Florida State Term Contract (STC) Training October 21, 2010

Florida State Term Contract (STC) Training October 21, 2010

Course Objective Course Objective • The purchasing departments of Florida’s agencies, local governments, and educational institutions are often asked by their entities to do more with less. • The Department of Management Services (DMS)' Division of State Purchasing provides the opportunity for entities to leverage statewide agreements that have been negotiated with the consideration of providing the best value and that are easy to use . • We encourage you to review the benefits of these contracts and the savings they can provide. • Contract savings are less than three clicks away… -Step 1: Log on to www.dms.MyFlorida.com -Step 2: Click on ‘State Purchasing’ -Step 3: Click on ‘State Contracts, Agreements, and Price Lists’ -Step 4: Begin saving!

Agenda Agenda • Florida Purchasing Overview • PRIDE / RESPECT of Florida • State Term Contracts (STC) • Alternate Contract Sources (ACS) • State Purchasing Agreements (SPA) • Website Redesign • Resources

State Purchasing Overview • The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state. • The Division of State Purchasing also promotes fair and open competition in the state's procurement process. • The Division of State Purchasing maintains and develops state term contracts (STC) and statewide agreements. • STC are mandatory for state agencies but optional for other eligible users (OEUs) -Universities, cities, counties, water management districts, etc. • Under State Purchasing, the MyFloridaMarketPlace (MFMP) system is the online procurement system for agency buyers and state vendors.

Division of State Purchasing Currently State Purchasing administers several different types of agreements; today we’ll address the following types:

Where to find STC, ACS, SPA http://dms.MyFlorida.com/contracts

Florida Climate-Friendly Preferred Products List • Government purchasers are encouraged to use the Florida Climate-Friendly Preferred Products List (FCFPPL ) to find potential green products . • FCFPPL contains more than 10,000 products that current state term contract vendors indicate meet one or more of the Florida approved green product labels / standards. • New green reporting requirements for state agencies effective July 1, 2010: • Agencies must track green “spend” • MFMP can analyze green and recycled material purchases • http://dms.MyFlorida.com/contracts

Agenda Agenda • Florida Purchasing Overview • PRIDE / RESPECT of Florida • State Term Contracts (STC) • Alternate Contract Sources (ACS) • State Purchasing Agreements (SPA) • Website redesign • Resources

PRIDE Prison RehabilitativeIndustries and Diversified Enterprise • Per Sections 9.46515 (2) and (4), Florida Statutes (F.S.), similar products or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than PRIDE. • Per Chapter 283, F.S., competition is not required with the exception of printing services. • PRIDE offers a variety of products from furniture to maintenance supplies: • http://www.pride-enterprises.org/

RESPECT of Florida • Per Section 413.036, F.S., similar commodities or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than RESPECT. • RESPECT works with non-profit organizations around the state who employ persons with disabilities in the production of products and services. • Exempt from the competitive process (no quotes or solicitations necessary). • Examples of items provided under 914-000-05-R: • Office supplies • Janitorial services • Marker boards • Temporary services in the Tampa / St. Petersburg area • www.respectofflorida.org

State Term Contracts (STC) • State term contracts (STC) are contracts between the Division of State Purchasing (State of Florida) and vendors for state agencies and other eligible users (OEUs), leveraging the state’s collective spend to obtain lower costs for goods and services. • Use of STC is mandatory for state agencies, in accordance with Section 287.056, F.S. • OEUs include those local government entities identified in Rule 60A-1.005, F.A.C. • STC meet the competitive solicitation requirements of Section 287.057, F.S. • Purchasing off Florida contracts and agreements saves you time, money and effort when purchasing products and services.

State Term Contracts (STC) • STC Types: • Single vendor with fixed price or discount • Usually the lowest priced contract, simple and straightforward to use • Multiple award contract • Emphasis on flexibility/ choice • Establishes competitive ceiling price with opportunity to negotiate lower price • Multiple award contract with RFQ process • Requires quotes from at least three STC vendors to ensure best value

State Term Contracts (STC) • There are more than 60 STC, covering multiple categories including: • Energy & Transportation • Institutional Furnishings &Supplies • Law Enforcement Supplies • Facility Services & Supplies • Information Technology • Communications • Office Equipment &Services • Insurance • Consulting &Staffing Services • Emergency Operations Supplies & Services • All contracts are listed online http://dms.MyFlorida.com/contracts

State Term Contracts (STC) • Today we’ll discuss some of the most popular STC, including: • Information Technology (IT) consulting services • Network Infrastructure • Bulk Fuel • PCs, Laptops and Monitors • Temporary Staffing services • Insurance programs • Tires • Paper • Office furniture • STC Spotlight • Office Consumables • All contracts are listed online http://dms.MyFlorida.com/contracts

STC: IT Consulting Services • This contract includes consulting services less than $10,000,000 in the following areas: • Project Area 1 – Analysis and Design: • Business case analysis (e.g. costs/benefit and risk analysis) • Performance measurements • Project Area 2 – Development and Integration: • System and software development • Modernization of legacy systems to Web applications • Project Area 3 – Operational and Support: • Database generation and database management • Disaster recovery services • Project Area 4 – Simple Staff Augmentation • All work produced under this contract becomes the property of the entity. • The current contract expires August 31, 2012.

STC: IT Consulting Services • When issuing purchase orders to vendors under this contract, entities may negotiate additional terms and conditions. • Below are the RFQ requirements under this contract:

STC: Network Infrastructure • Items were awarded based on eligible brands and each manufacturer has approved resellers. • These resellers are available on a spreadsheet under the ordering instructions for each vendor listed on the STC website. • The five categories available on this contract are below: • The current contract expires September 7, 2011.

STC: Network Infrastructure Pricing is a percentage off MSRP discount by vendor with price sheets posted on each vendor’s state website. There are a total of 22 vendors awarded across all categories. Below is a sample of Category One vendors:

STC: Bulk Fuel, Gasoline, Diesel • Four categories of fuel: • E-10 (87 octane) • Biodiesel • Ultra low sulfur diesel • Ultra low sulfur diesel, red-dye • Florida counties are divided into four districts: north, west, central, south. • Each county lists up to three awards per fuel category to assist in any supply emergencies. • Prices for fuel (gasoline and diesel) are determined using the Data Transmission Network (DTN) FastTracks average price on the day of delivery from the closest terminal to the delivery location. • The current contract expires June 30, 2014.

STC: Bulk Fuel, Gasoline, Diesel - Substantial savings - Price sheets are posted online daily.

STC: PCs, Laptops and Monitors • Items on this STC meet green product specifications. • Pricing is a percentage discount off of the MSRP per vendor. • Items on this contract are ordered directly from the manufacturer. • Apple products are available on 250-WSCA-10-ACS. • Also now available: • Ruggedized, semi-ruggedized (tough) • Laptops • Tablet computers • Ultra-mobile computers

STC: PCs, Laptops and Monitors • STC awarded vendors offer deep discounts off of MSRP: • The current contract expires February 28, 2011.

STC: Temporary Staffing Services • This contract includes temporary employment staffing in a variety of areas: • Accountants and auditors • Arbitrators and mediators • Dietitians and nutritionists • Janitor / cleaner • Market research analyst • The contractor may conduct background checks on employees as necessary for an additional negotiated fee. • The current contract expires December 17, 2011.

STC: Temporary Staffing Services Pricing is an hourly rate per region for each area. Price sheets are posted on the STC website.

Insurance Coverage Programs • Provides a method of insuring individuals and items that are not eligible for coverage through the state risk management trust fund. • While it is not mandatory to participate in these programs, a state agency is not able to purchase their own insurance. • All policies available for group participation are listed and detailed on DMS’ website. • Examples include: Accidental Death and Dismemberment; Boiler and Machinery; Crime; Fine Art; Electronic Data Processing Equipment; Auto Comprehensive and Collision; and Miscellaneous Property • If your organization requires coverage that lies outside the scope of those policies readily available, please contact DMS.

STC: Tires • Single award to Goodyear. • Product pricing is a discount off of book price and additional services are available at fixed prices (disposal, mounting, valves, etc). • Recent benchmarking activities show that this contract offers the best prices for Goodyear products in the state. • Annual sales average $30 million • Order/payment options include bulk delivery, blanket purchase orders, and PCard. • Detailed price lists and authorized dealer lists are available on the STC Web page. • The current contract expires February 29, 2012.

STC: Tires

STC: Paper: Office, Virgin and Recycled Content • Contract pricing includes both set prices (indicated on the price sheets located on the STC website) and price breaks (depending on carton quantities). • Recent benchmarking activities indicate these are the best bulk paper prices in the state. • Contract pricing includes the price of shipping / handling, and freight but inside delivery is a separate charge per carton. • 10 case minimum order. • Some contract products are listed on the FCFPPL. • Current contract expires March 25, 2013.

STC: Furniture: Office and Files • Products include workstations, desks, chairs, files, conference and presentation furniture, dispatch / 911 furniture, movable walls, and additional items. • Space planning services are also available under this contract. • This contract does not include artwork, decorative lamps and accessories, fireproof files or used/refurbished furniture of any kind. • All awarded contractors (57) offer a wide variety of products and price ranges to meet any project needs. • Product pricing is presented as a discount off list price and mirrors GSA pricing. • Florida is only one of four states to receive these discounts. • Contract sales in the last fiscal year were more than $66 million and represent use by all levels of government and education.

STC: Furniture: Office and Files • Contract offers a minimum five year warranty. • This is often better than standard product warranties and GSA terms. • Items are listed on the FCFPPL. • Representation of CBE and local service providers. • Some contractors encourage order placement through local providers, thus allowing CBE spending credit and additional negotiation of service prices. • The current contract expires March 1, 2011.

STC Spotlight: Office/Educational Consumables • This new STC provides office and educational consumables: • Toner • Computer paper • Non-printed envelopes • Office supplies • Art supplies • Office equipment • IT peripherals • Cost savings range from an average of 4 percent up to an overall 13 percent. • Awarded vendors include: • Gulf Coast Office Products • Office Depot • Staples

STC Spotlight: Office/Educational Consumables • Each vendor maintains Punchout catalogs in MFMP. • Third-party auditors for each vendor ensures pricing accuracy. • Green/recycled products are available from each vendor. • Potential for volume discounts. • Other benefits include: • Each vendor has a strong presence in Florida. • Two of the vendors are nationwide. • Staples and Gulf Coast Products do not have a minimum order amount. • Office Depot offers additional promotional opportunities.

Alternate Contract Sources (ACS) • ACS are similar to STC, but not mandatory – i.e., optional use for state entities and OEUs. • If an agency’s competitively solicited contract is cost-effective and in the best interest of the state, DMS may approve the use of the contract for a specific agency upon request. • DMS also may approve a competitively solicited contract as an enterprise-wide ACS for use by all agencies if the contract is cost-effective and in the best interest of the state. • http://dms.MyFlorida.com/contracts

Alternate Contract Sources (ACS) Below are some examples of current ACS agreements:

ACS Spotlight: U.S. Communities’ Food Services • The Food Services STC includes the purchase and delivery of a wide variety of food products: • Fresh, frozen, canned, perishable goods • Powered items • Bakery items • Dairy, produce and meats • To date, meal contract savings average more than 13 percent per diem, per person. • Eligible users can establish and maintain their own master product listing with the vendor as well as take advantage of the Florida Department of Corrections' master product list of more than 200 items.

State Purchasing Agreement (SPA) • Use of these agreements are optional and limited to expenditures not to exceed Category Two ($35,000) . • Negotiated per agency request. • Conducted through the MFMP eQuote tool. • Current SPA include: • Recycling Services, Spent Lamps, Proper Disposal of End of Life Ballasts and Batteries • http://dms.MyFlorida.com/contracts

Website redesign • We recently upgraded the Florida state term contract and agreement website, http://dms.MyFlorida.com/contracts . • Using our enhanced search engine, you can: • Filter through agreements by commodity code, FCFPPL, business designation, contract keyword, product or service, or contract type. • Revised contract category mapping • ‘How to’ guides for each contract/agreement • Detailed agreement descriptions and benefits for eligible users • What else is new? Key information such as authorized resellers and geographic coverage for each contract now displays in easy-to-read table format.

Resources Resources • STC, SPA, ACS website • http://dms.MyFlorida.com/contracts • Contract administrator and contact information is listed next to each contract • Bulletin board • http://dms.myflorida.com/mfmp_buyer_training • DMS State Purchasing Main Line • (850) 488-8440 • PurchasingCustomerService@dms.MyFlorida.com • Contract/agreement questions • BuyerHelp@MyFloridaMarketPlace.com • Catalogs • Online purchasing

Where to find STC, ACS, SPA http://dms.MyFlorida.com/contracts

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Florida State Term Contract (STC) Training October 21, 2010