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Purchasing Directors’ Meeting September 15, 2011. Purchasing Directors’ Meeting – 9/15/11. Agenda 2011 MatchMaker Conference & Trade Show Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services - PowerPoint PPT Presentation
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Purchasing Directors’ MeetingSeptember 15, 2011
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
3
Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
4
2011 MatchMaker Conference & Trade Show
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• November 16-18, 2011• To help all small minority, women and service disabled veteran
business enterprises connect with state government spenders, the Office of Supplier Diversity (OSD) hosts the MatchMaker Conference & Trade Show each year.
• The 2011 MatchMaker will be held at the Buena Vista Palace Hotel & Spa in Orlando.
• The agenda will be packed with events, offering attendees numerous opportunities to enhance their business skills and provide opportunities for small businesses to network with leading corporations, as well as state and local government purchasing officials.
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
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Transportation, Facilities and Supplies
Team 1 – Transportation & Energy
• Motor Vehicles (ITB No. 02-071-000-S)
― ITB issued September 7, 2011; new STC on schedule for November 1, 2011.
― If you have any questions, please contact Christopher Walker at 850-488-7540 or [email protected].
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Transportation, Facilities and Supplies
Team 2 – Institutional Furnishings & Supplies• Office Furniture and Files (STC ITB #17-425-001-F)― ITB award recommendation pending executive review and
approval. Anticipate October review. ― Current contract is in effect until March 1, 2012.
• Library Furniture (STC #420-590-07-1)― Working on next contract action recommendation. Current
contract is in effect until February 20, 2012.
• Carpet and Flooring Materials (STC #360-240-06-1)― Anticipate new solicitation in 2012. Current contract is in effect
until May 31, 2012.
Purchasing Analyst, Brenda Wells: 850-488-6904
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Transportation, Facilities and Supplies
Team 3: Public Safety & MRO
• Ammunition & Less-Lethal: 680-050-12-1― New Contract Pending― ITB Issued and Closed, August 2011― Award Recommendation on September 21, 2011
Purchasing Analyst: Mark Lovell, 850-487-2304
• MRO (WSCA) ACS: 450-000-11-ACS― Contract Signed September 2, 2011
Purchasing Analyst: Greg Hill, 850-922-1214
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Transportation, Facilities and Supplies
MRO ACS Benefits: # 450-000-11-ACS• Negotiated a dynamic Florida Market Basket (FL MB) consisting of
aggressively priced high volume items based off agency and OEU spend • FL MB will be updated quarterly to obtain best value on high volume items• Access to WSCA's MB of over 1400 competitively priced core items• Additional 3% discount applied to the18 categories under the WSCA bid
― e.g., HVAC 15% 18%, Safety 20% 23%, Cleaning 30% 33%― “all other” categories Grainger Catalog/ Grainger.com: 10% 13%• Over 900,000 SKUs available for next day ground deliver y• MFMP Punchout catalog available by end of September• Webinar to follow by end of October
MRO STCs Rolling Up Once Expired• Lamps & A/C Filters (STC# 450-000-09-1): Expires 01/08/2012• Electrical Equipment (STC# 450-000-07-1): Expires 11/13/2012• Can Liners (STC# 485-080-07-1): Expires 12/31/2012
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
11
Technology, Office Equipment & Support Services
STC Renewals
• PCs, Laptops, and Monitors Contract No. 250-040-08-1
― Expires 2/29/2012
• IT Network InfrastructureContract No. 250-000-09-1
―Expires 9/7/2012
Contract Manager: Joel Atkinson, 850-487-4196
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Technology, Office Equipment & Support Services
STC Update
• Rental Vehicles - Avis― New CCOC pick-up/drop-off locationo DOR Parking Lot – effective 9/8/2011
― Avis office still located in Building 4030o Visit STC Website for details
Contract Manager: Shameka Smith, 850-414-6740
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
14
Services, Supplies, Insurance & Special Programs
Team 6 – Services, Special Programs, & Insurance
• State Term Contracts/ACS – Online Legal Database Services - Renewed effective August 18, 2011. Please note
new instructions on how to use the contract. OPPAGA currently reviewing agency use of this contract.
• Insurance Policies― Aviation Insurance ― Expires September 28, 2011. Intent to award posted
September 12, 2011.― Boiler and Machinery Insurance ― Expires October 1, 2011. Renewal in progress. ― Automobile Insurance ― Expires October 20, 2011. Renewal in progress.
• Special Projects– Pharmaceutical solicitation in progress and will be on the street by November 1,
2011. All affected agencies are participating. Please contact Cliff Nilson (488-7804) with questions.
• New Staff on Team 6– Corina Chiorescu ― Purchasing Specialist. Previously managed health services
contracts for the Department of Corrections. Will assist in procurement and management of all contracts assigned to team.
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Services, Supplies, Insurance & Special Programs
Team 7 – SPA/Special Projects/Emergency Purchases
• Paper: Tissues and Towels ― Solicitation document is in final review. Expected launch before October 1.
• Recycling Services: End of Life Electronics Equipment ― Renewal is complete. The new agreement expires July 21, 2014.
• Potable Water and Food Grade Ice ― Expires August 2, 2012. Draft solicitation will be ready for management review by October 1, 2011.
• Reclaiming Mercury from Spent Lamps, Batteries ― Expires January 6, 2012. Please contact Frank Miller (488-7516) with feedback
about this agreement.
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
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Training and Certification Program
Procurement Training Schedule (Tallahassee)
• Contract Administration – October 10-12
• Contract Management in Florida – October 13
• Advancing Accountability: Best Practices for Contract and Grant Management – October 14
• Legal Aspects – November 7-9
To check for updates to the training schedule please go to:
http://dms.myflorida.com/upcoming_procurment_training
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Training and Certification Program
Procurement Training Schedule (Outside Tallahassee)
• Advanced Negotiation Workshop located in Ft. Lauderdale – October 20-21
• Advanced Negotiation Workshop located in Sanford – November 7-8
To check for updates to the training schedule outside Tallahassee please go to:
http://dms.myflorida.com/outside tallahassee training
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Training and Certification Program
PMP Training Schedule
• Developing a Business Case – September 27-28
• Foundations of Business Analysis – November 1-3
• PMP Exam Prep – December 6-8
To check for updates to the training schedule please go to:
http://dms.myflorida.com/upcoming_pmp_training
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
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Governance
Chapter 2011-47, Laws of FloridaImplementing 2011-2012 General Appropriations Act
New requirement:Section 80 of the law requires agencies to report to the Senate President and Speaker of the House by June 30, 2012, with a list of products purchased from a source other than PRIDE when a comparable product could have been obtained from PRIDE. The report must include an explanation of why the product was not purchased from PRIDE. Signed into law, effective July 1, 2011.
UPDATE:
– DMS Departmental Purchasing created a spreadsheet to capture this data.– A report of all purchase orders can be run in MFMP Analysis where
agencies select all of PRIDE’s commodity codes and deselect PRDIE as a vendor. State Agencies would still have to provide justification for each purchase, but this report would help identify the relevant purchases.
22
Governance
Chapter 2011-64, Laws of FloridaSB 2152: Transportation
New requirement:Requires that all state agencies develop and adopt assessment protocols for evaluating and determining whether equipment, machinery, or other inventory needs repair or restored before a request to replace the item is approved. Signed into law, effective July 1, 2011.
UPDATE: – DMS Division of Real Estate Management created a decision tree in
response to this requirement.
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
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State Purchasing Operations/MyFloridaMarketPlace
MFMP upgraded on September 6, 2011
https://Buyer.MyFloridaMarketPlace.com/Buyer/Main
Delivering the change our customers requested
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State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 Week One Review
• Record usage levels Day One
― 260 concurrent users, average is 75― 333 at peak, which was 50 percent more than ever before
• Brief mid-day unavailability Wed., Sept. 7― Technical changes made before close of business
o Database configuration changeo Applied Ariba-recommended indexeso Additional tuning
― Immediate performance improvement― Monitoring and tuning continue for the next four weeks― Customers should see continuous improvement
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State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 includes Sourcing 3.0 eQuote
• Use for informal quotes― Purchases < $35,000 or Requests for Quote (RFQ) off state term
contracts
• Create one Sourcing event to reach multiple vendors
• Process is 100 percent electronic― Receive and track vendor responses in Sourcing 3.0― Vendors can offer product substitutions or provide other
decision-making information
• Faster informal quote procurement-to-pay process
• Learn more in our upcoming webinars, Sept. 21 and 29
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State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 Customer Support• “What’s New in MFMP 3.0” webinars
― This week and next
• “Office Hours” webinars each Friday in September
• Exclusive MFMP recorded training “tours”― “What’s New in MFMP 3.0” series― Usual functional series
• Resume regular fall workshop training schedule in October http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/buyer_training_opportunities/tallahassee_training_sessions
• Week One Kit, Daily Tips and updated manuals http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_upgrades/mfmp_3_0_go_live_resources
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
Project Overview
Sept 15, 2011Purchasing Director’s
Meeting
Procurement ProcessImprovement Plan (PPIP)
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PPIP Project Overview
The PPIP Project is a DMS-led initiative aimed at improving the processes and efficiencies of State Purchasing’s business operations.
•The project team will leverage best practices to standardize and streamline its sourcing processes while providing valuable cost savings and contract management to the state. •The project team will also support the roll-out of Enterprise-wide sourcing best practices.
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PPIP Team
• State Purchasing CPO, Bureau Chiefs, and Purchasing Professionals
• State Agency Purchasing Directors and Contract Administrators
• Accenture Project Manager and MFMP Team
• Input and feedback from stakeholders, including you!
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PPIP Project Management Documents• Project Charter
– Defines purpose, objectives and scope
• Project Management Overview– Used to market and promote PPIP
• Project Workplan– Detailed 16 month project plan for the PPIP with a timeline,
milestones and deliverables – Project Workstream
• PPIP Management• Communications• Strategic Sourcing/Competitive Procurement - Phase 1• Non-Competitive/Exempt Procurement – Phase 2• Florida Best Practices Assessment – Phase 3• Adoption and Project Success Management – Phase 4
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Project Charter
“Ultimately, the team intends to identify and implement sourcing best practices which will result in increased utilization of MFMP Sourcing and lead to more effective, lower cost contracts and quicker sourcing through the standardization of processes. These best practices will provide the framework to State Purchasing who will provide support and guidance to all state agencies and other eligible users enabling each user to adapt the 7-Step Sourcing Methodology to its unique position. The team will also develop measures to judge the success of the project.”
PPIP Project Charter
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7-Step Strategic Sourcing Methodology
Profile Internally & Externally
Develop Strategy
Screen Vendors &
Selection Factors
Conduct Auctions &
Shape & Negotiate
Value Propositions
Implement Agreements
Conduct Industry Analysis
Strategy
Vendor Analysis
Prepare Fact-Based
Negotiation “Packages”
External Profile
Internal Profile TCO Model Value Propositions
Assess Opportunities
Profile Internally & Externally
Develop Strategy
Screen Vendors &
Selection Factors
Conduct Auctions &
Shape & Negotiate
Value
High-Level
Conduct Industry Analysis
Vendor Analysis
Prepare Fact-Based
Negotiation “Packages”
Kick-Off &
Form
Profile Internally & Externally
Develop Strategy
Develop Vendor
Selection Factors
Conduct Competitive
Event
Prepare Value
Proposition & Award
Implement & Manage
Agreements
Conduct High-Level
Opportunity Analysis
Develop Internal Profile
Build TCO Model
Finalize Scope /
Strategy
Develop Evaluation Questions
Conduct Solicitation
Develop Value
Proposition
Make Award Decision
High-Level Opportunity
Analysis
Workplan
Vendor Selection Factors
ITB/ITN/RFP Communication Plan
Kick-Off & Explore
Opportunities
-
Engage Internal Team
Implement Agreement
Intent to Award (ITA)
Develop External Profile
Preliminary Business Case
Scope / Strategy
Establish Mandatory
Criteria
Document Savings
Save Sheet
Manage Agreement
Execute Communication
PlanCreate
Preliminary Business Case
Engage External Team
Implementation Plan
Create Workplan
Develop Solicitation
Negotiation Plan (if ITN)
Typical Deliverables
Key Worksteps
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Key Objectives
The primary goals of the PPIP are to:
• improve the effectiveness and efficiency of sourcing through establishing processes and procedures that reflect best practices,
• better leverage the MyFloridaMarketPlace (MFMP) Sourcing module, and
• develop a continuous improvement protocol to better monitor and actively manage sourcing activities.
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Project Timeline
The PPIP Project will work with key stakeholders across all State Agencies throughout the initiative.
Project Workstream Timeline
9/11 10/11 11/11 12/11 1/12 2/12 3/12 4/12 5/12 6/12 7/12 8/12 9/12 10/12 11/12 12/12 1/13
Procurement Process Improvement Project (PPIP) Management
Communications Workstream
Strategic Sourcing / Competitive Procurement Workstream - Phase 1
Non-Competitive / Exempt Procurement Workstream - Phase 2
Florida Best Practices Assessment - Phase 3
Adoption and Project Success Management Workstream – Phase 4
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Major Deliverables
The deliverables created during this initiative will redefine how the State of Florida sources goods and services.
•State Purchasing Sourcing Policies and Procedures Manual will provide detailed information on how to use a7-step sourcing methodology in sourcing statewide agreements
•Training for all State Agency procurement professionals on how to apply the new policies and procedures, including demonstrations of the MFMP Sourcing tool, for use in future sourcing events
•Florida Sourcing Best Practices which will capture the new ways of working, the nuances of sourcing in the State of Florida, and a description of the new sourcing solution
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Benefits to the State of Florida
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Benefits to Purchasing Directors or Contract Administrators
• Policies and Procedures Manual can be used to develop best practice agency policies and procedures
• Training to ensure that users of the system are properly equipped to know their environment and are confident enough to adopt the structure for their next sourcing event
• Best Practices will increase transparency of agency sourcing strategies to allow for sharing and adoption of new models
• Project Management allows for key managerial insight into scope, tracking, resourcing and accountability
• Electronic Environment for document tracking, editing, storage, and retrieval provides for a total desk top solution to file management
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Related Projects
• Sourcing Status Report– With PPIP driving towards full adoption of the MFMP
Sourcing Tool for sourcing events, these status reports will provide management-level visibility to sourcing and contract management activities within State Purchasing (state agencies in the future).
• Catalog Focus Initiative– This initiative aims to ensure the best catalog strategy is in
place for all state managed contracts.
• Procurement Balanced Scorecard– This scorecard is intended to provide better visibility to the
health of the procurement function. The scorecard includes four quadrants that provide a comprehensive indication of the procurement function's performance.
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Contact Us
To find out more about the PPIP Project, please contact us:– Tim Gibney, CPO and Director of State Purchasing
– Kelly Loll, Project [email protected]
– Linda McDonald, Marketing & Communication [email protected]
Whether you want to better understand the project scope, stay in touch through our communication channels, or get involved, we’d be happy to hear from you.
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Purchasing Directors’ Meeting – 9/15/11
• Agenda
• 2011 MatchMaker Conference & Trade Show
• Bureau of Transportation, Facilities & Supplies
• Bureau of Technology, Office Equipment & Support Services
• Bureau of Services, Supplies, Insurance & Special Programs
• Training and Certification
• Governance
• State Purchasing Operations/MyFloridaMarketPlace
• Procurement Process Improvement Plan (PPIP)
• Reminder About Next Meeting Date
43
Purchasing Directors’ Meeting – 9/15/11
Next Meeting
October 20, 2011
2:00 – 4:00 pm