Purchasing Directors’ Meeting July 17, 2008. 2 Agenda Gilmore Services Bureau A Bureau B Training and Certification MFMP Reminder About Next Meeting Date

Purchasing Directors’ MeetingJuly 17, 2008

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• Agenda• Gilmore Services• Bureau A • Bureau B• Training and Certification• MFMP• Reminder About Next Meeting Date


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Gilmore Services………. Time is Money

COMPANY DATA 53 Year old Pensacola based, privately held, 3rd generation

family owned, diversified business services company

Company offering concentrates on a complimentary core of document/data/ information management services

45 employees serving 1,700 customers committed to a long held company policy which demands that the customer is ALWAYS right.

Custom tailored services and schedules to meet virtually any need.

DOCUMENT SHREDDINGPoint to point GPS

trackingNAID AAA Certified314+ tons/day capacityDetailed billingCertified Destruction

Video monitoring Off-Site Service On-Site Service Bulk or monthly Mobile Fleet 100% recycled

Gilmore Difference

Capacity CostGilmore Shred-it Gilmore Shred-it Gilmore Shred-it $ %

Pick-up time 10 10 1,000 lbs. 30 30 -$ 60.00$ Shredding 10 10 1,000 lbs. 9 30 91.50$ 60.00$ Escort time 39 60 11.38$ 17.50$

TOTAL COST WITH ESCORT 102.88$ 137.50$ 34.62$ 33.65%

TOTAL COST WITHOUT ESCORT 91.50$ 120.00$ 28.50$ 31.15%

Assumes total state emplyee cost of $17.50/hr.Assumes Gilmore is priced according to state contract and Shred-it is priced at $2.00 per minute.

Site time (minutes)Container count SAVINGS PER SERVICE

Gilmore/Shred- it COMPARISON WITH GILMORE USING IDENTICAL CONTAINERS

CapacityGilmore Shred-it Gilmore Shred-it Gilmore Shred-it $ %

Pick-up time 7 10 1,000 lbs. 21 30 -$ 60.00$ Shredding 7 10 1,000 lbs. 17 30 73.93$ 60.00$ Escort time 38 60 11.03$ 17.50$

TOTAL COST WITH ESCORT 84.96$ 137.50$ 52.54$ 61.84%

TOTAL COST WITHOUT ESCORT 73.93$ 120.00$ 46.07$ 62.32%

Assumes Gilmore uses 5 consoles, 1-95 gallon, and 1-65 gallon container.Assumes total state emplyee cost of $17.50/hr.Assumes Gilmore is priced according to state contract and Shred-it is priced at $2.00 per minute.

Gilmore/Shred- it

CostSite time (minutes)Container count SAVINGS PER SERVICE

COMPARISON WITH GILMORE USING CONSOLIDATED CONTAINERS

Why NAID Certification?

• NAID was founded to stop intentional fraudulent disposal of confidential materials by shredding service operators.

• NAID was also founded to stop unintentional fraud.

Questions to ask your time based fees shred service provider.• Why only have one service person working?• Why not offer off-site services?• Why not have multiple sized containers to

choose from?• Why do you use trucks one fourth the speed

of the industry standard?• Are you NAID certified?

What Gilmore customers have to say

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Bureau A Contract Updates

• New Contracts:– Recycling Services for End of Life Electronics, effective July 22– Ice Machines, effective July 30

• Contract Expirations:– Food Service Operations: June 30

• Solicitations in Development:– Ammunition

• Mark Lovell, 487-2304– Floor Maintenance Machines

• Mina Barekat, 488-1985

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Bureau A Activity Updates• Energy & Transportation Team:

– Aviation fuel project update– Motor vehicles update– Ethanol (E-10) solicitation results

• Furnishings & Institutional Supplies Team:– Carpet: amending contract to remove RFQ requirement

• MRO & Law Enforcement Team:– Body armor updates– Finalizing MRO data analysis

• SPAs & Special Projects Team:– Investigating document storage category– Analyzing sales on paging services (expires 9/12)– Researching standard “green” language– Amended the HIRE contract to add Smith’s Detection

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Bureau B Contract Updates

• New Contracts:– None to report

• Contract Expirations:– Old IT Hardware, July 31st (Printers temporarily to ACS)– Computer Software Training – Extension

• Solicitations in Development:– Supplements to PCs and laptops (ruggedized and Mac-OS)

• Mark Foss, 488-1086– Software Phase 1 (Mainframe)

• Lori Potts, 487-4196– Computer Assisted Legal Research

• Ommet Mbiza, 488-7804– Gift Card

• Michael Bailey, 487-0417

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Bureau B Activity Updates

• Technology & Telecommunications Team:– Telephony ITN in final stages of negotiations– IT Hardware Network Infrastructure in final stages of negotiations– Survey for AV contract replacement is out– RFI for mainframe software providers is out

• Office Supplies & Equipment, Avis, Pharmaceuticals Team:– Office Depot audit has been provided to the DMS IG Office– DHL zip code tool online for service reduction– Meadwestvaco punchout to go live without inside delivery as a catalog item– Travel Services suspended due to airline market conditions

• Special Services, Property Insurance, PRIDE and RESPECT Team:– Misc. Property to renew Aug. 8th

– RESPECT desk calendars minor price increase– PRIDE is proposing digital imaging services (scanning, microfiche

conversion, document destruction). Is there any interest?

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Training & CertificationJuly 17, 2008

• Legislative Funding Budget - $250,000– Florida Certified Contract Negotiators (FCCN)– Project Management Professionals (PMP)– PMP Professional Development Units (PDU)

• Training– Project Leadership, Management &

Communications– Business Process Analysis, Innovation & Redesign– Project Management for Contracting Professionals

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AgendaMyFloridaMarketPlace

The SPURS Sunset

Review: Prioritized Change Requests

Reporting and Survey

Agency Training & Request for Facilities

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MyFloridaMarketPlaceThe SPURS Sunset

Close Out Old Purchase Orders

Reduce SPURS Access

Vendor Add Functionality

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Close Out Old Purchase OrdersAgency Approval to Close

(X)POs Closed (date)

Highway Safety/ Motor Vehicle (HSMV)

Dept. of Revenue (DOR) X 6/23/08

Florida Dept. of Law enforcement (FDLE) X 6/23/08

Dept. of Corrections (DC) X

Dept. of Elder Affairs (DEA) X 6/23/08

Dept. of Military Affairs (DMA) X 6/23/08

Public Service Commission (PSC) X 6/23/08

Dept. of Business and Professional Regulation (DBPR)

Dept. of Education (DOE) X 6/23/08

Florida Retirement System (FRS) X

Agriculture and Consumer Services (ACS) X

Florida School for Deaf & Blind (FSDB)

Dept. of Environmental Protection (DEP) X 6/23/08

Division of Administrative Hearings (DOAH)

Legislature (LEG)

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Reduce SPURS Access

We have identified many with SPURS access that have not accessed SPURS in one or more years, some as many as 15 years.

We intend to reduce access to those that really need it.

We will communicate with agencies about mid-July with a list of SPURS accesses we intend to close out.

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Vendor Add FunctionalityDepartment of Financial Services

Department of Financial Services is considering adding the vendor add functionality to the statewide vendor file for agencies.

New edits will be included in the functionality to improve the state’s 1099 reporting process.

MFMP may need to incorporate the new edits into their vendor registration process. JAD session will determine impacts.

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The SPURS Sunset




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Review Prioritized Change Requests Estimate Analysis

496CR 42 Add accounting details to Analysis

376CR 36 Make the Encumbrance number and the DO number the same

200CR 40 IR Remove Accounting Validation on Rejected IRs

DoneCR 37 Mass Edit Purchasing Codes

Hour Estimate

Change Request

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Review: Prioritized CRs

CR 37: Mass Edit Purchasing Codes (Buyer Code) - Completed

CR 46: Method of Procurement Updates – Completed Please note that the team did modify the initial design which

stated that the Method of Procurement (MOP) would not carry over on copied requisitions.

The design was changed to allow the MOP to carry over on copied requisitions.

The addition of the MOPs were implemented with CR 37. Combining these changes resulted in a cost savings of

approximately 24 “change request” hours. These new codes were available May 29, 2008, in MFMP. We are taking a fresh look!

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The SPURS Sunset




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Reporting tools that exist:

Secure Website Reports Analysis Customized Agency Reports (Report Requests) Online (System) Searches

Focus: to search for a single, optimal reporting solution for all buyer customers (comprised of several tools)

Purchasing F&A End Users

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Research completed to determine where we are:

Project Charter

Gap Analysis Reporting Survey

Alternative Analysis

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Project CharterProject Charter

Purpose: to identify a single, optimal reporting solution for all buyer customers (purchasing, F&A, end users)

Approach: • to conduct research on current reporting

environment • to identify current reporting “gaps”• to identify reporting alternatives/solutions

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Gap AnalysisGap Analysis

Purpose: to communicate functional and training requirements that are currently not resident in the MFMP reporting environment

Areas must be addressed in the optimal reporting environment

17 gaps identified Gaps are categorized by severity:

• High• Medium• Low

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Reporting and Survey Gap Analysis, cont.Gap Analysis, cont.

Identified gaps include:

• Lack of agency awareness of reporting tools available (recommend: provide reporting training)

• Reporting job aid out-of-date (recommend: update it! And create any supporting guide cards)

• Lack of customer proficiency with using CSV files (recommend: create tutorials for obtaining CSV data, manipulating CSV data, etc.)

• DMS/MFMP lack of true understanding of reporting needs from buyer customers (recommend: reporting survey!)

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Reporting and Survey Reporting SurveyReporting Survey

We intend to conduct a customer survey, focus on reporting, in order to:

• Measure the degree of customer use of and needs for reporting tools

• Measure frequency of use of reporting services by MFMP customers

• Use this information to improve these services (identify what we can and cannot accomplish)

• Help identify specific needs to be addressed in the reporting training

Intended audience: those employees who should have working knowledge of these reports:

• Purchasing• F&A• End users

Intended rollout: August 2008

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Reporting and Survey Alternative AnalysisAlternative Analysis

Identified some alternative tools to best meet reporting needs, including:

• SPSS• enhancement of current state• enhancement of SPURSView• FIS

The customer survey will drive our review of what training is needed, what functional improvements are needed and what tools, if any, will be selected.

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The SPURS Sunset




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The DMS MFMP Team created training sessions that were conducted in May and June, 2008.

MFMP Training sessions included:New Requester (2 days) 5 sessionsInvoicing (1 day) 3 sessionsAnalysis (1 day) 2 sessions

The classes were filled within the first week of registration and the average attendance was 80%.

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Agency Training & Request for Facilities The team is now planning next fiscal year’s training activities. We

have sent requests to several agencies requesting to use facilities at these statewide locations: Tampa – 08/08 Ft. Lauderdale – 10/08 Jacksonville – 11/08 Orlando – 01/09 Pensacola – 03/09 Ft. Myers – 04/09 Miami – 05/09

Facilities need to have 10-15 computer stations (one for each participant) in addition to an instructor station with an LCD projector.

Facilities must also allow state employees from various agencies to participate.

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Local training will continue monthly in Tallahassee beginning August 2008.

New registrations for all locations will be posted to the toolkit soon and a communication will be sent out.

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Next Meeting

August 21, 20082:00 – 4:00 p.m.


Documents

Purchasing Directors’ Meeting July 17, 2008. 2 Agenda Gilmore Services Bureau A Bureau B Training and Certification MFMP Reminder About Next Meeting Date