Vendor Advisory Group

1
MyFloridaMarketPlace
Vendor Advisory Group Initial Meeting April 23,
2003
2
Objectives of Todays Meeting

• Introduce Vendor Advisory Group Members
• Provide an overview of MyFloridaMarketPlace
• Project Background
• Contract Highlights and
• Current Status
• Discuss Vendor Advisory Group Responsibilities
• Select Next Meeting Date and Time

3
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

4
Introduction of Members

• Name
• Company represented
• Position in company
• How you do business with the State now

5
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

6
Roles for the Chair and Vice Chair

• DMS will name the initial chair and vice chair
• Both serve for 1 year
• Vice chair not necessarily next chair
• Group elects new slate in Spring 2004
• Role of the Chair and Vice Chair
• Chair
• Preview and suggest additional agenda topics
• Chair all meetings
• Be primary liaison to other groups
• Vice Chair
• Serve in the Chairs absence
• Serve as the Council Secretary
• Provide additional liaison activities as needed

7
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

8
Supporting the Governors Priorities

• More effective and efficient Government that
  harnesses the use of technology
• Running Florida Government like a Business
• Enterprise-wide Initiative
• Private Sector Best Practice
• Diversifying Floridas Economy / One Florida
• Performance-based Measurement and Accountability
• Public / Private Partnerships

9
Overview of Florida Re-Engineering Initiatives

• Florida has embarked on three major Enterprise
  Re-engineering Planning efforts

• Human Resources
• People FirstDeals with the States personnel
  system, leave and attendance and benefits
  management
• Purchasing
• MyFloridaMarketPlaceWill integrate the States
  purchasing activities for all State Buyers and
  for vendors doing business with the State
• Financial Management
• FLAIR ReplacementWill replace the States legacy
  accounting and financial system with an
  integrated enterprise resource planning system

10
MyFloridaMarketPlace Contract Overview

• 5 year Contract (signed October 9, 2002)
• Major Milestones
• Pilot (DOT and DMS)
• Begin Vendor Registration - 03/31/2003
• Begin Contracts Loading - 04/28/2003
• Begin Transactions - 07/01/2003
• Statewide (Initial Users) Go Live 09/2003
  through 05/2004
• Financial Model
• No Appropriation Required Project Paid for by 1
  Fee on State Purchase
• Initial 1 fee funds the LBR for DMS
• Once LBR is funded, 1 fee funds Accenture Base
  System Cost

11
Goals and Objectives
MyFloridaMarketPlace Connecting Buyers and
Vendors Expanding Opportunities

• Goals and Objectives
• Implement a single, statewide eProcurement
  solution enabling electronic buying and selling
• Aggregate all Government spending into an
  efficient buying channel
• Leverage new technology and capitalize on best
  practices
• Enable and facilitate the One Florida Program
• Generate savings through Strategic Sourcing and
  process efficiencies

12
Current Purchasing Systems
Current system has multiple integration points
13
MyFloridaMarketPlace System
Fully implemented system has one integration point
14
Scope of the eProcurement Initiative

• Full life cycle of purchasing (requisition to
  payment of goods and services)
• Connects buyers and vendors through electronic
  exchange of catalogs, quotes, bids, contracts,
  purchase orders, invoices, etc.
• Includes sourcing tools for bids, quotes,
  auctions and reverse auctions
• Integrated with FLAIR financial system

Request
Source
Pay
Receive
Order
Approval
MyFloridaMarketPlace
15
MyFloridaMarketPlace Functions
Initial Users - Pilots
Eligible Users - Other State Agency
State Term Contract Vendors
Minority Businesses
MyFloridaMarketPlace Users
Initial Users - Exec Agencies
Agency/ Dept. Contract Vendors
Eligible Users Univ, City, County
Small Businesses
General Public
Buyers
Vendors
Vendor Tools
Buyer Tools

• Vendor search
• State term contract items
• Requisitions/Purchase orders
• Online workflow approvals
• Informal solicitation (quotes lt 25,000)
• Sealed bids (ITN, ITB, RFx gt 25,000, auctions,
  reverse auctions)
• Receipt of Goods
• P-Card
• Contract development and administration
• Reports

• Self registration
• E-mail notification of formal and informal
  solicitations
• Online quoting on informal solicitations (lt
  25,000)
• Online submission of sealed bids (gt 25,000)
• Electronic purchase order receipt
• Electronic submission of invoices
• Catalog creation and updates for State term
  contracts
• Reports

I want to buy
I want to sell
Business Support and Operations

• Buyer Help Desk

• Vendor Help Desk

• Strategic Sourcing

• Procurement Assistance

• Catalog Enablement

• Training and Education

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MyFloridaMarketPlace Buyers
Initial Users - Pilot Agencies

• Department of Transportation

• Department of Management Services

• State Technology Office

Initial Users Executive Branch Agencies

• Department of Children Families
• Department of Health
• Department of Corrections
• Department of Juvenile Justice
• Department of Environmental Protection
• Department of Revenue
• Department of Lottery
• Agency for Health Care Administration
• Department of Highway Safety Motor Vehicles
• Department of Elder Affairs

• Department of Education
• Department of Citrus
• Department of Law Enforcement
• Department of Military Affairs
• Department of Business Professional Regulation
• Agency for Workforce Innovation
• Department of Community Affairs
• Executive Office of the Governor
• Department of Veterans Affairs

Other Eligible Users

• Other State Agencies
• Universities/Community Colleges
• Other Governments (City, County, etc.)

• Legislature
• Judicial

17
Commitment to MyFloridaMarketPlace
Communication and Marketing activities, together
with an effective sponsorship approach, will help
State Buyer and Florida Vendors move up the
commitment change curve over time.
Commitment Curve
Involvement
Fully Informed
Level of commitment
Florida STC Vendors
Understanding
State Buyers
Awareness
Unaware
Time
18
Project Status

• Completed Project Activities
• Vendor Communications initiated on 1/10/03.
• Vendor forums conducted in February and April
  (additional sessions planned for May)
• Agency Roundtables conducted weekly
• Individual Agency Head meetings in progress
• Finalized initial State Term Contract loading
  schedule
• Completed Strategic Sourcing interviews with all
  agencies
• Third Party Monitor brought on by DMS
• Vendor Registration website live and more than
  1,000 vendors registered
• Upcoming Project Activities
• Continue state term contract vendor forums and
  continue statewide general vendor information
  sessions
• Initiate State Term Contract loading and Vendor
  Registration
• Continue regular Agency Roundtables

19
Development Phase Timeline
The project will be completed over four phases
Mobilization, Development, Deployment and
Operations, all of which include specific
milestones.
Contract
2002
2006
2007
2005
2003
2004
Phase/Activity
Month
Oct
-
Dec
Jan
-
Mar
Apr
-
Jun
Jul
-
Sep
Oct
-
Dec
Jan
-
Mar
Apr
-
Jun
Jul
-
Sep
Oct
-
Dec
Jan
-
Mar
Apr
-
Jun
Jul
-
Sep
Oct
-
Dec
Jan
-
Dec
Jan
-
Oct
Mobilization Phase
1
-
Program Establishment
-
Staffing
Development Phase
4
-10
-
Conference Room Pilot
-
Confirm Requirements
Deployment Phase
6-22
6
-
Launch Vendor Reg. Portal
8
Online Contract / Catalog Loading
-
-
Pilot Implementation (DMSDOT)
10
Initial Users Live
-
18
-
Bring on Additional Users
22
-
Transition from SPURS
22
Operations Phase
23
61
20
General Vendor Information Sessions
Jacksonville, FL 5/14, 5/15
Tallahassee, FL 4/15, 5/13, 7/8, 8/12, 9/9
St. Augustine, FL 5/29
Pensacola, FL 7/16, 7/17
Ocala, FL 5/7
Daytona, FL 5/27, 5/28
Panama City, FL 7/22, 7/24
Gainesville, FL 5/6 and 5/8
Ft. Walton Beach, FL 7/15
Orlando, FL 4/8, 4/10, 7/1, 7/2
Tampa, FL 4/30 and 5/1
Lakeland, FL 5/20, 5/22
Clearwater, FL 5/2
Sarasota, FL 7/31
Ft. Myers, FL 6/3
Ft. Lauderdale, FL 4/22, 6/17, 6/18 Coconut
Creek, FL 4/24
Naples, FL 6/4
Miami, FL 4/1, 4/2, 4/3, 6/24, 6/26
April - August 2003 only shown here
21
Vendor Forum Technology Surveys

• Vendor Feedback Forms Miami and Orlando
  Sessions (4/1-3, 8, 10)
• 50 of Feedback Forms received were completed by
  CMBE/MBE Vendors
• The vendors were asked three yes/no technology
  questions
• Does your business have an internet accessible
  computer?
• Does your business have a fax machine?
• Does your business have an email address?
• YES!
• All of the MBE/CMBE vendors in those sessions
  who completed feedback forms answered "yes" to
  all three of the above questions.

22
Vendor Feedback
Vendor Feedback Forms Overall
Impressions Easier to do business with the
state" Access to all agencies" Access to
greater opportunities New business
opportunities General Comments Excellent
opportunity for Small Business This will give
more opportunities in the bidding process". "It
is what the State has been waiting for and will
really help end users Great! Where do I sign
up? ...I think this is the best thing since
grits! Hats off to you and your staff. It is
going to be wonderful once everyone is aware of
it and is mandated to use it."
23
Agency Deployment Schedule

• Agency Deployment Sequencing Criteria
• Interest / Willingness to Volunteer
• Spend of agency
• Large spend (gt 175 million in spend)
• Medium spend (25 million - 175 million in
  spend)
• Small spend (1 million - 25 million in spend)
• Size of agency ( of employees)
• Percentage spend on State Term Contracts

24
Agency Sequence Timing
DRAFT
Other State Level entities that are eligible
users Commodities and contractual services
transactions 07/03. Working w/ DOT on other
spending areas (annual spending total
2,322,890,365) These agencies have expressed
an interest in adjusting their deployment date or
discussing further.
25
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

26
Vendor Advisory Council Role

• Providing input and feedback to the Project
  Management Team on
• Needs
• Problems
• Successes
• Effective Practices
• Long-term Strategic Objectives
• Other Requested Input
• Provide leadership in recruiting businesses to
  MyFloridaMarketPlace
• Sponsor and champion MyFloridaMarketPlace
  initiative by sharing experience

27
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

28
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close

29
Meeting Schedule for Council

• Quarterly
• At the call of the Chair
• Suggested dates
• In conjunction with Florida Government Expo
• September 24-26, 2003 in Tampa

30
Agenda

• Introduction of Members
• Name Chair and Vice Chair
• MyFloridaMarketPlace Overview
• Vendor Advisory Council Role
• Other Business
• Meeting Schedule
• Close