purchasing directors’ meeting january 19, 2012

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Purchasing Directors Meeting January 19, 2012. Agenda. Introductions All State Purchasing team MFMP 3.0 Sourcing eQuote demo Ron Leggett MFMP discussion items Danielle Kosberg PPIP survey results Hal Houston Training Dick Chatel Short listing Dick Chatel - PowerPoint PPT Presentation

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  • Purchasing DirectorsMeeting

    January 19, 2012

    *Subject Title

    Introductions AllState Purchasing teamMFMP 3.0 Sourcing eQuote demo Ron LeggettMFMP discussion items Danielle KosbergPPIP survey results Hal HoustonTraining Dick ChatelShort listing Dick ChatelPD meeting focus and attendees Kelly LollHot topics - All

    Agenda

    *Subject Title

    State Purchasing TeamUpdate from new State Purchasing team membersThad Fortune, MBE Administrator Office of Supplier DiversityMike McClure, Bureau Chief Fleet Management & Federal Property Assistance

    *Subject Title

    MyFloridaMarketPlace MFMP 3.0 Sourcing eQuote demoeInvoicing Vendor inactivationReluctant vendorCommodity codes cleanup

    *Subject Title

    PPIP Stage 1 and 2 Survey ResultsOverviewDMS released the Stage 1 and 2 PPIP survey in mid-December to request input about each state agencys typical procurement process and lessons learned. A big thank you to all individuals who participated in the survey process, we will incorporate your feedback into the PPIP process moving forward

    Brief summary of our key findings:Total survey responses received 3350 percent of agencies represented (19 agencies)96 percent of participants identified their agencies as following a standardized and documented procurement process for every procurement93 percent follow a standard process for contract renewals most or all of the time

    *Subject Title

    PPIP Stage 1 and2 Survey Results (cont.)Perceived Benefits of a Standard Sourcing Process:48 percent of participants are unsure if their agency would benefit from a standard (statewide) sourcing process

    Survey Quotes:Standardized forms would be appreciated..with the option for the agency to add agency specific docs and language would be very beneficial.consider each agency's different requirements and statutory authority.Current Procurement Processes and Areas of Focus:70 percent believe their agencies could benefit if their Procurement Office were involved earlier in the procurement process.With regard to the use of formal procurement documents, the following documents are used by the corresponding percentage:Project Timeline / Workplan 71 percentProcurement DecisionTree 42 percentBusiness Case 32 percentNear-Term Goals of the PPIP:Provide standard process and communication tools encouraging early involvement by the Procurement OfficeRefine and provide consistent procurement tools for common-use across the state

    *Subject Title

    PPIP Stage 1 2 Survey Results (cont.)Next Steps:The PPIP Team will continue to keep stakeholders engaged through ongoing surveys, purchasing director presentations, and focus groups.State Purchasing / MFMP updating bi-monthly newsletter will include PPIP newsWill send regular e-mails with information and continue purchasing director meeting updates

    *Subject Title

    TrainingCertifications availableCurrent statusShort-term solutionsLong-term solutions

    *Subject Title

    Certifications AvailableCertified Professional Public Buyer (NIGP)Bachelors degree, college or seminar training in purchasing Two years of public purchasing experienceExamination Funded by candidate Candidates apply directly to NIGP

    *Subject Title

    Certifications AvailableCertified Public Purchasing Officer (NIGP)Bachelors degree, college or seminar training in purchasingThree years total purchasing experienceExaminationFunded by candidateCandidates apply directly to NIGP

    *Subject Title

    Certifications AvailableFlorida Certified Purchasing Agent (SP)Public Purchasing in Florida seminar (SP)12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisionsFunded by candidate or agencyCandidates apply directly to DMSRecertificationCurrent Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certificationCertificate of completion of advanced purchasing workshop12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions

    *Subject Title

    Certifications AvailableFlorida Certified Purchasing Manager (SP)Public Purchasing in Florida seminar (SP)3 years experience in a full-time purchasing position (one year must be in a Florida public purchasing management position)Funded by candidate or agencyCandidates apply directly to DMSRecertificationCertified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certificationAdvanced purchasing workshopThree years experience in a full-time purchasing position (at least one year must be in a Florida public purchasing management position)

    *Subject Title

    Certifications AvailableFlorida Certified Contract Manager (SP)Contract Management or Contract Administration seminar (NIGP)Contract Management in Florida seminar (DMS)Best Practices for Contract and Grant Management in Florida (DFS)12 months experience in a full time purchasing or 12 months cumulative experience managing one or more contractsFunded by candidate or agencyCandidates apply directly to DMS

    *Subject Title

    Certifications AvailableFlorida Certified Contract Manager (SP)Recertification in five yearsContract Management or Contract Administration seminar (NIGP)Contract Management in Florida seminar (DMS)Advancing Accountability: Best Practices for Contract and Grant Management in Florida (DFS)12 months experience in a full time purchasing position, or12 months cumulative experience managing on or more contracts for a Florida state agency

    *Subject Title

    Certifications AvailableFlorida Certified Contract Negotiator (SP)Required on ITNs exceeding $1 millionGeneral Public Procurement or Sourcing in the Public Sector seminars (NIGP)Negotiation Strategies & Techniques seminar (ESI ) or approved equivalentNegotiation in Florida seminar (DMS)Training funds previously provided to DMS for agency training12 months in a full-time purchasing, contract management, or contract administration, or

    *Subject Title

    Certifications AvailableFlorida Certified Contract Negotiator (SP)Candidate may have worked as political subdivision agency attorney whose duties included providing legal counsel to an agencys purchasing or contracting staff. The candidate must have led a team through at least one procurement through negotiation, or served on at least three federal, state, or local government negotiation teams.

    Or

    *Subject Title

    Certifications AvailableFlorida Certified Contract Negotiator (SP)M.B.A. (or similar graduate degree) who has: Led a government negotiation team through a negotiated procurement or served on at least government negotiation teamsCompleted either a semester-long business school or graduate level class on negotiation Negotiation Strategies & Techniques seminar (ESI) or approved equivalentNegotiations in Florida or approved equivalent (DMS)General Public Procurement or Sourcing in the Public Sector seminar(NIGP)Worked a minimum of 12 months for the State of Florida or one of its political subdivisions

    *Subject Title

    Certifications AvailableFlorida Certified Contract Negotiator (SP)Recertification (five years)16 hours of recertification training coursesLed one or participated in three negotiated procurements during the preceding five yearsEmployed in governmental position that requires negotiations in the position description

    *Subject Title

    Certifications AvailableProject Management Professional (PMI) Bachelors degree or the global equivalent4,500 hours leading and directing projects 35 hours of project management classroom trainingExamination requiredRequired for ITNs exceeding $10 millionFunds previously provided to DMS for agency trainingRecertification IAW PMI guidelines

    *Subject Title

    Current StatusFunding for FCCN and PMP no longer providedAgencies must fund from expense budget; results in lower participationMinimum class size requirement eliminated course offeringsSecretary suspended certification programsState Purchasing re-examining approach to training and certification

    *Subject Title

    Short-Term SolutionRequest class size amendment from vendors for negotiation and PMI trainingLack of funding will necessitate a shift from purchased training to organic trainingSP pilot program: focus on PPIP process Basic training considers stage process and job responsibilities7 Stage Overview +Process/MFMPCategory ManagerContract Manager

    *Subject Title

    Short-Term SolutionAdvanced Training at Application LevelPhase training (in-depth)Data analyticsMarket analysisNegotiationForms and templatesPricingContract management functions

    *Subject Title

    Long-Term SolutionRequest additional positions for Fiscal Year 2013-14Request central funding for procurement related trainingUse agency trainers with periodic assessment by DMSDevelop central certification examination system

    We Welcome Your Suggestions!!!

    *Subject Title

    Short ListingSection 287.057(1)(c)(4), Florida Statutes, authorizes the use of Competitive Range (short list). Competitive Range (short listing) is a decision which requires posting. Each decision (posting) incurs a protest window.Once a firm is eliminated (excluded from the competitive range), negotiations with that firm are prohibited.Agencies may negotiate with firms in the competitive range.Repetitive rounds of negotiation are permitted. Consult your General Counsel regarding resubmittal/clarification of proposal information

    *Subject Title

    Meeting Focus and AttendeesAudience Purchasing DirectorsInvite your staff as necessary; limited seating Frequency bi-monthlyContinue two hour meetingsFormat continue with dialogue / open formatWelcome input and presentations from agency purchasing directorsOther

    *Subject Title

    Hot Topics

    Open Discussion

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