myfloridamarketplace: project overview myfloridamarketplace
TRANSCRIPT
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AgendaAgenda
Vision Benefits System Functionality Public/Private Partnership 1% Fee Vendor Outreach and Registration Process Implementation Schedule Contact Information
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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.
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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
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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.
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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.
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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.
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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)
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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.
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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)
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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.
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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
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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: [email protected]
For assistance with Buyer related questions, please contact: [email protected]
For general inquiries, please contact: [email protected]