GUIDELINES for Blanket Purchase Orders for
Cell Phones, Blackberries, Copiers, Courier Services, Postage Meters, Pagers, and
Other Recurring Services through MFMP
The following guidelines are provided to assist staff in generating blanket purchase orders in
MFMP.
GENERAL INSTRUCTIONS
For all blanket purchase order requests for the new fiscal year 2012-2013:
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Be sure to use Fiscal Year 2013 for all new blanket requisitions.
REMINDER – Blanket purchase requisitions for copiers and postage meters will have
only one line item for service, overages, governmental fees, etc. The quantity should
reflect the total dollar value, the price field should be $1.00 and the unit of measure
should be “dollar”. The description block must be thorough and contain all required
information. Specific instructions are contained in this document outlining the details of
the information that must be included in the description block or the requisition will be
denied. Purchase requisitions are required for phone equipment. Accessories, NOT
replacement phones, may be purchased using the purchasing card.
Blanket purchase orders requiring a begin date of July 1, 2012 must be prepared early and
processed through MFMP by indicating a “delay purchase until” date of July 1, 2012 on
the requisition. This delay date is critical in assuring that SFY12-13 purchases are
processed against SFY12-13 operating funds in MFMP. The remaining requisition fields
should be completed as appropriate by the requester and transmitted for review and
approval through the approval chain established in the system. On July 1, the system will
release the requisition to continue through FLAIR integration and send the purchase order
to the vendor. Keep in mind that if the funding specified on the requisition fails
FLAIR integration, the purchase requisition will be denied and returned to the
requester, which will delay the issuance of a MFMP purchase order.
The requisition must establish a begin date and end date for the blanket purchase order
coverage period. Make sure that the requisition is created and transmitted for
review/approval well in advance of the begin date entered to allow adequate time for
processing through the MFMP system.
PAYMENT INFORMATION – Be sure and put “To be paid upon receipt of itemized
invoice” or “To be paid in arrears” whichever is applicable. Also, if there will be
partial payments, be sure to indicate in the description block that partial payment will be
acceptable and paid upon receipt of itemized invoice.
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For blanket orders covering multiple years:
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Each blanket order should have a beginning and ending date;
Example – beginning date July 1, 2012; ending date June 30, 2013
Only encumber funds for one fiscal year at a time.
In the description field of the requisition outline the funds to be encumbered per fiscal
year. Example – 2012-2013 - $600 (12 months x $50.00 = $600), 2013-2014 - $600 (12
months x $50.00 = $600)
SPECIFIC INSTRUCTIONS have been included below for copiers, courier services, cell
phones, pagers and postage meters. Review each section for detailed instructions.
Blankets with varying monthly charges: The quantity should reflect the total dollar value,
the price field should be “1.00” and the unit of measure should be “dollar”.
Blankets with set monthly charges: To prevent from having to do a change order should the
charges change during the timeframe of the purchase order, you should have the quantity reflect
the total dollar value, the price field should be “$1.00” and the unit of measure should be
“dollar”. In the description block specify the monthly rate and the number of months of service.
1.
Blackberry and Cellular Telephones:
You will not submit requisitions for blackberry or cellular airtime since the Department
has consolidated all cellular and blackberry services for all program areas currently
utilizing the services of Sprint Nextel and Verizon. As a result of this effort, the
Department will realize a savings on minutes and administrative costs for processing
requisitions and invoices.
JUSTIFICATION:
Directive DEP820 states that the Department will only purchase or lease a cellular phone,
or beeper/pager and lease airtime for personnel if the duties and responsibilities of their
position require they be readily accessible. Chapter 2009-82, Laws of Florida directs
state agencies to develop a wireless device assignment plan that limits use of these
devices to those employees that, as part of their official assigned duties:
 must routinely be immediately available to citizens, supervisors, or subordinates;
 be available to respond to emergency situations;
 be available to calls outside of regular working hours;
 have access to the technology in order to productively perform job duties in the
field; or
 have limited or no access to a standard phone, or have no ability to use a personal
cell phone, if needed.
This bill further establishes that this plan shall result in the reduction in the number of
wireless devices used in each agency.
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Keeping the above guidance in mind, justification supporting the need for a position to
have a pager/beeper, cell phone, blackberry or cell phone/blackberry combination must
be specific to position responsibilities/duties. Also, if you are requesting blackberry
service, you need to specify why a blackberry is needed in lieu of a cellular telephone.
The justification can be submitted on the appropriate add/change/delete form (Verizon
DEP Form 55-327 or Sprint Nextel DEP Form 55-326) or by email including the person’s
name, position, and phone number. The justification should be sent to the Procurement
Office, MS 93.
Equipment Purchases:
Additional cellular and blackberry instruments may be purchased and added to the
consolidated
account
by
submitting
a
purchase
requisition
through
MyFloridaMarketPlace (MFMP). This includes replacement phones. The appropriate
add/change/delete form (Sprint Nextel-DEP Form 55-326 or Verizon-DEP Form 55327) should be attached to the purchase requisition. Accessories only, may be purchased
with the purchasing card.
2.
Blankets for beepers/pagers must include a justification in the description field that
identifies the position title and the duties and responsibilities of the position that require
the individual holding the position to be readily accessible. (Required by DEP Directive
820).
3.
Blankets for Copier Leases: If the lease is a continuation, type in the description field:
CONTINUATION OF DO________. DO NOT DUPLICATE. CURRENT SERIAL
NUMBER _______. Then continue with the description of service. Be sure and add
partial payments are allowed upon receipt of itemized invoice. Example: Third year
of a three year lease of Minolta EP 3000 copier for the period of July 1, 2010 through
June 30, 2013 (This is the term of your copier agreement not current fiscal year). To
be paid monthly upon receipt of itemized invoice. Copy overages in excess of _____ per
month at $____ per copy (or if you do not have a maintenance plan that includes a copy
allowance, state the cost per copy for black/white and color if applicable). Continue with
the complete description and the breakdown of payment per fiscal year for the term of the
copier.
Payment breakdown example:
2010-2011 Fiscal Year (12 months)
12 mo. @ $153.30 = $1,686.30
2011-2012 Fiscal Year (12 months)
(12 mo. @ $153.30 = $1,686.30)
2012-2013 Fiscal Year (12 months)
(12 mo. @ $153.30 = $1,686.30)
Required copier requisition attachments (for 1st year only):
 Criteria for evaluating copying requirements and cost form
 Vendor price sheet from the state term contract
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SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE
OF THE REQUISITION FOR THE FISCAL YEAR OF LEASE COVERED, UNIT
OF MEASURE AS DOLLAR AND PRICE AS $1.00. ALL CHARGES WILL BE
OUT OF ONE LINE ITEM.
4.
Blankets for Courier Services: There are two contractors, FEDEX and UPS on the
current Statewide and Global Courier Services state term contract 991-160-11-2. Select
the vendor and enter 991-160-11-2 in the State Contract Field. You will need only one
line item and the description should read: Courier services for (put your program area),
for the period of July 1, 2012 through June 30, 2013. Account number ______________.
Partial payments allowed to be paid upon receipt of itemized invoice. Previous DO
Number_________ for Procurement purposes.
SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE
OF THE REQUISITION, UNIT OF MEASURE AS DOLLAR AND PRICE AS
$1.00.
5.
Blankets for Postage Meter Leases:
Description: Type of equipment – A B700 Digital Meter for small or low volume
office for (put your program area/park), for the period of July 1, 2012 through June 30,
2013. Account number ______________. - - Rate: $_____ per month. Postage meter
resets for postage refills. Partial payments allowed and specify if to be paid monthly or
quarterly upon receipt of itemized invoice. Previous DO Number __________ for
Procurement purposes.
If continuation, specify the term of the agreement (follow copier example) and put in the
beginning of the description CONTINUATION OF DO________. DO NOT
DUPLICATE. CURRENT SERIAL NUMBER _______. Then continue with the
description.
Required postage meter lease attachments:
 Vendor price sheet from the state term contract for the first year only.
SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE
OF THE REQUISITION, UNIT OF MEASURE AS DOLLAR AND PRICE AS
$1.00. ALL CHARGES WILL BE OUT OF ONE LINE ITEM.
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