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Purchasing Directors’ Meeting September 19, 2013

Purchasing Directors’ Meeting September 19, 2013. Agenda Introductions & Welcome Comments – Kelley Scott Procurement Assistance Workgroup – Veronica McCrackin, Jeff Dykes and Glenn Smith Training and Governance – Veronica McCrackin MFMP – Kasey Bickley

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Purchasing Directors’ Meeting September 19, 2013

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  1. Purchasing Directors’ Meeting September 19, 2013

  2. Agenda • Introductions & Welcome Comments – Kelley Scott • Procurement Assistance Workgroup – Veronica McCrackin, Jeff Dykes and Glenn Smith • Training and Governance – Veronica McCrackin • MFMP – Kasey Bickley • Bureau Chiefs - New Contracts, Renewals, and Upcoming Solicitations • Hot Topics – All

  3. Introductions and Welcome Comments • Promotions and new employees • Richard Chatel, Bureau Chief-Goods • Cliff Nilson, Bureau Chief-Services & Special Projects • Dirk Whipple, Curriculum Designer, Professional Development • Kristin Brown, Curriculum Designer, Professional Development • Brian Leger, Associate Category Manager, IT/Telecommunications • Introductions • Jeff Dykes, DMS Fiscal Integrity Manager • Glenn Smith, DMS Financial Specialist

  4. Governance and Training • Training Update • The two curriculum designer positions have been filled. Currently interviewing for the instructor positions. • The professional development calendar will be published after all the vacancies are filled. • Guidebook Update • Guidebook is being reviewed by Legal and Procurement Assistance Workgroup and will be posted once their review is complete. • Deleted 24 forms and received approximately 30 requests for changes. A list of these changes and deletions will be available on our State Purchasing website once the Guidebook is posted.

  5. MyFloridaMarketPlace Utilization Update • The August 15 Scorecard showed tremendous improvements in MFMP utilization: • PO/contract utilization increased from 86% to 97.91%. • Invoice utilization increased from 69.82% to 83.46%. • All Phase 1 agencies were green in Metrics 1 and 2. • Receiving decreased dramatically for everyone but that is most likely attributed to the beginning of the fiscal year. We anticipate improvement on the September 15 Scorecard. • We continue to work with Phase 2 and 3 agencies toward full utilization.

  6. MyFloridaMarketPlace MFMP Enhancements • CR 154: Sourcing to Buyer Integration ― The design has been finalized and we anticipate implementation at the end of October 2013. As part of this enhancement, we will be making changes to user administration for sourcing and giving control back to agency system administrators. • CR 155: Commodity Code Restructuring ― We are still in the planning phases of this enhancement. We will continue to work toward our implementation date, currently planned for the end of this fiscal year.

  7. Services and Special Projects Bureau Solicitations • PCard • Collaborated with DFS since March 2013 • Held joint DFS/DMS workshops in April and May 2013 with agency PCard administrators and finance and accounting staff • Mail Services • Conducted an agency customer survey in June 2013 • Conducted a focus group on August 6, 2013, with current contract users and other interested parties • Released an industry Request for Information in September 2013

  8. Services and Special Projects Bureau Solicitations (contd.) • Temporary Staffing • Conducted an agency customer survey in August 2013 • Conducted telephone interviews in August 2013 with current contract users and other interested parties • Security Officer Services • Conducting market research • Finalizing a customer survey to be released in November 2013 • Pharmaceutical GPO • Currently under protest • Scheduled for DOAH hearing on October 2, 2013

  9. Goods Bureau Solicitations • Motor Vehicles • Survey conducted in August 2013 • ITB Release – September 2013 • Award Projected – November 2013 • Capacity Management & Natural Gas • Polled users in July 2013 • ITB Release – October 2013 • Award Projected – November 2013

  10. Goods Bureau • Solicitations (contd.) • Live Capture Fingerprint Equipment • Users surveyed in April 2013 • ITB Release – October 2013 • Award Projected – November 2013 • Carpet & Floor Coverings • Surveyed 23 agencies in January 2013 • ITN Release – October 2013 • Award Projected – April 2014

  11. Goods Bureau Renewals In Process • Medical & Dental Supplies (475-000-11-1) ― September 2013 • Top 5 users polled in April 2013 • Realigning marketbasket – no price increases; achieved additional savings in some categories • Adding defibrillators • Medium & Heavy Trucks (070-700-11-1) ― September 2013 • Surveyed agencies in August 2013 • Allowing price increase (first in 3 years)

  12. Goods Bureau Renewals In Process (contd.) • Ammo & Less-Lethal (680-050-12-1) ― September 2013 • Surveyed 23 agencies in June 2013 • Office Consumables (618-000-11-1) ― October 2013 • Polled top 5 agencies in September 2013 • Tools: Hand Held, and Hand Held Power Tools (445-001-11-1) ― November 2013 • Polled top 10 agencies in August 2013

  13. Goods Bureau Other Actions • Adoption of Punch-out Catalogs • Paper: Office, Virgin and Recycled Content (645-120-10-1) • Medical & Dental Supplies (475-000-11-1) • Price Revisions • Uniforms (200-050-05-1) • DEP and HSMV only • Office Consumables (618-000-11-1) • Staples - September 23 • Others - Early October

  14. IT/Telecom Bureau Solicitations • Commercial Off-the-Shelf Software ITB will be released by the end of the month. Working to have new contract in place by February 2014. • Customer survey conducted in April 2014. • Network Infrastructure – Final renewal completed; contract expires September 6, 2014. • First focus group meeting for new ITB was held September 18. Upcoming Renewals 90-120 days out • U.S. Communities ― 250-000-09-ACS

  15. Hot Topics Open Discussion

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