Purchasing Directors’
Meeting
January 19, 2012
Agenda
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Introductions – All
State Purchasing team
MFMP 3.0 Sourcing eQuote demo – Ron Leggett
MFMP discussion items – Danielle Kosberg
PPIP survey results – Hal Houston
Training – Dick Chatel
Short listing – Dick Chatel
PD meeting focus and attendees – Kelly Loll
Hot topics - All
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State Purchasing Team
Update from new State Purchasing team members
• Thad Fortune, MBE Administrator
Office of Supplier Diversity
• Mike McClure, Bureau Chief
Fleet Management & Federal Property Assistance
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MyFloridaMarketPlace
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MFMP 3.0 Sourcing eQuote demo
eInvoicing
Vendor inactivation
Reluctant vendor
Commodity codes cleanup
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PPIP Stage 1 and 2 Survey Results
Overview
• DMS released the Stage 1 and 2 PPIP survey in mid-December to request
input about each state agency’s typical procurement process and lessons
learned.
• A big thank you to all individuals who participated in the survey process,
we will incorporate your feedback into the PPIP process moving forward
Brief summary of our key findings:
• Total survey responses received – 33
– 50 percent of agencies represented (19 agencies)
• 96 percent of participants identified their agencies as following a
standardized and documented procurement process for every
procurement
• 93 percent follow a standard process for contract renewals most or all of
the time
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PPIP Stage 1 and2 Survey Results (cont.)
Would your agency benefit from a statewide
standard sourcing process across State of
Florida agencies?
Unsure,
48.3%
Yes, 37.9%
No,
13.8%
Perceived Benefits of a Standard Sourcing
Process:
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48 percent of participants are “unsure” if their agency
would benefit from a standard (statewide) sourcing
process
Survey Quotes:
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“Standardized forms would be appreciated.”
“….with the option for the agency to add agency specific
docs and language would be very beneficial.”
“consider each agency's different requirements and
statutory authority.”
Current Procurement Processes and Areas of Focus:
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70 percent believe their agencies could benefit if their Procurement Office were involved earlier in the procurement process.
With regard to the use of formal procurement documents, the following documents are used by the corresponding percentage:
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Project Timeline / Workplan – 71 percent
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Procurement DecisionTree – 42 percent
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Business Case – 32 percent
Near-Term Goals of the PPIP:
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Provide standard process and communication tools encouraging early involvement by the Procurement Office
Refine and provide consistent procurement tools for common-use across the state
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PPIP Stage 1 – 2 Survey Results (cont.)
Next Steps:
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The PPIP Team will continue to keep stakeholders engaged through ongoing surveys,
purchasing director presentations, and focus groups.
State Purchasing / MFMP updating bi-monthly newsletter will include PPIP news
- Will send regular e-mails with information and continue purchasing director
meeting updates
Select your top three preferred options for regular
communications about the PPIP project.
120.0%
100.0%
80.0%
60.0%
40.0%
20.0%
0.0%
Monthly one- Regular emails DMS website DMS social
page
with updates,
page
media
newsletter
variable
(Facebook and
frequency
Twitter)
Monthly
Purchasing
Director
meeting
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Training
• Certifications available
• Current status
• Short-term solutions
• Long-term solutions
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Certifications Available
Certified Professional Public Buyer (NIGP)
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Bachelor’s degree, college or seminar training in purchasing
Two years of public purchasing experience
Examination
Funded by candidate
Candidates apply directly to NIGP
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Certifications Available
Certified Public Purchasing Officer (NIGP)
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Bachelor’s degree, college or seminar training in purchasing
Three years total purchasing experience
Examination
Funded by candidate
Candidates apply directly to NIGP
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Certifications Available
Florida Certified Purchasing Agent (SP)
• Public Purchasing in Florida seminar (SP)
• 12 months experience in a full-time purchasing position for the
State of Florida or one of its political subdivisions
• Funded by candidate or agency
• Candidates apply directly to DMS
• Recertification
– Current Certified Professional Public Buyer (CPPB) or Certified Public
Purchasing Officer (CPPO) certification
– Certificate of completion of advanced purchasing workshop
– 12 months experience in a full-time purchasing position for the State of
Florida or one of its political subdivisions
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Certifications Available
Florida Certified Purchasing Manager (SP)
• Public Purchasing in Florida seminar (SP)
• 3 years experience in a full-time purchasing position (one year
must be in a Florida public purchasing management position)
• Funded by candidate or agency
• Candidates apply directly to DMS
• Recertification
– Certified Professional Public Buyer (CPPB) or Certified Public Purchasing
Officer (CPPO) certification
– Advanced purchasing workshop
– Three years experience in a full-time purchasing position (at least one year
must be in a Florida public purchasing management position)
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Certifications Available
Florida Certified Contract Manager (SP)
• Contract Management or Contract Administration seminar
(NIGP)
• Contract Management in Florida seminar (DMS)
• Best Practices for Contract and Grant Management in Florida
(DFS)
• 12 months experience in a full time purchasing or 12 months
cumulative experience managing one or more contracts
• Funded by candidate or agency
• Candidates apply directly to DMS
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Certifications Available
Florida Certified Contract Manager (SP)
• Recertification in five years
– Contract Management or Contract Administration seminar (NIGP)
– Contract Management in Florida seminar (DMS)
– Advancing Accountability: Best Practices for Contract and Grant
Management in Florida (DFS)
– 12 months experience in a full time purchasing position, or
– 12 months cumulative experience managing on or more contracts for
a Florida state agency
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Certifications Available
Florida Certified Contract Negotiator (SP)
• Required on ITNs exceeding $1 million
• General Public Procurement or Sourcing in the Public Sector
seminars (NIGP)
• Negotiation Strategies & Techniques seminar (ESI ) or approved
equivalent
• Negotiation in Florida seminar (DMS)
• Training funds previously provided to DMS for agency training
• 12 months in a full-time purchasing, contract management, or
contract administration, or
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Certifications Available
Florida Certified Contract Negotiator (SP)
• Candidate may have worked as political subdivision agency
attorney whose duties included providing legal counsel to an
agency’s purchasing or contracting staff.
• The candidate must have led a team through at least one
procurement through negotiation, or served on at least three
federal, state, or local government negotiation teams.
Or
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Certifications Available
Florida Certified Contract Negotiator (SP)
• M.B.A. (or similar graduate degree) who has:
– Led a government negotiation team through a negotiated procurement or
served on at least government negotiation teams
– Completed either a semester-long business school or graduate level class
on negotiation
– Negotiation Strategies & Techniques seminar (ESI) or approved equivalent
– Negotiations in Florida or approved equivalent (DMS)
– General Public Procurement or Sourcing in the Public Sector
seminar(NIGP)
– Worked a minimum of 12 months for the State of Florida or one of its
political subdivisions
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Certifications Available
Florida Certified Contract Negotiator (SP)
• Recertification (five years)
– 16 hours of recertification training courses
– Led one or participated in three negotiated procurements during the
preceding five years
– Employed in governmental position that requires negotiations in the
position description
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Certifications Available
Project Management Professional (PMI)
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Bachelor’s degree or the global equivalent
4,500 hours leading and directing projects
35 hours of project management classroom training
Examination required
Required for ITNs exceeding $10 million
Funds previously provided to DMS for agency training
Recertification IAW PMI guidelines
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Current Status
• Funding for FCCN and PMP no longer provided
• Agencies must fund from expense budget; results in lower
participation
• Minimum class size requirement eliminated course offerings
• Secretary suspended certification programs
• State Purchasing re-examining approach to training and
certification
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Short-Term Solution
• Request class size amendment from vendors for negotiation and
PMI training
• Lack of funding will necessitate a shift from purchased training to
organic training
• SP pilot program: focus on PPIP process
– Basic training considers stage process and job responsibilities
o 7 Stage Overview +
 Process/MFMP
 Category Manager
 Contract Manager
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Short-Term Solution
• Advanced Training at Application Level
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Phase training (in-depth)
Data analytics
Market analysis
Negotiation
Forms and templates
Pricing
Contract management functions
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Long-Term Solution
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Request additional positions for Fiscal Year 2013-14
Request central funding for procurement related training
Use agency trainers with periodic assessment by DMS
Develop central certification examination system
We Welcome Your Suggestions!!!
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Short Listing
• Section 287.057(1)(c)(4), Florida Statutes, authorizes the use of
Competitive Range (short list).
• Competitive Range (short listing) is a decision which requires
posting. Each decision (posting) incurs a protest window.
• Once a firm is eliminated (excluded from the competitive range),
negotiations with that firm are prohibited.
• Agencies may negotiate with firms in the competitive range.
– Repetitive rounds of negotiation are permitted.
– Consult your General Counsel regarding resubmittal/clarification of
proposal information
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Meeting Focus and Attendees
• Audience – Purchasing Directors
– Invite your staff as necessary; limited seating
• Frequency – bi-monthly
– Continue two hour meetings
• Format – continue with dialogue / open format
– Welcome input and presentations from agency purchasing directors
• Other
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Hot Topics
Open Discussion
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