Purchasing Directors’ Meeting January 19, 2012

1. Purchasing Directors’ Meeting January 19, 2012

2. Agenda • Introductions – All • State Purchasing team • MFMP 3.0 Sourcing eQuote demo – Ron Leggett • MFMP discussion items – Danielle Kosberg • PPIP survey results – Hal Houston • Training – Dick Chatel • Short listing – Dick Chatel • PD meeting focus and attendees – Kelly Loll • Hot topics - All

3. State Purchasing Team Update from new State Purchasing team members • Thad Fortune, MBE AdministratorOffice of Supplier Diversity • Mike McClure, Bureau ChiefFleet Management & Federal Property Assistance

4. MyFloridaMarketPlace • MFMP 3.0 Sourcing eQuote demo • eInvoicing • Vendor inactivation • Reluctant vendor • Commodity codes cleanup

5. PPIP Stage 1 and 2 Survey Results Overview • DMS released the Stage 1 and 2 PPIP survey in mid-December to request input about each state agency’s typical procurement process and lessons learned. • A big thank you to all individuals who participated in the survey process, we will incorporate your feedback into the PPIP process moving forward Brief summary of our key findings: • Total survey responses received – 33 • 50 percent of agencies represented (19 agencies) • 96 percent of participants identified their agencies as following a standardized and documented procurement process for every procurement • 93 percent follow a standard process for contract renewals most or all of the time

6. PPIP Stage 1 and2 Survey Results (cont.) • Perceived Benefits of a Standard Sourcing Process: • 48 percent of participants are “unsure” if their agency would benefit from a standard (statewide) sourcing process • Survey Quotes: • “Standardized forms would be appreciated.” • “….with the option for the agency to add agency specific docs and language would be very beneficial.” • “consider each agency's different requirements and statutory authority.” • Current Procurement Processes and Areas of Focus: • 70 percent believe their agencies could benefit if their Procurement Office were involved earlier in the procurement process. • With regard to the use of formal procurement documents, the following documents are used by the corresponding percentage: • Project Timeline / Workplan – 71 percent • Procurement DecisionTree– 42 percent • Business Case – 32 percent • Near-Term Goals of the PPIP: • Provide standard process and communication tools encouraging early involvement by the Procurement Office • Refine and provide consistent procurement tools for common-use across the state

7. PPIP Stage 1 – 2 Survey Results (cont.) • Next Steps: • The PPIP Team will continue to keep stakeholders engaged through ongoing surveys, purchasing director presentations, and focus groups. • State Purchasing / MFMP updating bi-monthly newsletter will include PPIP news • Will send regular e-mails with information and continue purchasing director meeting updates

8. Training • Certifications available • Current status • Short-term solutions • Long-term solutions

9. Certifications Available Certified Professional Public Buyer (NIGP) • Bachelor’s degree, college or seminar training in purchasing • Two years of public purchasing experience • Examination • Funded by candidate • Candidates apply directly to NIGP

10. Certifications Available Certified Public Purchasing Officer (NIGP) • Bachelor’s degree, college or seminar training in purchasing • Three years total purchasing experience • Examination • Funded by candidate • Candidates apply directly to NIGP

11. Certifications Available Florida Certified Purchasing Agent (SP) • Public Purchasing in Florida seminar (SP) • 12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions • Funded by candidate or agency • Candidates apply directly to DMS • Recertification • Current Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification • Certificate of completion of advanced purchasing workshop • 12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions

12. Certifications Available Florida Certified Purchasing Manager (SP) • Public Purchasing in Florida seminar (SP) • 3 years experience in a full-time purchasing position (one year must be in a Florida public purchasing management position) • Funded by candidate or agency • Candidates apply directly to DMS • Recertification • Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification • Advanced purchasing workshop • Three years experience in a full-time purchasing position (at least one year must be in a Florida public purchasing management position)

13. Certifications Available Florida Certified Contract Manager (SP) • Contract Management or Contract Administration seminar (NIGP) • Contract Management in Florida seminar (DMS) • Best Practices for Contract and Grant Management in Florida (DFS) • 12 months experience in a full time purchasing or 12 months cumulative experience managing one or more contracts • Funded by candidate or agency • Candidates apply directly to DMS

14. Certifications Available Florida Certified Contract Manager (SP) • Recertification in five years • Contract Management or Contract Administration seminar (NIGP) • Contract Management in Florida seminar (DMS) • Advancing Accountability: Best Practices for Contract and Grant Management in Florida (DFS) • 12 months experience in a full time purchasing position, or • 12 months cumulative experience managing on or more contracts for a Florida state agency

15. Certifications Available Florida Certified Contract Negotiator (SP) • Required on ITNs exceeding $1 million • General Public Procurement or Sourcing in the Public Sector seminars (NIGP) • Negotiation Strategies & Techniques seminar (ESI ) or approved equivalent • Negotiation in Florida seminar (DMS) • Training funds previously provided to DMS for agency training • 12 months in a full-time purchasing, contract management, or contract administration, or

16. Certifications Available Florida Certified Contract Negotiator (SP) • Candidate may have worked as political subdivision agency attorney whose duties included providing legal counsel to an agency’s purchasing or contracting staff. • The candidate must have led a team through at least one procurement through negotiation, or served on at least three federal, state, or local government negotiation teams. Or

17. Certifications Available Florida Certified Contract Negotiator (SP) • M.B.A. (or similar graduate degree) who has: • Led a government negotiation team through a negotiated procurement or served on at least government negotiation teams • Completed either a semester-long business school or graduate level class on negotiation • Negotiation Strategies & Techniques seminar (ESI) or approved equivalent • Negotiations in Florida or approved equivalent (DMS) • General Public Procurement or Sourcing in the Public Sector seminar(NIGP) • Worked a minimum of 12 months for the State of Florida or one of its political subdivisions

18. Certifications Available Florida Certified Contract Negotiator (SP) • Recertification (five years) • 16 hours of recertification training courses • Led one or participated in three negotiated procurements during the preceding five years • Employed in governmental position that requires negotiations in the position description

19. Certifications Available Project Management Professional (PMI) • Bachelor’s degree or the global equivalent • 4,500 hours leading and directing projects • 35 hours of project management classroom training • Examination required • Required for ITNs exceeding $10 million • Funds previously provided to DMS for agency training • Recertification IAW PMI guidelines

20. Current Status • Funding for FCCN and PMP no longer provided • Agencies must fund from expense budget; results in lower participation • Minimum class size requirement eliminated course offerings • Secretary suspended certification programs • State Purchasing re-examining approach to training and certification

21. Short-Term Solution • Request class size amendment from vendors for negotiation and PMI training • Lack of funding will necessitate a shift from purchased training to organic training • SP pilot program: focus on PPIP process • Basic training considers stage process and job responsibilities • 7 Stage Overview + • Process/MFMP • Category Manager • Contract Manager

22. Short-Term Solution • Advanced Training at Application Level • Phase training (in-depth) • Data analytics • Market analysis • Negotiation • Forms and templates • Pricing • Contract management functions

23. Long-Term Solution • Request additional positions for Fiscal Year 2013-14 • Request central funding for procurement related training • Use agency trainers with periodic assessment by DMS • Develop central certification examination system We Welcome Your Suggestions!!!

24. Short Listing • Section 287.057(1)(c)(4), Florida Statutes, authorizes the use of Competitive Range (short list). • Competitive Range (short listing) is a decision which requires posting. Each decision (posting) incurs a protest window. • Once a firm is eliminated (excluded from the competitive range), negotiations with that firm are prohibited. • Agencies may negotiate with firms in the competitive range. • Repetitive rounds of negotiation are permitted. • Consult your General Counsel regarding resubmittal/clarification of proposal information

25. Meeting Focus and Attendees • Audience – Purchasing Directors • Invite your staff as necessary; limited seating • Frequency – bi-monthly • Continue two hour meetings • Format – continue with dialogue / open format • Welcome input and presentations from agency purchasing directors • Other

26. Hot Topics Open Discussion