Purchasing Directors’ Meeting February 24, 2011
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 2
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 3
Purchasing Directors’ Meeting February 24, 2011 Mobile Communications Services, MCS Jon Yeaton Contract Manager Division of Telecommunications 4
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 5
My. Florida. Market. Place Upgrades MFMP 9 r 1 Buyer Upgrade Planning Development Code Freeze System Testing Training & Communication User Acceptance Testing Go-Live Start Date End Date Impacts to CRT August 2010 October 2010 September 2010 October 2010 March 2011 June 2011 Provide input on enhancement designs Freeze on report requests December / workflow updates (unless 2011 critical) April 2011 July 2011 No impacts September Attend training and spread 2011 the word! July 2011 August 2011 Participate in testing September 2011 Celebrate
My. Florida. Market. Place Upgrades Copy Requisitions History Tab Identifies Copied Requisitions (as a link)
My. Florida. Market. Place - Upgrades Like catalog items can be compared
My. Florida. Market. Place Upgrades Password reset capabilities
My. Florida. Market. Place Upgrades • Training Approach – – – “What’s New” In-Person Topic Specific Web. Ex Sessions Office Hours Interactive Online Training Tours My. Florida. Market. Place View e. Newsletter Job Aids and Manual Updates
My. Florida. Market. Place Upgrades • In preparation for the upgrade: ― Complete / delete approvables in an “ing” status ü Requisitions in composing status ü Invoice Reconciliations in approving / reconciling status ― Inactivate user accounts that are no longer valid. ― Develop a training / communication plan for your agency. ― Spread the word!
VBS Upgrade – Release 2. 0 Summary Security Enhancements (December 2010) ― VBS now meets the state’s standard for password security ― E-mail validation for accounts ― Standard usernames are based on the accounts’ e-mail addresses (before the @ symbol). Other enhancements ― Automated password resets ― SPURSView/VBS Admin accounts merged ― Updated vendor courtesy notifications
VBS Upgrade – Release 2. 0 Summary Coming Soon! ― Only 25% of current VBS users have validated their accounts ― Accounts not validated will be impacted the end of March
Recorded Trainings My. Florida. Market. Place Exclusive “Tour Lines” ― Interactive, recorded training that fits your schedule and your needs ― These trainings guide you through our traditional training presentations, with audio and “punch-out” to the MFMP system to simulate typical everyday tasks – Find them at http: //dms. myflorida. com/mfmp_tours – Two new Buyer Trainings 1) "Creating a Requisition“ 2) "Reconciling/Approving Invoice Reconciliations"
Web. Ex Trainings Requisitioning: March 3 – 10 a. m. – One-hour course for customers who create requisitions – Learn how to create: ü catalog and non-catalog requisitions ü change orders ü and more – Webinar training lets you participate right from your office phone and computer! – Free! – Sign up today on our website! – http: //dms. My. Florida. com/mfmp_webex
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 16
Bureau of Transportation, Facilities and Supplies Team 1 – Transportation & Energy • Fuel Card Services ― Reminder: Com Data contract ends March 15. ― All agencies are engaged in transition. ― Contact David Bennett with questions: 921 -4072. • Motor Vehicles ― Moved one award from Duval Ford to Don Reid Ford (Memorandum #1) ― Production cut-offs have begun (Nissan and GM). Updates will be posted in the contract Price List & Ordering Instructions file on the STC website. • Construction, Industrial, Agricultural & Lawn Equipment ― Update to Komatsu FEIN number. • Boat Motors ― New product lists for Mercury and Yamaha products have been posted. 17
Bureau of Transportation, Facilities and Supplies Team 2 – Institutional Furnishings & Supplies • Office Furniture ― Received 99 responses to our ITB on January 24. ― Target award in early April. ― We will cancel the existing contract when the new STC is ready for implementation. • Library Furniture ― Renewed for one year, through February 20, 2012. ― Gaylord Bros. did not renew. ― Pricing reductions negotiated at renewal: Borroughs Corporation increased their base discount to 42. 5%. Built-Rite Office Furniture offered a 3% price reduction. Furniture By Designs, Inc. offered a 3% price reduction. International Library Furniture Company offered a 5% price reduction. Mediatechnologies, A Division of Silver Street, Incorporated offered a 3% price reduction. o Montel Aetnastak, Inc. offered a 3% price reduction. o o o 18
Bureau of Transportation, Facilities and Supplies Team 3 – MRO & Law Enforcement • Body Armor ― ― ― Awarded new STC on January 31 10 contractors NIJ Standard 0101. 06 Compliant Body Armor Discounts range from 43% to 62. 5% off of list price Measuring and fitting services are available • MRO Industrial Supplies (WSCA) ― WSCA contract with Grainger is effective through April 30, 2011. ― WSCA has awarded a new contract to multiple suppliers, but documents are not posted yet. We will review when documents are available. • Personnel ― Chuck Beall is retiring in March. Contracts currently managed by Chuck will be reassigned to Greg Hill. 19
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 20
Bureau of Technology, Office Equipment & Support Services Contract Renewals: • PCs Laptops and Monitors STC ― Contract Manager: Joel Atkinson, 487 -4196 ― Current Contract Expires 2/28/2011 ― 1 -Year Renewals Pending Execution 21
Bureau of Technology, Office Equipment & Support Services Current Solicitations: • Land Mobile FM or PM Comms Equipment ITB ― Launched 1/12/2011 ― Intent to Award est. 4/5/2011 ― Contract Effective Date est. 4/25/2011 22
Bureau of Technology, Office Equipment & Support Services Current Solicitations: • Library Materials Annual Add-On ITB ― Est. Launch Date 3/2/2011 ― Intent to Award est. 3/29/2011 ― Contract Effective Date est. 4/18/2011 23
Bureau of Technology, Office Equipment & Support Services Future Solicitations: • Anti-Virus Software ITN ― In conjunction with AEIT 24
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 25
Bureau of Services, Supplies, Insurance and Special Programs Team 6 – Services, Special Programs & Insurance • State Term Contracts/ACS Under Review During the Next Six Months: – Household Moving ACS with DOC –expires April 13, 2011, will not be renewed – Equipment Maintenance Management Services—expires April 15, 2011, developing renewal – Online Legal Databases—expires August 18, 2011, working on renewal • Insurance Policies Under Review During the Next Six Months: – Accident, Sickness, and Catastrophic Insurance – Launched ITB. Consolidated coverage for 4 current policies: main Accident and Sickness Policy, UCF’s policy for the Creative School, and 2 FSDB policies – Broker of Record – Excess Property: Expires 9/30/11. Coordinating with DFS – Fine Art (Indoor): Expires 4/1/11. Planning to re-quote – Nuclear Property (UF): Expires 6/1/11 – Electronic Data Processing Equipment: Expires 6/5/11 – Contractor’s Equipment: Expires 7/1/11 – Ocean Marine: Expires 7/2/11 • Special Programs – DMS website now recognizes key words for PRIDE and RESPECT contracts – RESPECT: Approved new products include: flexi pens, shovels, tamper, and mop heads 26
Bureau of Services, Supplies, Insurance, and Special Programs Team 7 – SPAs and Special Projects • State Term Contracts under review during the next six months: – Paper: Tissues and Towels – expires July 31, 2011. o We need agency feedback and participation. Please contact Charles Day. – Recycling Services: End of Life Electronics Equipment – expires July 21, 2011. o Please send feedback to Charles Day. – Lab and Safety Supplies and Equipment– expires April 30, 2012. – Potable Water and Food Grade Ice – expires August 2, 2012. • Other agreement and project updates: – Defibrillators, Related Equipment & Supplies (ACS) - extended until March 31, 2011. No update on the award for the Oklahoma solicitation. – Climate Friendly Products update for 1 st Qtr FY 2011 is posted. 27
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 28
Training and Certification Program • Passed the PMP exam in January 2010 Sue Leverette - DOACS Kasey Bickley - APD 29
Training and Certification Program • Procurement Training Schedule 2010 -2011 – Contract Management in Florida – March 7, 2011 – Contract Administration – March 8 -10, 2011 – Advancing Accountability: Best Practices for Contract & Grant Management – March 11, 2011 – Planning, Scheduling & Requirement Analysis – March 28 -30, 2011 – Developing and Managing RFP’s – April 4 -6, 2011 – CPPB Review – April 11 -12, 2011 – CPPO Review – April 13 -14, 2011 – Legal Aspects – May 23 -25, 2011 To check for updates to the training schedule please go to: http: //dms. myflorida. com/upcoming_procurment_training 30
Training and Certification Program • PMP Training Schedule 2010 -2011 – PMP Exam Prep – March 1 -3, 2011 – PMP Exam Prep – May 2 -4, 2011 – Critical Thinking and Problem Solving – June 1 -3, 2011 To check for updates to the training schedule please go to: http: //dms. myflorida. com/upcoming_pmp_training 31
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 32
Governance • Legislative Update ― HOUSE BILL # 427/SENATE BILL #574 : This bill amends s. 287. 084, F. S. and extends the authority of state and local agencies to provide a reciprocal preference for Florida vendors during a competitive solicitation for construction services in addition to purchases of personal property which are already permitted by the statute. ― HOUSE BILL # 441/SENATE BILL #444: The bill creates section 287. 135, Florida Statutes, and prohibits a company on the Scrutinized Companies with Activities in Sudan List or on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List from bidding on, submitting a proposal for, or entering into or renewing a contract with an agency or local governmental entity for goods or services of $1 million or more. 33
Governance • Legislative Update cont. : ― SENATE BILL #230: (For sections 1, 2, and 7, other sections are not related to purchasing) The bill prohibits agencies from entering into contracts for services unless the contractor registers and participates in a “federal work-authorization program” (example: EVerify). The bill also prohibits a contractor from executing a contract awarded under section 287. 057, F. S. , unless the contractor and any subcontractors register and participate in a federal workauthorization program, and the contractor is required to certify compliance with the statute. The statute provides timelines for applicability based upon the number of people employed by the contractor. The bill is effective July 1, 2011. The Department of Management Services is granted rulemaking authority to administer the new section. 34
Governance • Legislative Update cont. : ― HOUSE BILL # 871: HB 871: broadens the definition of “commodity” in section 287. 012, F. S. , to include a definition of “off-the-shelfcommodity” as a good or merchandise that is consumable but is not proprietary in nature and expands the discretion granted agencies to use a “request for quotes” for purchases of “off-the-shelfcommodities” on purchasing agreements and State Term Contracts (“STC”) in order to obtain a better price than is available from a STC. Also, permits an agency to buy this type of commodity from another source if better price or term is found. Also, mandates that agencies purchase generic brands of “off-theshelf commodities” unless an adequate justification is found. 35
Governance • Legislative Update cont. : ― Senate Bill 374: Creates the Health and Human Services Contract Resource Center housed within DMS for administrative and fiscal contract management only for outsourcing of services for the Department of Children and Family Services, the Department of Elderly Affairs, the Department of Health, the Agency for Persons with Disabilities, the Department of Juvenile Justice, and the Agency for Health Care Administration. Also, provides an exemption for competitive bidding for services provided by an eligible lead community-based provider as described in s. 409. 1671(1)(e) currently under contract with the Department of Children and Family Services and in compliance with the department’s performance, fiscal, and administrative standards. 36
Governance Other Issues • Executive Order: 11 -02: E-verify – new DMS language Employment Eligibility Verification Contractor agrees that it will enroll and participate in the federal E-Verify Program for Employment Verification under the terms provided in the “Memorandum of Understanding” governing the program. Contractor further agrees to provide to the Agency, within thirty days of the effective date of this contract/amendment/extension, documentation of such enrollment in the form of a copy of the E-Verify “Edit Company Profile” screen”, which contains proof of enrollment in the E-Verify Program (this page can be accessed from the “Edit Company Profile” link on the left navigation menu of the E-Verify employer’s homepage). Contractor further agrees that it will require each subcontractor that performs work under this contract to enroll and participate in the E-Verify Program within ninety days of the effective date of this contract/amendment/extension or within ninety days of the effective date of the contract between the Contractor and the subcontractor, whichever is later. The Contractor shall obtain from the subcontractor(s) a copy of the “Edit Company Profile” screen indicating enrollment in the E-Verify Program and make such record(s) available to the Agency upon request. Contractor further agrees to maintain records of its participation and compliance with the provisions of the E-Verify program, including participation by its subcontractors as provided above, and to make such records available to the Agency or other authorized state entity consistent with the terms of the Memorandum of Understanding. Compliance with the terms of this Employment Eligibility Verification provision is made an express condition of this contract and the Agency may treat a failure to comply as a material breach of the contract. 37
Purchasing Directors’ Meeting February 24, 2011 • Agenda • Mobile Communications Services ITN • State Purchasing Operations/My. Florida. Market. Place • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Training and Certification • Governance • Reminder About Next Meeting Date 38
Purchasing Directors’ Meeting February 24, 2011 Next Meeting March 17, 2011 2: 00 – 4: 00 pm 39
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