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Purchasing Directors’ Meeting April 15, 2010

Purchasing Directors’ Meeting April 15, 2010. Purchasing Directors’ Meeting April 15, 2010. Agenda OPPAGA FedEx Presentation Training & Certification State Purchasing Reorganization Commodity Sourcing and Contracting Bureau

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Purchasing Directors’ Meeting April 15, 2010

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  1. Purchasing Directors’ Meeting April 15, 2010

  2. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  3. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  4. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  5. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  6. February Certifications • Florida Certified Contract Manager Jan Cornell – DFS Mark Trammell – DFS • Florida Certified Contract Negotiator James Zumbrunn – DMS Jennifer McManus – DOT John Travers – DVA Marianne Moody – DEA Lois Admire – DCF A.J. Villmer – DCF

  7. March Certifications • Florida Certified Contract Manager Shaun Williams – DEA John Sparks - DMS

  8. March Re-Certifications • Florida Certified Contract Negotiator Barbara Phillips – DOR Beth Sparkman – DOR Caryn Burt – DOT Vincent Ackerman – DFS Roger Masten – DOT Edwin Valla – DBPR Genanne Wilson – APD Gwenn Godfrey - DEP

  9. March Re-Certifications • Florida Certified Purchasing Agent Sonya Avant – FDLE Julia Sabina Flanagan – DOC Clark Rogers – FDLE Robert Threewitts – DOE Gloria Dixon – DOT Edwin Valla – DHSMV Patti Casey – DOC Diana Trahan – DMS William Spencer – DACS Janice Pursley – DEP

  10. March Re-Certifications • Florida Certified Purchasing Manager Edwin Valla – DBPR Janice Pursley – DEP Clark Rogers – DLA Robert Threewitts – DOE William Spencer – FDLE Gwendolyn York – DOE

  11. April Certifications • Florida Certified Contract Manager Jennifer Drake - DCA Michelle McBride - DFS Tami Torres- DFS Susan Pearson - DOH Ramon Bristol – Miami Dade College William McNichols – Brevard County Schools Joe O’Connor – Brevard County Schools Ezzard Spencer - City of Plantation

  12. April Certifications • Florida Certified Contract Negotiator Lynn Adams – School Board of Polk County Tracy Jeans – City of Eustis Scott Clanton – Polk County Schools • Florida Certified Purchasing Agent Tracy Jeanes – City of Eustis • Florida Certified Purchasing Manager Tracy Jeanes – City of Eustis

  13. April Re-Certifications • Florida Certified Contract Manager

  14. April Re-Certifications • Florida Certified Contract Negotiator Charles Covington – DMS Sandra (Jodi) Bailey – DOH • Florida Certified Purchasing Agent Gwendolyn Parker York – DOE • Florida Certified Purchasing Manager Diana Trahan - DMS

  15. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  16. State Purchasing Leadership Team

  17. Finance, Training and Customer Service

  18. Transportation, Facilities & Supplies

  19. Technology & Office Equipment

  20. Insurance, Services & Supplies

  21. State Purchasing Operations

  22. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  23. Commodity Sourcing & Contracting BureauActivity Updates Team 1 – Energy & Transportation • P-Card: • Solicitation (ITN) was launched on March 16, 2010. Vendor conference on March 26 was well-attended. First phase responses due April 14. • Fuel Card • Three respondents remain: Com Data, Wright Express, and US Bank/Voyager. Pricing offers due April 15; team expects to develop recommendation on April 16. • Construction, Industrial, Agricultural & Lawn Equipment • No protests on awards. Finalizing contracts with 37 vendors. Expect to post new STC web page in the next 1-2 weeks. • Solicitations in development • Medium & Heavy Trucks

  24. Commodity Sourcing & Contracting BureauActivity Updates Team 2 – Furnishings & Institutional Supplies • Educational/Institutional Furniture • Worked through all protests. • New contract will list 70 contractors. Improved selection for healthcare and corrections furniture. • We will be developing the new contract over the next 1-2 months (web pages, pricing pages, master agreements, etc.). • The current contract will be cancelled when the new one is ready for posting. If you have E/I furniture orders in the works, contact us to confirm vendor status on upcoming contract. Mina Barekat 488-1985. • Carpet • Expires May 31, 2010. We have recommended a 2 year renewal. • Contracts in analysis • Ice Machines (expires July 29, 2010)

  25. Commodity Sourcing & Contracting BureauActivity Updates Team 3 – MRO & Law Enforcement • Mail Services ITN • Received one response – Pitney Bowes. Evaluation team has promoted the vendor for negotiations. • Big thanks to AWI, DMS, DCF, DBPR, DOR & Citizens for evaluation assistance! • Pest Control • Expires May 2, 2010. We have recommended a 5 year renewal. • Can Liners • All vendors have requested price increases in accordance with Plastics Exchange Index. • Contracts in analysis • Tools (expires July 29, 2010)

  26. Commodity Sourcing & Contracting BureauActivity Updates 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. • Solicitations in development: • Tissues and Towels (expires July 31, 2010) • Medical and Dental Supplies (expires September 20, 2010) • 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.

  27. Commodity Sourcing & Contracting BureauContracts Expiring before June 30, 2010 • Pest Control Services • Expires May 2. 5 year renewal has been recommended. • Carpet and Flooring Materials • Expires May 31. 2 year renewal has been recommended. • ACS – HIRE (Hazardous Incident Response Equipment) • Expires May 31. Source contract is in the renewal process.

  28. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  29. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 4 – Information Technology • Mainframe and other software • Four new vendors were added (BMC, CA, HP, and IBM) • Vendors are permitted to offer a wide range of software on this contract; not just mainframe. • Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services • Launched April 8th • IT Disaster Recovery Services • Launched April 7th • This contract will run in parallel with the current contract until Feb. to allow time to conduct tests with any new vendors. • Wireless Voice with Verizon STC and Sprint/Nextel ACS • Being transferred to Div/Tel for management • Contracts will be renewed for at least a year while a new contract is developed. • The Team will be working with Div/Tel to develop a new radio contract.

  30. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 4 – Contracts Expiring by Year-End • Commercial Off-the-Shelf (252-030-09-1) • Expires May 1st • Anticipated Renewal • IT Research & Advisory Services (Gartner) (973-501-09-ACS) • Expires May 10th • Anticipated Renewal • Copying and Facsimile Equipment (600-340-06-1) • Expires May 22nd • New solicitation posted and anticipated to be in place prior to current contract end. • Situational Awareness Incident Response (SAIR) (252-925-09-ACS) • Expires May 26th • Anticipated Renewal

  31. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 5 – Office Equipment, Travel, & Support Services • Envelopes-STC 310-000-07-1 • Punch-out complete • Issue of buyers going into Ariba and issuing inside delivery fees. These fees are causing the orders to be rejected. • Bulletin Board message anticipated posting by April 23, 2010     • Library Materials- STC 715-001-07-1 - ITB No. 19-715-001-L • Solicitation for additional vendors • Bids no longer being accepted in Ariba • Anticipated Intent to Award next week • Personnel: • Angela Caldwell is the new Analyst for Team 5. • Her phone number is (850) 488-4946 and her e-mail is angela.caldwell@dms.myflorida.com

  32. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 5 – Contracts Expiring by Year-End • Mobile Shredding: DOR #06/07-36 – ACS • Expires June 30 • Next Action Recommendation in Development • Courier Services (991-160-05-1) • Expires August 14 • Will be rebid • Courier Services, FedEx Only (991-160-05-2) • Expires August 14 • Will be rebid

  33. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 6 – Services, Special Programs, & Insurance • Temporary Employment Staffing Services (991-460-07-1): • Expires 05/17/2010 • Approved recommendation to renew. Removing medical, dental and nursing positions. New RFP for these positions currently being drafted. • PRIDE (General Liability and Workers Comp): • Equote launched 04/09/2010 • To be awarded 04/28/2010 • Contractor’s Equipment (Inland Marine): • ITB to be launched this week Personnel: • Cliff Nilson is the new team lead for Team 6. • His phone is 850-488-7804 and email is cliff.nilson@dms.myflorida.com.

  34. Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau Team 6 – Contracts Expiring by Year-End • Temporary Employment Staffing Services: • Expires 05/17/2010 • Recommendation to renew approved minus healthcare professionals • RESPECT Contract: • Expires 07/06/2010 • Launching RFI week of 04/19/2010 • Electronic Data Processing Equipment: • Expires 06/05/2010 • Next Action Recommendation in Development • Contractor’s Equipment: • Expires 06/21/2010 • ITB Launching 04/14/2010 • Nuclear Property Insurance: • Expires 06/30/2010 • Next Action Recommendation in Development

  35. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  36. Governance • Continuing to analyze numerous bills • SB 1238 – This week, the House heard and voted to amend the bill. They proposed making DMS a cabinet agency. No other changes are likely until after Committee Meetings. • Rule 60A-1.044, F.A.C. effective 10/01/09 • New Governance Manager: • Karen Armstrong • Starts April 23

  37. Governance • SB 1238 • DMS is under Sunset Review this session.  Through this process, the Senate proposed a new structure for DMS and its divisions, which is found in SB 1238.  The Division of State Purchasing would be placed under DFS in this proposal.  The House’s Sunset Review proposal (HB 7163) simply moves DMS (as is) under the Governor and the Cabinet.  These bills will be considered  during Joint budget conference negotiations, which likely will not start until next week. 

  38. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  39. State Purchasing Operations • MyFloridaMarketPlace Team • Analysis Upgrade • VBS Enhancements • W-9 Form Project • Strategic Sourcing Services Team • Web Redesign • Office & Educational Consumables • Chemicals & Food • Other Opportunities: Vehicle Maintenance, Printing, Records Storage

  40. Analysis Upgrade • Analysis upgrade design work is underway • The upgrade includes seven requested enhancements: • CR 93 - FLAIR Encumbrance Data • CR 96 - Contract (MA) Data • CR 98 - Invoice Data • CR 99 - PO Data  • CR 95 - FLAIR Payment History Data • CR 103 - VIP Vendor Data in Analysis • CR42 - Add Accounting Details to Analysis • Projected go-live July 2010 • WebEx Training for current analysis users on new features of Analysis 9R1 (MFMP 3.0) • Nine sessions over three weeks • Monday, Wednesday and Friday of each week 7/12 – 7/30 • Upgrade web page on Buyer Toolkit

  41. VBS Enhancements • VBS E-mail Notification Language Updated • Additional Enhancements: • Add calendar date selection like MFMP • Calendar view of closing bids for quick reference for buyers and vendors • Add ability to post Word and Excel documents • Remove “cancel” option from VBS • Give administrators the option to remove an advertisement • Provide ability to create, preview and save an ad before publishing regardless of the begin date (i.e. a sandbox) • Add new link and notification log for public view – vendor name only

  42. VBS Enhancements • Additional Enhancements (cont’d): • Update look and feel to be similar to VIP • Add ability to modify end date – allows for withdrawal of cancelled bids • VBS can accommodate 15 MB documents but guidance is for only 2 MB – modify as appropriate • Provide ability to create a 'master advertisement' with optional stages to post information to. (i.e. an ad may contain info for the following 'stages': Request for Information, Competitive Solicitation, Q/A, and Intent to Award) • Provide a link in the email notification to the 'master advertisement' that will always show the most current version

  43. W-9 Form Project • Option 1 - DFS W9 Website – W9 completed prior to vendor registering in MFMP Vendor Information Portal (VIP) • Solution: A DFS hosted website will manage all data pertaining to electronic W9’s. Vendors will leverage the DFS website to create and update their company’s W9 information based upon their TaxID (FEIN or SSN). Vendors must log into the DFS W9 website with secure credentials that only members of their organization have access to. • The MFMP VIP registration system will be modified to display a DFS W9 status for the TaxID associated with the VIP registration. The status field will be populated by a real-time web service call to the DFS W9 website. A link to the DFS W9 website will be added to the W9 status field area of the VIP page. Statuses may include: • W9 on file – pending verification with IRS • W9 on file – validated with IRS • W9 on file – FAILED validation with IRS • W9 not on file 

  44. Web Redesign • RFQ process completed 4/6 • RFQ award to ThinkCreative 4/9 • Project start date 4/9 • Target completion 5/28

  45. Office and Educational Consumables • Posted the ITN on 3/31/2010 • Bids due 5/14/10 • Scope of the contract is consistent with the current contract with US Communities • Two award options: • A single award statewide is believed to produce the lowest possible price • A multiple award is believed to offer flexibility and choice, reduce risk and allow for ongoing competition among contractors • Multiple award can allow up to 6 contractors, 2 statewide and 1 for each of 4 regions • Price difference up to 5% • Aggregate volume discount

  46. Other Updates • Chemicals • $241MM for water treatment chemicals • Focus group of 4 counties, 4 cities and 2 state agencies (DEP and DC) • Issue RFI week of 4/19/10 • Food: • Possible ACS of DC contract for use by sheriffs’ offices • Met with Florida Sheriffs Association 4/9/10 • New Opportunities • Vehicle Maintenance • Printing • Record Storage

  47. Purchasing Directors’ MeetingApril 15, 2010 • Agenda • OPPAGA • FedEx Presentation • Training & Certification • State Purchasing Reorganization • Commodity Sourcing and Contracting Bureau • Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau • Governance • State Purchasing Operations • Reminder About Next Meeting Date

  48. Purchasing Directors’ MeetingApril 15, 2010 Next Meeting May 20, 2010 2:00 – 4:00 pm

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