Department of Management
The Administrative and Operations Arm
of Florida’s Government
SERVICES
STATE PURCHASING TEAM 5
•Charles Day
•dayc@dms.state.fl.us
•Tel. 850-488-4946
•Susan Barr
•barrs@dms.state.fl.us
•Tel. 850-487-6592
•Renee Gregory
•gregorr@dms.state.fl.us
•Tel. 850-414-6740
Office Equipment and Support
Services
• Team 5 contracts provide commodities and
services to assist agency personnel in
performing day-to-day operations in the
office environment and to meet program
goals and requirements. These contracts
also provide support services to facilitate
agency non-core operations.
Office Equipment and Support
Services
Contact: Charles Day
CONTRACT TITLE
Office Consumables
NUMBER
618-001-04-1
START
12/31/2003
END
12/31/2006
Paper: Office, Virgin and Recycled
Copying Equipment, Multifunctional &
Specialty Applications Devices
645-120-01-1
3/28/2004
3/27/2007
600-340-01-1
5/30/2003
5/29/2005
Office Equipment: Facsimile Machines 730-100-03-1
Envelopes, Kraft and White Wove
310-000-03-1
Courier Services
991-160-00-1
10/22/2002
10/24/2002
10/1/2004
9/30/2005
10/9/2005
9/31/2007
Office Equipment and Support
Services
Contact Susan Barr
CONTRACT TITLE
NUMBER
START
END
Scheduled Aircraft
991-840-02-1 11/15/2001 11/14/2004
Rental Vehicles
518-020-05-1 7/1/2004
6/30/2009
Temporary Employment 991-460-02-1 5/17/2004
5/16/2007
Mailing Services
991-530-04-1 10/24/2003 9/30/2006
Mailing Processing Equipment
600-760-00-1 2/21/2000
2/20/2005
Laboratory Supplies
490-000-03-1 5/1/2003
4/30/2006
Medical Supplies
475-000-05-1
TBD
TBD
Prime Vendor (DOH lead)268-000-98-2 10/1/1998
9/30/2008
COURIER SERVICES
No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007
• DHL is the State of Florida's Sole
Overnight & Ground Small Parcel
Carrier
COURIER SERVICES
UPS 2003 U.S. Domestic Accessorials
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Additional Handling
Address Corrections- Ground
Address Corrections- Air
Chargeback for Consignee Billing Shipments
C.O.D.s
Delivery Area Surcharge
Delivery Confirmation Response
Delivery Confirmation Response - Signature
Required
Delivery Confirmation Response - Adult Signature
Required
Dimensional Weight Factor
Early AM Out of Territory
Early AM Premium
Excessive Tracking, Tracing, & Refund Requests
Hazardous Materials Surcharge, Air
Hazardous Materials Surcharge, Ground
Insured Value
Missing/Invalid Account # Charge
Oversize 1
Oversize 2
Pickup Charge - Ground ARS
Proof of Delivery- (Fax or Mail)
Quantum View Notify
Residential Differential
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Saturday Pickup
Saturday Delivery
Ship Notification (fax)
UPS Returns: Print Return Label
UPS Returns: Electronic Return Label (new in Sept,
2001)
UPS Returns: Print & Mail Return Label
UPS Returns Plus: 1 UPS Pickup Attempt
UPS Returns Plus: 3 UPS Pickup Attempts
UPS Returns Plus: Call Tag
Verbal Confirmation of Delivery
Weekly Service Charge ($0 - $14.99 Billed)
Weekly Service Charge ($15.00-$59.99 Billed)
Weekly Service Charge ( $60+ Billed)
International Rate
Bill Duty/Tax & Shipping Charges to Shipper
Certificate of Origin
Currency Conversion Rate
Delivered Duty Paid, V.A.T. Unpaid
Dimensional Weight Factor
Extended Area Surcharge
Freight Collect Refusal - International
Saturday Delivery
Worldwide Express Plus Surcharge
COURIER SERVICES
DHL U.S. Domestic Accessorials
Table 1: Allowable Charges
i Bodily Fluid Shipments Fees
$0.75
ii C.O.D. Collection Fee
$6.00
iii Biohazardous Cleanup Fee*
$200 large packages, $20 small packa
iv Declared Value
.35 cents per $100
v Dimensional Weight
DM X 194
vi Exceptional Handling Charge
$5.00
vii Fuel Surcharge
See contract documents
viii Hazardous Materials Surcharge, Air
$15.00
ix Hazardous Materials Surcharge, Ground
$10.00
x Saturday Pickup/Delivery
$10.00
*Biohazardous shipments where shipper failed to pack the shipment properly and cleanup resul
Small packages = Letter and and Paks
Large Packages = Other than that defined above as small packages
COURIER SERVICES
No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007
TO SET UP NEW ACCOUNT
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Agency CONTACT
Phone Number
E-mail Address
Agency
Billing Address (If Different Than Pick-up Address)
Department
Pickup Address
City
St
Zip
stateofflorida@dhlsales.com or call
1-866-277-2592.
COPYING EQUIPMENT
No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007
• Lease Terms and Conditions
– governed by the contract and attendant purchase
orders
• Insurance
– General Condition 3.43
• Ordering Instructions
• How To Use
– Asses Your Needs
– Limited Multiple Awards
OFFICE MACHINES
No. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 2005
Specified Product
• Many of the machines that retail "Cash & Carry" offer
would not have been awarded.
• The current Contract placed a premium on "cost to use".
Therefore Laser based faxes were awarded.
• Ink-jets, and thermal based plain paper systems were
researched for a lower machine purchase price however
the cost of supplies were prohibitive.
OFFICE MACHINES
No. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 2005
Current Contract Offers the Following Differences vs. Cash
& Carry
Contract price includes:
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Delivery
One year on Site Service (fix or immediate replacement)
Minimum Service Response; 6 hours
Guaranteed Service Renewal Price up to 2 years after Contract Termination
Guaranteed Supply Pricing up to 2 years after Contract Termination
Guaranteed replacement of discontinued machines at equal or better specs;
equal or better price.
Installation & Training in Categories 4B, 5A, 5B and 6.
Full Supplies (not starter supplies) in all delivered machines
Availability to deliver within 14 days
Indemnification of the State for Risk, Insurance
Vendor insurance related to service on-site up to $1,000,0000
OFFICE CONSUMABLES
No. 618-001-04-1 / Effective: Dec. 31, 2002 through Dec. 30, 2006
What have you done for me lately?
• P-card Use
• E-Invoicing
• Core vs. Non-Core
• Accounts Payable
PAPER & ENVELOPES
No. 645-120-04-1 / Effective: Mar. 28, 2004 through Mar. 27, 2007
No. 310-000-00-1 / Effective: Oct. 24, 2002 through Oct. 9, 2005
• Prices
• Delivery
• Ordering Instructions
RENTAL VEHICLES
No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009
Major Changes:
• Fuel Reimbursement is through your agency instead of Avis
• Do not pay a per mile fuel mileage charge
• Gasoline price is based on the Energy Information Administration (EIA) for
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Florida, published each Monday
Refueling Service Charge is a convenience for the service of refueling the
vehicle upon return (.10/gal)
Personal Use: must use your own insurance or buy it from Avis
Same charges as in previous contract except lower rates
– ↓ Rental Daily Rate
– ↓ Hourly Rate
– ↓ Additional per/mile rate after 200 miles
• If you do not use your P-Card or other approved payment methods that are
billed directly to the agency by Avis or a credit card company, YOU WILL BE
CHARGED TAXES AND A $2.00 PER DAY SURCHARGE.
RENTAL VEHICLES
No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009
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Eliminated Fuel Mileage Charge ($ 0.07- $ 0.085)
Lower Net Rates Avg. -9%
Lower Late Charges Avg.-32%
Lower Excess Mileage Charges Avg. -27%
Fuel Prices Float with EIA U.S. Retail Gasoline Prices
• Savings
– Savings off List Price : 52%
– Estimated Difference Previous Contract: -21%
RENTAL VEHICLES
No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009
IMPORTANT
Under the provisions of Section 212.08(6), Florida Statutes, rental vehicle
use not paid directly by a governmental organization is taxable.
Only in-state rentals that are billed directly to the agency are tax exempt by
use of any of the following approved payment methods:
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Avis Credit Card
Avis issued Company Travel Order (ACTO)
State of Florida Purchasing Card or
Pre approved Direct Bills using Purchase Orders
RENTAL VEHICLES
No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009
• Save on Sales Tax
– Only in-state rentals that
are billed directly to the
agency by use of an Avis
Credit Card, Avis issued
Company Travel Order
(ACTO), State of Florida
Purchasing Card, pre
approved Direct Bills using
Purchase Orders, are tax
exempt.
• Save on Use Tax
– exemption from use tax is
not available for any
taxable transaction when
payment is made by use of
personal funds, including
cash, checks, or credit
cards, even though the
employee is subsequently
reimbursed by the
governmental organization.
RENTAL VEHICLES
No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009
Travel Guidelines
• Review each trip to determine if it is more economical to rent a vehicle from
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the state contract or pay mileage for the use of privately owned vehicles.
There is a $.10/mile savings over the privately owned vehicle reimbursement
rate. You should account for this when you approve the mode of travel.
Be cognizant of any additional travelers that may be going on state business to
the same location. If this occurs, employees should be required to travel
together.
Employees who travel frequently and have not been issued a purchasing card,
should request a restricted use card to take advantage of the tax use savings.
All employees should be reminded to use the purchasing card to pay for official
travel related expenses and they should make sure that the providers are
giving them the tax exempt status that is provided by law.
AIR TRAVEL
No. 991-840-02-1 / Effective: Nov. 15, 2001 through Nov. 14, 2004
• Spend information based on Flair Data for the 2003-2004
FY is approximately $ 16.9 M
– Universities (FSU, UCF, UF) = $ 10.0 M
– State Agencies
= $ 6.9 M
• Spend categories include In-State, Out-of-State and
Foreign travel
• Florida has the second largest number of
enplanements
Florida is second to California and
followed by Texas.
• Include Rental Cars, Hotels, and Travel Agencies the
spend is estimated to be $ 50.0 M
TEMPORARY EMPLOYMENT
No. 991-460-04-1 / Effective: May 17, 2004 through May 16, 2007
Definitions:
• Pay Rate: The per hour rate paid to the
temporary employee by the contractor.
• Bill Rate: The per hour rate paid to the
contractor by the contracting agency.
• Incumbent employees and bill rate
adjustment, see Memo for details.
LABORATORY SUPPLIES
No. 991-460-04-1 / Effective: May 1, 2003 through April 04, 2006
NASPO Multi-State Laboratory Supply
• Contract
– Arkansas is the lead
– Evaluation members included Florida and
Louisiana. :
• Vendors
– Fisher
– VWR
– OraSure – Rapid HIV 20 minute test, 99.6%
accuracy
MEDICAL & DENTAL SUPPLIES
NEW STATE TERM CONTRACT
No. 475-000-05-1 /Tentative Effective: October 1, 2004
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New 3-year State Term Contract
Medical Supplies
$2.1 million in savings over current pricing
3 CMBE Vendors
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American Medical Depot
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Med Supply of Tampa
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Sun Surgical Supply
Med Supply Partners (non-CMBE)
Cross-Agency Strategic Sourcing Team
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DMS
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DOH
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DOC
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DCF
MEDICAL & DENTAL SUPPLIES
NEW STATE TERM CONTRACT
No. 475-000-05-1 /Tentative Effective: October 1, 2004
Medical Supplies
– 28.7% Savings From The Baseline Price
Dental Supplies
– 15.9% Savings From The Baseline Price
DOC Current Agency Contract Provides 20%
Discount Off Catalog List Price