Craig J. Nichols, Secretary

Purchasing Directors’ MeetingJuly 17, 2014

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Agenda• Introductions and Welcome Comments – Kelley Scott

• Cost Savings Tracking Update – Ann Reeves

• State Purchasing Operations – Cliff Chroust

• MyFloridaMarketPlace – Kasey Bickley

• Professional Development, Governance and Rulemaking – Veronica McCrackin

• Bureau Chiefs - New Contracts, Renewals, and Upcoming Solicitations

• Hot Topics – All

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Introductions and Welcome Comments

• Introductions– Jerilyn Bailey, Associate Category Manager on the Fleet,

Energy & Law Enforcement Team in the Goods Bureau

– Lisa Eaton, Instruction & Education Coordinator on the Professional Development Team

– Anne Rabon, Business Analyst on the MFMP Team

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State Purchasing Operations

2013-2014 Customer Satisfaction Survey• Annual survey distributed at the close of each year to state

agencies and other users of our services

• Intended to gauge satisfaction with the services provided by the Division of State Purchasing exclusive of MFMP

• MFMP customer satisfaction survey distributed separately

• Contains general questions about the respondent to understand their job function and use of statewide agreements and specific questions about the types of agreements used and quality of services provided

• Thank you for participating!

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MFMP Year-End Overview

• This year-end we processed 15,234 purchase orders with a “Delay Purchase Until” of July 1.– 4,803 unencumbered requisitions (compared to 3,434 last year)– 10,431 encumbered requisitions (compared to 9,776 last year)– Only 343 failed orders that were all resolved by July 2

• MFMP Buyer, VIP and Sourcing were available a full business day sooner than anticipated.

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MFMP Utilization Update

• Agencies continue to improve their utilization of MFMP, especially in the eQuote metric.

• The following agencies are green in all five metrics:– Department of State– Department of Citrus– Department of Environmental Protection– Department of Juvenile Justice– Department of Management Services

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Commodity Code Standardization

• CR 155, an enhancement to standardize the State of Florida’s commodity codes, was implemented the week of June 30 – July 3, converting the Florida specific commodity codes (FLID) to the United Nations Standard Products and Services Code (UNSPSC) in all MFMP applications and VBS.

• All requisitions with a “Delay Purchase Until” of July 1 and open MFMP commodity level contracts were converted to the new code set.

• Available training on MFMP U:– Four webinars were conducted for agency customers beginning in June and

concluding on July 15. – A job aid for agency customers including tips for locating commodity codes,

order processing in MFMP, and reporting using the new commodity code set. – An online training for vendor customers covering how to select UNSPSC

commodity codes.

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VBS/MarketView Update

• MarketView has been officially sunset as of June 30, 2014.– Vendor data previously available through MarketView is now

available on the MFMP Vendor Information Portal (VIP).– MFMP U has a new online training available for agency customers

on how to search for vendors in VIP.– Commodity code information is available through the UNSPSC

website (www.unspsc.org) or through MFMP Buyer.

• Open VBS advertisements had their commodity codes converted the night of June 30.

• The URL for the VBS search advertisements page has changed. We recommend updating any saved “favorites” to reflect the VBS home page.

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VBS/MarketView Update

The updated commodity code search in VBS allows agencies to search for codes by description or number within the VBS application.

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VBS/MarketView Update

Additionally, a new screen has been added to the “Create Advertisement” process allowing the user to upload files, edit the advertisement, or view the completed advertisement.

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VBS/MarketView Update

• State Purchasing is looking for feedback on the Vendor Bid System.

• On July 11, State Purchasing distributed a survey to all VBS advertisement administrators and agency VBS administrators.

• Deadline for responses is July 25.

• Please encourage your teams to complete the survey. Your feedback is very valuable.

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Professional Development

Verifications and Updating of Needs Assessment Survey/Data

• Responses to last year’s needs assessment survey have been emailed to purchasing directors. Please verify and update the data that was emailed to you.

• Please be sure to add the city where each person on the list works to help with locating resources and coordinating training around the state in the future.

• A column has been added to provide you with the option to prioritize some or all of your staff.

• Response is due by close of business Monday, July 21.

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Professional Development

Course Development

• Florida Contract Manager and Negotiator courses will be pilot and beta tested from August through October.

• Both courses are designed using a blended learning concept to reduce the amount of time staff is away from their office. The courses each consist of online modules to be completed prior to the course and a two-day face-to-face classroom course.

• To successfully complete the Florida Contract Manager and Florida Contract Negotiator courses, students must pass an end of course examination covering the content in both the online modules and classroom course.

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Professional Development

Registration

• There are enough sessions to meet all agency needs, as currently identified on the needs assessment survey, before December 2016.

• Seats are being allocated based on agency need and the number of sessions to ensure fair representation of all agencies.

• Each quarter, registration will be opened to a specified or limited number of the individuals identified on the agency needs assessment survey.

• Registration will be processed electronically on a quarterly basis.

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Governance

• Chapter 2014-135, Relating to State Contracting (formerly HB 953)– Signed by the Governor on June 13, 2014– Amends section 287.057, F.S., it adds subsection (1)(b)3.d. &

amends(1)(c)3– Requires that request for proposals and invitations to

negotiate include in the evaluation criteria the prior relevant experience of a vendor

• Guidebook revisions– In preparation for the August 2014 revisions, please submit

any suggested edits or changes to PURGuidebook@dms.myflorida.com.

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Rulemaking

• The annual regulatory plan included all purchasing rules in Chapter 60A-1 and General Regulation Rules 60E-1.003 and 60E-1.004.

• The Division of State Purchasing and the Office of Special Counsel (OSC) are currently reviewing the following rules:

Rule Number Rule Title

60A-1.045 Single Source Purchases of Commodities or Contractual Services

60A-1.046 Emergency Purchase of Commodities or Contractual Services

60A-1.048 Renewal and Extension

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Services and Special Projects Bureau

Solicitations• PCard

– Preparing for negotiations

Upcoming Solicitations • Rental Vehicles

– Current contract ends September 2014– Anticipate one-year renewal through September 2015– Rental trucks will not be renewed– Customer survey, focus group, industry meeting held in May– ITN launch planned for September 2014

• Security Officer Services– New solicitation under development– RFP launch planned for late July or August 2014

• Postal Mail Services– RFP launch planned for late July or August 2014

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Services and Special Projects Bureau

Updates• Custodial Services– Enterprise ACS under development– Anticipate availability in September 2014

• Temporary Employment Staffing Services (991-460-07-1)– Current contract expires November 17, 2014– Negotiating a pilot project enterprise ACS– Expect ACS to be in place before current contract expires

• Online Legal Database Services (991-150-09-1)– Customer survey completed in June– Current contract expires August 17, 2014

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IT/Telecom Bureau

Updates• Miscellaneous IT Equipment (250-WSCA-10-ACS)

– Contract has been extended through December 31, 2014– New WSCA contract in negotiations; more details next month

• Network Infrastructure (250-000-09-1)– Contract will expire on September 7, 2014– Plan to replace contract with WSCA Data Communications as an ACS;

more details next month

• Multifunction Products (600-000-11-1)– One-year renewal in process through August 31, 2015

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IT/Telecom Bureau

Solicitations

• SUNCOM Telephony Equipment and Services (STEPS) (730-000-09-1)– Contract will be extended through March 1, 2015– New solicitation in development (20-730-000-S)

• Commercial Off-the-Shelf Software (COTS)– 19-252-035-M currently under protest– Use GSA Schedule 70 (252-GSA) for purchases until protest is

resolved.

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Goods Bureau

Updates• Natural Gas (405-215-14-1) awarded to Infinite Energy effective July 1,

2014

• Bulk Fuel (405-000-10-1) renewed through June 2016 – Seven vendors renewed– 2009 transportation prices still in effect

• Ammunition and Less-Lethal Products (680-050-12-1) will be renewed through September 2016

• Office Consumables (618-000-11-1) will be renewed through October 2016

• We recently released surveys on motor vehicles and body armor. We appreciate the feedback from all of you who responded!

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Goods Bureau

Updates• Recycling End of Life Electronics Equipment (991-705-09-1) will expire July 20

– Recommend use of P-Card– Additional information available on the DEP website

o “How to Select an Electronics Recycler” http://www.dep.state.fl.us/waste/quick_topics/publications/shw/electronics/ElectronicsRecyclerProcurementRecommendations_13Sep12.pdf

o 28 Recycling Vendors identified on DEP website http://www.dep.state.fl.us/waste/quick_topics/publications/shw/electronics/Recylist_11Jun14.pdf

• Uniforms (200-050-05-1) will expire October 2014– Orders can still be placed against existing contract until expiration – Products available through Alternate Contract Sources

o GSA Schedule 84o Fish and Wildlife Conservation Commission

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Hot Topics

Open Discussion