purchasing directors’ meeting july 21, 2011

Purchasing Directors’ MeetingJuly 21, 2011

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• Agenda

• Bureau of Transportation, Facilities & Supplies

• Bureau of Technology, Office Equipment & Support Services

• Bureau of Services, Supplies, Insurance & Special Programs

• Training and Certification

• State Purchasing Operations/MyFloridaMarketPlace

• Governance

• Reminder About Next Meeting Date


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• Agenda






• Governance



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Bureau of Transportation, Facilities & Supplies

New Bureau Chief – Kelly Loll, C.P.M.

Team 1 – Transportation & Energy

• Tires (STC #863-000-10-1)– Goodyear Tire & Rubber Company request for a 9.0% price adjustment effective

August 1, 2011 has been approved:o The request is compliant with the contract requirements, specifications,

terms, and conditions.o The requested 9.0% increase (with select Net Down product) is 4.5%

below the PPI increase of 13.5% (and trending significantly upward, see preliminary index points).

o The request is comparable to other states/cooperatives who have GBPLs older than 03/01/2010 (newer lists are non-comparable).

• Motor Vehicles (Sourcing)― Preparations have begun for 2012+ model year STC sourcing.― For questions or to provide feedback, please contact Christopher Walker at 850-

488-7540 or [email protected].

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Team 2 – Institutional Furnishings & Supplies• Ice Making Machines (STC #740-650-09-1)― Renewed through April 29, 2012. STC accessible for 2011 hurricane and

storm season.

• Office Furniture and Files (Solicitation ITB #17-425-001-F)― ITB award recommendation pending executive review and approval. ― Current contract is in effect until March 1, 2012.

• Educational/Institutional Furniture (STC #420-420-10-1)― Oshkosh Industries, Inc. dba as The Buckstaff Company, has been

removed from the contract effective June 1, 2011.

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Team 3 – MRO & Law Enforcement• Ammunition and Less-Lethal Products (STC ITB #3-680-050-O)― New ITB will be issued in August and will replace over 90% of the items

currently on the Ammunition and Officers’ Equipment STC.

• Body Armor (STC #680-850-11-1)― Added new products and lowered prices for PACA and Point Blank Body

Armor.

• MRO Industrial Supplies (Sourcing via WSCA)― Greg Hill presented award recommendations at the Procurement Review

meeting on July 14, 2011. Intent to Award will be posted in the next few weeks.

• Greg Hill― Promoted to Purchasing Analyst after Chuck Beall retired.― Received his CPPB.


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• Agenda






• Governance



Bureau of Technology, Office Equipment& Support Services

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New State Term Contract:

• Mail Services

― Contract effective 7/1/2011

― Vendor – PBMS

― Contract Term – 2 Years

― Lower pricing from the previous ITN BAFO

― Removes Management Fees to gain Enterprise Pricing


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New State Term Contract:

• Land Mobile FM or PM Comms Equipment

― Contract effective date 7/20/2011

― A total of 9 x vendors awarded

― Public Safety Radio Equipment

o Radio Equipment that is not covered by Statewide

Law Enforcement Radio System State Term Contract


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Upcoming Solicitation:

• PCs, Laptops, and Monitors

― AEIT developed standard configurations

― Contractors periodically compete during contract term based off updated configurations

― Currently obtaining additional feedback from OEUs

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• Agenda






• Governance



Bureau of Services, Supplies, Insurance & Special Programs

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Team 6 – Services, Special Programs, & Insurance

• State Term Contracts/ACS Under Review During the Next Six Months― Online Legal Database Services ― expires August 18, 2011. Working on next action

recommendation. OPPAGA currently reviewing agency use of this contract.

• Insurance Policies Under Review During the Next Six Months― Aviation Insurance ― Expires September 28, 2011. Solicitation in development.― Rail Corridor (Sun Rail) coverage for FDOT ― Solicitation in progress.

• Special Projects– Beginning pharmaceutical solicitation per legislative language. Solicitation will be

on the street by November 1, 2011. Requesting affected agency participation. Please contact Cliff Nilson (488-7804) with questions.

– Multiple agency workgroup developing Food/Food Services solicitation. Please contact Mark Hernandez (414-6741) with questions.

• New Staff on Team 6– Jim Spencer ― Purchasing Analyst– Jill Soderberg ― Purchasing Analyst and Insurance Coordinator

Bureau of Services, Supplies, Insurance& Special Programs

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Team 7 – SPAs and Special Projects• State Term Contracts under review during the next six months:

– Paper: Tissues and Towels ― expires July 31, 2011. o Finalizing solicitation. o Contractor will hold current pricing through August 31.

– Recycling Services: End of Life Electronics Equipment ― expires July 21, 2011. Renewal in process.

– Potable Water and Food Grade Ice ― expires August 2, 2012. Finalizing draft solicitation.

– Reclaiming Mercury from Spent Lamps, Batteries ― expires January 6, 2010. Please contact Frank Miller with feedback about this agreement.

• Other agreement and project updates:– Defibrillators, Related Equipment & Supplies ― All vendors agreed to Florida

terms. ACS approval is complete.– Hazardous Incident Response Equipment (HIRE) ACS ― Two new vendors

added to the contract: Hagemeyer North America and MBF Industries. – Security Officer Services ― Renewal is complete. New expiration is December 15, 2014.

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• Agenda






• Governance



Training and Certification Program

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Procurement Training Schedule 2010-2011• Negotiation Strategies and Techniques – August 29 – September 1• Negotiation in Florida – September 2• Sourcing in the Public Sector – September 7-9• CPPO Review – September 8-9• CPPB Review – September 12-13• Developing and Managing RFP’s – September 20-22• Virtual Advanced Contract Management Workshop – September 28• Virtual Advanced Purchasing Workshop – September 29• Advanced Negotiation Workshop – October 6-7

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

http://dms.myflorida.com/upcoming_procurment_training

Training and Certification Program

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PMP Training Schedule

•PMP Exam Prep – October 3-5

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

http://dms.myflorida.com/upcoming_pmp_training

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• Agenda






• Governance



State Purchasing Operations/MyFloridaMarketPlace

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• Less than two months to MFMP 3.0 upgrade “go-live”!

– Development and testing on schedule

– UAT schedule is on target

– We posted the training schedule

o More than 700 registered as of July 8


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• MFP 3.0 Upgrade training registration is online at our website.– http://dms.MyFlorida.com/mfmp_buyer_training

– 12 pre-upgrade webinars and 8 seminars

– 6 post-upgrade webinars

– 4 post-upgrade “office hours” webinars

– 3 day-long seminars starting in October


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• MFMP 3.0 Upgrade Communications

– Sample Messages and Poster

– Emails from MFMP

– MFMP Website and online Bulletin Board

– “Florida DMS”o Facebooko Twitter

– MFMP Minute


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W-9 Verification Project Status (as of 7/11)

Active Vendors in the FLAIR Statewide Vendor file 259,120

Registered MFMP 142,982

All vendors with valid W-9 7,909

MFMP vendors with a valid W-9 6,661

DMS Outreach Next Steps:

•Distribute another targeted communication in August

•Hold another round of vendor training sessions in September

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• Agenda






• Governance



Governance

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Chapter 2011-140, Laws of Florida

HOUSE BILL 7223/ SENATE BILL 2090: OGSR/Competitive Solicitations (Open Government Sunset Review required in 2011)

The bill amends section 119.071, F.S. to expand the public records exemption for competitive solicitation documents until an intended decision or until 30 days after bid opening or receipt of final replies.

Section 286.0113, F.S. is also modified and expanded to include an exemption from the public meeting requirements for negotiation with vendors, meetings where a vendor is making oral presentations or answering questions about their sealed responses to solicitations. All meetings must be recorded in full. The recordings of such meetings are exempt from disclosure under public record requests until a decision or intended decision is posted or until 30 days after the responses are opened, whichever occurs earlier. The section is further expanded to provide an exemption for portions of meetings wherein solicitation team members are gathering to strategizing for the solicitation.

Signed into Law, effective June 2, 2011.

Governance

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Chapter 2011-104, Laws of FloridaHOUSE BILL 441/SENATE BILL 444: Scrutinized Companies

The bill creates section 287.135, Florida Statutes, and prohibits a company on the Scrutinized Companies with Activities in Sudan List or on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1 million or more with a state agency or local governmental entity. Signed into law, effective July 1, 2011.

Summary of new requirements:• Requires vendors to certify with any bid or proposal submitted to an agency for a

contract over $1 million that they are not on either of the Lists. DMS has created a certification form but use of the form is voluntary.

• Requires agencies to include, in any contract over $1 million, a provision allowing cancellation of the contract if the agency discovers a vendor has submitted a false certification or been placed on one of the Lists.

Governance

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Chapter 2011-140, Laws of FloridaSENATE BILL 1314/HOUSE BILL 939: State Financial Matters

The law requires that all agencies submit with any legislative budget request a description of each contract over $10 million in which the part of the consideration paid to an agency is part of the vendor’s revenue. The bill also creates section 216.313, F.S., and prohibits any state official from two branches of government, judicial and executive, from entering into contracts over $5 million for services or tangible personal property unless the contract itself identifies the specific appropriation used to pay for the contract, unless expressly authorized by the Legislature. The bill amends section 287.056, F.S., and removes conflicting Language which clarifies that agency use of state term contracts is mandatory.

Signed into law, effective May 26, 2011.

Summary of new requirements:•For contracts over $5,000,000, agencies must the specific appropriation for the expenditure.•For contracts over $10,000,000, a description of the contract is required in an LBC request if agency is paid from vendor’s revenue.

Governance

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Chapter 2011-47, Laws of FloridaImplementing 2011-2012 General Appropriations Act

New requirement:Section 80 of the law requires agencies to report to the Senate President and Speaker of the House by June 30, 2012, with a list of products purchased from a source other than PRIDE when a comparable product could have been obtained from PRIDE. The report must include an explanation of why the product was not purchased from PRIDE. Signed into law, effective July 1, 2011.

Chapter 2011-64, Laws of FloridaSB 2152: Transportation

New requirement:Requires that all state agencies develop and adopt assessment protocols for evaluating and determining whether equipment, machinery, or other inventory needs repair or restored before a request to replace the item is approved. Signed into law, effective July 1, 2011.

Governance

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Other issues:

• Convicted/Suspended Vendor Lists

• Governance Project– PROJECT SCOPE

o Overall examination of SP functions and identification of improvementso The efforts will include designing, building and implementing a phased

approach Phase 1 - review and update of all Sourcing forms and templates for

MFMP Phase 2 - review and update of SP’s operational forms and

templates Phase 3 - rewrite and update SP’s Policy and Procedure Manual

(runs concurrent with Phases 1 & 2) Phase 4 – develop a plan for to promote adoption of and compliance

with the forms and the Policy and Procedure Manual

Governance

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– PROJECT BUSINESS OBJECTIVESo Fully leverage MFMP functionality while establishing standard

procurement best practices for all procurement activities, including Strategic Sourcing methodology

o Utilize a single, state eProcurement solution for electronic sourcingo Review and update standard forms and templates used for ease of use,

consistency and compliance with lawo Rewrite of Policy and Procedure Manual to provide guidance on

established best practiceso Generate savings and process efficiencieso Provide training statewide to promote consistent utilization of tools and

understanding of best practiceso Monitor compliance with policies and procedureso Establish appropriate metrics and consistent measurement process to

measure success of this project

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• Agenda






• Governance



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Next Meeting

August 18, 2011

2:00 – 4:00 pm

purchasing directors’ meeting july 21, 2011

Documents

transportation energytires

agendabureau of transportation

officers equipment stc

machines stc

stc accessible

body armor stc

office furniture

lethal products stc