Purchasing Directors’ Meeting July 15, 2010. 2 Agenda Department of Financial Services Purchasing Director’s Update Governance Bureau of Transportation,

Purchasing Directors’ MeetingJuly 15, 2010

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• Agenda

• Department of Financial Services

• Purchasing Director’s Update

• 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/MyFloridaMarketPlace

• Training & Certification

• Reminder About Next Meeting Date


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• Agenda



• Governance








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• Agenda



• Governance








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• Recycled Materials Reporting

• State Purchasing Change – Addition of Bureau D – Departmental Purchasing

• 287.057(6) Reporting

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• Agenda



• Governance








Governance

Chapter 2010-151, Laws of Florida (a/k/a SB 2386 – State Financial Matters)

•RULEMAKING to incorporate changes in new law has started.

•MAJOR CHANGES:Requires all contracts, including purchases from an STC, to have an agreement with scope of work and verifiable units of deliverables.

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Governance

Chapter 2010-151, Laws of Florida (a/k/a SB 2386 – State Financial Matters) continued…

•Substantially amended s. 287.057, F.S., relating to procurement methods. – Creates a new subsection one for all competitive

procurement methods.– The requirements for Invitations to Bid, Requests for

Proposals and Invitations to Negotiate were revised.– Before using an RFP or an ITN, an agency must

document why an ITB is not practicable.

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Governance

Chapter 2010-151, Laws of Florida (a/k/a SB 2386 –State Financial Matters) continued…

New section added:•Agencies, as defined in s. 216.011, F.S., are required to review existing contract renewals and reprocurements in an effort to reduce contract payments by 3%.

– The level and quality of services must not be affected.– Each agency shall renegotiate and reprocure contracts

consistent with this section.

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Governance

Chapter 2010-151, Laws of Florida (a/k/a SB 2386 –State Financial Matters) continued…

New section added:•Agencies required to review contracts for a “preferred pricing clause” – where the state is offered the most favorable price that contractor offers to any client.

– Agencies with any contract that contains a preferred pricing clause will require an affidavit from an authorized representative of the vendor.

– Affidavit must be submitted by vendor annually.– Failure by vendor to submit an affidavit may be grounds for

termination of the contract.10

Governance

Chapter 2010-151, Laws of Florida (a/k/a SB2386 –State Financial Matters) continued…

•New section added:– For the fiscal year 2010-2011 any entity spending funds in

excess of $5 million that are provided in the General Appropriations Act shall give preference, the extent allowed under any state or federal law, to vendors or businesses that have a principle place of business in the State of Florida.

– These vendors must also commit contractually to maximize use of state residents, products, and other Florida-based businesses in fulfilling duties under the contract.

– Agencies are required to identify and report on contracts subject to this section to the Agency for Workforce Innovation by March 1, 2011. 11

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• Agenda



• Governance








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Team 1 – Transportation & Energy

• P-Card Services– STC: Extended through January 6, 2011.– ITN: Two remaining respondents: CitiBank and Bank of America.

• Fuel Card Services– STC: Amendments in process to update agreement with TransMontainge and

extend contract through March 12, 2011.– ITN: Protest was withdrawn on June 18. Finalizing new contract with Wright

Express.

• Medium & Heavy Trucks– STC: Expires September 30, 2010.– ITB: Launched on July 6.

• Solicitations in Development– Motor Vehicles (expires September 30)– Bulk Fuel: Tank Wagon Deliveries

Bureau of Transportation, Facilities andSupplies

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Team 2 – Institutional Furnishings & Supplies

• Office Furniture STC– Numerous GSA modifications are in process. Please verify correct pricing via the

STC website. – Pricing decreases for Global Industries & The Hon Co. (through 12/31/10).

• Educational/Institutional Furniture STC– New STC was posted on June 1. 70 vendors.– Price sheets (showing approved price list and discounts) are now available on the

STC website. Price lists (showing item pricing) are available through the contractor sites.

– Pricing decrease for Global Industries (through 12/31/10).

• Ice Machines– STC: Expires July 29; will be renewed through October 29, 2010.– ITB: New solicitation will be launched in July.

• Solicitations in Development– Floor Machines


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Team 3 – MRO & Law Enforcement

• Mail Services ITN– Negotiation team is working to clarify issues in Pitney Bowes’ response. – Reminder: We cannot yet define a timeframe for completed negotiations and

resulting contract (if any). Please work with your agency counsel to determine next action on your expiring SLAs.

• Can Liners STC– Pricing increases have been approved for all vendors effective June 1.

• Tools– STC: Expires July 29, 2010.– ITB: Launched June 10; received 8 responses; scheduled to post award on July 19.

• Solicitations in Development– Officers’ Equipment


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• Agenda



• Governance








Team 4 – Information Technology

• Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services

– Current contract extended until 11/22/2010– New contract will be effective 8/1/2010 and supersede current

contract

• IT Disaster Recovery Services – Intent to Award will be posted NLT 7/16/2010– New contract effective date estimated for July/August 2010– New and current contract will overlap thru 2/1/2011

• IT Research & Advisory Services (Gartner) (973-501-09-ACS)– Renewed 5/28/2010

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Technology, Office Equipment, Strategic Sourcing & Support Services Bureau


Team 5 – Office Equipment, Travel, & Support Services

• Courier Services

– Intent to Award anticipated in July– Current contract expires 8/14/2010

• Office Consumables– Office Depot Restrictionso Memo directing users of ACS 618-001-07 to use ACS 252-

000-09 for IT products now being handled by Tech Depot.

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Strategic Sourcing Services Team

• Office Consumables ITN– Currently in first round of negotiations with:o Gulf Cost Office Productso Leitz Office Productso Office Depoto Staples

• Food Delivery Prime Vendor Services– Executed ACS 6/28 (Dept. of Corrections, U.S. Foodservice)o Mark Hernandez is Contract Manager

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Strategic Sourcing Services Team

In The Works:

• Water Treatment Chemicals ITB

• Vehicle Maintenance ACS

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• Governance








Bureau of Services, Supplies, Insurance & Special Programs

Team 6 – Services, Special Programs, & Insurance

• Solicitations in Development– New state term contract for temporary medical, dental and nursing positions.

Thank you to focus group participants for great feedback.• Insurance:– EDPE insurance renewed.– Contractor’s Equipment Insurance ITB—awarded to Arthur J. Gallagher. Invoices

sent July 12.– Nuclear Property Insurance renewed. – Ocean Marine Insurance renewed.– Miscellaneous Property Insurance ITB in progress. Bids due July 16.• Central Non-Profit Agency RFP– Awarded to RESPECT.• Computer Software Training– Renewed with New Horizons.• IT Consulting Services

– Contract number on State Purchasing website updated to mirror contract number in MFMP. 22

Bureau of Services, Supplies, Insurance & Special Programs

Team 7 – SPAs and Special Projects• Medical and Dental Supplies

– Launched RFP on Tuesday, July 13. Bids due August 18.– Need two evaluators for “Qualifications” portion.– Please contact Donna Smith if interested.

• Tissues and Towels– Contract renewal effective August 1, 2010. – Achieved additional 4.88% savings through renewal. Pricing will be updated on

the State Purchasing website July 30, 2010.

• Potable Water and Food Grade Ice– All renewals except Lipsey and IAP Worldwide are complete.

• Climate Friendly Products List– Quarterly update complete. Contains 20,860 items.

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MyFloridaMarketPlace – SB 2386 Impacts

• Areas Impacted:– Terms of Use (hand out)– Purchase Order Terms and Conditions (hand

out)– Methods of Procurement (hand out)– Management Level Changes (hand out)– Section 45 unclear impact

• Good news - text changes - hot fix

• Timing: 4 to 8 weeks after approval

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MyFloridaMarketPlace2010 Year-End: Review

• The past three years, MFMP was taken down on July 1 to complete the “Certified Forward” and “Delay Purchase Until” process.

• Customers are notified of the systems availability through e-mail communications.

• Following the June 30/July 1 year-end processing activities, the Customer Service team worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc).

• These reductions in time assisted in a successful year-end process.

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Analysis Upgrade/ VBS and SPURSView

• Analysis Upgrade:

– Current go-live date: July 26, 2010

– Conversion over July 24 - 25

– We’ll be offering WebEx training sessions oNine sessions over three weekso July 12-30, Monday/Wednesday/Friday

– http://dms.myflorida.com/mfmp_upgrades

• That’s all folks!

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June Certifications

• Florida Certified Contract ManagerCarroll Kissam – DMA

Margaret Munsey – DOE

Jonathan Rakestraw – DMS

Cameo Collins - DJJ

• Florida Certified Contract NegotiatorJanet McMahan – DCF

Cameo Collins - DJJ

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June Recertifications

• Florida Certified Contract NegotiatorStuart Potlock – DMS

• Florida Certified Purchasing AgentCharles Day – DMS

Brenda Wells – DMS

• Florida Certified Purchasing ManagerBrenda Wells – DMS

Charles Day – DMS

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July Certifications

• Florida Certified Contract Negotiator Marilyn Rine – DCF

• Florida Certified Contract ManagerCynthia Godbey – DFS

• Florida Certified Purchasing Agent Christopher Walker – DMS

• Florida Certified Purchasing Manager Christopher Walker – DMS

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Project Management Professional

George Thomas- DFS

Lois Admire- DCF

Julianne Chester- HSMV

Jay Weinberg- DOH

Robin Kinney, AHCA

Roger Masten - DOT

**5 additional FREE (1 hour/1PDU) ESI webinars have been added to the DMS training website. We now have a total of 18 FREE ESI webinars available

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Training Schedule – In Tallahassee

• Negotiation Strategies and Techniques – July 26-29, 2010• Negotiation in Florida – July 30, 2010• Public Purchasing in Florida – Aug 10-13, 2010• CPPB Review – Aug 30-31, 2010• CPPO Review – Sept 1-2, 2010• Planning, Scheduling and Requirement Analysis – Sept 7-9, 2010• Contract Administration – Oct 4-6, 2010• Contract Management in Florida – Oct 7, 2010• Best Practices for Contract and Grant Management – Oct 8, 2010• Developing and Managing RFP’s – Nov 8-10, 2010• Legal Aspects – Dec 1-3, 2010

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Training Schedule – Outside Tallahassee

• Negotiation in Florida – Broward County – July 23, 2010 (Full)

• Contract Management in Florida – Winter Park, FL – Aug 26, 2010 (Full)

• Best Practices for Contract and Grant Management – Winter Park, FL – Aug 27, 2010 (Full)

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Recertification Workshops

In Tallahassee Training: • Advanced Contract Management in Florida Workshop – August 5,

2010• Advanced Public Purchasing in Florida Workshop – August 6,

2010• Advanced Negotiation in Florida Workshop – September 13-14,

2010• Advanced Negotiation in Florida Workshop – November 2-3,

2010• Advanced Contract Management in Florida Workshop –

November 4, 2010• Advanced Public Purchasing in Florida Workshop – November 5,

201035

Recertification Workshops

Outside Tallahassee Training:• Advanced Negotiation in Florida Workshop – Winter Park, FL –

October 4-5, 2010• Advanced Contract Management in Florida – Winter Park, FL –

October 6, 2010• Advanced Public Purchasing in Florida – Winter Park, FL – October 7,

2010• Advanced Public Purchasing in Florida Workshop – Coconut Creek, FL

- October 22, 2010• Advanced Negotiation in Florida Workshop – Winter Park, FL –

November 15-16, 2010• Advanced Contract Management in Florida – Winter Park, FL –

November 17, 2010• Advanced Public Purchasing in Florida – Winter Park, FL –

November 18, 201036

Recertification Requirements

• Florida Certified Contract Negotiator:– Complete the Advanced Negotiation workshop. Include a

copy of your certificate of completion with your recertification application.

– Must have led one (1) or participated in three (3) or more federal, state or local government negotiated procurements during the preceding five (5) year certification period and currently be employed in a state or local government position for which the job description includes contract negotiation responsibilities. Submit a copy of your current position description.

– Include the recertification application.

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• Florida Certified Contract Manager:– Complete the Advanced Contract Manager workshop. Include a

copy of your certificate of completion with your recertification application.

– Currently employed in a state or local government full time purchasing position for the State of Florida or one of its political subdivisions, or twelve (12) months cumulative experience managing one or more contracts for a Florida state agency or political subdivision. Submit a copy of your current position description.

– Complete Best Practices for Contacts & Grant Management. Include a copy of your certificate of completion.

– Include the recertification application.

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• Florida Certified Purchasing Agent:– Complete the Advanced Purchasing workshop. Include a copy of your

certificate of completion with your recertification application.– Provide a copy of your current official position description that verifies that

you have been in a purchasing related position for 12 months.– Include the recertification application.– Provide proof that your CPPB or CPPO is current.

• Florida Certified Purchasing Manager:– Complete the Advanced Purchasing workshop. Include a copy of your

certificate of completion with your recertification application.– Provide a copy of your current official position description that verifies that

you have been in a purchasing related position for three years, one of which was in a purchasing management position.

– Include the recertification application .– Provide proof that your CPPB or CPPO is current.

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• Agenda



• Governance








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Next Meeting

August 19, 2010

2:00 – 4:00 pm

Documents

Purchasing Directors’ Meeting July 15, 2010. 2 Agenda Department of Financial Services Purchasing Director’s Update Governance Bureau of Transportation,