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Purchasing Directors’ Meeting February 17, 2004 3:00 P.M.

State Purchasing. Purchasing Directors’ Meeting February 17, 2004 3:00 P.M. Purchasing Directors’ Meeting February 17, 2004 Agenda. Welcome / Meeting Overview Florida A.G.C. Council Decision New Office Consumables Contract Strategic Sourcing Operational Issues Open Floor / New Issues

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Purchasing Directors’ Meeting February 17, 2004 3:00 P.M.

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  1. State Purchasing Purchasing Directors’ Meeting February 17, 2004 3:00 P.M.

  2. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  3. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  4. Florida A.G.C. Council DecisionRecent Events in U.S. District Court (N.D. Fla.) • Feb 6 order granted plaintiff’s motion for partial summary judgment, finding that s. 287.09451, F.S., violates Equal Protection Clause because not narrowly tailored to serve compelling governmental interest • Feb 12 settlement agreement filed with the court for approval • Available on-line with materials for this meeting -http://marketplace.myflorida.com/buyer/directors.htm

  5. Florida A.G.C. Council DecisionPractical Implications for Florida Purchasing • Don’t use set-asides or race-based selection criteria; OGCs have been briefed • Consider using DMS “state objectives” language, which will be tweaked • Chapter 287 amendments to clarify role of OSD

  6. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  7. New Office Consumables Contract Registering with Office Depot • Punch-out is live effective Feb 16 • Thanks for your patience! • Demonstration

  8. How do I get a hard copy of the Office Depot Catalog? Catalog number on Welcome Kit, order with first order Bulk Distribution by Account Managers New Office Consumables Contract Issues and Resolutions – Catalog Distribution

  9. Why am I having problems registering with Office Depot and receiving the welcome kit? Firewall and system issues Re-designed welcome kit and re-sent to all users Re-Registered all users missed in first round New registrations handled in 24 hrs or less New Office Consumables Contract Issues and Resolutions – Registration Obstacles

  10. Why are there price discrepancies between the bid items on the STC website and the lists on the Office Depot site? Pricing on various sites aligned during punch-out implementation process Web In All pricing correct and certified to State 2/11/04 New Office Consumables Contract Issues and Resolutions – Price Discrepancies

  11. Why isn’t there a packing list in every box? All packages except full-case boxes are shipped with packing list enclosed Packing list from split-case (mixed product) references full case items Orlando and Weston facilities auditing to insure compliance New Office Consumables Contract Issues and Resolutions – Missing Packing Lists

  12. How can I complete my P-Card reconciliation under the new contract? DFS has approved the Office Depot packing list for P-Card reconciliation Full order with detail may be printed from Order History, or set up as auto e-mail confirmation New Office Consumables Contract Issues and Resolutions – P-card Reconciliation

  13. Why has the number of backorders increased under the new contract? Office Depot’s current analysis of State item fill-rate = 99.8% Backorder issues stemmed from number of items sourcing from wholesaler when equivalent items from Office Depot catalog are in stock. Wholesaler items will be shipped in separate package, and have separate packing list. New Office Consumables Contract Issues and Resolutions – Backorders

  14. New Office Consumables Contract Registering with Office Depot Non-MFMP Users MFMP Users

  15. New Office Consumables Contract Purchasing from Office Depot

  16. New Office Consumables ContractContact Information DMS Steve Poole, Contract Analyst pooles@dms.state.fl.us or 488-4945 Renee Gregory, Contract Specialist gregorr@dms.state.fl.us or 414-6740 Office Depot Morrie Norwood, Senior Account Manager mnorwood@officedepot.com 800-386-0226 x7111

  17. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  18. Leverage State-Wide Volume Obtain Best Prices & Value Obtain State-Wide Savings Reduce State-Wide Supply Base Identify New STC Opportunities Increase Demand / Volume on STCs Manage Compliance Strategic Sourcing Objectives Strategic sourcing is a proactive process to leverage demand and select vendors that offer the best value.

  19. Strategic SourcingStates Currently Focusing on “Spend Management” • Connecticut – “Buy Smart, Buy Together” • Delaware – “Partner$ in Procurement” • Florida - MyFloridaMarketPlace • Illinois • Missouri • New Mexico • Oregon • Rhode Island • Virginia – “Partners in Procurement”

  20. Develop Selection Factors & Screen Vendors Profile Internally & Externally Prepare Value Proposition & Award Kick - - Off Screen Screen Shape & Shape & Conduct Competitive Event Kick-Off & Assess Opportunities Profile Profile Conduct Conduct Develop Strategy Implement Agreements Develop Develop & Suppliers & Suppliers & Negotiate Negotiate Implement Internally & Internally & Auctions & Auctions & Strategy Strategy Selection Selection Assess Value Value Agreements Externally Externally Opportunities Factors Factors Propositions Propositions Strategic Sourcing Methodology Develop Value Proposition Around Options Prepare Fact Prepare Fact - - Level High High - - Fast Track to Value Fast Track to Value Fast Track to Value Measure Measure Measure Based Based Data Data Complete Complete Complete Results Results Results Negotiation Negotiation Collection & Collection & ITB/ITN/ RFQ/RFP & Trends & Trends & Trends Build Build Build “Packages” “Packages” Analysis Analysis Build Total Build Total Build Total Validate & Validate & Validate & Supplier Supplier Vendor Key Worksteps - and / or - Cost of Cost of Cost of Profile Profile Profile Selection Selection Selection Ownership Ownership Ownership Segment Segment Make Award Decision Category Category Category Decision Decision Decision Negotiate Negotiate Model Model Model Purchases Purchases Develop Develop Vendors Develop Matrix Matrix Matrix Value Value Conduct Conduct Conduct Propositions Propositions Form Form Auctions Auctions Auctions Conduct Conduct Conduct Develop Develop Develop Conduct Conduct Conduct Cross- Cross - Industry Industry Industry Category Category Category Supplier Supplier Vendor Functional Functional Analysis Analysis Analysis Strategy Strategy Strategy Analysis Analysis Analysis Sourcing Sourcing Teams Teams Value Propositions Benefits Category Profile TCO Model In-Scope Categories Selection Decision Matrix ITB/ITN/RFQ/RFP Typical Deliverables Realization Industry Profile Category Continual Vendor Improvement Strategy Auctions Award Decision (ITA) CFSTs (Cross-Functional Sourcing Teams) Ariba Analysis Ariba Contracts Ariba Analysis Ariba Sourcing Ariba Sourcing Ariba Contracts Ariba Analysis Tools Source: Accenture Best Practices

  21. Spend Analysis Overview FLAIR Spend was Analyzed & “Sourceable” Spend Identified & Categorized Spend was Segmented by Benefit Potential & Ease of Implementation Categories were Mapped to 9 Waves of 3 Categories Each Sourcing Business Model was Developed from Savings Goals 23 Agency Interviews Conducted Waves Reflect Agency Input & DMS Feedback

  22. Strategic SourcingPre-Solicitation Steps • Discuss current contracts to identify weaknesses and strengths • Conduct buyer needs assessments (interviews, surveys, etc.) • Gather spend data to help build new strategy • Develop new contract strategy • Construct solicitation document

  23. Agency Participation on Category Teams 3rd Tier Agency Users Benefit From STC 2nd Tier Agency Users Data & SMEs to Category Team Top Agency Users Category Team Core Members

  24. Office Consumables DMS – Tom Butler MRO Materials DMS – David Comer Printing DMS – Charles Day DOH DCF Facility Services DMS – Chuck Beall DOT DOH Medical Supplies DMS - Susan Barr DOH DCF Uniforms/Officer Equipment DMS – Mark Lovell HSMV DOT DEP FDLE FWCC Strategic SourcingCore Team Members

  25. Strategic SourcingExternal Profiling • “A person . . . who participates in the drafting of a solicitation or who develops a program … is not eligible to contract …” s. 287.057(18), F.S. (2002) • “… made available simultaneously to all vendors…” s. 287.057(1), F.S. (2002)

  26. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  27. Operational Issues • Wendi Sellers’ Departure – best wishes! • Insurance/Professional Services specialist • Will advertise position in PeopleFirst • Rules • State Term Contracts

  28. Operational IssuesRules • Transaction Fee Rule (60A-1.031) and related form PUR 3776 • Revised effective February 11 • Vendor Registration Rule (60A-1.030) • February 16 JAPC meeting • Rule Development Workshop • February 20, 2004, 1:30 p.m. DMS Room 301 • Revised drafts will be on MFMP site

  29. Operational IssuesState Term Contracts New Contracts • SUVs, ATVs, Motorcycles – 2/25/04 • Drug Screen Test Kits – 3/1/04 • Tractors, Mowers, Cutters – 3/1/04 • Equipment Maintenance – 3/1/04 • IT Consulting – 4/1/04 • Miscrosoft LAR – 4/1/04 • Feature Phones – 4/30/04 Expiring Contracts • Cereals – 4/29/04 • Cookies and Crackers – 5/31/04 • Plates, Cups, Tableware, etc. - 3/12/04

  30. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  31. Purchasing Directors’ Meeting February 17, 2004 Agenda • Welcome / Meeting Overview • Florida A.G.C. Council Decision • New Office Consumables Contract • Strategic Sourcing • Operational Issues • Open Floor / New Issues • Next Meeting Location / Time

  32. Purchasing Directors’ MeetingNext Meeting Time: 3:00 p.m. to 5:00 p.m. Date: Thursday, March 11, 2004 Location: TBD (and posted to website)

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