purchasing directors’ meeting january 20, 2011. 2 agenda w-9 project update state purchasing...

Purchasing Directors’ MeetingJanuary 20, 2011

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• Agenda

• W-9 Project Update

• State Purchasing Operations/MyFloridaMarketPlace

• Governance

• Bureau of Transportation, Facilities & Supplies

• Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

• Bureau of Services, Supplies, Insurance & Special Programs

• Training and Certification

• Reminder About Next Meeting Date


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• Governance







DFS Form W-9 Verification System

• 3% Federal vendor withholding begins January 2012

• Must know taxpayer information about our vendors, including:

– Taxpayer identification numbers– Business entity types– Whether a vendor is subject to backup withholding

• DFS will need new Form W-9s on all vendors conducting business with the state

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DFS Form W-9 Verification System• Beginning February 2011, vendors will be able to submit

Form W-9s electronically:– https://flvendor.myfloridacfo.com/

DFS Form W-9 Verification System Training and Outreach

• Audience:– Purchasing officers & staff – January 2011– Agency finance and accounting staff – February 2011– Vendors – beginning February 2011

• Methods:– Web-based training– E-mail communications– Website communications– Presentations at meetings and conferences

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DFS Form W-9 Contacts

• Molly Merry, Bureau Chief of Accounting

E-mail: [email protected]

Phone: 850.413.3097

• Debbie Evans, Financial Administrator

E-mail: [email protected]

Phone: 850.413.3537

• 3% Withholding E-mail: [email protected]

• 3% Withholding Website:

http://www.myfloridacfo.com/aadir/IRS3PercentWithholding.htm

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• Governance







State Purchasing Operations / MyFloridaMarketPlace

• Enhancements– Mass editing available for IR accounting details.– Customers can reset passwords.– Add voucher numbers and statewide document numbers

to the payment update eForm.– Add contract numbers and commodity codes to the print

version of purchase orders.– Adds buyer password complexity and security– Add edits to validate that the requisition start date is

before the end date of the requisition.– Customers can designate a non-catalog item as “green”

and/or recycled.9


• More Buyer 3.0 Improvements– Error messages: Detailed Ariba error messages with the

number of errors.– Creating requisitions: Single step to create a requisition.– Buyer Dashboard: Customizable dashboard (similar to

Analysis 3.0).

http://dms.MyFlorida.com/mfmp_upgrades

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A new customizable “Buyer Dashboard” similar to Analysis 3.0


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Detailed Ariba error messages, including the number of errors


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• Agenda



• Governance







Governance

• Rulemaking Update– Filed for adoption: o Repeal of rule 60A-1.012 (adjustments to purchasing

categories).

– Currently on-hold:o Proposed rule regarding the Conflict of Interest changes.o Changes related to SB 2386 and updates including changes

to PUR forms 1000 and 1001.

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Governance

• Other Issues– Executive Orders

o 11-01: Rulemaking suspension/contract review by Governor’s Office.

o 11-02: E-verify Current language used by DMS:

- Pursuant to the State of Florida, Office of the Governor, Executive Order Number 11-02 entered on January 4, 2011, Contractor will utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of: (a) all persons employed during the term of the Contract by Contractor to perform employment duties within Florida within 3 business days after the date of hire; and (b) all persons (including subcontractors) assigned by Contractor to perform work pursuant to the Contract with the Department within 90 calendar days after the date the Contract is executed or within 30 days after such persons are assigned to perform work pursuant to the Contract, whichever is later.

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* Denotes contracts currently awaiting review and direction from the Office of Accountability and Regulatory Reform (OFARR).

Bureau Contacts:

Bureau A: Ellen Potts, Chief

[email protected] or 488-2773

Bureau B: Lyle Hackett, Chief


Bureau C: Kelley Scott, Chief


Training & Certification Program: Kelley Scott

Contract Updates

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Team 1 – Transportation & Energy

• P-Card Services– STC: Contract continued through January 6, 2013, or until new contract

is ready for implementation (whichever is sooner).– ITN: Negotiations have resumed.

• Fuel Card Services– Reminder: Com Data contract ends March 15.– All agencies are engaged in transition.– Contact David Bennett with questions: 921-4072.

• Boat Motors– Pricing adjustments have been requested by contractors – in review.

• Bulk Fuel– Supplemental ITB for tank wagon delivery is in final stage of

development.

Bureau of Transportation, Facilities andSupplies (Bureau A)

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Team 2 – Institutional Furnishings & Supplies

• Office Furniture– Renewed STC through March 1, 2012.– Several contractors offered additional discounts at renewal:

o DMI, La-Z-Boy, Nova & Herman Miller– ITB for new contract was launched in December.

o Responses are due January 24. o We’ll cancel the existing STC when the new contract is ready

for implementation.

• Library Furniture*– Expires February 20. Pursuing one year renewal.


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Team 3 – MRO & Law Enforcement

• Body Armor• STC expires on February 2, 2011.• Received 12 responses to the recent ITB.• Posted Intent to Award on January 18.

• MRO Industrial Supplies (WSCA)*• Amended ACS to be coterminous with WSCA contract (currently set to

expire on February 28).• WSCA has re-solicited and is reviewing responses. Award has not been

posted yet.

• Batteries• Reminder: this STC will expire on February 13.• THIS STC WILL NOT BE RE-SOLICITED.


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• Governance







Technology, Office Equipment, & Support Services Bureau (Bureau B)

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Statewide and Global Courier Services*Contract Manager: Angela Caldwell, 488-4946

• UPS and FedEx have signed contract

• Effective Date 1/31/2011

• 5-Year Contract

• Statewide annual cost savings/avoidance of $1 million - $2 million


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Mail Processing Equipment*Contract Manager: Angela Caldwell, 488-4946

• Pitney Bowes and Neopost Awarded

• Effective Date 2/21/2011

• 3-Year Contract

• An average of 25% savings vs. current contract

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Other Happenings with Bureau B:

• PCs, Laptops and Monitors*– Renewal recommended

• Commodity Radios– ITB on the Street– Contract start date est. April 2011

• Mail Services solicitation in near future

• Water Treatment Chemicals ITB– Looking to launch in Spring 2011

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• Agenda



• Governance







Bureau of Services, Supplies, Insurance, and Special Programs (Bureau C)

Team 6 – Services, Special Programs, & Insurance

• Insurance policies under review during next six months:₋ Accident (Camp) expires March 15, 2011₋ Accident (UCF) expires April 1, 2011₋ Fine Arts (indoor) expires April 1, 2011₋ Nuclear Property expires June 1, 2011₋ Bridge, Property, and Business Interruption expires May 24, 2011*₋ Electronic Data Processing Equipment expires June 5, 2011• Insurance policies recently renewed₋ Crime renewed January 1, 2011—savings of 16%

o (working on agency requests for internet transaction coverage)₋ Fine Art (outdoor) renewed December 31, 2010—savings of 11% ₋ Nuclear Liability renewed January 1, 2011• Insurance customer service projects– Training and FAQ’s on selected insurance topics– Contact Amber Montgomery with questions

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Team 6 – Services, Special Programs, & Insurance• State term contracts under review during next six months:– Medical and Dental Temporary Employment Staffing—new contract – Computer Software Training (New Horizons)—expires January 22, 2011

o (This contract will expire and the TCC PAE will remain in effect)– Equipment Maintenance Management Services—expires April 15, 2011– Household Moving ACS with DOC will expire April 13, 2011– Online Legal Databases—expires August 18, 2011

• New Purchasing Analyst and Purchasing Specialist– Amber Montgomery, Purchasing Analyst, Team 6 Services & Special Programs

(488-7996 or [email protected])– Caprecia Murphy Mortimer, Purchasing Specialist, Team 6 Services & Special

Programs (487-0417 or [email protected]) – Questions about state term contracts, contact Cliff Nilson (488-7804)– Questions about insurance, PRIDE, or RESPECT contact Amber

Montgomery (488-7996)27


Team 7 – SPAs and Special Projects

• New Purchasing Specialist on Team 7—Frank Miller, (488-7516 or [email protected])

• State Term Contracts under review during the next six months:–Lab and Safety Supplies and Equipment—expires April 30, 2012.

– Paper: Tissues and Towels—expires July 31, 2011.– Potable Water and Food Grade Ice—expires August 2, 2012.

–Recycling Services: End of Life Electronics Equipment—expires July 21, 2011.

• Other agreement and project updates:–New Recycling Services, Spent Lamps, End of Life Ballasts and

Batteries (SPA)—effective January 7, 2011 through January 6, 2012.–Defibrillators, Related Equipment & Supplies (ACS)—extended until

March 31, 2011. –Climate Friendly Products update for 1st Qtr FY2011 is ready to post.

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Team 7 – SPAs and Special Projects• The state term contract No. 640-002-06-1, Tissue, Towels, Napkins and

Disposable Wipes, will expire in July 2011.• A meeting to determine state agencies’ and other eligible users needs for

commodities and services to be included on a replacement contract will be conducted on January 27, 2011, 10:00 AM, at DMS, Suite 360K, 4050 Esplanade Way, Tallahassee Fl 32399-0950.

• A conference call number will be provided as an alternative to attending the meeting.

• Please contact Charles Day at [email protected] or 410-2426 if you plan to attend.

• This contract is to serve your needs and we encourage you to attend and be a part of this process. Please respond with any suggestions for improving this contract including product additions, quality considerations, estimated quantities for your agency, and any service related suggestions.

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• Agenda



• Governance







November – January Certifications

• Florida Certified Contract Manager

• Florida Certified Contract NegotiatorKendal McAvoy – DCF

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Christina Harrell – AWI Mark Hernandez - DMS

Monya Newmyer – DOE Frances Shewan – AWI

Webster Dale Jermyn – FWC Rosa Torres – FWC

Stuart Cumberbatch – FWC Richard Glowniak – DMS

Tamela Penrod – DOAH Demetrius Sherrod – DMS

Karen Somerset – DOT John Irvine – DOT

Floyd Webb – DOT Nyla Davis - DFS

November – January Re-Certifications

• Florida Certified Contract Manager

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David Bennett – DMS Gloria Dixon – DOT

Clark Rogers – DLA Sonya Avant – FDLE

Edwin Valla – DBPR John Connor – FSDB

Randy Chapman – FWC Carl McCallum – FDLE

Patricia Ferriby – DOR Jeanie Fuller – FDLE

Joseph Camit – DMA Donna Smith - DMS


• Florida Certified Contract Negotiator

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Kathleen Hutchins –DOS David Bennett – DMS

Carol McCallum – FDLE Christie Hutchinson – DOACS

Edwin Valla – DBPR Diana Trahan – DMS

Beth Sparkman – DOR Caryn Burt – DOT

Roger Masten – DOT Laura Jennings – AWI

Maureen Livings – DOH Sheree Merting – DOT

Janice Brown – DOH


• Florida Certified Purchasing Agent

• Florida Certified Purchasing Manager

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David Bennett - DMS Sonya Avant – FDLE

William Spencer – FDLE Janice Pursley – DEP

Carol McCallum – FDLE

David Bennett – DMS William Spencer – FDLE

Sonya Avant – FDLE Sheree Merting – DOT

Carol McCallum – FDLE

New- Project Management Professionals- PMP

• Passed the PMP exam in November 2010 Greg Hagler – Deputy Information Security Manager, AHCA

Nick Johnson – Section Manager, FDLE

• Passed the PMP exam in December 2010 Jennifer Green – Project Manager, AHCA

Jeff Groom – Senior Management Analyst Supervisor, DFS

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Procurement Training Schedule 2010-2011

Negotiation Strategies and Techniques – January 24-27, 2011

Negotiation in Florida – January 28, 2011

Sourcing in the Public Sector – January 31-February 2, 2011

Contract Management in Florida – March 7, 2011

Contract Administration – March 8-10, 2011

Best Practices for Contract and Grant Management – March 11, 2011

Planning, Scheduling & Requirement Analysis – March 28-30, 2011

Developing and Managing RFP’s – April 4-6, 2011

CPPB Review – April 11-12, 2011

CPPO Review – April 13-14, 2011

Legal Aspects – May 23-25, 2011

To check for updates to the Training Schedule please go to:

http://dms.myflorida.com/upcoming_procurment_training 36

PMP Training Schedule 2010-2011

Writing Statements of Work – Feb 8-10, 2011

PMP Exam Prep – March 1-3, 2011

PMP Exam Prep – May 2-4, 2011

Critical Thinking and Problem Solving – June 1-3, 2011

To check for updates to the Training Schedule please go to:

http://dms.myflorida.com/upcoming_pmp_training

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• Governance







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Next Meeting

February 17, 2011

2:00 – 4:00 pm

purchasing directors’ meeting january 20, 2011. 2 agenda w-9 project update state purchasing...

Documents

new form w

comdfs form w

office equipment

project updatestate

customizable dashboard

detailed ariba error

improvementserror messages

buyer password complexity