Vendor Frequently Asked Questions

eProcurement combines the use of Internet technology with procurement best practices to streamline the purchasing process and reduce costs. The State of Florida is implementing MyFloridaMarketPlace where government buyers (State Agencies and Eligible Users) and vendors have the opportunity to conduct business over the Internet.

Why has the State started an eProcurement initiative?

The State of Florida is implementing MyFloridaMarketPlace in order to provide a more efficient, more effective government that fully harnesses the power of technology by creating an electronic method for conducting procurement.

Why is eProcurement good for the State?

The MyFloridaMarketPlace system will create an online, statewide marketplace for government buyers and vendors to conduct business, which will result in increased opportunities and operational efficiencies for both. The eProcurement initiative does not require any state appropriated funds for implementation or operation of the system. Additionally, MyFloridaMarketPlace provides the State the opportunity to leverage its purchasing power because the State will be acting as one purchasing entity, with the objective of reducing cost of goods and services purchased. MyFloridaMarketPlace also provides the State with better visibility to what is being purchased, and as a result will be able to make better purchasing decisions and negotiate better prices with vendors.

Which entities can participate in MyFloridaMarketPlace?

The pilot agencies, the Department of Management Services and the Department of Transportation, were the first agencies to start using the MyFloridaMarketPlace system. Following the pilot agencies, all Executive Branch agencies will begin participating. Subsequently, other eligible users, such as local governments, universities, colleges, and public schools will also have the opportunity to participate.

Who is undertaking this project?

The Department of Management Services (DMS) is undertaking this project in consultation with the State Technology Office and the State Chief Financial Officer.

Who is providing the eProcurement solution?

The State has contracted with Accenture, a management consulting and technology services organization, to design, build and manage the MyFloridaMarketPlace system.

When will State buyers start using MyFloridaMarketPlace?

The system is being implemented in a phased approach, beginning with a pilot period that began in the April, 2003 period. The Department of Management Services (DMS) and the Department of Transportation (DOT) were the two agencies participating in the pilot. Subsequently, the system is being provided to other Executive Branch agencies, and potentially to other eligible users (public schools, universities, community colleges, and local governments).

When does the State anticipate having all state agencies on board with the new system?

Early 2005

What are the benefits for vendors?

The benefits to vendors of using MyFloridaMarketPlace include:

State-of-the-art tools. (Electronic, Internet-based transacting) The system will allow vendors to provide a consistent and more efficient way of doing business with the State.
Increased access to government buying entities; and enhanced economic development opportunities for small businesses and Minority and Women-owned businesses (MWBEs).
Online, interactive quoting and bidding. Vendors will be able to submit electronic responses to informal quotes (quotes less than $25,000) and formal solicitations (over $25,000).
Automated collection of 1% fee. Administrative burden of the existing self-reporting process will be reduced when automatic deduction of transaction fee is enabled (estimated to be mid-2005 when the State’s accounting system is scheduled to be replaced). An Online Transaction Fee Reporting System, available in October 2004, allows vendors to submit their required Transaction Fee Form (PUR3776) online.

How will vendors be supported in learning the new system?

Vendors will receive assistance in registering for the new system, and will receive self-study training for conducting transactions such as responding to informal quotes and formal solicitations. For those vendors on State Term Contracts that have or use catalogs, assistance in creating an electronic catalog including formatting, classifying commodities, loading and maintaining data will be available. In addition, vendors may receive assistance via email at vendorhelp@myfloridamarketplace.com or phone support at 1-866-FLA-EPRO (866-352-3776).

How will this affect my company’s sales representatives?

This initiative should free your sales representatives to do two things: 1) spend more time strengthening relationships and less time on manual order processing, and 2) pursue new business opportunities offered as a result of access to broader statewide and national marketplaces.

How secure are my transactions?

All of your transactions will be safely protected by an Internet security protocol known as Secure Socket Layer (SSL).

Can I see the pricing of competitors?

All Florida term contracts are public information.

Can I still have contact with my buyers?

Yes. This project is providing the State with better tools and better information, but the people will remain the same. It is essential that your relationships with buyers remain intact. With the improved processes from MyFloridaMarketPlace, you should have more time to work directly with buyers, to review product information, and demonstrate new services.

How do I get my State Term Contract catalog on the system?

As part of the State Term Contract enablement process, the MyFloridaMarketPlace Content Management Team will contact awarded vendors shortly after award notice is posted to identify appropriate catalog enablement method. Awarded vendors will be asked to provide completed data template that contains necessary information to enable your catalog in MyFloridaMarketPlace.

Do all agency contracts have to be placed on or run through the MyFloridaMarketPlace system?

Yes, all Executive Branch agencies are expected to buy all of their goods and services through the MyFloridaMarketPlace system.

Who is the 1% fee paid to?

Vendors will pay the fee to The State of Florida care of MyFloridaMarketPlace. Detailed fee reporting instructions and vendor training presentations are available by navigating to the Transaction Fee Reporting and Vendor Training subsections under Vendors on the MyFloridaMarketPlace website (log on to www.MyFlorida.com and click on ‘MyFloridaMarketPlace’ under ‘Hot Topics’). A copy of the Department of Management Services’ W-9 Form is also provided under this sub-section.

Are there any supplementary fees required under MyFloridaMarketPlace in addition to the 1% fee paid to the State of Florida?

Why do vendors have to pay the 1% fee to the State?

In an effort to provide the State and Business community with state-of-the-art tools and technology in the area of purchasing, the State has instituted a 1% Transaction Fee for procurement transactions. Actually, the 1% fee 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. The State of Florida will apply a 1% Transaction Fee to all eligible transactions in order to provide vendors with electronic access to State buyers and to provide vendor support activities. There is no initial registration or ongoing subscription fee charged to vendors. The 1% fee only applies to fee-eligible transactions and is due only after actual payments from the State are received by vendors.

What does the 1% fee get used for?

The 1% fee will help pay for the acquisition, development, implementation and operations of the MyFloridaMarketPlace system; this includes the services required to effectively implement an initiative of this size, develop and execute training required for both buyers and vendors, and provide the ongoing maintenance and services needed to sustain the system’s success.

Where can I find additional information about the rule that took effect on July 1, 2003?

On July 1, 2003, the statewide rules that govern the use of MyFloridaMarketPlace took effect. These rules can be viewed by navigating to the Proposed Rules subsection under Related Topics on the MyFloridaMarketPlace website (log on to www.MyFlorida.com and click on ‘MyFloridaMarketPlace’ under ‘Hot Topics’). The Statutes outlining eProcurement require the Department of Management Services to define these rules and the governance model. To ensure that the system is fair and equitable (treating all Vendors the same) and to enable the most efficient transition from the old to the new system, beginning July 1, 2003 all solicitations and State business require:

 Vendors to register through MyFloridaMarketPlace

 Agencies to include MyFloridaMarketPlace terms and conditions

This approach will enable and position Vendors and Agencies for the implementation of the automated solution and processes being rolled out after July 1, 2003.

Some bids are large and create an inappropriate windfall to the State when the 1% transaction fee is applied, shouldn’t there be a cap?

The 1% fee is not new to the State. It has been applied equally (regardless of size) across all State Term Contract transactions for a number of years. The State will continue this practice as we expand the program to all purchasing done by the State. There are literally thousands of transactions processed by the State of Florida. Some transactions will cost more (the majority) and some will cost less than the fee that is applied. The State recognizes that some transactions will generate more fees than others, but in the end, we feel that this is the most equitable approach to implement the program.

What technical infrastructure do vendors need in order to participate in MyFloridaMarketPlace?

MyFloridaMarketPlace is simple - to participate, vendors will only need access to an Internet connection and a web browser. For vendors that will be using catalogs, Microsoft Excel usage will be required. A template for data requirements will be provided and assistance will be available through the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-EPRO (1-866-352-3776) or by e-mailing vendorhelp@myfloridamarketplace.com.

How will vendors receive purchase orders?

During the registration process, vendors will select the method they wish to receive purchase orders. Delivery options include fax and email. Vendors also have the option to receive purchase orders via the Ariba Supplier Network in EDI or cXML format. Vendors selecting this latter option must complete a separate Ariba Supplier Network registration.

Will this affect my current contract with the State?

For all contracts in place prior to July 1^st, 2003, Executive Branch Agencies are not required by Rule to add 1% Transaction Fee language. As of July 1^st, 2003, Executive Branch Agencies are required by Rule to include 1% Transaction Fee language and any other new terms and conditions in all re-bids and new contracts for fee-eligible goods or services.

When will I be able to and how do I register in the new MyFloridaMarketPlace system?

Registration for the new MyFloridaMarketPlace system began in the March-April 2003 timeframe. Log on to www.MyFlorida.com and click on ‘MyFloridaMarketPlace’ under ‘Hot Topics’ for up to date information on how to register within MyFloridaMarketPlace.

I am an International Vendor, and would like to register for MyFloridaMarketPlace…

International Vendors should contact the MyFloridaMarketPlace Customer Service Desk for assistance with registration. The Customer Service Desk can guide vendors through the registration process and assist them with creating their Foreign ID number. The Customer Service Desk can be reached by calling 1-866-FLA-EPRO (1-866-352-3776).

I am a Direct Deposit Vendor with the State. Are there any additional actions I need to take as part of Vendor Registration?

In order for direct deposit of your payments to continue, the vendor name entered in your MyFloridaMarketPlace Vendor Registration account (specifically in the field that says “Name that appears on 1099 form”) must exactly match the name you entered on your Direct Deposit Authorization Form with the Department of Financial Services. In addition, the sequence and PIN # shown in your MyFloridaMarketPlace Vendor Registration account must exactly match the sequence & PIN # entered on the Direct Deposit Authorization Form with the Department of Financial Services. If you have any questions about the name that you entered on your Direct Deposit Authorization Form, please contact the Department of Financial Services’ EFT Help Desk at (850) 410-9466. For questions about MyFloridaMarketPlace Vendor Registration, please contact the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-EPRO (1-866-352-3776) or by e-mailing vendorhelp@myfloridamarketplace.com.

I am already a registered vendor in SPURS, do I need to register in MyFloridaMarketPlace?

Yes, all vendors that would like to do business with the State of Florida must register in MyFloridaMarketPlace. If you are currently registered in the SPURS system, then you will need your SPURS sequence and PIN number to register in MyFloridaMarketPlace. You can contact the MyFloridaMarketPlace Customer Service Desk for your SPURS sequence and PIN number by calling 1-866-FLA-EPRO (1-866-352-3776).

What type of information will vendors be responsible for entering into the system?

Vendors are responsible for entering their registration information in the MyFloridaMarketPlace system in order to continue doing business with the State. Vendors are also responsible for submitting required Transaction Fee Form PUR 3776 online through the system.

I am a State Certified Small / Minority Business. When I register, how do I indicate my certified status?

On the Vendor Registration page you will have the opportunity to declare that you are or wish to be considered for Certification as an MBE. You will be asked to complete screens related to your specific MBE status. You will also be required to submit all of the required documentation within 25 calendar days of accepting the terms of use to the State Office of Supplier Diversity (OSD) for review and verification of your request for certification.

I am a State Term Contract Vendor and have some questions about the amendatory contract language and contract loading process…

Will the state require authorized resellers to sign a contract/agreement?

Resellers will generally not sign contracts/agreements with the State; however, all authorized resellers, distributors and dealers will be required to register in the MyFloridaMarketPlace system in order to be able to receive purchase orders from State entity buyers.

If the contractor's authorized resellers cannot comply with the provisions of the contract, will they be removed as an authorized reseller?

Authorized resellers need to comply with the provision of the new MyFloridaMarketPlace system. If they are unable to do so, they will not be able to receive purchase orders. As is the practice now, the State has the option to remove resellers, distributors and dealers who are not able to fulfill the obligations of their contract. This practice will not change as a result of the use of MyFloridaMarketPlace. If a vendor or a reseller has specific questions about complying with these provisions, they can contact the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-EPRO (1-866-352-3776) or vendorhelp@myfloridamarketplace.com.

What format will be requested for the catalog information - Excel spread sheet, form, etc.

Catalog information must be submitted in an Excel spreadsheet. The necessary spreadsheet templates will be provided to those vendors that are setting up online catalogs within MyFloridaMarketPlace.

How do I obtain assistance in creating an electronic catalog?

State Term Contract vendors may contact the MyFloridaMarketPlace Customer Service Desk at vendorhelp@myfloridamarketplace.com, call 1-866-FLA-EPRO (1-866-352-3776), or use the catalog enablement tool online.

Are we able to create a link to our pricing catalogs from this website?

For State Term Contract vendors, only the items that are awarded on the contract can be available for viewing through a link in the system. For other vendors, there is a part of the eQuoting section of the system that will provide a place for web links and other vendor specific information to be visible for buyers.

Is the Catalog Data requirement a one-time requirement of the Contractor?

For State Term Contract vendors, it is a one-time requirement to get enrolled in system with modifications made on an as-needed basis.

Will the MyFloridaMarketPlace system have any affect or impact our website?

No.

What data can I drill down on as far as sales listed under my award (e.g., account (agency/purchasing), date, dollar amount, what reseller sold the equipment, etc.)?

All.

Will different or additional information be required for self-reporting?

For State Term Contract vendors, the fee Self-Reporting process has changed as of July 1, 2003, Transaction Fees are now due monthly versus quarterly. Checks need to be made out to MyFloridaMarketPlace and sent to the following new address:

MyFloridaMarketPlace

PO Box 5497

Tallahassee, FL 32314-5497

As of October 2004, all required Transaction Fee reports (Form PUR 3776) must be submitted online using the Transaction Fee Reporting System. For information on how to submit your Transaction Fee Report online, please reference the detailed Transaction Fee reporting instructions and vendor training presentations available by navigating to the Transaction Fee Reporting and Vendor Training subsections under Vendors on the MyFloridaMarketPlace website (log on to www.MyFlorida.com and click on ‘MyFloridaMarketPlace’ under ‘Hot Topics.’) A copy of the Department of Management Services’ W-9 Form is also provided under this sub-section.

I have a question about the Ariba Supplier Network…

What is the ASN?

The Ariba Supplier Network (ASN) is a program that routes orders from MyFloridaMarketPlace to registered vendors. It allows vendors to more efficiently do business with the State by reducing transaction costs and facilitating the exchange of content and transactions over the Internet. Vendors receive order notifications as well as transaction histories and full audit trails. All stages of the transaction process are protected by comprehensive error handling capabilities.

State Term Contract Vendors will be required to register on the ASN, and all other vendors are encouraged to do so. To view specific steps for registering for the ASN, navigate to http://dms.myflorida.com/purchasing/myfloridamarketplace and click on the ‘Vendor Tools and Benefits’ link. You can also contact the Customer Service Desk at 1-866-FLA-ePro (352-3776) or vendorhelp@myfloridamarketplace.com for additional information.

Is use of the Ariba Supplier Network required in order to participate?

Yes, the use of the Ariba Supplier Network is required for State Term Contract vendors. For other vendors, this is optional, but recommended for submitting electronic invoices to the State.

What are the direct costs to a vendor of using the Ariba Supplier Network to submit electronic invoices?

There are no direct costs for utilizing the Ariba Supplier Network.

How can we contact the MyFloridaMarketPlace Customer Service Desk?

E-mail your questions to vendorhelp@myfloridamarketplace.com or call 1-866-FLA-EPro (1-866-352-3776).

When will we receive self-study training on how to respond to formal bids and submitting electronic invoices?

Information has been posted on the MyFloridaMarketPlace website, which can be accessed by logging on to www.MyFlorida.com and clicking on ‘MyFloridaMarketPlace’ under ‘Hot Topics,’ and clicking on the appropriate link under ‘Training.’

Are there any opt out provisions for vendors to avoid use of the MyFloridaMarketPlace System?

The State has made a firm commitment to making MyFloridaMarketPlace as the one procurement solution used by the State. If the vendor feels that he is exempt from the Transaction Fee as defined in the statewide rules that govern the use of MyFloridaMarketPlace, the vendor should contact an agency in which they conduct business with to discuss the exemption. The rules can be viewed by navigating to the Proposed Rules subsection under Related Topics on the MyFloridaMarketPlace website (log on to www.MyFlorida.com and click on ‘MyFloridaMarketPlace’ under ‘Hot Topics’).

We are a small business and do not currently have EDI 810 or the funds to implement it this year. Will we still be able to use MyFloridaMarketPlace?

The use of EDI is not required to participate in MyFloridaMarketPlace. Purchase Orders will be delivered in a variety of ways; EDI is only one option. Other options include fax, e-mail, and cXML via the Ariba Supplier Network. EDI 810 capabilities were included for businesses that already use them. EDI 810 is not a requirement to use the system. If you do not currently utilize EDI 810, all orders can be processed through the MyFloridaMarketPlace system. Should you choose to use EDI to receive purchase orders, it must be done via the Ariba Supplier Network.

What is the liability to a vendor if a hacker figures out how to fake purchase orders?

All of your transactions will be safely protected by an Internet security protocol known as Secure Socket Layer (SSL). Vendors are still responsible for verifying orders as they did prior to using MyFloridaMarketPlace. The same secure purchasing statutes apply.

Will this adversely affect the way I currently do business with the State?

MyFloridaMarketPlace will make conducting business with the State easier. Existing relationships with agency purchasing agents will continue to be an important part of your role in doing business with the State.

How will using MyFloridaMarketPlace affect payment terms and/or payment times?

MyFloridaMarketPlace is not a payment system. MyFloridaMarketPlace will allow for the electronic submission of invoices for payment, but payment will still come from the Comptroller's Office, just as it does now. This is not a change in the current process.

I want to be able to provide electronic invoices through the new system. How do I do this?

If you are a State Term Contract vendor, you will be required to use the electronic invoicing part of MyFloridaMarketPlace. Using the Ariba Supplier Network (ASN) is an approach that can be used for electronic invoicing. To view specific steps for registering for the ASN, navigate to http://dms.myflorida.com/purchasing/myfloridamarketplace and click on the ‘Vendor Tools and Benefits’ link. You can also contact the Customer Service Desk at 1-866-FLA-EPro (1-866-352-3776) or vendorhelp@myfloridamarketplace.com for additional information.

For all other vendors, the use of electronic invoicing via the Ariba Supplier Network is optional. There will be invoice training material available at the MyFloridaMarketPlace web site as well as through the MyFloridaMarketPlace Customer Service Desk at vendorhelp@myfloridamarketplace.com or call 1-866-FLA-EPro (1-866-352-3776).

I want to be able to receive electronic payments (e.g., EFT). How do I get this?

Payments will continue to come from the Comptroller. If you are currently able to receive payments through EFT, you should be able to continue receiving it that way. You may access information about EFT payments on the Comptroller's web site at http://www.dbf.state.fl.us/contact.html.

I currently receive all of my purchase orders and payments at the corporate office and disseminate them to the appropriate location. How should I register in MyFloridaMarketPlace?

The corporate office should register all of its locations under one registration where the purchase order addresses for each location is indicated as the corporate office address. The corporate office will receive all purchase orders and payments for all locations. The corporate office will also be responsible for responding to all solicitations.

You may access additional information on a corporate level registration in the following presentation Vendor Registration Guidelines.pps. Questions may be directed to the Customer Service Desk at vendorhelp@myfloridamarketplace.com or call 1-866-FLA-EPRO (1-866-352-3776).

Each of the locations receives and processes purchase orders and payments independent from the corporate office. How should I register in MyFloridaMarketPlace?

The corporate office should register all of its locations under one registration where the purchase order addresses for each location is indicated as the individual location address. Each location will specify where to receive purchase orders and payments. All locations will be registered under the same commodity code selection. The corporate office will also be responsible for responding to all solicitations.

You may access additional information on a location registration in the following presentation Vendor Registration Guidelines.pps. Questions may be directed to the Customer Service Desk at vendorhelp@myfloridamarketplace.com or call 1-866-FLA-EPRO (1-866-352-3776).

We allow each of the locations to respond to solicitations independently. Each of the locations receives and processes purchase orders and payments independent from the corporate office. How should I register in MyFloridaMarketPlace?

Each location should register independently from the corporate office. This will allow the location to respond to solicitations and specify where to receive purchase orders and payments.

You may access additional information on a location managed registration in the following presentation Vendor Registration Guidelines.pps. Questions may be directed to the Customer Service Desk at vendorhelp@myfloridamarketplace.com or call 1-866-FLA-EPRO (1-866-352-3776).