Purchasing Directors’ Meeting
April 15, 2010
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
2
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
3
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
4
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
5
February Certifications
• Florida Certified Contract Manager
Jan Cornell – DFS
Mark Trammell – DFS
• Florida Certified Contract Negotiator
James Zumbrunn – DMS
Jennifer McManus – DOT
John Travers – DVA
Marianne Moody – DEA
Lois Admire – DCF
A.J. Villmer – DCF
6
March Certifications
• Florida Certified Contract Manager
Shaun Williams – DEA
John Sparks - DMS
7
March Re-Certifications
• Florida Certified Contract Negotiator
Barbara Phillips – DOR
Beth Sparkman – DOR
Caryn Burt – DOT
Vincent Ackerman – DFS
Roger Masten – DOT
Edwin Valla – DBPR
Genanne Wilson – APD
Gwenn Godfrey - DEP
8
March Re-Certifications
• Florida Certified Purchasing Agent
Sonya Avant – FDLE
Julia Sabina Flanagan – DOC
Clark Rogers – FDLE
Robert Threewitts – DOE
Gloria Dixon – DOT
Edwin Valla – DHSMV
Patti Casey – DOC
Diana Trahan – DMS
William Spencer – DACS
Janice Pursley – DEP
9
March Re-Certifications
• Florida Certified Purchasing Manager
Edwin Valla – DBPR
Janice Pursley – DEP
Clark Rogers – DLA
Robert Threewitts – DOE
William Spencer – FDLE
Gwendolyn York – DOE
10
April Certifications
• Florida Certified Contract Manager
Jennifer Drake - DCA
Michelle McBride - DFS
Tami Torres- DFS
Susan Pearson - DOH
Ramon Bristol – Miami Dade College
William McNichols – Brevard County Schools
Joe O’Connor – Brevard County Schools
Ezzard Spencer - City of Plantation
11
April Certifications
• Florida Certified Contract Negotiator
Lynn Adams – School Board of Polk County
Tracy Jeans – City of Eustis
Scott Clanton – Polk County Schools
• Florida Certified Purchasing Agent
Tracy Jeanes – City of Eustis
• Florida Certified Purchasing Manager
Tracy Jeanes – City of Eustis
12
April Re-Certifications
• Florida Certified Contract Manager
Caryn Burt – DOT
Michele Dobbs – DMA
Charles Beall – DMS
Patsy Elkins – DOT
Charles Covington – DMS
Randy Chapman – FWC
Cherryl Biles – DJJ
Robert (Gus) Bell – DMA
Gloria Dixon – DOT
Sharon Cherry – DOC
Jeffery Albright – FSDB
Sheree Merting – DOT
Julyn Hussey – DOC
Shahin Iranpour – DJJ
Lisa Stokes – DOC
Theresa Dollar – Florida Legislature
13
April Re-Certifications
• Florida Certified Contract Negotiator
Charles Covington – DMS
Sandra (Jodi) Bailey – DOH
• Florida Certified Purchasing Agent
Gwendolyn Parker York – DOE
• Florida Certified Purchasing Manager
Diana Trahan - DMS
14
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
15
State Purchasing Leadership Team
Charles Covington
Director of
State Purchasing
Belinda Rogers
Admin Assistant
Karen Armstrong
Christie Wade
Operations Manager Governance
Operations ManagerFinance & Training
Ellen Potts
Lyle Hackett
Kelley Scott
Bureau Chief of
Purchasing
Commodities –
Transportation,
Facilities & Supplies
Bureau Chief of
Purchasing
Commodities –
Technology & Office
Equipment
Bureau Chief of
Purchasing
Commodities –
Insurance, Services &
Supplies
Walt Bikowitz
Chief of State
Purchasing
Operations
Finance, Training and Customer Service
Christie Wade
Operations Manager –
Finance & Training
Tammy Clark
Cindy Newsome
Jennifer Prime
Admin Assistant
Admin Assistant
Admin Assistant
Transportation, Facilities & Supplies
Ellen Potts
Bureau Chief
David Bennett –
Team Lead
Team 1
Brenda Wells –
Team Lead
Team 2
Mark Lovell –
Team Lead
Team 3
Christopher Walker
Analyst
Mina Barekat
Chuck Beall
Analyst
Analyst
Jim Spencer
Specialist
(Starts May 17)
Claudia Cooper
Greg Hill
Specialist
Specialist
Technology & Office Equipment
Lyle Hackett
Bureau Chief
Lori Potts –
Team Lead
Team 4
Vacant –
Team Lead
Team 5
Stu Potlock
Analyst
Angela Caldwell
Michelle MacVicar
Specialist
Shameka Smith
Analyst
Specialist
Insurance, Services & Supplies
Kelley Scott
Bureau Chief
Cliff Nilson –
Team Lead
Team 6
Vacant
Analyst
Allison Norman
Specialist
Donna Smith –
Team Lead
Team 7
Charles Day
Analyst
Amber
Montgomery
Specialist
State Purchasing Operations
Walt Bikowitz
Chief of State Purchasing Operations
Rachael Lieblick
Danielle Kosberg
Operations Manager
Team Lead
Strategic Sourcing Services
Eric Swanson
Mark Hernandez
Vendor Manager
Analyst
Amy Zeigler
Trey Collins
Communications and
Process Specialist
Analyst
Kasey Bickley
Accenture
Purchasing Process
Specialist
Jim Bard
Sharla Cloutier
Anne Rabon
Finance and Accounting
Process Specialist
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
22
Commodity Sourcing & Contracting Bureau
Activity Updates
Team 1 – Energy & Transportation
• P-Card:
– Solicitation (ITN) was launched on March 16, 2010. Vendor
conference on March 26 was well-attended. First phase responses
due April 14.
• Fuel Card
– Three respondents remain: Com Data, Wright Express, and US
Bank/Voyager. Pricing offers due April 15; team expects to develop
recommendation on April 16.
• Construction, Industrial, Agricultural & Lawn Equipment
– No protests on awards. Finalizing contracts with 37 vendors.
Expect to post new STC web page in the next 1-2 weeks.
• Solicitations in development
– Medium & Heavy Trucks
23
Commodity Sourcing & Contracting Bureau
Activity Updates
Team 2 – Furnishings & Institutional Supplies
• Educational/Institutional Furniture
– Worked through all protests.
– New contract will list 70 contractors. Improved selection for
healthcare and corrections furniture.
– We will be developing the new contract over the next 1-2 months
(web pages, pricing pages, master agreements, etc.).
– The current contract will be cancelled when the new one is ready for
posting. If you have E/I furniture orders in the works, contact us to
confirm vendor status on upcoming contract. Mina Barekat 488-1985.
• Carpet
– Expires May 31, 2010. We have recommended a 2 year renewal.
• Contracts in analysis
– Ice Machines (expires July 29, 2010)
24
Commodity Sourcing & Contracting Bureau
Activity Updates
Team 3 – MRO & Law Enforcement
• Mail Services ITN
– Received one response – Pitney Bowes. Evaluation team has
promoted the vendor for negotiations.
– Big thanks to AWI, DMS, DCF, DBPR, DOR & Citizens for evaluation
assistance!
• Pest Control
– Expires May 2, 2010. We have recommended a 5 year renewal.
• Can Liners
– All vendors have requested price increases in accordance with
Plastics Exchange Index.
• Contracts in analysis
– Tools (expires July 29, 2010)
25
Commodity Sourcing & Contracting Bureau
Activity Updates
Team 7 – SPAs and Special Projects
• Office Paper
– New contract was effective on March 26.
– New contract offers lower pricing and improved delivery terms.
• ACS – HIRE (Hazardous Incident Response Equipment)
– Expires May 31. Source contract is in renewal process.
• Solicitations in development:
– Tissues and Towels (expires July 31, 2010)
– Medical and Dental Supplies (expires September 20, 2010)
• Personnel:
– Amber Montgomery has joined Team 7 as Purchasing Specialist. Her
phone number is (850) 488-7516 and her e-mail address is
amber.montgomery@dms.myflorida.com.
26
Commodity Sourcing & Contracting Bureau
Contracts Expiring before June 30, 2010
• Pest Control Services
– Expires May 2. 5 year renewal has been recommended.
• Carpet and Flooring Materials
– Expires May 31. 2 year renewal has been recommended.
• ACS – HIRE (Hazardous Incident Response Equipment)
– Expires May 31. Source contract is in the renewal
process.
27
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
28
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 4 – Information Technology
• Mainframe and other software
– Four new vendors were added (BMC, CA, HP, and IBM)
– Vendors are permitted to offer a wide range of software on this contract;
not just mainframe.
• Multifunction Products, Printers, Facsimile Equipment, Scanners,
Related Software, Supplies and Services
– Launched April 8th
• IT Disaster Recovery Services
– Launched April 7th
– This contract will run in parallel with the current contract until Feb. to
allow time to conduct tests with any new vendors.
• Wireless Voice with Verizon STC and Sprint/Nextel ACS
– Being transferred to Div/Tel for management
– Contracts will be renewed for at least a year while a new contract is
developed.
• The Team will be working with Div/Tel to develop a new radio contract.
29
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 4 – Contracts Expiring by Year-End
• Commercial Off-the-Shelf (252-030-09-1)
– Expires May 1st
– Anticipated Renewal
• IT Research & Advisory Services (Gartner) (973-501-09-ACS)
– Expires May 10th
– Anticipated Renewal
• Copying and Facsimile Equipment (600-340-06-1)
– Expires May 22nd
– New solicitation posted and anticipated to be in place prior to current
contract end.
• Situational Awareness Incident Response (SAIR) (252-925-09-ACS)
– Expires May 26th
– Anticipated Renewal
30
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 5 – Office Equipment, Travel, & Support Services
• Envelopes- STC 310-000-07-1
– Punch-out complete
– Issue of buyers going into Ariba and issuing inside delivery fees. These
fees are causing the orders to be rejected.
– Bulletin Board message anticipated posting by April 23, 2010
• Library Materials- STC 715-001-07-1 - ITB No. 19-715-001-L
– Solicitation for additional vendors
– Bids no longer being accepted in Ariba
– Anticipated Intent to Award next week
• Personnel:
– Angela Caldwell is the new Analyst for Team 5.
– Her phone number is (850) 488-4946 and her e-mail is
angela.caldwell@dms.myflorida.com
31
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 5 – Contracts Expiring by Year-End
• Mobile Shredding: DOR #06/07-36 – ACS
– Expires June 30
– Next Action Recommendation in Development
• Courier Services (991-160-05-1)
– Expires August 14
– Will be rebid
• Courier Services, FedEx Only (991-160-05-2)
– Expires August 14
– Will be rebid
32
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 6 – Services, Special Programs, & Insurance
• Temporary Employment Staffing Services (991-460-07-1):
• Expires 05/17/2010
• Approved recommendation to renew. Removing medical, dental and
nursing positions. New RFP for these positions currently being drafted.
• PRIDE (General Liability and Workers Comp):
• Equote launched 04/09/2010
• To be awarded 04/28/2010
• Contractor’s Equipment (Inland Marine):
• ITB to be launched this week
Personnel:
• Cliff Nilson is the new team lead for Team 6.
• His phone is 850-488-7804 and email is
cliff.nilson@dms.myflorida.com.
33
Technology, Office Equipment and Special
Programs Sourcing and Contracting Bureau
Team 6 – Contracts Expiring by Year-End
•
•
•
•
•
Temporary Employment Staffing Services:
– Expires 05/17/2010
– Recommendation to renew approved minus healthcare professionals
RESPECT Contract:
– Expires 07/06/2010
– Launching RFI week of 04/19/2010
Electronic Data Processing Equipment:
• Expires 06/05/2010
• Next Action Recommendation in Development
Contractor’s Equipment:
– Expires 06/21/2010
– ITB Launching 04/14/2010
Nuclear Property Insurance:
– Expires 06/30/2010
– Next Action Recommendation in Development
34
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
35
Governance
• Continuing to analyze numerous bills
• SB 1238 – This week, the House heard and voted to
amend the bill. They proposed making DMS a cabinet
agency. No other changes are likely until after
Committee Meetings.
• Rule 60A-1.044, F.A.C. effective 10/01/09
• New Governance Manager:
– Karen Armstrong
– Starts April 23
36
Governance
• SB 1238
– DMS is under Sunset Review this session. Through
this process, the Senate proposed a new structure for
DMS and its divisions, which is found in SB 1238. The
Division of State Purchasing would be placed under
DFS in this proposal. The House’s Sunset Review
proposal (HB 7163) simply moves DMS (as is) under
the Governor and the Cabinet. These bills will be
considered during Joint budget conference
negotiations, which likely will not start until next
week.
37
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
38
State Purchasing Operations
• MyFloridaMarketPlace Team
– Analysis Upgrade
– VBS Enhancements
– W-9 Form Project
• Strategic Sourcing Services Team
– Web Redesign
– Office & Educational Consumables
– Chemicals & Food
– Other Opportunities: Vehicle Maintenance, Printing,
Records Storage
39
Analysis Upgrade
• Analysis upgrade design work is underway
• The upgrade includes seven requested enhancements:
–
–
–
–
–
–
–
CR 93 - FLAIR Encumbrance Data
CR 96 - Contract (MA) Data
CR 98 - Invoice Data
CR 99 - PO Data
CR 95 - FLAIR Payment History Data
CR 103 - VIP Vendor Data in Analysis
CR42 - Add Accounting Details to Analysis
• Projected go-live July 2010
• WebEx Training for current analysis users on new features of Analysis 9R1
(MFMP 3.0)
– Nine sessions over three weeks
– Monday, Wednesday and Friday of each week 7/12 – 7/30
• Upgrade web page on Buyer Toolkit
40
VBS Enhancements
• VBS E-mail Notification Language Updated
• Additional Enhancements:
– Add calendar date selection like MFMP
– Calendar view of closing bids for quick reference for buyers and
vendors
– Add ability to post Word and Excel documents
– Remove “cancel” option from VBS
– Give administrators the option to remove an advertisement
– Provide ability to create, preview and save an ad before publishing
regardless of the begin date (i.e. a sandbox)
– Add new link and notification log for public view – vendor name only
41
VBS Enhancements
• Additional Enhancements (cont’d):
– Update look and feel to be similar to VIP
– Add ability to modify end date – allows for withdrawal of cancelled
bids
– VBS can accommodate 15 MB documents but guidance is for only 2
MB – modify as appropriate
– Provide ability to create a 'master advertisement' with optional stages
to post information to. (i.e. an ad may contain info for the following
'stages': Request for Information, Competitive Solicitation, Q/A, and
Intent to Award)
– Provide a link in the email notification to the 'master advertisement'
that will always show the most current version
42
W-9 Form Project
• Option 1 - DFS W9 Website – W9 completed prior to vendor
registering in MFMP Vendor Information Portal (VIP)
– Solution: A DFS hosted website will manage all data pertaining to electronic
W9’s. Vendors will leverage the DFS website to create and update their
company’s W9 information based upon their TaxID (FEIN or SSN). Vendors
must log into the DFS W9 website with secure credentials that only members
of their organization have access to.
– The MFMP VIP registration system will be modified to display a DFS W9
status for the TaxID associated with the VIP registration. The status field will
be populated by a real-time web service call to the DFS W9 website. A link to
the DFS W9 website will be added to the W9 status field area of the VIP page.
Statuses may include:
 W9 on file – pending verification with IRS
 W9 on file – validated with IRS
 W9 on file – FAILED validation with IRS
 W9 not on file
43
Web Redesign
• RFQ process completed 4/6
• RFQ award to ThinkCreative 4/9
• Project start date 4/9
• Target completion 5/28
44
Office and Educational Consumables
• Posted the ITN on 3/31/2010
• Bids due 5/14/10
• Scope of the contract is consistent with the current contract with
US Communities
• Two award options:
– A single award statewide is believed to produce the lowest possible
price
– A multiple award is believed to offer flexibility and choice, reduce
risk and allow for ongoing competition among contractors
• Multiple award can allow up to 6 contractors, 2 statewide and 1
for each of 4 regions
• Price difference up to 5%
• Aggregate volume discount
45
Other Updates
• Chemicals
– $241MM for water treatment chemicals
– Focus group of 4 counties, 4 cities and 2 state agencies (DEP and DC)
– Issue RFI week of 4/19/10
• Food:
– Possible ACS of DC contract for use by sheriffs’ offices
– Met with Florida Sheriffs Association 4/9/10
• New Opportunities
– Vehicle Maintenance
– Printing
– Record Storage
46
Purchasing Directors’ Meeting
April 15, 2010
•
Agenda
•
OPPAGA
•
FedEx Presentation
•
Training & Certification
•
State Purchasing Reorganization
•
Commodity Sourcing and Contracting Bureau
•
Technology, Office Equipment and Special Programs Sourcing
and Contracting Bureau
•
Governance
•
State Purchasing Operations
•
Reminder About Next Meeting Date
47
Purchasing Directors’ Meeting
April 15, 2010
Next Meeting
May 20, 2010
2:00 – 4:00 pm
48