MyFloridaMarketPlace. MFMP For Vendors

Transcription

1 MyFloridaMarketPlace MFMP For Vendors

2 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

3 Key Learning Objectives Upon completion of this training, you will be able to: Update contacts, commodity codes and locations in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) Register for access to MFMP Sourcing and to receive solicitation notifications from MFMP Sourcing and the Vendor Bid System (VBS) Maintain an active MFMP VIP account Submit a Florida Substitute Form W-9 Submit Transaction Fee Reports and make payments in MFMP VIP Access the Department of Financial Services (DFS) Vendor Payment History website

4 MyFloridaMarketPlace What is MyFloridaMarketPlace? MyFloridaMarketPlace, commonly known as MFMP, is the State of Florida s eprocurement system, in operation since The system is a source for centralized procurement activities, streamlining interactions between vendors and state government entities by providing tools to support innovative procurement for the State of Florida.

5 Benefits of Using MFMP MyFloridaMarketPlace provides: 24/7 online access to bid opportunities Ability to submit electronic invoices (einvoices) Equal access for woman-, veteran- and minority-owned businesses Single registration for sales and billing Improved quality and accuracy of interactions with the State of Florida Customer service support staff available to provide real-time assistance Performance rating to help vendors stand apart from their competitors

6 Vendor Information Portal What is the MFMP Vendor Information Portal? The MFMP Vendor Information Portal (VIP) is a self-service online application that allows vendors to: Register to do business with the State of Florida Maintain their account/contact information View their performance ratings View and submit their transaction fees Select commodity codes that match their business offered goods/services

7 Florida Substitute Form W-9 What is the Florida Substitute Form W-9? An Internal Revenue Service (IRS) form that is used by DFS to validate a vendor s business name and Tax Identification Number. To receive purchase orders (PO) or payments from the State of Florida, vendors should create a DFS vendor account and submit a W-9 on the DFS vendor website. To learn more, see the Florida Substitute Form W-9 Frequently Asked Questions.

8 Florida Substitute Form W-9 Things to know: See this short YouTube video for more information about the W-9 process! Vendors will need to create a separate DFS account to submit their W-9 Vendors will need to provide their: Tax identification number Business name Primary mailing address Business designation address Telephone number Once the W-9 has been verified, vendors will receive a confirmation from DFS

9 MyFloridaMarketPlace Sourcing What is MFMP Sourcing? MyFloridaMarketPlace Sourcing is an application used by the State of Florida to issue formal competitive solicitations and informal electronic request for quotes (equotes).

10 MyFloridaMarketPlace Sourcing Things to know: Vendors will use their MFMP VIP usernames and passwords to log into their MFMP Sourcing account MyFloridaMarketPlace VIP usernames and passwords synchronize with MFMP Sourcing hourly between 7 a.m. and 7 p.m., Eastern Time (ET), seven days a week Passwords updated in VIP during business hours are effective in MFMP Sourcing at least one hour after update Vendors can use the Forgot Your Password link in MFMP VIP to reset their passwords

11 Internet Explorer Compatibility What is Internet Explorer (IE) compatibility? The recommended web browser for accessing MFMP Sourcing and MFMP VIP is IE. When accessing these MFMP applications, vendors should enable their browser s compatibility view settings. To learn more, see the IE Compatibility job aid.

12 What should the Vendor do? Where should vendors submit their Florida Substitute Form W-9? (select all that apply) A: MyFloridaMarketPlace B: Department of Financial Services C: Internal Revenue Service

13 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

14 Doing Business with the State The State of Florida provides various resources to vendors who are interested in doing business with the State of Florida. Resource Florida Division of Corporations Sunbiz.org Agency Purchasing Directors State Purchasing Process Office of Supplier Diversity Description Search and access information for Florida corporations, limited liability companies, limited partnerships, general partnerships, trademarks, fictitious name registrations and liens. A listing of all state Purchasing Directors by agency. Information on how to become a State Term Contract vendor. Information on business opportunities for Florida-based woman-, veteran- and minorityowned small businesses.

15 Sourcing Public Access What is Sourcing Public Access? The public access function in MFMP Sourcing allows anyone, including unregistered vendors, to preview open competitive solicitations by clicking the Public Access button on the MFMP Sourcing login page. Note: In order to respond to a solicitation, vendors must log in using their MFMP VIP account credentials.

16 Click the yellow Preview button(s) to view high level information about each solicitation. Public Access

17 Vendor Bid System What is the Vendor Bid System? The Vendor Bid System (VBS) is the State of Florida s public central posting tool for advertising agency decisions and notices, competitive solicitations, public meeting notices, single source purchases, and grant opportunities from state agencies and eligible users (e.g., universities and colleges, local governments, etc.).

18 Vendor Bid System Select the Search Advertisements link to begin searching.

19 Vendor Bid System Vendors can search for active advertisements based on several criteria (e.g., agency, commodity code, title, etc.)

20 Which application(s) can a vendor use to view open solicitations from the State of Florida? (select all that apply) What should the Vendor do? A: Vendor Information Portal B: Vendor Bid System C: MFMP Sourcing

21 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

22 Managing Vendor Accounts Things to know: It is vital that vendors keep their contact information up to date in MFMP VIP MyFloridaMarketPlace VIP provides vendors the option to view and edit their company s: Username/password General business information Contact information Certified minority business selections Business locations Commodity codes

23 Contacts Things to know: In MFMP VIP, vendors can create contact profiles for different roles. Each contact has assigned responsibilities based on their designated role: Main Contact: Primary contact on the account PO Contact: Receives POs Remit-To Contact: Receives payments for goods and services Billing Contact: Handles billing questions and receives transaction fee reminders Solicitations/Sales Contact: Receives solicitation notifications from MFMP Sourcing and/or VBS

24 Contacts Vendors have the option to add new contacts and update/remove existing contacts from their MFMP VIP account To update contact information, select the I want to drop-down box and select View/Edit My Contacts

25 To add a new contact, click the New Contact button Contacts To update or remove an existing contact, select the Edit or Delete link (respectively)

26 Things to know: Vendors should keep their contact addresses (e.g., Remit-To) updated in MFMP VIP, so that they can receive billing questions, POs and payments Vendors with outdated information run the risk of not receiving payments Vendors should avoid deleting locations that are actively tied to POs Locations

27 Locations Vendors have the option to add new locations and update/remove existing locations from their MFMP VIP account To update locations, select the I want to drop-down box and select View/Edit My Locations

28 Locations To add a new location, click the New Location button To update or remove an existing location, select the Edit or Delete link, respectively

29 Commodity Codes Things to know: Florida uses the United Nations Standard Products and Services Code (UNSPSC) set for classification of state purchases and to target vendors for solicitation notifications See the MFMP Commodity Codes Web page for more information MyFloridaMarketPlace Sourcing and VBS leverage commodity codes to notify vendors of open solicitations To receive solicitation notifications, vendors must add relevant commodity codes to their MFMP VIP account

30 Commodity Codes Vendors have the option to add or remove commodity codes from their MFMP VIP account To update commodity codes, select the I want to dropdown box and select View/Edit Commodity Codes

31 Commodity Codes To add a code, select the Search Commodity Codes dropdown menu, select the applicable search parameter (e.g., description), enter the desired text, and click the Search button To remove an existing code, select check box next to the code and click Remove Selected Commodity Codes

32 Solicitation Notifications In order to participate in solicitations in MFMP Sourcing, vendors must register to participate in MFMP VIP In order to receive advertisement notifications from VBS, vendors must register to be notified in MFMP VIP Vendors must also establish a Solicitations/Sales Contact to receive the notifications via .

33 Vendor Inactivation Things to know: MyFloridaMarketPlace will inactivate a vendor s MFMP VIP account when: Vendor requests to have their MFMP VIP account inactivated Vendor requests to consolidate multiple registrations Vendor is removed via the annual MFMP vendor inactivation process When a vendor s account is set to an inactive status, open POs or invoices cannot be completed

34 Things to know: Tips to Keep Account Active Vendors can verify their account status by logging into MFMP VIP and viewing the Vendor Information section To maintain an active registration, vendors should make an update to their MFMP VIP account, when applicable, or log into MFMP Sourcing on a regular basis Below are some steps vendors can take to successfully update their MFMP VIP account: Change/update business location name Change/update location information (e.g., PO address)

35 What should the Vendor do? Where should a vendor register to receive solicitation notifications? A: Vendor Information Portal B: MFMP Sourcing C: Vendor Bid System

36 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

37 My Events vs Public Events Things to know: In MFMP Sourcing, solicitations are referred to as events Once a vendor logs into MFMP Sourcing, they will see two sections: My Events: Solicitations the vendor already joined or was invited to participate in Public Events: Open solicitations, not yet joined, with at least one of the vendor s selected commodity codes If an open event (visible in the Public Access view) does not display in the vendor s Public Events section, the vendor s commodity codes selected in MFMP VIP did not match those tied to the event

38 Join Public Events To join a solicitation, click the yellow Join button.

39 Access My Events To access a solicitation from My Events, click the event s Title.

40 Responding to Solicitations To learn more, take the Responding to Electronic Solicitations online training or see the MFMP Vendor Training Calendar to register for an upcoming webinar.

41 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

42 Ariba Network Things to know: MyFloridaMarketPlace allows vendors to join the Ariba Network (fees associated). Benefits include: Viewing all POs, invoices and payments electronically Submitting invoices electronically and tracking invoice status (submitted, approved or paid) Searching for business opportunities outside the State of Florida using Ariba Discovery For more information visit the Ariba Network website

43 DFS Vendor Payment Site Vendors may access state payment information via the DFS Vendor Payment History website.

44 FACTS The DFS Florida Accountability Contract Tracking System (FACTS) is an online application developed to make the government contracting process more transparent The application contains information and audit findings for government contracts, grant awards and PO information

45 FACTS The FACTS public access function allows users to search for contracts by: Agency Name Beginning/Ending Dates Dollar Value Contract ID Commodity/Service Type MFMP PO Number Vendor/Grantor Name Grant Award ID

46 What should the Vendor do? Which website should a vendor use to verify their payment history? A: Florida Accountability Contract Tracking System (FACTS) B: Department of Financial Services Vendor Payment History C: Ariba Network

47 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

48 Transaction Fee What is the Transaction Fee? A fee that the State of Florida applies to applicable procurement transactions processed through MFMP. In addition, any business conducted with the State of Florida outside of MFMP is also subject to the transaction fee unless specifically exempt by Rule 60A-1.031(3), Florida Administrative Code.

49 Consolidated Billing Invoice What is a Consolidate Billing Invoice? A Consolidated Billing Invoice (CBI) is a monthly transaction fee invoice that provides vendors with details of each invoice paid by the State of Florida through MFMP. Details include the vendor s invoice and the total amount due for each payment issued.

50 Viewing CBIs Vendors can access their CBIs from the I want to drop-down box by selecting View/Edit My Consolidated Billing Invoice (CBI).

51 Sample CBI Vendors should review the CBI & Self Report Details section to confirm all payments received in the previous month are correct and inclusive Any invoice payments that are not listed should be self-reported by the vendor

52 Things to know: Transaction Fee Self-Report Vendors are required to submit a Transaction Fee Report for eligible payments that were not reflected on their CBIs (e.g., payments from eligible users) Vendors should confirm their Billing Entity Information on the Billings & Collections System page is correct in MFMP VIP The MFMP team verifies that vendors have self-reported correctly and may send notifications to vendors if a selfreport is missing or was submitted incorrectly

53 Transaction Fee Report Vendors can submit Transaction Fee Reports by selecting Submit My Transaction Fee Report (PUR 3776), from the I want to drop-down box.

54 Payment Terms Consolidated Billing Invoices generate in a vendor s MFMP VIP account on the 2 nd of each month following the month the vendor received payment The transaction fee is required to be paid to the State of Florida by the 15 th of the month Vendor provides goods/services in February Vendor receives payment in March Vendor receives CBI in MFMP VIP on April 2 nd Vendor files a Transaction Fee Report on or before April 15 th (if applicable) Vendor pays transaction fee on or before April 15 th

55 Transaction Fee Payments Things to know: Complete this form if you want to pay your transaction fee via ACH! Vendors may pay their transaction fees by personal check, money order, cashier s check or Debit Automated Clearing House (ACH) Payments should include the CBI number and/or the company s Federal Employer Identification Number (FEIN) Payments should be mailed to: MyFloridaMarketPlace PO Box 5497 Tallahassee, FL

56 Transaction Fee Payments Things to know: When MFMP receives a payment from a vendor, the payment amount is applied to the oldest outstanding CBI, if a CBI number is not specified on the payment For late payments (e.g., 30 days), the MFMP team sends notifications to the Billing and/or Main Contact(s) listed in the vendor s account After 120 days, the MFMP VIP account is flagged for non-payment and then sent to a collections agency

57 What should the Vendor do? If a vendor receives a payment from the State of Florida in November, when will they receive their CBI in MFMP VIP? A: December 2 nd B: January 2 nd C: February 2 nd

58 Agenda MyFloridaMarketPlace Overview Doing Business with the State of Florida Managing Vendor Accounts Responding to Events Viewing Transaction Information Transaction Fee Payments Resources

59 Training Recap Things to remember: To receive payments from the State of Florida, submit a Florida Substitute Form W-9 Log into MFMP Sourcing to get familiarized with viewing My Events and Public Events Keep MFMP VIP contact information and commodity codes up to date To receive notifications and participate in events, update the Solicitation Preferences in MFMP VIP MyFloridaMarketPlace sends CBIs on the 2 nd of each month following the month of payment

60 Resources MyFloridaMarketPlace Vendor Information Portal (VIP) The application where vendors can register to do business with the State of Florida MyFloridaMarketPlace Sourcing The application where vendors view and respond to solicitations (formal and informal) from the State of Florida Vendor Bid System The application used to view advertisements (e.g., competitive solicitations) from state agencies and eligible users MyFloridaMarketPlace Website The State of Florida s eprocurement system website that contains various resources for vendors such as training opportunities, forms, etc.

61 Online Trainings for Vendors A list of available online MFMP University trainings Vendor Training Registration Calendar of upcoming MFMP University training opportunities MFMP for Vendors Resources Quarterly communication created to keep vendors up to date on MFMP. Subscribe here MFMP TV YouTube channel that provides short videos on a variety of vendor-related topics. Subscribe here

62 Resources Florida Accountability Contract Tracking System (FACTS) The State of Florida s online government contract tracking application Vendor Payment History The DFS website that provides vendors information on payments made to them by the State of Florida MyFloridaMarketPlace Vendor Forms A list of MFMP vendor related forms such as the ACH Vendor Enrollment form

63 Contact Information Contact the MFMP Customer Service Desk: Phone: Hours: Monday Friday, 8:00 a.m. 6:00 p.m., ET