Purchasing Directors’ Meeting
July 15, 2010
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
2
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
3
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
4
Purchasing Directors’ Meeting
July 15, 2010
• Recycled Materials Reporting
• State Purchasing Change – Addition of Bureau D –
Departmental Purchasing
• 287.057(6) Reporting
5
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
6
Governance
Chapter 2010-151, Laws of Florida (a/k/a SB 2386 – State
Financial Matters)
• RULEMAKING to incorporate changes in new law has
started.
• MAJOR CHANGES:
Requires all contracts, including purchases from an STC, to
have an agreement with scope of work and verifiable units of
deliverables.
7
Governance
Chapter 2010-151, Laws of Florida (a/k/a SB 2386 – State
Financial Matters) continued…
• Substantially amended s. 287.057, F.S., relating to
procurement methods.
– Creates a new subsection one for all competitive
procurement methods.
– The requirements for Invitations to Bid, Requests for
Proposals and Invitations to Negotiate were revised.
– Before using an RFP or an ITN, an agency must
document why an ITB is not practicable.
8
Governance
Chapter 2010-151, Laws of Florida (a/k/a SB 2386 –State
Financial Matters) continued…
New section added:
• Agencies, as defined in s. 216.011, F.S., are required to review
existing contract renewals and reprocurements in an effort to
reduce contract payments by 3%.
– The level and quality of services must not be affected.
– Each agency shall renegotiate and reprocure contracts
consistent with this section.
9
Governance
Chapter 2010-151, Laws of Florida (a/k/a SB 2386 –State
Financial Matters) continued…
New section added:
• Agencies required to review contracts for a “preferred pricing
clause” – where the state is offered the most favorable price that
contractor offers to any client.
– Agencies with any contract that contains a preferred pricing
clause will require an affidavit from an authorized
representative of the vendor.
– Affidavit must be submitted by vendor annually.
– Failure by vendor to submit an affidavit may be grounds for
termination of the contract.
10
Governance
Chapter 2010-151, Laws of Florida (a/k/a SB2386 –State
Financial Matters) continued…
• New section added:
–
–
–
For the fiscal year 2010-2011 any entity spending funds in
excess of $5 million that are provided in the General
Appropriations Act shall give preference, the extent allowed
under any state or federal law, to vendors or businesses that
have a principle place of business in the State of Florida.
These vendors must also commit contractually to maximize
use of state residents, products, and other Florida-based
businesses in fulfilling duties under the contract.
Agencies are required to identify and report on contracts
subject to this section to the Agency for Workforce Innovation
by March 1, 2011.
11
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
12
Bureau of Transportation, Facilities and
Supplies
Team 1 – Transportation & Energy
• P-Card Services
– STC: Extended through January 6, 2011.
– ITN: Two remaining respondents: CitiBank and Bank of America.
• Fuel Card Services
– STC: Amendments in process to update agreement with TransMontainge and
extend contract through March 12, 2011.
– ITN: Protest was withdrawn on June 18. Finalizing new contract with Wright
Express.
• Medium & Heavy Trucks
– STC: Expires September 30, 2010.
– ITB: Launched on July 6.
• Solicitations in Development
– Motor Vehicles (expires September 30)
– Bulk Fuel: Tank Wagon Deliveries
13
Bureau of Transportation, Facilities and
Supplies
Team 2 – Institutional Furnishings & Supplies
• Office Furniture STC
– Numerous GSA modifications are in process. Please verify correct pricing via
the STC website.
– Pricing decreases for Global Industries & The Hon Co. (through 12/31/10).
• Educational/Institutional Furniture STC
– New STC was posted on June 1. 70 vendors.
– Price sheets (showing approved price list and discounts) are now available on
the STC website. Price lists (showing item pricing) are available through the
contractor sites.
– Pricing decrease for Global Industries (through 12/31/10).
• Ice Machines
– STC: Expires July 29; will be renewed through October 29, 2010.
– ITB: New solicitation will be launched in July.
• Solicitations in Development
– Floor Machines
14
Bureau of Transportation, Facilities and
Supplies
Team 3 – MRO & Law Enforcement
•
Mail Services ITN
– Negotiation team is working to clarify issues in Pitney Bowes’ response.
– Reminder: We cannot yet define a timeframe for completed negotiations and
resulting contract (if any). Please work with your agency counsel to
determine next action on your expiring SLAs.
•
Can Liners STC
– Pricing increases have been approved for all vendors effective June 1.
•
Tools
– STC: Expires July 29, 2010.
– ITB: Launched June 10; received 8 responses; scheduled to post award on
July 19.
•
Solicitations in Development
– Officers’ Equipment
15
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
16
Technology, Office Equipment, Strategic
Sourcing & Support Services Bureau
Team 4 – Information Technology
• Multifunction Products, Printers, Facsimile Equipment, Scanners,
Related Software, Supplies and Services
– Current contract extended until 11/22/2010
– New contract will be effective 8/1/2010 and supersede current
contract
• IT Disaster Recovery Services
– Intent to Award will be posted NLT 7/16/2010
– New contract effective date estimated for July/August 2010
– New and current contract will overlap thru 2/1/2011
• IT Research & Advisory Services (Gartner) (973-501-09-ACS)
– Renewed 5/28/2010
17
Technology, Office Equipment, Strategic
Sourcing & Support Services Bureau
Team 5 – Office Equipment, Travel, & Support Services
• Courier Services
– Intent to Award anticipated in July
– Current contract expires 8/14/2010
• Office Consumables
– Office Depot Restrictions
o Memo directing users of ACS 618-001-07 to use ACS 252000-09 for IT products now being handled by Tech Depot.
18
Technology, Office Equipment, Strategic
Sourcing & Support Services Bureau
Strategic Sourcing Services Team
• Office Consumables ITN
– Currently in first round of negotiations with:
o Gulf Cost Office Products
o Leitz Office Products
o Office Depot
o Staples
• Food Delivery Prime Vendor Services
– Executed ACS 6/28 (Dept. of Corrections, U.S. Foodservice)
o Mark Hernandez is Contract Manager
19
Technology, Office Equipment, Strategic
Sourcing & Support Services Bureau
Strategic Sourcing Services Team
In The Works:
• Water Treatment Chemicals ITB
• Vehicle Maintenance ACS
20
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
21
Bureau of Services, Supplies, Insurance &
Special Programs
Team 6 – Services, Special Programs, & Insurance
•
•
•
•
•
Solicitations in Development
– New state term contract for temporary medical, dental and nursing positions.
Thank you to focus group participants for great feedback.
Insurance:
– EDPE insurance renewed.
– Contractor’s Equipment Insurance ITB—awarded to Arthur J. Gallagher.
Invoices sent July 12.
– Nuclear Property Insurance renewed.
– Ocean Marine Insurance renewed.
– Miscellaneous Property Insurance ITB in progress. Bids due July 16.
Central Non-Profit Agency RFP
– Awarded to RESPECT.
Computer Software Training
– Renewed with New Horizons.
IT Consulting Services
– Contract number on State Purchasing website updated to mirror contract
number in MFMP.
22
Bureau of Services, Supplies, Insurance &
Special Programs
Team 7 – SPAs and Special Projects
•
Medical and Dental Supplies
– Launched RFP on Tuesday, July 13. Bids due August 18.
– Need two evaluators for “Qualifications” portion.
– Please contact Donna Smith if interested.
•
Tissues and Towels
– Contract renewal effective August 1, 2010.
– Achieved additional 4.88% savings through renewal. Pricing will be updated on
the State Purchasing website July 30, 2010.
•
Potable Water and Food Grade Ice
– All renewals except Lipsey and IAP Worldwide are complete.
•
Climate Friendly Products List
– Quarterly update complete. Contains 20,860 items.
23
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
24
MyFloridaMarketPlace – SB 2386 Impacts
• Areas Impacted:
– Terms of Use (hand out)
– Purchase Order Terms and Conditions (hand
out)
– Methods of Procurement (hand out)
– Management Level Changes (hand out)
– Section 45 unclear impact
• Good news - text changes - hot fix
• Timing: 4 to 8 weeks after approval
25
MyFloridaMarketPlace
2010 Year-End: Review
• The past three 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).
• These reductions in time assisted in a successful year-end
process.
26
Analysis Upgrade/ VBS and SPURSView
• Analysis Upgrade:
– Current go-live date: July 26, 2010
– Conversion over July 24 - 25
– We’ll be offering WebEx training sessions
o Nine sessions over three weeks
o July 12-30, Monday/Wednesday/Friday
– http://dms.myflorida.com/mfmp_upgrades
• That’s all folks!
27
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
28
June Certifications
• Florida Certified Contract Manager
Carroll Kissam – DMA
Margaret Munsey – DOE
Jonathan Rakestraw – DMS
Cameo Collins - DJJ
• Florida Certified Contract Negotiator
Janet McMahan – DCF
Cameo Collins - DJJ
29
June Recertifications
• Florida Certified Contract Negotiator
Stuart Potlock – DMS
• Florida Certified Purchasing Agent
Charles Day – DMS
Brenda Wells – DMS
• Florida Certified Purchasing Manager
Brenda Wells – DMS
Charles Day – DMS
30
July Certifications
• Florida Certified Contract Negotiator
Marilyn Rine – DCF
• Florida Certified Contract Manager
Cynthia Godbey – DFS
• Florida Certified Purchasing Agent
Christopher Walker – DMS
• Florida Certified Purchasing Manager
Christopher Walker – DMS
31
Project Management Professional
George Thomas- DFS
Lois Admire- DCF
Julianne Chester- HSMV
Jay Weinberg- DOH
Robin Kinney, AHCA
Roger Masten - DOT
**5 additional FREE (1 hour/1PDU) ESI webinars have been
added to the DMS training website. We now have a total of
18 FREE ESI webinars available
32
Training Schedule – In Tallahassee
•
•
•
•
•
•
•
•
•
•
•
Negotiation Strategies and Techniques – July 26-29, 2010
Negotiation in Florida – July 30, 2010
Public Purchasing in Florida – Aug 10-13, 2010
CPPB Review – Aug 30-31, 2010
CPPO Review – Sept 1-2, 2010
Planning, Scheduling and Requirement Analysis – Sept 7-9, 2010
Contract Administration – Oct 4-6, 2010
Contract Management in Florida – Oct 7, 2010
Best Practices for Contract and Grant Management – Oct 8, 2010
Developing and Managing RFP’s – Nov 8-10, 2010
Legal Aspects – Dec 1-3, 2010
33
Training Schedule – Outside Tallahassee
• Negotiation in Florida – Broward County – July 23, 2010 (Full)
• Contract Management in Florida – Winter Park, FL – Aug 26,
2010 (Full)
• Best Practices for Contract and Grant Management – Winter
Park, FL – Aug 27, 2010 (Full)
34
Recertification Workshops
In Tallahassee Training:
• Advanced Contract Management in Florida Workshop – August 5,
2010
• Advanced Public Purchasing in Florida Workshop – August 6,
2010
• Advanced Negotiation in Florida Workshop – September 13-14,
2010
• Advanced Negotiation in Florida Workshop – November 2-3,
2010
• Advanced Contract Management in Florida Workshop –
November 4, 2010
• Advanced Public Purchasing in Florida Workshop – November 5,
2010
35
Recertification Workshops
Outside Tallahassee Training:
• Advanced Negotiation in Florida Workshop – Winter Park, FL –
October 4-5, 2010
• Advanced Contract Management in Florida – Winter Park, FL –
October 6, 2010
• Advanced Public Purchasing in Florida – Winter Park, FL – October 7,
2010
• Advanced Public Purchasing in Florida Workshop – Coconut Creek, FL October 22, 2010
• Advanced Negotiation in Florida Workshop – Winter Park, FL –
November 15-16, 2010
• Advanced Contract Management in Florida – Winter Park, FL –
November 17, 2010
• Advanced Public Purchasing in Florida – Winter Park, FL –
November 18, 2010
36
Recertification Requirements
• Florida Certified Contract Negotiator:
– Complete the Advanced Negotiation workshop. Include a
copy of your certificate of completion with your
recertification application.
– Must have led one (1) or participated in three (3) or more
federal, state or local government negotiated
procurements during the preceding five (5) year
certification period and currently be employed in a state
or local government position for which the job
description includes contract negotiation responsibilities.
Submit a copy of your current position description.
– Include the recertification application.
37
Recertification Requirements
• Florida Certified Contract Manager:
– Complete the Advanced Contract Manager workshop. Include a
copy of your certificate of completion with your recertification
application.
– Currently employed in a state or local government full time
purchasing position for the State of Florida or one of its
political subdivisions, or twelve (12) months cumulative
experience managing one or more contracts for a Florida state
agency or political subdivision. Submit a copy of your current
position description.
– Complete Best Practices for Contacts & Grant Management.
Include a copy of your certificate of completion.
– Include the recertification application.
38
Recertification Requirements
• Florida Certified Purchasing Agent:
– Complete the Advanced Purchasing workshop. Include a copy of your
certificate of completion with your recertification application.
– Provide a copy of your current official position description that verifies that
you have been in a purchasing related position for 12 months.
– Include the recertification application.
– Provide proof that your CPPB or CPPO is current.
• Florida Certified Purchasing Manager:
– Complete the Advanced Purchasing workshop. Include a copy of your
certificate of completion with your recertification application.
– Provide a copy of your current official position description that verifies that
you have been in a purchasing related position for three years, one of which
was in a purchasing management position.
– Include the recertification application .
– Provide proof that your CPPB or CPPO is current.
39
Purchasing Directors’ Meeting
July 15, 2010
•
Agenda
•
Department of Financial Services
•
Purchasing Director’s Update
•
Governance
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment, Strategic Sourcing
& Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
State Purchasing Operations/MyFloridaMarketPlace
•
Training & Certification
•
Reminder About Next Meeting Date
40
Purchasing Directors’ Meeting
July 15, 2010
Next Meeting
August 19, 2010
2:00 – 4:00 pm
41