Purchasing Directors’
Meeting
May 16, 2013
Agenda
• Introductions & Welcome Comments – Kelley Scott
• MFMP – Kasey Bickley
• 2013 Legislative Session – Veronica McCrackin
• Professional Development – Veronica McCrackin
• Public Procurement Guidebook – Veronica McCrackin
• New Contracts, Renewals, and Upcoming Solicitations –
Bureau Chiefs
• Hot Topics – All
2
Introductions & Welcome Comments
• Introductions
• Upcoming MatchMakers
– May 23, 2013 – Tallahassee, Florida at The Florida State
University’s Turnbull Center
– June 7, 2013 – Ft. Myers, Florida at Florida Gulf Coast
University
3
MFMP Utilization Update
• Utilization changes since October 2012:
PO and
Contract
Utilization
Invoicing
Catalog
Utilization Utilization
Receiving
Utilization
eQuote
Utilization
October 15
Scorecard
85.50%
57.98%
31.42%
69.23%
0.37%
April 15
Scorecard
85.82%
65.05%
79.76%
80.14%
11.53%
Utilization
Changes
0.32%
7.07%
45.34%
10.91%
11.16%
• Just a reminder:
– All five metrics on the MFMP Utilization Scorecard are
calculated on a fiscal year-to-date basis. On July 1, 2013,
the numbers used to calculate the metrics will “reset.”
4
MFMP Training
• The Phase 1 train-the-trainer session was a success.
We had approximately 20-30 attendees throughout the
different sessions.
• We plan to offer the Phase 2 train-the-trainer session in
late August.
• Next week we will be conducting training in Ft.
Lauderdale, Orlando and Tampa on:
–
–
–
–
–
Buyer and Vendor eQuote
Invoicing
Contracts
Requisitions
Catalogs
5
MFMP Year-End System Availability
• MFMP will go down when FLAIR goes down on Friday,
June 28 (currently planned for 7:00 p.m.), and will be
available again on Tuesday, July 2, at 12:00 p.m. (noon).
• Year-end processing includes the carry forward process
and the processing of hold until orders.
• We will discuss year-end processing in more detail at
the next CRT meeting, scheduled for May 30 at 9:00
a.m. at DMS, Room 101.
6
2013 Legislative Session
Summary
• 13 bills related to procurement or contracting
– 7 bills with House sponsors (719, 985, 1017, 1261, 1309, 1311
& 5401)
– 6 bills with Senate sponsors (908, 1118, 1124, 1142, 1150 &
1152)
– Several bills on veterans and local business preference, small
business, contract auditing by the Department of Financial
Services, and professional development, etc.
• Of the 13 bills, 2 passed both the Florida House & Senate
– House Bill 1309 & 5401
7
2013 Legislative Session
HB 1309ER Procurement of Commodities & Contractual Services
• Public Records: Public agencies including counties, municipalities and
separate units of government created by law must include contract
provisions that:
– require contractors to abide by public records law;
– keep and maintain public records;
– provide the public with access to public records on the same terms
and conditions as the public agency including the cost as prescribed
in Chapter 119 or as otherwise provided by law;
– ensure that exempt or confidential information is not disclosed; and
– upon termination of the contract the contractor is to transfer all
public records to the public agency, at no cost.
8
2013 Legislative Session
HB 1309ER Procurement of Commodities & Contractual Services
• Florida Certified Contract Managers: Effective December 2014, grant
and contract managers in charge of contracts in excess of $100,000
annually must be Florida Certified Contract Managers (FCCM). They
must be certified within 24 months of the Department of Management
Services and Department of Financial Services establishing FCCM
requirements.
• Single Source Posting: Department of Management Services approval is
no longer required for single source approvals in excess of Category 4.
• Substantively Amends Sections: 119.0701, 215.971, 287.012, 287.042,
287.057, 287.136 and 287.076, Florida Statutes.
9
2013 Legislative Session
HB 5401ER Relating to Transparency in State Contracting
• Amends Section 215.985, Florida Statutes
• Florida Has a Right to Know: The Department of Management Services is to
establish and maintain a website related to each employee or officer of a
state agency, state university or State Board of Administration: name, salary,
hourly rate, position number, class code, class title, employing agency, and
budget entity.
• F.A.C.T.S.: Each state agency is required to post contracts and solicitations
to the contract tracking system website, including amendments. Agencies
will be responsible for responding to public records requests and redacting
any confidential or exempt information prior to posting.
• User Experience Task Force: Its purpose is to recommend a design for
consolidating existing state managed websites regarding public access to state
operational and fiscal information into one website. Committee sunsets
June 30, 2014.
10
Professional Development
Upcoming Professional Development Class
Project Management Professional (PMP) Exam Prep
Length/Credit: 4 days
Date:
June 10-13, 2013
Time:
8 a.m. to 5 p.m. daily
Location:
Betty Easley Conference Center - Room 166
Course prerequisites must be satisfied to take the course and exam. PMP exam
prep candidates notified May 2013. Estimated cost per person $680.
Proposed Staff
DMS will be advertising to fill four professional development positions: two
persons dedicated to curriculum development and two dedicated to instructional
design.
11
Public Procurement Guidebook
Guidebook revisions are scheduled for August. In
preparation for the August 2013 revisions, please submit
any suggested edits or changes on or before June 27,
2013, to PURGuidebook@dms.myflorida.com.
12
Goods Bureau
• Alternate Contract Sources in Progress
– Auto Parts
• US Communities – Carquest
– Heavy Equipment Rental
• US Communities – Hertz
• Office & Educational Consumables (618-000-11-1)
– Pricing updates effective May 28, 2013
13
Services and Special Projects Bureau
Updates
• Security Officer Services STC - Universal Protection Service has
acquired Allegiance Security Group, LLC (991-380-10-1)
New State Term Contracts
• Mail Services contract renewal effective 6/30/13 – 1 year contract
(991-530-12-1)
• Extending Temporary Employment Staffing Services for 6 months until
11/17/13 (991-460-07-1)
• Extending Management Consulting Services for 6 months until 11/30/13
(973-001-06-1)
14
Services and Special Projects Bureau
Solicitations
•
•
•
•
•
•
P-card – in development
Mail Services – in development
Temporary Employment Staffing – in development
Custodial Services – in development
Management Consulting and Auditing Services – protest
Pharmaceutical GPO – protest
15
IT/Telecom Bureau
• Contracts recently renewed
– Audio Visual Equipment through 2/18/2015 (880-000-09-1)
– Commercial Off-The-Shelf (COTS) software through 5/1/2014
(252-030-09-ACS)
– Mainframe Software through 5/13/2017 (252-500-09-1)
– Microsoft Consulting through 3/31/2015 (252-001-09-1)
– Microsoft Licenses through 3/31/2015 (252-001-09-1)
• Contracts to be renewed in next 6 months
– Network Infrastructure (250-000-09-1)
16
Hot Topics
Open Discussion
17