Purchasing Directors Meeting August 19 2010 Purchasing

Purchasing Directors’ Meeting August 19, 2010

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 2

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 3

Fleet Replacement Criteria Division of Specialized Services JD Solie, Director Fleet Management (Bureau of Motor Vehicles and Watercraft) Scott Simmons, Fleet Administrator/Systems Project Administrator Al Rozar, Engineering Specialist II

Fleet Replacement Criteria • Replacement Eligibility – Only applies to Cars & Light Trucks (up to 1 ton pickups) – Uses a “factor” or score (known as REF) to determine eligibility – REF of 300 is threshold for eligibility – 8 different elements to determine a vehicle’s “factor” or score 1. Age 2. Mileage 3. Condition – Poor – Wrecked – Burned 4. 5. 6. 7. 8. Reliability (days down) Ratio of maintenance cost to acquisition cost Recent repair activity & cost (decrement) Operating cost per mile Totaled vehicle 5

Fleet Replacement Criteria • Replacement Eligibility continued… – Points are added in graduated intervals as vehicle meets percentages of a predetermined value for each element – Establishes “DROPDEAD” values for age and miles • Once reached, vehicle is automatically assigned an REF of 999 • Non-Pursuit Cars, Wagons, Vans, SUVs, and ½ Ton Pickups – Age: 12 years – Miles: 120, 0000 • ¾ & 1 Ton Pickups – Age: 12 years – Miles: 150, 0000 • Pursuit Vehicles – Age: 8 years – Miles: 80, 000 6

Fleet Replacement Criteria • Replacement Eligibility continued… – Vehicle age and miles carry heaviest influence in determining the REF. – Other elements merely influence the REF and cannot, by themselves, determine eligibility. – If a vehicle’s maintenance and operating costs are not excessive, it will not reach eligibility until its age or miles reach the “DROPDEAD” value. – Oldest, most utilized and most costly vehicles will have the highest REF. – Vehicles that are younger and/or less utilized can still have a higher REF than older, more utilized vehicles. – Recommend agencies replace the top 10% of their highest REF scored vehicles • Removes the oldest, highest mileage, and most costly vehicles from inventory • Reduces operating costs for the fleet • Reduces an agency’s carbon footprint 7

Fleet Replacement Criteria • EMIS – Website: http: //emis. state. fl. us/ – STATE OF THE FLEET • Canned Reports – Replacement Eligibility » Car & Light Trucks – Replacement Projection » All other fleet vehicles 8

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 9

Governance • Florida-based Business Preference Law – Requires agencies to give a preference “to the maximum extent possible under or consistent with applicable state and federal laws” to businesses with a principle place of business in Florida. – Applies to expenditures from funds out of General Appropriations over $5 million in the fiscal year 2010 -2011. 10

Governance • Florida-based Business Preference continued – To receive preference, vendors must also commit contractually to maximize the use of state residents, state products, and other Florida-based businesses in fulfilling the contract. – DMS will rely on the bidder’s certification we will be attaching to solicitation, but may also check whether the bidder listed Florida as its principal place of business in its latest annual report to the Florida Division of Corporations. 11

Governance • Florida-based business preference continued – May make further inquiries if dispute arises. However, DMS will use the “Nerve Center” test adopted by the United States Supreme Court this year. Under this test, a corporation's "principal place of business" is typically where the company’s high level officers direct, control and coordinate the company’s activities. – Certification will ask a vendor’s authorized representative whether they are based in Florida, with no plans to move, and to agree to maximize use of Florida resources. 12

Governance • Florida-based business preference continued – DMS will not apply the preference to most, if any, ITBs because it may conflict with ITB standard to award to the lowest priced vendor. – DMS will apply the preference to STCs and other RFPs and ITNs which meet the threshold spend amount during the fiscal year. – DMS is still vetting a standard amount to apply as a preference but most of the case law from other states is between 3%-10% of a point bonus. 13

Governance • Florida-based business preference continued – The preference will likely have to be applied by agencies making buys off of a STC if the buy exceeds $5 million. • E-verify • Rulemaking workshop – August 26, 2010 from 24. 14

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 15

Bureau of Transportation, Facilities and Supplies Team 1 – Transportation & Energy • P-Card Services ― ITN: Scoring meeting held on August 16. Next action scheduled for posting on August 24. • Fuel Card Services ― New contract with Wright Express was executed on August 6. ― Com. Data cards will be effective until March 15, or until agencies close accounts. ― Fuel Card Administrators met on August 10. We will meet weekly to address implementation plans and issues. • Medium & Heavy Trucks ― Received ITB responses on August 12. Responses are in evaluation (joint process with DMS Fleet). • Boat Motors ― Mercury has an updated product list. Posted on STC web site. 16

Bureau of Transportation, Facilities and Supplies Image for the new Fuel Card: 17

Bureau of Transportation, Facilities and Supplies Team 2 – Institutional Furnishings & Supplies • Ice Machines ― Renewed through October 29, 2010. ― Solicitation for new STC will be launched shortly. • Solicitations in development ― Floor Machines – expires in November 2010 ― Office Furniture – expires in March 2011 18

Bureau of Transportation, Facilities and Supplies Team 3 – MRO & Law Enforcement • Mail Services ITN ― This solicitation has been moved to the Technology Bureau. Lyle Hackett will provide updates going forward. • Tools ― STC: renewed through January 29, 2011. ― ITB: award is under protest. • Ammunition & Officers’ Equipment ― Will likely renew the Ammunition portion for one year. ― May renew the Officers’ Equipment portion for shorter timeframe while we re-solicit. • Solicitations in development ― Officers’ Equipment 19

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 20

Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Team 4 – Information Technology • Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services ― Contract executed as of 8/4/2010 ― Expiration date of 8/3/2014 • IT Disaster Recovery Services ― Contract executed as of 8/10/2010 ― Expiration date is 8/9/2015 • Upcoming Renewals: ― PCs, Laptops and Monitors 21

Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Team 5 – Office Equipment, Travel, & Support Services • Courier Services – ― New Contract Executed as of 8/15/2010 ― Expiration date is 8/14/2015 ― Multiple Award to UPS and Fed. Ex ― 8 Local/Statewide Couriers Awarded (Current Contract has 3) o At same or better pricing than current contract o At least 2 local couriers per county statewide to select from o 3 x statewide couriers (PVX, Blue Streak, and Velocity) 22

Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Strategic Sourcing Services Team: • Office Consumables ITN ― Intent to Award – Expect to Post 8/23: o Gulf Coast Office Products o Office Depot o Staples • Water Treatment Chemical ITB ― Launching soon! • Vehicle Maintenance ACS ― Piggyback off of NY State Contract 23

Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Upcoming New Solicitations /Contracts: ― Radios ITB o Expect to launch in October 2010 ― Auto Parts ACS Upcoming Re-Solicitations: ― Mail Processing Equipment ITB o Goal is to launch in September 24

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 25

Bureau of Services, Supplies, Insurance, and Special Programs Team 6 – Services, Special Programs, & Insurance • Insurance: ― Aviation Insurance policy renewed. • Insurance policies under review during next six months: ― ― Boiler and Machinery—expires October 1, 2010 Automobile—expires October 19, 2010 Accidental Death—expires November 1, 2010 Crime—expires January 1, 2011 • Computer Software Training: ― Renewed with New Horizons for six months. ― Need agency input on need for these services. • State Term Contracts under review during next six months: ― Medical and Dental Temporary Employment Staffing—new contract ― Live Capture Electronic Fingerprint Equipment—expires November 28, 2010 ― Computer Software Training—expires January 20, 2011 26

Bureau of Services, Supplies, Insurance, and Special Programs Team 7 – SPAs and Special Projects • Medical and Dental Supplies RFP: ― Evaluation in progress ― Current contract expires September 20, 2010 • State Term Contracts under review during the next six months: ― Lab and Safety Supplies and Equipment– expires April 30, 2012 ― Paper: Tissues and Towels – expires July 31, 2011 ― Recycling Services: End of Life Electronics Equipment – expires July 21, 2011 • Other agreements under review during the next six months: ― Pagers and Paging Services (SPA) – expires September 27, 2010. o Need agency feedback on this SPA. Please contact Amber Montgomery (488 -7516). ― Recycling Services, Spent Lamps, End of Life Ballasts and Batteries (SPA) – expires January 7, 2011 ― Defibrillators, Related Equipment & Supplies (ACS) - expires December 31, 2010 27

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 28

State Purchasing Operations/ My. Florida. Market. Place • Interactive online training tours were launched! ― Invoice e. Form ― System Basics ― Receiving ― Analysis 3. 0 • http: //dms. My. Florida. com/mfmp_tours • Launched the System Administrator Manual and Buyer Manual • My. Florida. Market. Place View will be released in September 29

State Purchasing Operations/ My. Florida. Market. Place • Upcoming MFMP training opportunities ― August 20: Analysis 3. 0 Office Hours (Web. Ex) ― August 30: Creating a Requisition (Web. Ex) ― August 30: Invoicing (Web. Ex) ― September 7: New Requester (in-person) ― September 21: Invoicing (in-person) • http: //dms. My. Florida. com/mfmp_buyer_training 30

Purchasing Directors’ Meeting August 19, 2010 • Agenda • State Fleet Issues • Governance • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • State Purchasing Operations/My. Florida. Market. Place • Reminder About Next Meeting Date 31

Purchasing Directors’ Meeting August 19, 2010 Next Meeting September 16, 2010 2: 00 – 4: 00 pm 32