10/17/08 Hot Topic: Importance of Updating Accounts

Attention MyFloridaMarketPlace Vendors:

One of the many benefits of being a MyFloridaMarketPlace (MFMP) vendor is the ability to view, update and maintain account information at your convenience. This gives you complete control of your vendor registration account and ensures you can actively manage your MFMP business activities every day of the week.

It is important to ensure your MFMP vendor registration account is kept current as this information is used to:

• Communicate potential business opportunities
• Communicate training opportunities and system information
• Facilitate timely payments
• Facilitate timely delivery of purchase orders

The three most common updates are mailing addresses, email address and commodity codes.

Mailing Addresses:

Mailing addresses are used to send purchase orders, billing information and payments. To update your mailing addresses in your vendor registration:

• Go to: https://vendor.myfloridamarketplace.com/.
• Using the "Vendor Login" box, put in the Username and Password you created during the registration, and click the "Login" button.
• On the next page, please select the "Update Your Registration" link.
• Once in your registration click the "Locations/Contacts" link on the selection menu in the upper left-hand corner.
• Using the Edit selection in the Location section, you will be able to scroll down and edit your Purchase Order Address, Remit To Address, and Bill To Address.
• After your mailing addresses are updated, click the Save Changes button to save your updates.

Email Address:

Your email address is used to send electronic notifications for business opportunities and general information. To update your email address in your vendor registration:

• Go to: https://vendor.myfloridamarketplace.com/
• Using the Vendor Login box, enter the Username and Password from your registration and click the Login button.
• Select the Update Your Registration link.
• Click on Locations/Contacts in the selection menu in the upper left-hand corner.
• Using the Edit selection, scroll down to the email address field.
• Ensure your changes are in both the Contact section and the Location section.
• After your email address is updated in both sections, click the Save Changes button.

Commodity Codes:

Commodity codes organize the goods and services your company offers. Commodity Codes are generally selected at the group and class level, which is six digits. The assigned commodity codes assist state purchasers in selecting the most appropriate product possible and to notify applicable vendors of upcoming bids and solicitations via Sourcing, eQuote and the Vendor Bid System (VBS).

Sourcing:

Sourcing is used by the Department of Management Services (DMS) to solicit formal bids over $25,000. The commodity codes you select and update in vendor registration are automatically transmitted to your Sourcing (https://sourcing.myfloridamarketplace.com/sourcing) account. Solicitation notifications published in Sourcing are distributed at the first three digits of the commodity code and are distributed to the Sourcing account contact.

eQuote:

eQuote is used for informal bids under $25,000. The commodity codes you select in your vendor registration are transmitted to your eQuote (https://equote.myfloridamarketplace.com/) account. However, when you update commodity codes in your vendor registration account, you must manually update your eQuote account. Emails automatically generate when a bid meets selected criteria. (The vendor is manually selected by the agency buyer when he/she creates the quote for the request; if the vendor is not specifically chosen, a notification is not sent)

Vendor Bid System (VBS)

The VBS (http://vbs.dms.state.fl.us/vbs/main_menu) is used by executive branch agencies to publicly post competitive solicitations (i.e. Invitation to Bid (ITB) ,Invitation to Negotiate (ITN), Request for Proposals (RFP), etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically. The VBS email notifications for solicitations are distributed using commodity codes and are sent to the address you identified when you created your VBS account. If the VBS account needs to be updated, please contact the VBS Helpdesk, 850-487-1746 or at: help@dms.myflorida.com.

To update your commodity codes:

• Go to: https://vendor.myfloridamarketplace.com/
• Using the Vendor Login box, enter the Username and Password from your registration and click the Login button.
• Click "Commodity Selections" on the left-hand side.
• To find the subcategory, click on each main category.
• Click in the box next to the product(s) you provide to make your selections.
• When finished, click the "Continue" button before leaving the commodity code selection page.

Because commodity codes are added regularly, you are encouraged to review your accounts regularly to ensure all your products are selected. The MFMP team recommends:

• Vendor Registration - Check on an as-need basis
• Sourcing and eQuote - Check at least once monthly
• VBS - Check at least bimonthly

Resources:
For more information about commodity codes, please review the training aid at: http://dms.myflorida.com/vendortraining and choose Commodity Code Selection

For more information on keeping your account information up-to-date, please visit: http://dms.myflorida.com/vendorteleconferences and choose the 9/10 presentation: "Importance of Keeping Accounts Updated."

If you have any questions, please contact the Customer Service Desk at 1-866-352-3776 or at vendorhelp@myfloridamarketplace.com