2004

Florida School of the Deaf and Blind March 1, 2004

Legislative Purchasing March 1, 2004

Dept. of Agriculture and Consumer Affairs April 1, 2004

Justice Administrative Commission April 1, 2004

Parole Commission April 1, 2004

Public Service Commission April 1, 2004

State Court System April 1, 2004

Auditor General May 3, 2004

Enterprise Florida May 3, 2004

Ringling Museum May 3, 2004

State Board of Administration May 3, 2004

Agency/DepartmentImplementation Date

13

Who do I contact if I have questions?Who do I contact if I have questions?

Project Contact Information

Vendor and Buyer inquiries can be directed by phone to (866) FLA-ePRO (352-3776)

For assistance with Vendor related questions, please contact: VendorHelp@myfloridamarketplace.com

For assistance with Buyer related questions, please contact: BuyerHelp@myfloridamarketplace.com

For general inquiries, please contact: MyFloridaMarketPlace@myflorida.com