Purchasing Directors’ Meeting
April 19, 2007
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
2
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
3
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
4
DMS VISION AND MISSION
• Service Motto
– We Serve Those Who
Serve Florida
• Service Vision
– Engaged Employees;
Satisfied Customers.
• Service Mission
– Providing Smarter,
Better, Faster Services
5
DMS SERVICE PROMISE
•
•
•
•
•
Communicate Concerns Immediately
Listen, Learn and Grow together
Act with Integrity and Honor
Strive for Greatness
Serve with a Servant’s Heart
I promise to serve with Class …
6
DMS 2007 PRIORITIES
• Implement best practices to create a
workplace of choice that fosters recruitment,
development, recognition and reward
• Improve our contract management
capabilities
• Create robust strategic plans for each major
program and service area
• Focus on the process and procedures of our
core competencies to create a springboard
for world-class performance
7
DMS 2007 PRIORITIES Cont.
• Increase the brand awareness of our
programs and services to our customers
• Develop Human Resource practices that
encourage a resilient workforce with the
ability and desire to serve in an emergency or
natural disaster
• Measure what matters and continually
improve the quality of services delivered to
our customers
8
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
9
MyFloridaMarketPlace 2.0 Update
Technical Infrastructure
Plan
Design
Build
Test
Train
Deploy
4/2/07
Accomplishments
MFMP
2.0 cutover
weekend (3/30-4/2)
In progress
Performance stabilization
• Issue resolution
• Analysis upgrade
• Sourcing upgrade
• Catalog Improvement
•
Upcoming
•On-demand training updates
•Operational reporting
10
MyFloridaMarketPlace 2.0 Update
Scorecard Initiative
•
•
Objective of the scorecard is to provide the agencies and the
MFMP Team with data to support the identification of process and
system improvements that can be made to maximize productivity in
each of the target areas
Will initially evaluate 4 key MFMP metrics by agency
–
–
–
–
Requisition to Purchase Order Cycle time: The elapsed time between
a requisition being initially submitted and finally approved and issued
as a purchase order to the vendor
Contract Spend %: The percentage of overall agency spend allocated
to State Term and Agency contracts
Agency Invoice Approval Cycle Time: The elapsed time between an
invoice being received and approved within an Agency (excluding DFS
audit time)
Prompt Payment Invoice %: The percentage of total MFMP agency
invoices that are approved within the agency within a 20 day window
11
MyFloridaMarketPlace 2.0 Update
Scorecard Initiative
•
•
•
•
•
Each metric will be supported by detailed data so that
the overall metric results can be analyzed and
understood
Individual agency data will be provided to the owning
agency for FY07 Q3 and FY07 Q4
FY07 Q3 data will be distributed by the end of April to
each agency (Admin Director, Purchasing Director and
F&A Director)
An all-agency scorecard will be produced starting FY08
Q1
It is expected that the scorecard metrics will evolve and
hopefully grow over time
12
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
13
Team 1 Updates
Transportation & Energy
• Contract Activity
– Fuel Card: Still exploring option to offer Fuel Card for rental vehicles.
In discussions with DFS on that issue.
(David Bennett 921-4072)
– Medium & Heavy Trucks: New contract was posted March 28.
– Auto & Light Trucks: Watch bulletin board and STC home page for
cut-off notices.
(Christopher Walker 488-7540)
• Solicitations
– Comprehensive Energy/ESCO: Launched ITN on March 26.
Responses are due April 24. Working closely with DFS, DEP, and DMS
program area.
(David Bennett 921-4072)
– Construction/Industrial Equipment: Working with DMS Fleet
Management to finalize specifications. Plan to launch by the end of
the month.
(Christopher Walker 488-7540)
14
Team 1 Updates
Transportation & Energy
Energy & Transportation Related Legislation:
•
HB 271: relating to ESCO contracts. We’re monitoring with DMS
Real Estate Management.
– Passed through House committees.
– Companion Senate bill 1164 is still moving through
committees.
– Similar bill, SB 2666, may also make it through for a Senate
vote.
•
Fleet Contracts & Fuel Issues:
– Monitoring with DMS Fleet
– Pending Legislation: PCB ENRC 07-1
– Sets standards for state fleet biodiesel usage - “subject to
availability”. Requires annual DMS report to Legislature. DMS
Fleet is working to postpone or at least better define this
reporting requirement.
15
Team 1 Updates
Transportation & Energy
• Fleet Review Steering Committee:
– Draft reports from Mercury Associates delivered to DOT and
DMS in early April.
– Recommends major legislative funding to begin the fleet
replacement process and define a process to maintain
adequate levels of funding over an extended period.
– Other recommendations include:
•
•
•
•
Investigate a State Contract for service & maintenance
Change statute to allow vehicle purchases through Sept. 30
Improve salvage determination process
Replace EMIS
– The steering committee intends to continue an active forum.
Committee plans to meet regularly with DMS Fleet and
State Purchasing representatives to discuss on-going fleet
related issues.
16
Team 2 Updates
Furnishings & Institutional Supplies
• Contract Activity
– Non-Office Furniture contracts: Experiencing contractor web site
issues. We’re working to get all of those links and information
finalized.
– Floor Maintenance Machines:
• Recent revisions to Sanitaire product offering and pricing.
• Will begin renewal/re-bid analysis next month. Mina will be
reaching out to primary customers for input.
(Mina Barekat 488-1985)
– Office Furniture & Files: Reviewing applications from over 40
manufacturers for addition to contract. Expect adjustments in May.
– Carpet & Installed Flooring: We will be reviewing manufacturers for
addition to contract. Expect adjustments in July.
(Brenda Wells 488-6904)
17
Team 3 Updates
MRO & Law Enforcement
• Contract Activity
– Ammunition: We have requested feedback on a potential renewal.
Major users have been contacted directly, but all input is welcome.
– Uniforms: Pursuing punch-out sites with Superior Uniform Group
and VF Imagewear.
– Body Armor: Recent product additions and price reductions.
(Mark Lovell 487-2304)
– Can Liners: Finishing up revised catalogs in MFMP.
– MRO: Refining Mayer Electric web site issues.
(Chuck Beall 487-0635)
18
Team 7 Updates
SPA & Special Services
• State Purchasing Agreements (SPAs):
– Preparing e-quote for Print on Demand services. Should launch
next week.
– Preparing e-quote for Quick Copy services. Current agreement
expires in June.
– We’re reviewing boilerplate terms and conditions, as well as
special conditions, for update. Input is welcome!
(Gary McGee 410-2426)
• Contract Activity:
– Training ITN: Signed contract for Fundamentals of Public
Purchasing (with NIGP) on April 11. Complete contract is on the
STC website.
(Cyndee Sams, 921-0266)
19
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
20
Team 4 Updates
IT & Telecommunications
Jeff Rackley – Lead Purchasing Analyst
487-4196
jeff.rackley@dms.myflorida.com
Jon Yeaton – Purchasing Analyst
488-1086
jon.yeaton@dms.myflorida.com
Michael Bailey – Purchasing Specialist
487-0417 (Transitioning to Team 6)
michael.bailey@dms.myflorida.com
21
Team 4 Updates
IT & Telecommunications
• Progress on Leased & Purchased Copier Hard Drive and embedded
memory content
• BMC Software Alternate Contract Source now in place
• Live Scan Electronic Fingerprint Stations
– Delayed to include Leasing T’s & C’s
• New Wireless Voice/Data Solicitation
– Working with EITS to develop technical specifications
• Working with Gartner to assist in development of IT Hardware
Solicitation. Jeff Rackley will lead and will recruit Agency Team
Members for specifications and evaluation by this summer.
22
Team 5
Welcome New State Purchasing Team Members!
– Earl Campos Team 5 Lead Analyst
– Fran Shewan Team 5 Analyst
23
Team 5
Earl Campos
Purchasing Analyst, Lead Starts 3/16/07
Tel: 850.487.6592
Email: Earl.Campos@dms.myflorida.com
Fran Shewan
Purchasing Analyst
Tel: 850.488.4946
Email: Fran.Shewan@dms.myflorida.com
Beverly Butler
Purchasing Specialist
Tel: 850.414.6740
Email: Beverly.Butler@dms.myflorida.com
24
Team 5 Contract Updates
Mail Processing Equipment
•
•
•
USPS will raise rates estimated 5/7/07, affecting hundreds
of machines across the State
Rates will now be based on weight, size, and thickness
Models affected are:
•
•
Pitney Bowes DM800, DM900, DM1000
Modular Mailing Hasler PowerPost and Neopost IJ105
– Contract now includes upgrade pricing
25
Team 5 Contract Updates
New Contracts
Library Materials
• New contract with 49 vendors effective 3/1/07
• Average savings of 15% off MSRP
• Supplemental ITB to add additional vendors
• Contract will be amended at conclusion of Supplement to
include % range pricing and annual addition/deletion of
vendors.
Air Travel Contract
26
Team 6 Updates
Special Programs
• Contract for Broker of Record for Bridge, Property and Business
Interruption for FDOT – Awarded to Arthur J. Gallagher, Florida.
• New Temporary Employment Staffing ITB – Intended Award to
be posted 4/23/07 Expanded Staffing Positions including
Medical Staff (Non-Mandatory use for Medical Staffing only)
• Computer Software Training contract (expiring 07/19/2007)
• Will recommend renewal
• Electronic Data Processing Equipment Insurance - Q&A was
posted 4/13/2007. Responses due: May 8, 2007 @ 2:00 P.M.
Contact Information:
Donna Smith – 488-8855 – Donna.Smith@dms.myflorida.com
Ommet Mbiza – 488-7804 – Ommet.Mbiza@dms.myflorida.com
Michael Bailey – 487-0417 – Michael.Bailey@dms.myflorida.com
27
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
28
Legislative Update
•
•
•
•
•
HB 300
HB399 / SB 986
HB 999 / SB 1810
HB 1129 / SB 2362
SB 1976 / HB1451
29
Legislative Update
HB 300
• Statewide goal for each state agency to award no less than 3percent of spend for certain categories of services and
commodities to disabled-veteran business enterprises.
• Certification by the Department of Management Services similar
to OSD process.
• Quarterly reporting by agencies to DMS, annual reporting by
DMS to the Legislature.
Status:
• In Governmental Operations since 2/21/07
• Favorable vote by Military Affairs and Domestic Security
• No companion bill.
30
Legislative Update
HB 399
• Preference for purchasing “environmentally preferable cleaning
products”
• DMS and agencies to eliminate procedures and specifications
which discriminate against environmentally preferable cleansing
products.
• Amendment requires DEP to test products.
Status:
• In Government Efficiency & Accountability Council since
3/15/07.
• Favorable vote by House Audit and Performance
• SB 986 (identical prior to HB amendment).
– Referred to Governmental Operations; Environmental
Preservation and Conservation; General Government
Appropriations on 2/13/07.
31
(Rep. Adams/Harrell)
HB 999
• Florida Security & Immigration Compliance Act
• Prohibits public employers from entering contracts for the
physical performance of services unless the contractor and its
subcontractors register and participate in a federal work
authorization program. Requires DBPR to establish a
certification process during procurement.
• Favorable vote from House Committee on Homeland Security &
Public Safety
Status:
• On Safety & Security Council agenda for 4/18/07
• Favorable vote by Homeland Security & Public Safety
• Similar SB 1810
– Referred to Military Affairs and Domestic Security;
Governmental Operations; Criminal Justice; General
Government Appropriations on 3/7/07
32
Legislative Update
HB 1129
• Establishes the Advisory Committee on State Procurement for
the purpose of evaluating the state procurement process and to
promote economy, efficiency and effectiveness in the
procurement of goods, services and facilities.
• Advisory Committee will study and investigate laws, policies,
rules, procedure and practices.
• Final report to Legislature by July 2, 2009 and interim reports as
appropriate.
Status:
• In Government Efficiency & Accountability Council since 3/21/07
• Favorable vote by Audit & Performance
• Similar SB 2362 – in Governmental Operations since 3/14/07
33
Legislative Update
SB 1976
• An agency must procure by competitive solicitation a contract
that authorizes a contractor to use governmental authority to
provide a service to public or private entities or authorizes a
contractor to use government property for the purpose of selling
goods or services.
• When estimated revenue exceeds category two
• Unless a specific provision of 287.057(5) makes the
procurement not subject to competitive-solicitation.
Status:
• On Senate floor this morning
• Favorable votes from Governmental Operations and General
Government Appropriations
• Similar HB 1451 with amendments
34
Legislative Update
HB 1451 (cont.)
• Favorable votes by Audit & Performance and Government
Efficiency & Accountability Council
• Was on Policy & Budget Council agenda but temporarily
postponed
• Amendment authorizes DMS to establish a public notice website
for all public notices not requiring personal service or service by
registered mail.
• Single subject issue raised in staff analysis.
– CS/HB 1451 may be susceptible to a single subject
challenge under Article III, Section 6 of the Florida
Constitution.
– A reviewing court applying the current single subject analysis
to this bill would ultimately have to determine whether the
broadly applicable public notice provision contained in
section three of the bill, is properly connected with the title of
“procurement of personal property and services.”
• Another amendment relates to CCNA.
35
Discussion: Multiple Award Contracts
• 60A-1.002(1)—Agencies are delegated the conditional authority to
purchase commodities or contractual services.
• 287.042 (13)—If the department determines in writing that it is in
the best interest of the state, to award to multiple suppliers
contracts for commodities and contractual services established by
the department for use by all agencies. . . Agencies may award
contracts to a responsible and responsive vendor on a statewide or
regional basis.
• 60A-1.047(3)—The Department shall independently identify term
contract or requirements contracts awarded by other governmental
entities, and approve such alternate contract sources for use by
agencies.
• The contract must contain specific language or other legal authority
authorizing third parties to make purchases from the contract with
the vendor’s consent.
36
Purchasing Directors’ Meeting
April 19, 2007 Agenda
•
•
•
•
•
•
•
•
Introductions
Volunteer Florida Foundation-Liza McFadden
DMS 2007 Priorities-Charles Covington
MFMP Update-Scott Rainey/Buffie Rodri
Commodity Bureau Update-Ellen Potts
IT Bureau Update-Stu Potlock
Governance/Legislature Update-Spencer Kraemer
Next Meeting-May17, 2007
37