Purchasing Directors’ Meeting March 21, 2013

1. Purchasing Directors’ Meeting March 21, 2013

2. Agenda • Welcome Comments – Kelly Loll • Introductions – All • Minority Spend on Statewide Agreements – Kevin Brown and Cliff Chroust • MFMP Utilization Support Update – Kasey Bickley • Training – Veronica McCrackin • Bill Analysis – Veronica McCrackin • New Contracts and Upcoming Solicitations – Bureau Chiefs • Hot Topics – All

3. Welcome Comments • March is Purchasing Month • FAPPO Annual Conference & Trade Show – May 19-22 – Daytona Beach • State Term Contract Pipeline

4. Introductions Welcome to our new State Purchasing employees: • Veronica McCrackin, Governance Manager • Dineen Cicco, Category Manager, Commercial Services Congratulations to: • Mina Barekat, Associate Category Manager, Software & Services Team

5. Minority Spend on Statewide Agreements Top 10 Diversity STC’s ranked by the sum of Certified & Non-Certified MBE Spend Payments to Minority Subcontractors & Resellers Top 10 Diversity Certified & Non-Certified MBE Suppliers on STC

6. Minority Spend on Statewide Agreements OSD Actions: • Monthly planning session with State Purchasing to review spend. Identify non-certified businesses that should become certified, and prime vendors of state term contracts that could subcontract with minority businesses. • Assure all State Purchasing solicitations include outreach to CMBEs. • Analyze F.S. 287 spend in MFMP and FLAIR by business location in Florida, commodity code, and dollar amount with both certified and non-certified businesses to determine if there are areas to increase spend. • Individual agency visits to see what OSD can do to assist in improving spend with certified businesses and to identify businesses that should become certified. • Identify agencies’ top 10 non-certified business spend, determine if they are certified by other Florida governmental entities, and assist them in becoming state certified. • MFMP team is working with Accenture to determine the cost to have an icon in our vendor list established through eQuote that identifies certified minority and women businesses. • Have agencies send notification of an eQuote to at least two minority vendors. • Work with agencies to provide regional eQuote training to their local suppliers. • Present agency report card on minority spending at monthly purchasing directors’ meeting. • Five regional MatchMaker events throughout Florida and one annual MatchMaker in Orlando. • Deliver eQuote presentation at every regional and annual MatchMaker event electronically or in person.

7. MFMP Utilization Support Update • MFMP has conducted utilization support kickoff meetings with: • AHCA • DCF • DC • Citrus • DMA • We are working on scheduling follow-up utilization preparation discussions with the Phase One agencies this week. • We are targeting the beginning of April for Phase Two agency kickoff presentations and late April for Phase Three agencies. • Phase Two agencies should be receiving requests for available time soon.

8. Training • Why training is important: • Improved contract writing and monitoring. • “Contract personnel who lack training are more likely to enter into • poorly written contracts and overlook key monitoring tasks.”. • (Office of the Inspector General, “State of Florida Contract Management,” July 2012) • Improved customer service through annual needs assessment, curriculum development, and specialized training. • Improved efficiency and effectiveness through professional development and certification. • Improved utilization of MyFloridaMarketPlace. • “Though agency use of the system has increased, not all functionality • is being used, mostly due to lack of awareness, lack of refresher • training or lack of policies or procedures.” • (Office of Program Policy and Analysis and Government Accountability (OPPAGA) by BSP International Limited, • “MyFloridaMarketPlace, the State of Florida’s eProcurement system,” January 2009)

9. Training • Procurement Professional Program • Project Management Professional (Project Management Institute) • 185 total certifications issued • Initial three-year certification • Renewal certification • Statutorily required • Florida Certified Contract Negotiator • 184 total certifications issued to state employees • Initial five-year certification • Renewal certification • Statutorily required • Florida Certified Contract Manager • 311total certifications issued to state employees • Initial five-year certification • Renewal certification • Statutory requirement currently being proposed • Florida Certified Purchasing Manager • 47 total certifications issued to state employees • Initial five-year certification • Renewal certification • Florida Certified Purchasing Agent • 61 total certifications issued to state employees • Initial five-year certification • Renewal certification Current resource shortages have slowed or stopped training for both initial and renewal certifications.

10. Training • Key Duties and Responsibilities of the Team • Researches, develops, and evaluates new methods and techniques of training in support of training and certification goals and initiatives. • Compiles, maintains, and reports on statistical data relating to the training and certification programs. • Assessment of training and certification needs. • Development of training and certification plans. • Coordination and delivery of training and certification programs. • Development of programs syllabi, curricula, and lesson plans. • Coordination of program and training schedules. • Evaluates the effectiveness of training and certification programs. • Provides training and certification related support for procurement professionals.

11. 2013 Legislative Session

12. Goods Bureau State Term Contract Renewals: • Library Furniture – 420-590-07-1 – expires 2/20/15 • Library Materials – 715-001-07-1 – expires 2/28/14 • Boat Motors – 120-440-08-1 – expires 2/28/14 • Bulk Paper – 645-120-10-1 – expires 3/31/14 • Tires – 863-000-10-1 – expires 4/30/14 • Mail Services – 991-530-12-1 – expires 6/30/14 (transferring to Services Bureau) New Alternate Contract Sources: • Floor Coverings with Related Supplies, Equipment and Services – 360-240-12-1 NJPA - effective 1/18/13 – expires 3/19/16 • Auto Parts – planned • Rental Equipment – planned Solicitations: • Liquefied Petroleum Gas – ITB in process • Floor Coverings with Related Supplies, Equipment and Services – planned ITN • Mobile Shredding Services – planned ITB

13. Services & Special Projects Bureau • Dineen Cicco – New Category Manager for Commercial Services • Reduced rates for Avis contract: Effective March 15, 2013, Avis rental vehicle in-state and out-of-state pricing shall be reduced by 4.9% across all car classes. All rentals continue to include unlimited mileage. • New State Term Contract: • Emergency Ice and Water – 390-000-13-1 – effective 3/1/13 – 5 year contract • Solicitations: • P-card – in development • Management Consulting and Auditing Services – protest • Pharmaceutical GPO – protest

14. IT/Telecommunications Bureau State Term Contract Renewals: • Audio & Video Equipment and Accessories – 880-000-09-1 – expires 2/8/15 • Commercial Off-The-Shelf Software (COTS) (AR) – 252-030-09-ACS – expires 5/1/14 • Microsoft License, Maintenance, & Services – 252-001-09-1 – expires 3/31/15

15. Hot Topics Open Discussion