May 20, 2010

Purchasing Directors’ Meeting

May 20, 2010


May 20, 2010

• Agenda

• Training & Certification

• Bureau of Transportation, Facilities & Supplies

• Bureau of Technology, Office Equipment & Support Services

• Bureau of Services, Supplies, Insurance & Special Programs

• Governance

• State Purchasing Operations

• Reminder About Next Meeting Date

2


May 20, 2010

• Agenda





• Governance



3

March Re-Certifications

• Florida Certified Purchasing Agent

Vonnie R. Allen - DOC

Lisa A. Kesecker - Osceola County

4

April Certifications

• Florida Certified Contract Manager

Patrick J. Hicks - DMA

5

April Re-Certifications


Joyce M. Plummer - DOT

John C. Nicholson - DOC

Richard E. Chatel - DCF

Steven K. Updike - DOR

Walter W. Kraften - DOS

David M. Comer - DCF

Betty C. Dennis - DCF

• Florida Certified Contract Negotiator

Regina A. Johnson

6

May Certifications

• Florida Certified Contract Negotiator

Windy L. Maloof - DOT

• Florida Certified Purchasing Manager

David R. Santiago - Volusia County

7

May Certifications


Jerry J. Allen - Okaloosa

Vince J. Windham - Okaloosa

Irene B. Dahnke - Okaloosa

Sherri A. Williams - Okaloosa

Brenda L. Godwin - Santa Rosa

Sandra K. King - Santa Rosa

Mara M. Jarriel - DMA

Mary K. King - Citizens Property

Christina E. Hennekes - Citizens

AJ Villmer - DCF

Laurie M. Revell - DOT

Bobbie S. Smith - DMA

Pamela C. Lightbourne - DOE

8

New-Project Management Professionals-PMP

• Cheryl Barfield, Gov’t Analyst II, AHCA passed the PMP exam in February 2010

• Deborah Gresko, Senior Business Analyst, DEP passed the PMP exam in March 2010

• Lisa Eaton, Senior Management Analyst II, DJJ passed the PMP exam in April 2010

• Marvin Altman, Bureau Chief, Technology Services, DOC passed the PMP exam in May 2010

• Holly Merrick, Grants Administration Manager, DCF passed the PMP exam in May 2010

9

Fiscal Year 2010-2011

• Florida classes have been posted on the website for July 2010 –

December 2010

• PMP classes have been posted for the new fiscal year

 Just a reminder to use the new PMP application

• PDU classes are still in development

 Creating e-training with ESI to offer online classes

 Will continue to offer a few classes in Room 166

• Florida recertification workshops near completion

 FCCN - 2 Day

 FCCM - 1 Day

 FCPA/FCPM - 1 Day

10


May 20, 2010

• Agenda





• Governance



11

Bureau of Transportation,

Facilities and Supplies

Team 1 – Transportation & Energy

• P-Card Services ITN

– Three active respondents: Bank of America, Regions Bank, and Citibank.

• Fuel Card Services ITN

– Posted intended award to Wright Express. Award is currently under protest.

– Will engage agencies for transition planning as soon as we’re clear from the protest.

• Construction, Industrial, Agricultural & Lawn Equipment STC

– New contract was effective on April 28. Posting in pieces. Contact Chris

Walker for specific info needs: 488-7540.

• Solicitations in development

– Medium & Heavy Trucks

– Motor Vehicles

• Personnel:

– Jim Spencer is our new Purchasing Specialist! You can reach him at jim.spencer@dms.myflorida.com

or at 488-8367.

12



Team 2 – Institutional Furnishings & Supplies

• Carpet STC

– Renewed with all current vendors through May 31, 2012.

• Office Furniture STC

– Numerous GSA modifications are in process. Please verify correct pricing via the STC web site.

– Contact Brenda Wells (488-6904) or Claudia Cooper (487-9847) with any questions.

• Educational/Institutional Furniture STC

– Finalizing new STC for execution and posting. Current STC will be terminated for convenience at the end of the month.

– 8 current contractors are not approved on the new STC: Academia, Fisher

Hamilton, Kaplan, KFI, KLN, Midwest, Tuff-Edge & Virco.


– Ice Machines

– Floor Machines

13



Team 3 – MRO & Law Enforcement

• Mail Services ITN

– Negotiation team met on May 17 to discuss the Pitney Bowes offer. More negotiation is necessary.

– We cannot yet define a timeframe for completed negotiations and resulting contract. Please work with your agency counsel to determine next action on your expiring SLAs.

• Body Armor STC

– Adding more DOJ/NIJ approved vests as they become available. Recent additions for Gator Hawk, Point Blank and Protech.

• Can Liners STC

– Pricing increases have been approved for all vendors effective June 1.

– Contact Greg Hill with any questions: 922-1214


– Tools

– Officers’ Equipment

14


May 20, 2010

• Agenda





• Governance



15

Bureau of Technology, Office Equipment &

Support Services Contracting Bureau

Team 4 – Information Technology

• Multifunction Products, Printers, Facsimile Equipment, Scanners, Related

Software, Supplies and Services

– Current contract expires May 22

– Renewing current contracts for 6 months

– New contract solicitation in progress

• IT Disaster Recovery Services

– Intent to Award estimated to be posted late June

– New contract effective date estimated for July

– This contract will run in parallel with the current contract until February to allow time to conduct tests with any new vendors.

• Wireless Voice with Verizon STC and Sprint/Nextel ACS

– Transferred to Div/Tel for management on 5/11

16



Team 4 – Information Technology (con’t)

• Radio Contract

– The team is working with Div/Tel to develop a new radio contract.

– Survey sent out via Survey Monkey on 5/10.

• Commercial Off-The-Shelf

– Renewed ACS (Virginia STC) in mid-April, now expires May 1, 2011

– Anticipated future ITB

• IT Research & Advisory Services (Gartner) (973-501-09-ACS)

– Expired May 10

– Currently working out pricing issues with Gartner

• Situational Awareness Incident Response (SAIR) (252-925-09-ACS)

– Will be renewed, current contract expires 5/26

17



Team 5 – Office Equipment, Travel & Support Services

• Courier Services

– Currently two separate contracts that both expire August 14, 2010 o Will be back to one contract with new solicitation

– Sent survey out via Survey Monkey o Please provide input NLT Friday, May 21

– ITB with intent of multiple award and new contract start date TBD o Reserve the right for single award

• Library Materials

– Awarded 6 new vendors (out of 8)

– Now have 88 vendors

18



Team 5 – Office Equipment, Travel & Support Services

• Mobile Shredding

– Shameka Smith now contract manager

– ACS expires June 30

– Renewal expected to be complete NLT end of May

• Team 5 Lead Analyst Position

– Posting expires 5/21

– Expect to interview viable candidates 5/24 – 5/28

19


May 20, 2010

• Agenda





• Governance



20

Bureau of Services, Supplies,

Insurance & Special Programs

Team 6 – Services, Special Programs & Insurance

• Temporary Employment Staffing Services (991-460-07-1):

– Renewed effective 05/17/2010

• Solicitations in development:

– New state term contract for Temporary Medical, Dental and Nursing positions

– RFP for Central Non-profit Agency (currently RESPECT)

• Insurance:

– EDPE insurance—renewal in progress

– Contractor’s Equipment Insurance ITB—in progress

– Nuclear Property Insurance under review—complete by June 30

– Ocean Marine Insurance under review—complete by July 2

– Miscellaneous Property Insurance under review—complete by August 8

• Personnel:

– Allison Norman has been promoted to Purchasing Analyst and is now the

Insurance Coordinator for State Purchasing.

– We are in the process of hiring a Purchasing Specialist.

21

Bureau of Services, Supplies,

Insurance & Special Programs

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.

• Security Guard Services Contract Feedback

• Solicitations in development:

– Tissues and Towels (expires July 31, 2010)

– Medical and Dental Supplies (expires September 20, 2010)

• Climate Friendly Products List – Quarterly update complete. Contains 19,684 items.

• 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

.

22


May 20, 2010

• Agenda





• Governance



23

Governance

• Finishing analysis of bills that passed the legislature related to purchasing.

• HB 5611 – Department of Management Services

– The bill provides that DMS is to be a cabinet agency with an Executive Director to be appointed by the cabinet and the Governor.

• HB 7243 – Environmental Protection

– Section 3 requires DMS to modify MFMP by

September 30, 2011, to enable the system to report on purchases of green and recycled products.

24

Governance

• SB 2386 – State Financial Matters

– Sets out agreement requirements where the services/commodities are funded with federal and state assistance and requires agencies to maintain a cost analysis.

– Requires a detailed budget for services where funding was designated under the General

Appropriations Act or awarded on a noncompetitive basis.

– Modified certain definitions in Chapter 287.

25

Governance

SB 2386 – State Financial Matters continued…

– Adjusted the purchasing category thresholds.

– Requires agencies purchasing from a STC to have an agreement with scope of work and verifiable units of deliverables.

– Substantially amended s. 287.057, F.S., relating to procurement methods.

– Requires any contract manager responsible for contracts over the category two threshold amount to attend training conducted by the CFO.

26

Governance

SB 2386 – State Financial Matters continued…

– Added a requirement that agencies must “avoid, neutralize, or mitigate” potential organization conflicts of interest.

– Amended s. 287.0571 to require agencies to have a business case study for outsourcing projects over

$10 million and added requirements that must be included in the study.

– Created s. 287.0575 requiring certain agencies to coordinate in contracted services for health and human services.

27


May 20, 2010

• Agenda





• Governance



28

Strategic Sourcing Services Team

Office Supplies:

• Bid date extended to 5/28/2010.

• HB 5003, Section 23 states: “Notwithstanding any provision in chapter 287, Florida

Statutes, to the contrary, the Department of Management Services shall issue, by

January 1, 2011, a solicitation for office supplies and subsequently award a multiplesupplier contract with at least three awarded vendors.” No changes necessary to

ITN because it is designed with an option for multiple award.

Food Contract:

• Met with US Foodservice and Dept. of Corrections to review the ACS agreement on

May 6. The meeting went very well and US Foodservice is interested in signing an

ACS agreement with DMS.

• US Foodservice is conducting an internal review of the ACS agreement and will provide DMS with feedback by May 21.

Website Redesign:

• Think Creative continues to develop the website changes.

• We continue to compile the purchasing analysts’ feedback on the new information displayed for each of their contracts.

• On schedule for go-live May 28, 2010.

29

Strategic Sourcing Services Team

New Opportunities:

• Printing Services: Conducting initial due diligence on the category. Held a conference call with Government Solutions Group to gain insights into the printing category and their experience in Florida. A conference call is scheduled with the Printing Association of Florida on May 20 to gain their insight on how to save the State money in the printing category.

• Vehicle Maintenance: Continued to compare government contracts for this category. Dept. of Highway Safety and Motor Vehicles is still evaluating the opportunity to adopt a vehicle maintenance contract as an

Alternate Contract Source.

• Auto Parts: Dept. of Transportation has requested an ACS agreement for auto parts. Our team is reviewing current government contracts in this category. Specifically, we are reviewing the National Joint Powers Alliance

(NJPA) contract with NAPA and the Western States Contracting Alliance

(WSCA) with three vendors. The State of Georgia has adopted the NJPA contract as an ACS.

30

MyFloridaMarketPlace

Year End: Review

• The past two years, MFMP was taken down on July 1 to complete the “Certified

Forward” and “Delay Purchase Until” process

• Customers are notified of the systems availability through e-mail communications

• Following the June 30/July 1 year-end processing activities, the customer service team worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc)

– There were 263 transactions requiring manual intervention as opposed to

387 the previous year

– All of these transactions were handled by noon on Wednesday, July 2, whereas these exception transactions required upwards of two weeks to handle in years past

• Overall, the 2009 year-end processing finished within 39 hours (the fastest yearend close ever)

• These reductions in time assisted in a successful year-end process

• We plan to repeat the process again this year, taking MFMP down on Thursday,

July 1, 2010

31

Analysis Upgrade/ VBS and SPURSView

• Analysis Upgrade:

– Current go-live date: late July 2010

– We’ll be offering WebEx training sessions o Nine sessions over three weeks o July 12-30, Monday/Wednesday/Friday o Registration coming early June

– http://dms.myflorida.com/mfmp_upgrades

• Vendor Bid System and SPURSView Enhancements

– Phase 1: Upgrade Oracle platforms (complete by June 30, 2010)

– Workgroup: DOT and DC only volunteers to date

– Finalize scope of enhancements in July

32

Buyer Upgrade Enhancements

Change Request

CR 29: Include Voucher # and SWDN on payment update eForm

CR 30: Add Contract ID to the DO

CR 41 : CFO Received Date

CR 53 : Buyer Password Reset

CR 86 : Default the checkbox to be unchecked

Total

Hour Estimate

50 hours

48 hours

496 hours

700 hours

40 hours

1,334 hours

At the beginning of the last CRB meeting, these were the top five CRs.

33


Change Request

CR 29: Include Voucher # and SWDN on payment update eForm

Hour Estimate

50 hours

CR 30: Add Contract ID to the DO

CR 41 : CFO Received Date

CR 53 : Buyer Password Reset

CR 114 : Green / Recycled Reporting

48 hours

496 hours

700 hours

200 hours

Adjusted Total 1,494 hours

The CRB opted to swap CR 86 for CR 114 (formerly 260014)

Green/ Recycled Reporting.

34


Enterprise

Statutory Change

Customer-Driven

CR 114 ( formerly 260014):

Green/Recycled Reporting

ROM Estimate

200 hours

Audit Findings CR 108: PO Start Date / End Date 40 hours

CR 110: Buyer Password

Complexity

360 hours

CR 111: VIP Password Complexity 392 hours

CRB Requested

CR 112: Updates to the VIP

Change Log

CR 115: Require Contract # based on MOP

Invoice Workgroup Requested CR 116: Improvements to the

Invoice eForm

Total Additional CR Hours (not including the CRB top five)

Solution 1: 200 hours

Solution 2: 600-800 hours

120 hours

48 hours

1,160 hours OR

1,560-1,760 hours

35


Change Request

CRB Top Five CRs

-CR 29, 30, 41, 53, 114

Audit CRs / Additional CRs

-CR 108, 110, 111, 112, 115, 116

Total CR ROM Hours

Available Hours

Hour Estimate

1,494 hours

1,160 – 1,760 hours

2,654 – 3,254 hours

750 hours

36


Enterprise

CRB Requested

Invoice Workgroup

Statutory Changes

Audit Findings

Total CR Hours

Customer-Driven

CR 29: Include Voucher # &

SWDN on Payment

CR 30: Add Contract ID to the

DO

CR 116: Improvements to the

Invoice eForm

CR 114 ( formerly 260014):

Green/Recycled Reporting

CR 108: PO Start Date / End D

CR 110: Buyer Password

Complexity

ROM Estimate

50 hours

48 hours

48 hours

200 hours

40 hours

360 hours

746 hours

Based on the 750 hours available and considering anticipated statutory changes and return on investment, DMS recommended above to CRB at 5/18/2010 meeting.

37


May 20, 2010

• Agenda





• Governance



38


May 20, 2010

Next Meeting

July 15, 2010

2:00 – 4:00 pm

39

May 20, 2010 - Department of Management Services

Purchasing Directors’ Meeting

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