Purchasing Directors’ Meeting February 18, 2010
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 2
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 3
Purchasing Directors’ Meeting February 18, 2010 Update on Mobile Communication Services Jon Yeaton Contract Manager Division of Telecommunications 4
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 5
Workplace of Choice Survey • Thanks to everyone who participated. We had 30 responses. • The Leadership Team read each and every response and met several times to develop an action plan. • We will resurvey in six months to determine if we are on the right path to making State Purchasing the workplace of choice.
Action Plan 1. 2. 3. Fill vacancies with qualified staff a. Target recruiting Address attendance issues Team by team analysis a. Time and motion study b. FAQ’s i. Talk to team about how to accomplish ii. Bureaus should be consistent c. Define Priorities i. At team level ii. Goes hand-in-hand with planning (d below) d. Planning (3 years)
Action Plan 4. 5. Procedures/forms a. Dedicated resource if necessary Management accessibility a. b. 6. Decrease number of direct reports Address issue of re-do’s Reduce distractions a. Managers should help prioritize tasks b. Direct all inquiries for assistance to your manager
State Purchasing Leadership Team
Budget, Training and Customer Service
Insurance, Services & Supplies
Transportation, Facilities & Supplies
Technology & Office Equipment
State Purchasing Operations
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 15
Commodity Sourcing & Contracting Bureau Activity Updates Team 1 – Energy & Transportation • Medium & Heavy Trucks – New EPA emissions requirements took effect January 1. Vehicles requiring new engine models were allowed pricing adjustments. Order of award has shifted, so check contract for updates. • Construction, Industrial, Agricultural & Lawn Equipment – Solicitation closes February 18. • Fuel Card – Solicitation closed February 16. Received 4 responses. Evaluation team will meet February 24. – Beware of card skimming devices! Several agencies have been impacted through fuel purchases in central and south Florida. – Comdata sent notices and pictures of devices to all Fuel Card Administrators. Please remind your cardholders to pay close attention at the self-service pumps or pay inside. 16
Commodity Sourcing & Contracting Bureau Activity Updates P-Card Updates • Solicitation development continues (joint effort between DMS and DFS). • Current contract expires July 5, 2010 – we have three options to maintain service: – Solicitation (in progress) – Extension (6 month increments) – New single source • Recent stories of P-Card abuse & misuse – Have strong policies and procedures in place. – Develop strong monitoring programs. – Consider lowering approval limits. 17
Commodity Sourcing & Contracting Bureau Activity Updates Team 2 – Furnishings & Institutional Supplies • Educational/Institutional Furniture – Posted awards on February 1. Working through protests. – Current contract is effective through February 20, 2011, so service will not be impacted. – Current contract lists 34 vendors; proposed award lists 65. • Office Furniture – Renewed through March 1, 2011. • Contracts in Analysis – Carpet 18
Commodity Sourcing & Contracting Bureau Activity Updates Team 3 – MRO & Law Enforcement • Mailroom Services ITN – Mark Lovell is the new procurement manager on this solicitation. – Responses are due February 22. • Batteries – Renewed with one supplier (Williams) for SLERS replacement batteries. Effective through February 13, 2011. – NOTICE: We will not renew or re-solicit this category. • Federal Weapons Sting – Potentially impacts 4 suppliers on Ammo/OE and Body Armor STCs. – No convictions, so no immediate contract actions. – Reminder, these are multiple award contracts. 19
Commodity Sourcing & Contracting Bureau Activity Updates Team 7 – SPAs and Special Projects • Solicitations in development – Office Paper – Medical & Dental Supplies • ACS – HIRE (Hazardous Incident Response Equipment) – Expires May 31. Source contract is in renewal process. • Personnel: – Purchasing Specialist vacancy (Trey Collins is now an Analyst on the new Strategic Sourcing Team) 20
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 21
Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 4 – Information Technology • Mainframe Software ITN – Additional awards are still pending. Currently on Contract: • Compuware, Allen Systems Group, Information Builders, Unisys • Microsoft Software – The Academic agreement has been renewed for another 36 months. The new expiration date is now 2/28/2013. – The SPLA agreement (Service Provider License Agreement) has been added as a new agreement and is posted on our DMS website under SHI’s heading. SPLA is available only for the Resource Centers at this time. Please contact Lori Potts with any questions (850)487 -4196. • Solicitations in Development/Review – Printers and Multi-Function Copiers – Need Focus Group development. Input needed includes desired specs above the norm, and maintenance components for all workgroup type printers and MFDs, production printers, fax machine and types of scanners to include on the contract. Still need evaluators. – IT Disaster Recovery – Sun. Gard renewal approved for another year. Focus group to convene with commitment from AEIT and SRCs. 22
Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates (continued) • Alternate Contract Source for Miscellaneous IT Equipment – 250 -WSCA-10 -ACS: State Purchasing signed WSCA participating addendums with Dell, HP and Apple for the procurement of technology equipment not currently available via State Term Contract. Apple products are not available via any State Term Contract. 23
Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 5 – Office Equipment, Travel and Support Services • Launched Mail Services ITN – Responses due February 22, 2010 • Renewed Mail Processing Equipment for One Year – February 21, 2010 through February 20, 2011 • Planning for Replacement of Courier Service STC – August 2010 • Library Materials – Consideration to add vendors – March 2010 • Planning to launch the Mead. Westvaco Punchout in March – Includes an online proofing feature for printed items – Webex and training available • Solicitations in Development – Office Consumables 24
Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 6 – Special Programs and Services • RESPECT Contract will be Rebid – Current State Contract with RESPECT will end July 6, 2010. We will be seeking eligible and interested candidates to sit on the evaluation team. Please contact Abbe Flynn if you are interested. • Property Insurance Program – Camp Insurance Policy is currently under ITB – Crime Policy Awarded to Sihle Insurance Group – Fine Art – Indoor and UCF Creative School Accident Policy will be informally bid • Temporary Employment – Working on recommendation to renew or rebid for STC. 25
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 26
Governance • Session begins on Tuesday, March 2 and ends on April 30. • State Purchasing has already reviewed/analyzed 16 bills. 27
Governance • HB 237/SB 588 – Creates the Advisory Committee on State Procurement. – These bills create the Advisory Committee on State Procurement to evaluate the state’s procurement process, in its entirety, and to oversee the implementation of legislative procurement policy. The committee is required to submit a final report, based on their findings, to the Speaker of the House, President of the Senate, the Governor, etc. by December 31, 2009. 28
Governance • SB 1524 – Purchase of Alternate Fuel Vehicles – This bill creates statutory language relating to state purchasing of vehicles and the establishment of policy and rulemaking by the Department of Management Services. State agencies, state universities, or local governments utilizing any state -purchasing plan are required to purchase hybrid, flex-fuel, or biodiesel vehicles if one of these vehicles is available and if it meets the needs of the purchaser when purchasing new vehicles. 29
Governance • HB 785 – Electronic Bidding Tool – This bill creates a statutory language that provides that any state agency, county or municipality that is required to make purchases of commodities and services through competitive solicitations must provide vendors the option to submit competitive sealed bids through a uniform secure electronic interactive Internet system. DMS is granted rulemaking authority and exemptions are created for any county or municipality without high speed Internet access and for procurements under $25, 000 in value. 30
Governance • HB 745/SB 1142 – Public Meeting Exemption – Amends Section 119. 071, F. S. to include an exemption for ITBs or RFPs issued pursuant to s. 334. 30, F. S. (DOT). Section 286. 0113, F. S. is also modified to include an exemption from the public meeting requirements for vendors making oral presentations or answering questions about their sealed responses to solicitations. The recordings of such meetings are exempt from disclosure under public record requests until a decision or intended decision is posted or until 20 days after the responses are opened, whichever occurs earlier. 31
Governance • HB 743 – Restrictions on doing business with Iran – Prohibits the state from entering into, awarding, or renewing contracts or purchasing agreements for commodities or contractual services with any business entity doing business, directly or indirectly, with Iran. It also provides for the development of a mechanism to indentify business entities doing business with the government of Iran, its instrumentalities, and companies owned or controlled by the Iranian government. 32
Governance • SB 1554 – Public Procurement – Amends s. 838. 22, F. S. to provide that any public servant, with corrupt intent to attempt to influence the competitive bidding process, who fails to advertise, publicly announce, or electronically post a solicitation that is required to be advertised, publicly announced, or electronically posted is guilty of a second degree misdemeanor. 33
Governance • SB 1706 – Relating to State Financial Matters – Very similar to SB 2694 proposed last session and vetoed by Governor Crist. – This bill prohibits an agency or branch of state government from contracting to pay, without legislative authority, liquidated damages or any other moneys resulting from the breach or early termination of a contract, from contracting to pay interest because of insufficient budget authority to pay an obligation in the current year, or from obligating the state to make futureyear payments to cover current-year payments because of an insufficiency of current-year appropriations. 34
Governance • SB 1706 (cont. ) – Also, the bill requires public officers provide at least 30 days notice to the Governor, President of the Senate and Speaker of the House, before entering into contracts or series of contracts between the same parties that: 1) require payments by the state in excess of $10 million a year; 2) require minimal or no payments by the state or authorize the other party to make expenditures in anticipation of revenues; or 3) require initial expenditures by the other party and provides that the other party will not receive payment from the state within 180 days after the expenditure. 35
Governance • SB 1706 (cont. ) – Further, the bill requires that contracts identify the specific appropriation (absent approval by the legislature), that contracts contain language that allow for termination by the state upon 30 days’ written notice of a budget deficit event as identified in the bill, that contracts in excess of $25, 000 be signed by the agency head, and that for contracts which exceed 12 months be certified in writing by the agency head that the chapter 216 requirements are satisfied. – Lastly, the bill states that willful violation of these provisions are criminal and the resulting contract is null and void. 36
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 37
My. Florida. Market. Place – General Announcements • My. Florida. Market. Place Team now “State Purchasing Operations” • Buyer Conference: – Thursday, March 11, 2010, at the DMS Hurston Building (400 W. Robinson Street) in downtown Orlando – 42 enrolled currently – Courses: • • • Purchasing off State Term Contracts Purchasing 101 Invoicing Hot Topics VBS Training Transaction Fee Training for Buyers MFMP Reporting Capabilities Training 38
My. Florida. Market. Place – General Announcements • DFS W-9 Form Project is underway • Analysis Upgrade is underway: implementation 8/9 (Monday, weekend conversion) • Kasey Bickley is out • CRB meeting planned for mid to late March • Buyer Upgrade starts September 2010 39
My. Florida. Market. Place – Vendor Bid System E-Mails • There are 5 advertisement types in VBS: – Single source – Agency decisions – Grant opportunities – Competitive solicitations – Notices • Types 3, 4 & 5 generate an e-mail notice to vendors based on their selected commodity code. One e-mail per vendor per day. • Design intent 40
My. Florida. Market. Place – VBS Enhancements VBS Desired Changes Area Desired Change Why change is necessary Comments Advertisements Give Agency Administrators the ability to "un-cancel" This represents the majority of the helpdesk tickets received by the MFMP CSD. Further discussion is needed advertisements Add MFMP Registration and Transaction Fee language as potential "attachments" to This would aid in ensuring that fee language is an advertisement added to applicable contracts Advertisements Make the MFMP language default to be included, if a user unchecks the box they should be required to enter This would assist in fee collection by understanding a reason why agencies aren't including it Searching Make the date fields designed under the Currently VBS is built under the assumption that someone is building an advertisement to post on a building an advertisement to future date, this creates some workarounds by post it the same day agency customers Further discussion is needed This would assist in user cleanup and in pulling Have an ad-hoc reporting agencies who choose not to include the standard fee capability language Further discussion is needed Add Keyword Search to search all current commodity code This will aid vendors in searching for business descriptions opportunities General Make User Interface more This would keep consistency with other MFMP user friendly supported applications and give it a modern look Advertisements Reporting Further discussion is needed 41
My. Florida. Market. Place – SPURSView Enhancements SPURSView Desired Changes Area Desired Change Administrative Eliminate SPURSView Admin Ability PO Search Vendor Search Why change is necessary Customers no longer need admin access to SPURSView other than Legislature PO Info Currently the Search fields are written for a computer programmer Make Search filters more user friendly rather than an average user This would allow the public to easily pull PO information and export into Make Search tables able to export spreadsheets This will allow customers, both buyer and vendor to more easily search for vendors Add FEIN as a search criteria Remove SPURS as input type and This would cut down on confusion the Vendor Status field by customers General Make User Interface more user friendly General Change name to Market. View This would keep consistency with other MFMP supported applications and give it a modern look This would appropriately brand SPURSView 42
Analysis Upgrade to Ariba 9 R 1 – MFMP 3. 0 • Design Team – Charles Covington, DMS/State Purchasing – Greg Hill, DMS/State Purchasing – Danielle Kosberg, DMS/State Purchasing – Steve Waters, DEP – Rita Herbert, DOT – Tim Ellinor, DC – Bill Grove, DOR – Summer Silvestri, DOL – Janice Brown, DOH 43
Analysis Upgrade to Ariba 9 R 1 – MFMP 3. 0 CR #1 42 (Acctg) #2 #3 #4 #5 #6 #7 #8 #9 #10 #11 Score Hours 342 93 (Enc) 96 (Contract)* 98 (Invoice) 2 0 1 3 0 0 0 1 0 57 212 1 1 1 0 0 1 52 174 1 1 1 0 0 2 1 1 0 0 0 51 188 99 (PO) 95 (Payment) 103 (Vendor) 0 0 2 1 1 0 0 51 108 2 1 0 0 1 1 0 0 0 49 212 0 1 0 2 1 0 0 45 284 101 (Workload) 2 1 0 0 0 1 0 2 0 40 160 94 (Billing) 0 1 1 0 0 1 36 232 100 (User) 0 0 2 0 0 0 1 0 2 0 1 30 220 102 (Help) 0 1 0 0 0 2 25 144 97 (Cycle) 0 0 0 *Estimate includes Accounting detail (CR#42) 0 0 0 2 0 1 2 1 18 24 2300 hours 44
Strategic Sourcing Team Strategic Sourcing Services Team Danielle Kosberg (DMS Lead) Mark Hernandez (DMS) Trey Collins (DMS) Jim Bard (Accenture Lead) Sharla Cloutier (Accenture) • Survey: – The team issued a customer survey in December 2009 to 1, 149 customers to gain input into: • The State Purchasing website • Use of current state contracts • Ideas for new contract opportunities 45
Strategic Sourcing Team Segment # Survey Sent # of Responses Response Rate Local Government Educational Institutions State Agencies Totals 837 191 121 1, 149 148 55 50 253 18% 29% 41% 22% • Survey Results and Data Analysis: – Pursue opportunities for: • Food • Chemicals • New office supplies contract – Improve State Term Contract posted information – Enhance Use of State Term Contracts on DMS web site 46
DMS STATE PURCHASING State Contract Website Redesign - DRAFT
State Contracts and Agreements State Term Contracts and Agreements Customer Service WELCOME TO THE STATEWIDE CONTRACTS AND AGREEMENTS HOME PAGE The State of Florida, Department of Management Services, Division of State Purchasing administers statewide contracts and agreements for use by Florida State agencies, local governments, educational institutions, and other entities as defined in 60 A-1. 005, F. A. C. Statewide contracts and agreements enable eligible users to pool their buying power to lower total costs and reduce administrative burden while complying with Chapter 287 F. S. governing the purchase of products and services. Statewide contracts and agreements include state term contracts (STC), alternate contract sources (ACS), state purchasing agreements (SPA), RESPECT agreements, PRIDE agreements and Insurance Coverage Program agreements. For guidance on use and information governing the use of each type of contract or agreement, click here. View the active statewide contracts and agreements, use the advanced search box available above, or search statewide contracts and agreements are available in the following categories Audio & Video Consulting Services Courier Services Educational Products & Services Energy & Fuel Environmental & Recycling Facilities Financial Services Furniture & Floor Coverings Insurance IT Hardware & Software Legal & Investigative Services Medical, Dental & Pharmaceutical Office Products & Equipment Personal Care Products Public Safety Staffing Services Telecommunications Transportation & Travel Vehicles & Fleet If you have questions, suggestions, or cannot find what you are looking for please contact Customer Service or email us at purchasingcustomerservice@dms. myflorida. com What are you Looking For? Enter keywords, contract name, commodity code, Vendor name, contract #, etc. search statewide agreements Advanced Search Find It! Additional Information DMS Notification User Guide Contract and Agreement Type Information State Purchasing FAQs PRIDE RESPECT Florida Climate Friendly Preferred Product List Insurance Coverage Program Contract/Agreement Archives
Advanced Search for: Display: 25 Items Category Name: Contract Type: Qualifications: Show Only Certified Vendors (Including Minority, Women, and Service-Disabled Veteran) Commodity Codes: Search by the state of Florida 3 or 6 digit commodity codes. Use a hyphen for 6 digit codes, and separate multiple codes with a comma. example(070 -011, 070 -012) Click here for a list Options: Include Expired Contracts/Agreements Include Climate Friendly Products Find Reset Provide Search Tips Here: for example, Search for contracts by typing in key words in the search for box, or refine your search by utilizing the other search parameters above. All fields do not need to be completed to run the search.
What are you Looking For? State Contracts and Agreements Florida Climate Friendly Preferred Product List State Term Contracts and Agreements Insurance Coverage Program Contract/Agreement Category List Contract/Agreement Archives Use of State Term Contracts is mandatory for state agencies, in accordance with s. 287. 056 Florida Statutes. Other eligible users of State Term Contracts include those local government entities identified in Rule 60 A-1. 005, FAC. Name Start End Search statewide agreements Advanced Search Click on the heading of each column to sort in ascending or descending order. Number Enter keywords, contact name, commodity code, manufacturer, contractor, contract #, etc. Category Type Find It! Administrator 070 -700 -09 -1 Medium & Heavy Trucks 06/01/2009 09/30/2010 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 071 -000 -10 -1 Motor Vehicles 10/29/2009 10/31/2010 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 120 -440 -08 -1 Boat Motors 02/12/2008 02/28/2013 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 200 -05 -1 Uniforms 10/20/2004 10/14/2014 Law Enforcement Supplies & Services State Term Contract Mark Lovell ACS-221 -222 ACS Example 10/25/2009 10/24/2012 Information Technology Alternate Contract Source Mark Foss Customer Service
Medium & Heavy Trucks: 070 -700 -09 -1 Medium & Heavy Trucks 070 -700 -09 -1 Rate this Agreement View Survey Results Effective Period: 06/01/2009 – 09/30/2010 Contract Type: State Term Contract Contact the Administrator Complete Agreement – Word Pricing Complete Agreement – Word Christopher Walker Complete Agreement – PDF Contractors Agreement Amendments, Memos, & Revisions Agreement Amendments, Memos, & Revisions How to use this agreement FAQs about this agreement Pricing Contractors How to use this Agreement FAQs about this Agreement chris. walker@dms. myflorida. com Commodity Codes: 070 -011, 070 -012, 070 -013, 070 -220 Description: The Medium and Heavy Trucks contract covers work vehicles ranging from Chevy S-10 s to half-ton Ford flatbeds. Benefits: This contract includes price discounts and customization options for a wide range of Fleet uses. 850 -123 -4567
Medium & Heavy Trucks: 070 -700 -09 -1 Pricing Medium & Heavy Trucks 070 -700 -09 -1 - Commercial Vehicles of South Florida - Heintzelmans Truck Center - Hub City Ford, Inc. - Navistar, Inc. Complete Agreement – Word Complete Agreement – PDF CBE Code click link for descriptions Climate Friendly Products Recycled Products Purchasing Card Accepted Atlantic Truck Center A Yes Yes Statewide Commercial Vehicles of South Florida, Inc. (DBA Tampa Truck Center) A Yes Yes Marion, Sarasota, Seminole, Charlotte, Henderson Heintzelmans Truck Center, Inc. A No No Yes Dade, Broward, Monroe, Davie Hub City Ford, Inc. A No No Yes Jacksonville Navistar, Inc. A Yes No Statewide Vendor Name Agreement Amendments, Memos, & Revisions How to use this Agreement FAQs View Survey Results Contractors - Atlantic Truck Center Rate this Agreement Include the option to add text to the bottom of this page Coverage Area
Contact Information Danielle Kosberg Phone: (850) 413 -0474 Danielle. Kosberg@dms. myflorida. com
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 54
Training Update Christie Wade Finance, Training and Customer Service Manager Phone Number: (850) 487 -3977 Fax Number: (850) 414 -6122 Email: christie. wade@dms. myflorida. com 55
Training Update • January Certifications -Florida Certified Contract Manager Kathy Morris – DFS Iris Collier – DFS Lawanta Stewart-Porter – DJJ - Florida Certified Contract Negotiator Jeffrey Hodge – DCF • Recertification Program 56
Training Update • Outside Tallahassee Training - Niceville, FL – March 18 -19, 2010 - Winter Park, FL – August 2 -3, 2010 57
Training Update 58
Training Update 59
Purchasing Directors’ Meeting February 18, 2010 • • • Agenda Update on Mobile Communication Services State Purchasing Organization Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Governance MFMP Training & Certification Reminder About Next Meeting Date 60
Purchasing Directors’ Meeting February 18, 2010 Next Meeting March 18, 2010 2: 00 – 4: 00 pm 61
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