MyFloridaMarketPlace Vendor Registration

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Chad Wood
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1 MyFloridaMarketPlace Vendor Registration

Select the drop down arrow to expand sections.

2 How to Take this Training Move forward and backward through the presentation by clicking on the section titles in the navigation panel. Select the drop down arrow to expand sections. Use the menu bar to adjust the volume, review your progress, play/pause, and move forward and backward.

3 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

4 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

5 Overview of MFMP MyFloridaMarketPlace (MFMP) is the state s online purchasing system and continues to be a significant tool for buyers and vendors of the State of Florida. MFMP s state of the art system focuses on best practices and maximizes the state s buying power to support efficient government. MFMP prides itself on public and private partnerships; its award-winning technology applications create easier and faster transactions for both buyers and vendors.

6 Single registration that enables vendors to receive notifications for all state agency solicitation by commodity code. Vendors are able to register as minority, woman, and veteranowned businesses. Ability to receive formal and informal solicitation notifications from state agencies. Improved quality and accuracy of interactions with the state. Customer service support staff available to provide real time assistance. Performance tracking score to help vendors stand apart from their peers. Provides a full electronic procure to pay process: - 24/7 access to bid opportunities and online response submission - Receipt of Purchase Order - Invoice submission and status MFMP Vendor Benefits

The Vendor Information Portal (VIP) The Vendor Information Portal (VIP) provides Florida s vendors with self-service tools for registration, account maintenance,

7 The Vendor Information Portal (VIP) The Vendor Information Portal (VIP) provides Florida s vendors with self-service tools for registration, account maintenance, performance rating reviews, and transaction fee reporting. Vendors can elect to receive notifications about upcoming solicitations based on their chosen commodity code(s).

8 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

17 Registration Steps Steps to Register in VIP: 1. Set Up Username and Password 2. Enter Main Contact 3. Enter General Information 4. Enter Business Profile 5. Add Certified Minority Business Certifications 6. Enter Business Location and Contacts 7. Select Commodity Codes 8. Decide whether you wish to receive solicitations 9. Accept Florida Terms of Use

18 VIP Account Creation Enter the New Vendor Registration Information in VIP to register your business. Enter your company Name, Tax ID type, and Tax ID. You may also log into your VIP account, if you have already registered, with your username and password.

19 Username and Password Usernames must be between 6 and 12 characters and are case sensitive. Passwords must be between 6 and 15 characters and are case sensitive.

20 Username and Password Video

21 Main Contact Information Identify and authorize an individual in your business to be your authorized primary point of contact for MyFloridaMarketPlace (the main contact). Enter the following information for the main contact person: Full Name Title Phone Number address Fax Number (optional)

22 Main Contact Video

23 General Information Company Name: Identify your business name; if you use a Doing Business As (DBA) name, you can enter that separately from the Company Name. This will pull from the first page of the registration when you first enter the company name Name: Identify the official name in which the Internal Revenue Service (IRS) authorizes your business to receive payment for goods and services you provide. This is typically the name on your W-9 or 1099 form, associated with your Federal Tax Identification Number. If you are an individual, the 1099 name is the name associated with your Social Security number. Non-required fields are: Short Name (DBA), Dun and Bradstreet Number (DUNS), Company website, and Florida Revenue ID Number.

24 General Information Video

25 Business Profile Identify the business designation that best describes your company s organizational structure If you select a not-for-profit or government designation, please remember that the Department of Management Services reserves the right to audit this designation.

26 Business Profile (Continued) Identify your company s primary place of business. The options available are: Florida Other US State Non Florida Foreign

27 Business Profile Video

28 Certified Business Enterprise Florida's Office of Supplier Diversity (OSD) certifies the state's minority, woman and veteran-owned businesses. Certified businesses are listed on the OSD s online directory. The OSD also provides technical assistance, training and targeted information about contract opportunities, special events and networking activities. For more information, please visit the OSD Website, call or OSDhelp@dms.myflorida.com.

29 If you are interested in becoming a Certified Business Enterprise with the state of Florida, please select "non-certified" in the appropriate categories noted. Upon completion of your vendor registration, you will be required to submit all appropriate documentation necessary for your certification at OSD Certification Certified Business Enterprise

30 Certified Minority Video

31 Locations and Contacts Vendors must add at least one entry to the Contacts and the Locations sections. The system automatically creates Main Contact from an earlier step. Vendors have the option to: Edit the Main Contact information Delete and Add other contacts Adjust which contact is the main contact

32 Locations and Contacts (Continued) Vendors can add multiple locations on their VIP account (at least one is required). Each Location will include separate Purchase Order, Remit-To-Address, and Billing Contact information and addresses. Vendors have the option to select a different contact for each section or use the same contact for all three.

33 Locations and Contacts Video

34 You can designate the UNSPSC commodity codes for goods/services you provide. Commodity Codes It is important to choose commodity codes that match goods and services your company provides, because they are how you will receive notifications from VBS and Sourcing of upcoming solicitation opportunities. Take the MFMP U Selecting Commodity Codes training for further information on selecting the appropriate commodity codes.

35 Suppose a vendor supplies computers. He has the option to select codes at different hierarchical or detail levels. Segment First 2 digits Family Second 2 digits Class Third 2 digits Commodity Last 2 digits Commodity Code Example UNSPSC Structure Sample Code Sample Description 2 Digit (Segment) Code Information Technology Broadcasting and Telecommunications 4 Digit (Segment-Family) Code Computer Equipment and Accessories 6 Digit (Segment-Family -Class) Code Computers Computer Servers High-end Computer Servers Notebook Computers 8 Digit (Segment-Family Class Personal Digital Assistant PDAs or Commodity) Code Organizers Point of Sale (POS) Terminal

36 Commodity Codes Video

37 Solicitations Vendors have the option to receive solicitation notifications from MFMP Sourcing and/or the Vendor Bid System. MFMP Sourcing: Vendors may receive equotes (informal solicitation) or formal solicitations if the vendor is awarded a State Term Contact. VBS: Vendors may receive solicitations through VBS for formal solicitations. Vendor who select to receive MFMP Sourcing notifications can access MFMP Sourcing using the same username/password as in VIP to view solicitations in which they have been invited to participate. If vendors sign up to receive electronic solicitations, they must enter a Solicitation/Sales Contact address.

38 Solicitations Video

39 Confirmation & Terms of Use The last two steps of registration activity are: address confirmation. Terms of Use Review / Acceptance. The system sends an to the main contact address to confirm the account. This will come from VendorRegistration@myfloridamarketplace.com and will contain the Terms of Use for MFMP VIP. Vendors must accept these terms by selecting the I Accept the Terms of Use radio button before their registration will be activated. Once these items are finished, the registration is complete, and a registration summary will be sent to the vendor s address.

40 Confirmation and TOU Video

41 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

42 MFMP Notifications MFMP sends notifications to keep vendors updated on important topics and information. To ensure you receive these communications, ensure that your contact addresses are entered correctly and are kept up-to-date. Make sure MFMP is on your safe list if your organization has filters / SPAM filters. Vendors may receive notifications about general MFMP information from MyFloridaMarketPlace@dms.myflorida.com. Vendors will receive reminders for registered training sessions from MFMPU@dms.myflorida.com.

43 Fee Processing Notifications MFMP automatically defaults to send a monthly to remind vendors of transaction fees owed. Vendors will receive Fee Processing s from FeeProcessing@myfloridamarketplace.com. Vendors will also receive an reminder to submit past due CBIs (Consolidated Billing Invoices). 30, 60, and 90 day dunning notices are sent from MFMP.NoReply@dms.myflorida.com. If you wish to learn more about the Transaction Fee, please take the Understanding the Transaction Fee Online training.

Solicitation Notifications Depending on the solicitation selections chosen during registration, vendors may receive bid notifications from Sourcing and VBS: Sourcing emails are sent from

44 Solicitation Notifications Depending on the solicitation selections chosen during registration, vendors may receive bid notifications from Sourcing and VBS: Sourcing s are sent from VBS s are sent from All notifications will go to the Sales/Solicitation contact in the Vendor s VIP account. If registered Vendors wish to update their Solicitation/Sales Contact, login into VIP and select View/Edit Solicitation Selections from the drop down.

45 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

46 Vendor Password Reset Vendors are able to reset their vendor account password. Vendors simply access the MyFloridaMarketPlace VIP Website and click the "I forgot my password link.

Vendor Password Reset (Continued) The system will then ask for a username or Tax ID, followed by a contact email address listed on the vendor registration account.

47 Vendor Password Reset (Continued) The system will then ask for a username or Tax ID, followed by a contact address listed on the vendor registration account. An will then be sent to that specific address to verify and complete the updated vendor registration username / password. Upon verification of the updated vendor password, the password will automatically be reset.

48 Agenda MyFloridaMarketPlace Overview VIP Registration Vendor Notifications Password Reset Tips & Resources

49 Vendor Tips It is important for vendors to keep their account up to date for several reasons: MFMP uses the information in vendor registration accounts to communicate opportunities / information to vendors. Facilitates timely delivery of purchase orders (PO). Facilitates timely payment of goods or services provided. MFMP allows vendors to update account information at their convenience in VIP.

50 Websites MFMP Website MFMP University MFMP Vendor Information Portal Direct Deposit (EFT) Substitute Form W-9

51 Resources Contact the MyFloridaMarketPlace Customer Service Desk: Phone: Hours: Monday Friday, 8:00 a.m. 6:00 p.m., Eastern time

52 Thank you for taking MFMP University s Online Training.

MyFloridaMarketPlace. Responding to Electronic Solicitations

MyFloridaMarketPlace. Responding to Electronic Solicitations MyFloridaMarketPlace Responding to Electronic Solicitations Agenda MyFloridaMarketPlace Overview Viewing Public Events Sourcing Registration Accessing Events Responding to Events Resources Key Learning