MyFloridaMarketPlace equote Overview for State Agencies Dec. 11, 2012

Transcription

1 MyFloridaMarketPlace equote Overview for State Agencies Dec. 11, 2012

2 Agenda What is equote Benefits of equote equote Content Agency Implementation and Access Vendor Outreach Buyer and Vendor Training FAQs Demonstration Next Steps 2

3 What is equote equote is a function of the MyFloridaMarketPlace (MFMP) Sourcing application, in addition to MFMP Buyer State of Florida agencies use equote to issue informal electronic quotes for goods or services for: - Purchases less than $35,000 (Category Two threshold) - To request quotes off state term contracts Buyers issue equotes to a small group of vendors - Vendors receive equote requests directly in their Inboxes as well as in Sourcing, and - Respond electronically to the equote within the Sourcing application 3

4 Benefits of equote 24/7 access to Web-based application Paperless Consistency in requests to vendors Easy to repeat for example: - For quarterly buys, copy the previously created event and update it to current quarter s needs Capture and store all content related to the request in one location Score vendor responses Download all responses as necessary, i.e., public records requests 4

5 Benefits of equote Data available to help auto-populate requisitions - Download awarded response and specifications for reference in building the requisition in MFMP Buyer Functionality for vendors is generally the same for formal competitive solicitations and for informal quick quotes, i.e., equotes MFMP s notifications to vendors based on their selected commodity codes Event clock displays time remaining to respond History of vendor responses to any quotes 5

6 equote Content Typical content includes: Introductory text, contact information and instructions for vendors, called participants in equote Scope and purpose of the quote Terms and conditions related to using MyFloridaMarketPlace Questions for participants to answer Requirements participants must meet Attachments for participants to view or populate Line items vendors bid on We will see more shortly in today s demo 6

7 Agency Implementation and Access Get your agency started in equote First, all agencies equote customers must complete equote training Second, agency MFMP system administrator s to request equote access for customers (copy to to both: - equote training environment, and - equote production environment 7

8 Agency Implementation and Access Provide agency name, and customer name, address, and MFMP Buyer login MFMP staff will follow-up with the agency MFMP System Administrator about the next steps and any questions - Because Sourcing and Buyer are separate applications, this process is different than we use for Buyer access Customer Service Desk will provide Sourcing usernames to agency MFMP System Administrator - Will include an auto-generated password - System Administrator will support agency customers to update each individual customer s password 8

9 Agency Implementation and Access Third, each agency equote customer needs to complete the on-line training activities one time in the training environment. equote training activities (pdf kb) The customer is now ready to move to live equotes in the production environment URLs: Training environment: Production environment: 9

10 Vendor Outreach MFMP team is using multiple approaches with vendors: Training webinars Targeted s to vendors invited to equotes to date by agencies Messages on VBS and MFMP on-line bulletin board Will work with Office of Supplier Diversity to invite minority vendors to webinars Agencies can assist with messages similar to those Lottery posted on its website

11 Vendor Outreach Agencies can provide addresses of frequently used vendors (for quotes) to MFMP and we will share information with those vendors about equote training State Purchasing has used Sourcing since 2004 so many vendors are already used to navigating and responding in Sourcing Vendor Souring URL Includes Public Access view for transparency 11

12 Buyer and Vendor Training Training Dates MyFloridaMarketPlace is using a webinar/seminar approach to allow agency customers outside Tallahassee to participate by webinar and Tallahassee area customers to attend the seminar. MyFloridaMarketPlace uses webinars for vendor customers Date Agency Audience Vendor Audience Jan. 9 X Jan. 15 X Jan. 23 X Jan. 31 X Feb. 5 X Feb. 13 X X Feb. 20 X Feb. 27 X March 7 X March 20 X 12

13 FAQs Question Where can I get assistance with equote? Answer The MFMP Customer Service Desk is always your best resource. That team will work with you through a series of key points to resolve your question or issue. They are available Monday through Friday, 8 a.m.-5:30 p.m., Eastern time. (866) or BuyerHelp@MyFloridaMarketPlace.com Question Is there an equote Users and Groups report? Answer Currently MFMP does not offer that report; however, we are working to develop one. Question What is the recommended number of vendors to invite to respond to an equote? Answer MFMP recommends inviting a minimum of three vendors and a maximum of

14 FAQs Question Where can I find a list of vendors, including certified minority business enterprises? Answer Search for vendors using: MarketView: No username or password required VIP Admin: Username and password: publicuser - Office of Supplier Diversity on-line directory of certified minority vendors: Contact the Customer Service Desk for additional guidance on searching for vendors. Question Does the equote flip to a requisition in Buyer? Answer While Sourcing does not flip, customers can copy and paste certain fields, e.g., vendor name and product number, from equote into Buyer to help leverage Buyer s auto-populate ability. 14

15 FAQs Question What steps do I follow to invite specific vendors? Answer It is important to select N on the overview screen to Notify Vendors. Later you have the opportunity in your equote to invite vendors. You can search by name or commodity code to identify vendors. MFMP does not leverage the Approved Commodity field. 15

16 Demonstration We can take a look now in Sourcing to show you some equote examples. 16

17 Next Steps 1. Submit Implementation Plan by Jan. 14, 2013, to Discussion or suggestions about the draft template? 2. Follow implementation steps outlined in this presentation 3. Work with the Customer Service Desk when necessary for access and implementation, and with any questions 4. Encourage the vendors your agencies use frequently to attend Sourcing equote training 17

18 equote in MFMP Sourcing