Purchasing Directors’ Meeting May 20, 2010

Purchasing Directors’ Meeting May 20, 2010

Purchasing Directors’ MeetingMay 20, 2010 • Agenda • Training & Certification • Bureau of Transportation, Facilities & Supplies • Bureau of Technology, Office Equipment & Support Services • Bureau of Services, Supplies, Insurance & Special Programs • Governance • State Purchasing Operations • Reminder About Next Meeting Date

March Re-Certifications • Florida Certified Purchasing Agent Vonnie R. Allen - DOC Lisa A. Kesecker - Osceola County

April Certifications • Florida Certified Contract Manager Patrick J. Hicks - DMA

April Re-Certifications • Florida Certified Contract Manager Joyce M. Plummer - DOT John C. Nicholson - DOC Richard E. Chatel - DCF Steven K. Updike - DOR Walter W. Kraften - DOS David M. Comer - DCF Betty C. Dennis - DCF • Florida Certified Contract Negotiator Regina A. Johnson

May Certifications • Florida Certified Contract Negotiator Windy L. Maloof - DOT • Florida Certified Purchasing Manager David R. Santiago - Volusia County

May Certifications • Florida Certified Contract Manager

New-Project Management Professionals-PMP • Cheryl Barfield, Gov’t Analyst II, AHCA passed the PMP exam in February 2010 • Deborah Gresko, Senior Business Analyst, DEP passed the PMP exam in March 2010 • Lisa Eaton, Senior Management Analyst II, DJJ passed the PMP exam in April 2010 • Marvin Altman, Bureau Chief, Technology Services, DOC passed the PMP exam in May 2010 • Holly Merrick, Grants Administration Manager, DCF passed the PMP exam in May 2010

Fiscal Year 2010-2011 • Florida classes have been posted on the website for July 2010 – December 2010 • PMP classes have been posted for the new fiscal year • Just a reminder to use the new PMP application • PDU classes are still in development • Creating e-training with ESI to offer online classes • Will continue to offer a few classes in Room 166 • Florida recertification workshops near completion • FCCN - 2 Day • FCCM - 1 Day • FCPA/FCPM - 1 Day

Bureau of Transportation, Facilities and Supplies Team 1 – Transportation & Energy • P-Card Services ITN • Three active respondents: Bank of America, Regions Bank, and Citibank. • Fuel Card Services ITN • Posted intended award to Wright Express. Award is currently under protest. • Will engage agencies for transition planning as soon as we’re clear from the protest. • Construction, Industrial, Agricultural & Lawn Equipment STC • New contract was effective on April 28. Posting in pieces. Contact Chris Walker for specific info needs: 488-7540. • Solicitations in development • Medium & Heavy Trucks • Motor Vehicles • Personnel: • Jim Spencer is our new Purchasing Specialist! You can reach him at jim.spencer@dms.myflorida.com or at 488-8367.

Bureau of Transportation, Facilities and Supplies Team 2 – Institutional Furnishings & Supplies • Carpet STC • Renewed with all current vendors through May 31, 2012. • Office Furniture STC • Numerous GSA modifications are in process. Please verify correct pricing via the STC web site. • Contact Brenda Wells (488-6904) or Claudia Cooper (487-9847) with any questions. • Educational/Institutional Furniture STC • Finalizing new STC for execution and posting. Current STC will be terminated for convenience at the end of the month. • 8 current contractors are not approved on the new STC: Academia, Fisher Hamilton, Kaplan, KFI, KLN, Midwest, Tuff-Edge & Virco. • Solicitations in development • Ice Machines • Floor Machines

Bureau of Transportation, Facilities and Supplies Team 3 – MRO & Law Enforcement • Mail Services ITN • Negotiation team met on May 17 to discuss the Pitney Bowes offer. More negotiation is necessary. • We cannot yet define a timeframe for completed negotiations and resulting contract. Please work with your agency counsel to determine next action on your expiring SLAs. • Body Armor STC • Adding more DOJ/NIJ approved vests as they become available. Recent additions for Gator Hawk, Point Blank and Protech. • Can Liners STC • Pricing increases have been approved for all vendors effective June 1. • Contact Greg Hill with any questions: 922-1214 • Solicitations in development • Tools • Officers’ Equipment

Bureau of Technology, Office Equipment & Support Services Contracting Bureau Team 4 – Information Technology • Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services • Current contract expires May 22 • Renewing current contracts for 6 months • New contract solicitation in progress • IT Disaster Recovery Services • Intent to Award estimated to be posted late June • New contract effective date estimated for July • This contract will run in parallel with the current contract until February to allow time to conduct tests with any new vendors. • Wireless Voice with Verizon STC and Sprint/Nextel ACS • Transferred to Div/Tel for management on 5/11

Bureau of Technology, Office Equipment & Support Services Contracting Bureau Team 4 – Information Technology (con’t) • Radio Contract • The team is working with Div/Tel to develop a new radio contract. • Survey sent out via Survey Monkey on 5/10. • Commercial Off-The-Shelf • Renewed ACS (Virginia STC) in mid-April, now expires May 1, 2011 • Anticipated future ITB • IT Research & Advisory Services (Gartner) (973-501-09-ACS) • Expired May 10 • Currently working out pricing issues with Gartner • Situational Awareness Incident Response (SAIR) (252-925-09-ACS) • Will be renewed, current contract expires 5/26

Bureau of Technology, Office Equipment & Support Services Contracting Bureau Team 5 – Office Equipment, Travel & Support Services • Courier Services • Currently two separate contracts that both expire August 14, 2010 • Will be back to one contract with new solicitation • Sent survey out via Survey Monkey • Please provide input NLT Friday, May 21 • ITB with intent of multiple award and new contract start date TBD • Reserve the right for single award • Library Materials • Awarded 6 new vendors (out of 8) • Now have 88 vendors

Bureau of Technology, Office Equipment & Support Services Contracting Bureau Team 5 – Office Equipment, Travel & Support Services • Mobile Shredding • Shameka Smith now contract manager • ACS expires June 30 • Renewal expected to be complete NLT end of May • Team 5 Lead Analyst Position • Posting expires 5/21 • Expect to interview viable candidates 5/24 – 5/28

Bureau of Services, Supplies, Insurance & Special Programs Team 6 – Services, Special Programs & Insurance • Temporary Employment Staffing Services (991-460-07-1): • Renewed effective 05/17/2010 • Solicitations in development: • New state term contract for Temporary Medical, Dental and Nursing positions • RFP for Central Non-profit Agency (currently RESPECT) • Insurance: • EDPE insurance—renewal in progress • Contractor’s Equipment Insurance ITB—in progress • Nuclear Property Insurance under review—complete by June 30 • Ocean Marine Insurance under review—complete by July 2 • Miscellaneous Property Insurance under review—complete by August 8 • Personnel: • Allison Norman has been promoted to Purchasing Analyst and is now the Insurance Coordinator for State Purchasing. • We are in the process of hiring a Purchasing Specialist.

Bureau of Services, Supplies, Insurance & Special Programs Team 7 – SPAs and Special Projects • Office Paper • New contract was effective on March 26. • New contract offers lower pricing and improved delivery terms. • ACS – HIRE (Hazardous Incident Response Equipment) • Expires May 31. Source contract is in renewal process. • Security Guard Services Contract Feedback • Solicitations in development: • Tissues and Towels (expires July 31, 2010) • Medical and Dental Supplies (expires September 20, 2010) • Climate Friendly Products List – Quarterly update complete. Contains 19,684 items. • Personnel: • Amber Montgomery has joined Team 7 as Purchasing Specialist. Her phone number is (850) 488-7516 and her e-mail address is amber.montgomery@dms.myflorida.com.

Governance • Finishing analysis of bills that passed the legislature related to purchasing. • HB 5611 – Department of Management Services • The bill provides that DMS is to be a cabinet agency with an Executive Director to be appointed by the cabinet and the Governor. • HB 7243 – Environmental Protection • Section 3 requires DMS to modify MFMP by September 30, 2011, to enable the system to report on purchases of green and recycled products.

Governance • SB 2386 – State Financial Matters • Sets out agreement requirements where the services/commodities are funded with federal and state assistance and requires agencies to maintain a cost analysis. • Requires a detailed budget for services where funding was designated under the General Appropriations Act or awarded on a noncompetitive basis. • Modified certain definitions in Chapter 287.

Governance SB 2386 – State Financial Matters continued… • Adjusted the purchasing category thresholds. • Requires agencies purchasing from a STC to have an agreement with scope of work and verifiable units of deliverables. • Substantially amended s. 287.057, F.S., relating to procurement methods. • Requires any contract manager responsible for contracts over the category two threshold amount to attend training conducted by the CFO.

Governance SB 2386 – State Financial Matters continued… • Added a requirement that agencies must “avoid, neutralize, or mitigate” potential organization conflicts of interest. • Amended s. 287.0571 to require agencies to have a business case study for outsourcing projects over $10 million and added requirements that must be included in the study. • Created s. 287.0575 requiring certain agencies to coordinate in contracted services for health and human services.

Strategic Sourcing Services Team Office Supplies: • Bid date extended to 5/28/2010. • HB 5003, Section 23 states: “Notwithstanding any provision in chapter 287, Florida Statutes, to the contrary, the Department of Management Services shall issue, by January 1, 2011, a solicitation for office supplies and subsequently award a multiple-supplier contract with at least three awarded vendors.” No changes necessary to ITN because it is designed with an option for multiple award. Food Contract: • Met with US Foodservice and Dept. of Corrections to review the ACS agreement on May 6. The meeting went very well and US Foodservice is interested in signing an ACS agreement with DMS. • US Foodservice is conducting an internal review of the ACS agreement and will provide DMS with feedback by May 21. Website Redesign: • Think Creative continues to develop the website changes. • We continue to compile the purchasing analysts’ feedback on the new information displayed for each of their contracts. • On schedule for go-live May 28, 2010.

Strategic Sourcing Services Team New Opportunities: • Printing Services: Conducting initial due diligence on the category. Held a conference call with Government Solutions Group to gain insights into the printing category and their experience in Florida. A conference call is scheduled with the Printing Association of Florida on May 20 to gain their insight on how to save the State money in the printing category. • Vehicle Maintenance: Continued to compare government contracts for this category. Dept. of Highway Safety and Motor Vehicles is still evaluating the opportunity to adopt a vehicle maintenance contract as an Alternate Contract Source. • Auto Parts:Dept. of Transportation has requested an ACS agreement for auto parts. Our team is reviewing current government contracts in this category. Specifically, we are reviewing the National Joint Powers Alliance (NJPA) contract with NAPA and the Western States Contracting Alliance (WSCA) with three vendors. The State of Georgia has adopted the NJPA contract as an ACS.

MyFloridaMarketPlaceYear End: Review • The past two years, MFMP was taken down on July 1to 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) • There were 263 transactions requiring manual intervention as opposed to 387 the previous year • All of these transactions were handled by noon on Wednesday, July 2, whereas these exception transactions required upwards of two weeks to handle in years past • Overall, the 2009 year-end processing finished within 39 hours (the fastest year-end close ever) • These reductions in time assisted in a successful year-end process • We plan to repeat the process again this year, taking MFMP down on Thursday, July 1, 2010

Analysis Upgrade/ VBS and SPURSView • Analysis Upgrade: • Current go-live date: late July 2010 • We’ll be offering WebEx training sessions • Nine sessions over three weeks • July 12-30, Monday/Wednesday/Friday • Registration coming early June • http://dms.myflorida.com/mfmp_upgrades • Vendor Bid System and SPURSView Enhancements • Phase 1: Upgrade Oracle platforms (complete by June 30, 2010) • Workgroup: DOT and DC only volunteers to date • Finalize scope of enhancements in July

Buyer Upgrade Enhancements At the beginning of the last CRB meeting, these were the top five CRs.

Buyer Upgrade Enhancements The CRB opted to swap CR 86 for CR 114 (formerly 260014) Green/ Recycled Reporting.

Buyer Upgrade Enhancements

Buyer Upgrade Enhancements Based on the 750 hours available and considering anticipated statutory changes and return on investment, DMS recommended above to CRB at 5/18/2010 meeting.

Purchasing Directors’ MeetingMay 20, 2010 Next Meeting July 15, 2010 2:00 – 4:00 pm

Purchasing Directors’ Meeting May 20, 2010