Purchasing Directors’ Meeting
October 16, 2014
Craig J. Nichols, Secretary
Agenda
• Introductions & Welcome Comments – Kelley Scott
• Procurement Assistance Workgroup – Office of Fiscal
Integrity Updates – Ann Reeves
• MFMP – Kasey Bickley
• Professional Development and Governance – Veronica
McCrackin
• Bureau Chiefs - New Contracts, Renewals, and Upcoming
Solicitations
• Hot Topics – All
2
MFMP Utilization Update
• Agencies continue to improve their utilization of MFMP,
especially in the eQuote metric which is now over 59%
average statewide utilization.
• The MFMP team has reached out to the six agencies who
are not currently using eQuote to schedule meetings to
discuss how we can better support you in increasing your
utilization.
3
MFMP Enhancements
Change Requests (CRs) implemented August 27, 2014
CR Number
Description
204
Manage method of procurement codes via ODU
208
Load full FLAIR accounting correlation files
84
Change label for date on CBI related transactions
187
Provide collections flag at the vendor level in VIP
193
Provide automatic debt write-off process in VIP
219
Request to change purchase order label from “DO” to “PO”
in VIP
4
MFMP Enhancements
Upcoming Change Requests
CR
Number
Description
Estimated
Implementation
211
Request to add vendor location county into
Sourcing
October 2014
213
Request to update field label on Supplier tab
in Sourcing
October 2014
214
Request to update description field label on
Sourcing event overview
October 2014
203
Add Tax ID to Sourcing vendor search
October 2014
207
Remove unused search fields in Sourcing
October 2014
186
Add PO Start/End Dates to Analysis
December 2014
5
MFMP Object Code Conversion
• MFMP will be working with DFS to support agencies with
the object code conversion as part of the DFS object code
standardization project. We presented the conversion
approach at the DFS workshop on Sept. 18, 2014.
• Once new statewide object codes are added to FLAIR,
agencies can process change orders to update object codes
on MFMP encumbered purchase orders (POs).
• Customers with the “CO No Workflow” group may process a
change order to edit object codes without re-generating the
requisition approval flow.
6
MFMP Object Code Conversion
• During an agency’s final conversion, MFMP and DFS will
coordinate the conversion of remaining MFMP encumbered
POs with agency unique object codes.
• DFS will provide MFMP a file of encumbrances to convert,
including:
–
–
–
–
Encumbrance number
Encumbrance line number
Agency unique code
“New” statewide object code
–
–
–
–
Other cost accumulator (OCA)
External category
External object code
External general ledger
• MFMP will use this file to update the associated POs, during
planned MFMP downtime, to ensure that MFMP and FLAIR
are kept in sync.
7
MFMP Object Code Conversion
• DFS will provide MFMP with a new commodity code (CC) to
SWOC crosswalk in Dec. 2014.
• Any PRs created after the new CC crosswalk is loaded will
default to SWOC.
• PRs in ‘Composing’ or ‘Submitted’ status will not be
converted.
• Invoice reconciliations (IRs) will not be converted.
• Prior to your agency’s conversion, there will be a drop-dead
date to submit IRs to the DFS auditors (similar to year-end
processing).
8
Professional Development
Project Management Certification Program
• The 2014-2015 Project
Management Professional
(PMP)® needs assessment
was conducted Sept. 25 to
Oct. 7, 2014.
• PMP development
opportunities are based on
the overall state need and
the availability of funding.
Keep - 113
Add - 40
2014-2015
PMP Development
Needs Assessment Results
Delete - 7
New - 122
9
Professional Development
Florida Certified Contract Manager
• The Department of Management Services and the Department of
Financial Services have been working together to develop a single
three-day session that will include both the Florida Contract Manager
and Advancing Accountability requirements for certification.
• There will be a pilot session for the purchasing directors Nov. 3-6,
2014. Invitations were sent earlier this week.
• In addition to the pilot session, two beta testing sessions will be
conducted the first half of December. Attendees will be selected from
the list of individuals previously identified in the agency needs
assessment to ensure they are representative of the intended
audience.
10
Professional Development
Florida Certified Contract Manager
• Participants attending either the pilot or beta session will receive credit
as long as you successfully complete the course, which includes:
– Completion of all course work
– Participation in all of the activities
– Successfully passing the final assessment (80%)
11
Services and Special Projects Bureau
Solicitations
• P-Card
– Negotiations phase
• Rental Vehicles
– ITN launched Aug. 26, 2014
– Responses due on Oct. 28, 2014
• Postal Mail Services
– RFP launched Sept. 2, 2014
– Responses due on Oct. 21, 2014
• Security Officer Services
– RFP launched Sept. 30, 2014
– Responses due on Nov. 3, 2014
12
Services and Special Projects Bureau
Renewals
• Rental Vehicles (518-020-10-1)
– The car rental contract with Avis has been renewed through Sept.
2015
– The subcompact car is no longer available
– Compact car daily rental price was increased by $0.50
– The truck rental contract with Enterprise was not renewed
13
Services and Special Projects Bureau
Updates
• Temporary Employment Staffing Services (991-460-07-1)
– Current STC has been extended through Nov. 17, 2014
– Enterprise ACS agreement with Knowledge Services becomes
effective Nov. 18, 2014
– The agreement includes administrative and light industrial
temporary staffing positions
– All current STC vendors will be on-boarded into the agreement
– Knowledge Services is reaching out to agencies and vendors
• Custodial Services
– Enterprise ACS under development
– Anticipate availability in Dec. 2014
14
Services and Special Projects Bureau
Updates
• Online Legal Database Services (991-150-09-1)
– Current STC has been extended to Feb. 18, 2015
– DMS plans to establish a new enterprise ACS agreement for
investigations
– DMS does not plan to procure a new STC for online legal research
• Fuel Card Services (973-163-10-1)
– The contract expires Aug. 5, 2015
– 5 years of renewals are available
– A customer survey was launched Oct. 9, 2014, and closes Oct. 24
15
IT/Telecom Bureau
Updates
• 250-WSCA-10-ACS Miscellaneous IT Equipment
– Minnesota has issued an intent to award for the new computer
equipment contract; however, no master agreements have been
posted yet.
– Continue to use the current contract
• 43230000-14-01 Commercial Off-the-Shelf (COTS) Software
– Effective Sept. 9, 2014 – Sept. 8, 2018
– Perpetual software licenses, maintenance and associated services
(i.e., training and installation)
– Cloud and subscription software licenses are out of scope
16
IT/Telecom Bureau
Updates
• 43220000-WSCA-14-1 WSCA Data Communications
– Effective Sept. 9, 2014 – May 31, 2019
– WSCA Awarded Vendor List and Category Definitions
• http://www.aboutwsca.org/contract.cfm/contract/7wn2002
– Vendors with Florida Participating Addenda
•
•
•
•
•
•
•
•
Adtran, Inc.
Aruba Networks, Inc.
Brocade Communications, Inc. (has resellers)
Cisco Systems, Inc.
Extreme Networks, Inc.
Juniper Networks, Inc. (has resellers)
ShoreTel, Inc.
Other vendors will be added shortly
17
Goods Bureau
Solicitations
• 2015 Model Motor Vehicle ITB (ITB 01-25100000-V)
– Posted Sept. 25
– Bids due Oct. 21
• Library Furniture (420-590-07-1) expires Feb. 2015
• Tires (863-000-10-1) expires Feb. 2015
• Construction, Industrial, Agricultural and Lawn Equipment (760000-10-1) expires June 2015
• Pest Control Services (991-300-05-1)
– Request for Information (RFI) complete
– Focus group established
18
Goods Bureau
Renewals
• Medical/Dental Supplies & Equipment (680-050-12-1)
– 5 contractors renewed for 2 years
– 1 contractor renewed for 60 days
– Punch-out catalogs in place
• Office Consumables (618-000-11-1) renewed through Oct. 2016
• Commercial Paper (640-002-12-1) renewed through Nov. 2015
• Ammunition and Less Lethal Products (680-050-12-1) renewed
through Sept. 2015
19
Goods Bureau
Upcoming Renewals
• Floor Maintenance Machines (365-001-11-1) being renewed
through Nov. 2018
• Body Armor (680-850-11-1) being renewed through Jan. 2016
20
Hot Topics
Open Discussion
21