Purchasing Directors’ Meeting February 18, 2010

Purchasing Directors’ Meeting February 18, 2010

Purchasing Directors’ MeetingFebruary 18, 2010 • Agenda • Update on Mobile Communication Services • State Purchasing Organization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • MFMP • Training & Certification • Reminder About Next Meeting Date

Purchasing Directors’ MeetingFebruary 18, 2010 Update on Mobile Communication Services Jon Yeaton Contract Manager Division of Telecommunications

Workplace of Choice Survey • Thanks to everyone who participated. We had 30 responses. • The Leadership Team read each and every response and met several times to develop an action plan. • We will resurvey in six months to determine if we are on the right path to making State Purchasing the workplace of choice.

Action Plan • Fill vacancies with qualified staff • Target recruiting • Address attendance issues • Team by team analysis • Time and motion study • FAQ’s • Talk to team about how to accomplish • Bureaus should be consistent • Define Priorities • At team level • Goes hand-in-hand with planning (d below) • Planning (3 years)

Action Plan • Procedures/forms • Dedicated resource if necessary • Management accessibility • Decrease number of direct reports • Address issue of re-do’s • Reduce distractions • Managers should help prioritize tasks • Direct all inquiries for assistance to your manager

State Purchasing Leadership Team

Budget, Training and Customer Service

Insurance, Services & Supplies

Transportation, Facilities & Supplies

Technology & Office Equipment

State Purchasing Operations

Commodity Sourcing & Contracting BureauActivity Updates Team 1 – Energy & Transportation • Medium & Heavy Trucks • New EPA emissions requirements took effect January 1. Vehicles requiring new engine models were allowed pricing adjustments. Order of award has shifted, so check contract for updates. • Construction, Industrial, Agricultural & Lawn Equipment • Solicitation closes February 18. • Fuel Card • Solicitation closed February 16. Received 4 responses. Evaluation team will meet February 24. • Beware of card skimming devices! Several agencies have been impacted through fuel purchases in central and south Florida. • Comdata sent notices and pictures of devices to all Fuel Card Administrators. Please remind your cardholders to pay close attention at the self-service pumps or pay inside.

Commodity Sourcing & Contracting BureauActivity Updates P-Card Updates • Solicitation development continues (joint effort between DMS and DFS). • Current contract expires July 5, 2010 – we have three options to maintain service: • Solicitation (in progress) • Extension (6 month increments) • New single source • Recent stories of P-Card abuse & misuse • Have strong policies and procedures in place. • Develop strong monitoring programs. • Consider lowering approval limits.

Commodity Sourcing & Contracting BureauActivity Updates Team 2 – Furnishings & Institutional Supplies • Educational/Institutional Furniture • Posted awards on February 1. Working through protests. • Current contract is effective through February 20, 2011, so service will not be impacted. • Current contract lists 34 vendors; proposed award lists 65. • Office Furniture • Renewed through March 1, 2011. • Contracts in Analysis • Carpet

Commodity Sourcing & Contracting BureauActivity Updates Team 3 – MRO & Law Enforcement • Mailroom Services ITN • Mark Lovell is the new procurement manager on this solicitation. • Responses are due February 22. • Batteries • Renewed with one supplier (Williams) for SLERS replacement batteries. Effective through February 13, 2011. • NOTICE: We will not renew or re-solicit this category. • Federal Weapons Sting • Potentially impacts 4 suppliers on Ammo/OE and Body Armor STCs. • No convictions, so no immediate contract actions. • Reminder, these are multiple award contracts.

Commodity Sourcing & Contracting BureauActivity Updates Team 7 – SPAs and Special Projects • Solicitations in development • Office Paper • Medical & Dental Supplies • ACS – HIRE (Hazardous Incident Response Equipment) • Expires May 31. Source contract is in renewal process. • Personnel: • Purchasing Specialist vacancy (Trey Collins is now an Analyst on the new Strategic Sourcing Team)

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 4 – Information Technology • Mainframe Software ITN • Additional awards are still pending. Currently on Contract: • Compuware, Allen Systems Group, Information Builders, Unisys • Microsoft Software • The Academic agreement has been renewed for another 36 months. The new expiration date is now 2/28/2013. • The SPLA agreement (Service Provider License Agreement) has been added as a new agreement and is posted on our DMS website under SHI’s heading. SPLA is available only for the Resource Centers at this time. Please contact Lori Potts with any questions (850)487-4196. • Solicitations in Development/Review • Printers and Multi-Function Copiers – Need Focus Group development. Input needed includes desired specs above the norm, and maintenance components for all workgroup type printers and MFDs, production printers, fax machine and types of scanners to include on the contract. Still need evaluators. • IT Disaster Recovery – SunGard renewal approved for another year. Focus group to convene with commitment from AEIT and SRCs.

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates (continued) • Alternate Contract Source for Miscellaneous IT Equipment • 250-WSCA-10-ACS: State Purchasing signed WSCA participating addendums with Dell, HP and Apple for the procurement of technology equipment not currently available via State Term Contract. Apple products are not available via any State Term Contract.

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 5 – Office Equipment, Travel and Support Services • Launched Mail Services ITN • Responses due February 22, 2010 • Renewed Mail Processing Equipment for One Year • February 21, 2010 through February 20, 2011 • Planning for Replacement of Courier Service STC • August 2010 • Library Materials • Consideration to add vendors – March 2010 • Planning to launch the MeadWestvaco Punchout in March • Includes an online proofing feature for printed items • Webex and training available • Solicitations in Development – Office Consumables

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Team 6 – Special Programs and Services • RESPECT Contract will be Rebid • Current State Contract with RESPECT will end July 6, 2010. We will be seeking eligible and interested candidates to sit on the evaluation team. Please contact Abbe Flynn if you are interested. • Property Insurance Program • Camp Insurance Policy is currently under ITB • Crime Policy Awarded to Sihle Insurance Group • Fine Art – Indoor and UCF Creative School Accident Policy will be informally bid • Temporary Employment • Working on recommendation to renew or rebid for STC.

Governance • Session begins on Tuesday, March 2 and ends on April 30. • State Purchasing has already reviewed/analyzed 16 bills.

Governance • HB 237/SB 588 – Creates the Advisory Committee on State Procurement. • These bills create the Advisory Committee on State Procurement to evaluate the state’s procurement process, in its entirety, and to oversee the implementation of legislative procurement policy. The committee is required to submit a final report, based on their findings, to the Speaker of the House, President of the Senate, the Governor, etc. by December 31, 2009.

Governance • SB 1524 – Purchase of Alternate Fuel Vehicles • This bill creates statutory language relating to state purchasing of vehicles and the establishment of policy and rulemaking by the Department of Management Services. State agencies, state universities, or local governments utilizing any state-purchasing plan are required to purchase hybrid, flex-fuel, or biodiesel vehicles if one of these vehicles is available and if it meets the needs of the purchaser when purchasing new vehicles.

Governance • HB 785 – Electronic Bidding Tool • This bill creates a statutory language that provides that any state agency, county or municipality that is required to make purchases of commodities and services through competitive solicitations must provide vendors the option to submit competitive sealed bids through a uniform secure electronic interactive Internet system. DMS is granted rulemaking authority and exemptions are created for any county or municipality without high speed Internet access and for procurements under $25,000 in value.

Governance • HB 745/SB 1142 – Public Meeting Exemption • Amends Section 119.071, F.S. to include an exemption for ITBs or RFPs issued pursuant to s. 334.30, F.S. (DOT). Section 286.0113, F.S. is also modified to include an exemption from the public meeting requirements for vendors making oral presentations or answering questions about their sealed responses to solicitations. The recordings of such meetings are exempt from disclosure under public record requests until a decision or intended decision is posted or until 20 days after the responses are opened, whichever occurs earlier.

Governance • HB 743 – Restrictions on doing business with Iran • Prohibits the state from entering into, awarding, or renewing contracts or purchasing agreements for commodities or contractual services with any business entity doing business, directly or indirectly, with Iran. It also provides for the development of a mechanism to indentify business entities doing business with the government of Iran, its instrumentalities, and companies owned or controlled by the Iranian government.

Governance • SB 1554 – Public Procurement • Amends s. 838.22, F.S. to provide that any public servant, with corrupt intent to attempt to influence the competitive bidding process, who fails to advertise, publicly announce, or electronically post a solicitation that is required to be advertised, publicly announced, or electronically posted is guilty of a second degree misdemeanor.

Governance • SB 1706 – Relating to State Financial Matters • Very similar to SB 2694 proposed last session and vetoed by Governor Crist. • This bill prohibits an agency or branch of state government from contracting to pay, without legislative authority, liquidated damages or any other moneys resulting from the breach or early termination of a contract, from contracting to pay interest because of insufficient budget authority to pay an obligation in the current year, or from obligating the state to make future-year payments to cover current-year payments because of an insufficiency of current-year appropriations.

Governance • SB 1706 (cont.) • Also, the bill requires public officers provide at least 30 days notice to the Governor, President of the Senate and Speaker of the House, before entering into contracts or series of contracts between the same parties that: 1) require payments by the state in excess of $10 million a year; 2) require minimal or no payments by the state or authorize the other party to make expenditures in anticipation of revenues; or 3) require initial expenditures by the other party and provides that the other party will not receive payment from the state within 180 days after the expenditure.

Governance • SB 1706 (cont.) • Further, the bill requires that contracts identify the specific appropriation (absent approval by the legislature), that contracts contain language that allow for termination by the state upon 30 days’ written notice of a budget deficit event as identified in the bill, that contracts in excess of $25,000 be signed by the agency head, and that for contracts which exceed 12 months be certified in writing by the agency head that the chapter 216 requirements are satisfied. • Lastly, the bill states that willful violation of these provisions are criminal and the resulting contract is null and void.

MyFloridaMarketPlace –General Announcements • MyFloridaMarketPlace Team now “State Purchasing Operations” • Buyer Conference: • Thursday, March 11, 2010, at the DMS Hurston Building (400 W. Robinson Street) in downtown Orlando • 42 enrolled currently • Courses: • Purchasing off State Term Contracts • Purchasing 101 • Invoicing Hot Topics • VBS Training • Transaction Fee Training for Buyers • MFMP Reporting Capabilities Training

MyFloridaMarketPlace – General Announcements • DFS W-9 Form Project is underway • Analysis Upgrade is underway: implementation 8/9 (Monday, weekend conversion) • Kasey Bickley is out • CRB meeting planned for mid to late March • Buyer Upgrade starts September 2010

MyFloridaMarketPlace –Vendor Bid System E-Mails • There are 5 advertisement types in VBS: • Single source • Agency decisions • Grant opportunities • Competitive solicitations • Notices • Types 3, 4 & 5 generate an e-mail notice to vendors based on their selected commodity code. One e-mail per vendor per day. • Design intent

MyFloridaMarketPlace –VBS Enhancements

MyFloridaMarketPlace –SPURSView Enhancements

Analysis Upgrade to Ariba 9R1 – MFMP 3.0 • Design Team • Charles Covington, DMS/State Purchasing • Greg Hill, DMS/State Purchasing • Danielle Kosberg, DMS/State Purchasing • Steve Waters, DEP • Rita Herbert, DOT • Tim Ellinor, DC • Bill Grove, DOR • Summer Silvestri, DOL • Janice Brown, DOH

Analysis Upgrade to Ariba 9R1 – MFMP 3.0

Strategic Sourcing Team Strategic Sourcing Services Team Danielle Kosberg(DMS Lead) Jim Bard (Accenture Lead) Mark Hernandez (DMS) Sharla Cloutier (Accenture) Trey Collins (DMS) • Survey: • The team issued a customer survey in December 2009 to 1,149 customers to gain input into: • The State Purchasing website • Use of current state contracts • Ideas for new contract opportunities

Strategic Sourcing Team • Survey Results and Data Analysis: • Pursue opportunities for: • Food • Chemicals • New office supplies contract • Improve State Term Contract posted information • Enhance Use of State Term Contracts on DMS web site

DMS State Purchasing State Contract Website Redesign - DRAFT

Find It! WELCOME TO THE STATEWIDE CONTRACTS AND AGREEMENTS HOME PAGE The State of Florida, Department of Management Services, Division of State Purchasingadministers statewide contracts and agreements for use by Florida State agencies, local governments, educational institutions, and other entities as defined in 60A-1.005, F.A.C. Statewide contracts and agreements enable eligible users to pool their buying power to lower total costs and reduce administrative burden while complying with Chapter 287 F. S. governing the purchase of products and services. Statewide contracts and agreements include state term contracts (STC), alternate contract sources (ACS), state purchasing agreements (SPA), RESPECT agreements, PRIDE agreements and Insurance Coverage Program agreements. For guidance on use and information governing the use of each type of contract or agreement, click here. View the active statewide contracts and agreements, use the advanced search box available above, or search statewide contracts and agreements are available in the following categories If you have questions, suggestions, or cannot find what you are looking for please contact Customer Service or email us at purchasingcustomerservice@dms.myflorida.com State Contracts and Agreements search statewide agreements Additional Information

Find Reset Advanced Search 25 Items Provide Search Tips Here: for example, Search for contracts by typing in key words in the search for box, or refine your search by utilizing the other search parameters above. All fields do not need to be completed to run the search.

Find It! State Contracts and Agreements Use of State Term Contracts is mandatory for state agencies, in accordance with s. 287.056 Florida Statutes. Other eligible users of State Term Contracts include those local government entities identified in Rule 60A-1.005, FAC. Click on the heading of each column to sort in ascending or descending order. Search statewide agreements

Purchasing Directors’ Meeting February 18, 2010