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Purchasing Directors’ Meeting July 8, 2004

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Page 1: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

Purchasing Directors’ MeetingJuly 8, 2004

Page 2: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

2

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 3: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

3

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 4: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

4

Operations Update

• NIGP Annual Forum: Aug 7-11 (www.nigp.org)

• Government Conference: Sep 21-23 (www.floridagc.com)

• DMS Purchasing Training Program: Sep

• State Purchasing Memo No. 1 (04-05)

• Rules

Page 5: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

5

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 6: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

6

State Term Contract UpdateCourier Services

• Significant success at procurement stage– ~60% off retail

– ~30% off previous STC

• State will realize savings ONLY if you contract with DHL and Pony Express!

Page 7: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

7

State Term Contract UpdateRental Vehicles – Feb 04 Survey

• Surveys: 30 Agencies

• Respondents: 10 Agencies (33%)

• Feedback: – Pricing: Good to Excellent 78%, Satisfactory 17%– Contract Quality: Good to Excellent 84%, Satisfactory 16%– Contractor Service: Good to Excellent 88%, Satisfactory 12%– Problem Resolution: Good to Excellent 86%, Satisfactory 13%– Vehicle Condition: Good to Excellent 86%, Satisfactory

13%

Page 8: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

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State Term Contract UpdateRental Vehicles

• Contract spend: $10,000,000

• Number of vendors: 1 (Avis)

• Market share: In-State-80%; Out-of-State -20%

• Contract usage: STATEWIDE

Page 9: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

9

State Term Contract UpdateRental Vehicles

• Contract No. 518-020-05-1Effective 7/1/04 through 06/30/09

• Advantages– Eliminated Fuel Mileage Charge (7-8.5%)– Lower Net Rates Avg. -9%– Lower Late Charges Avg.-32%– Lower Excess Mileage Charges Avg. -27%– Fuel Prices Float with EIA U.S. Retail Gasoline Prices

• Savings – Savings off List Price : 52% – Estimated Difference Previous Contract: -21%

Page 10: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

10

State Term Contract UpdateRental Vehicles

• Do the In-State rates still have a fuel mileage charge? No.

• How do you purchase gas when you are traveling? Same way you always have.

• In the state contract is there still the availability for a state employee to rent for personal use at the state contract rate? Yes, but individual is responsible for own insurance (personal policy or through Avis).

• If Avis doesn’t reimburse for gas, how do we get reimbursed? Submit to your agency for reimbursement along with other costs.

• Is it DMS's preference that the vehicle be returned with a full tank of gas? Use your judgment. There is only a slight premium involved if Avis fills the tank (~$.10/gal).

Page 11: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

11

State Term Contract UpdateRental Vehicles

In-State AVIS A B C D E F G H U

Vehicle ClassRetail Base Rate/Day $

Discount %

Per Day Net Rate

(=)

Non-Mandatory

Fees (+)

Refueling Service Charge

Per/Gal (+)

Per Hour Charge after 24 hrs (+)

Excess Mileage

Charge over 200/day (+)

Adjusted Rate (=)

Class Usage Factor

(x)1 Subcompact (ECAR) 38.99$ 45% 21.60$ -$ 0.10$ 5.40$ 0.06$ 27.16$ 0.0192 Compact (CDAR) 42.99$ 46% 23.33$ -$ 0.10$ 5.83$ 0.06$ 29.32$ 0.4403 Intermediate (IDAR) 45.99$ 45% 25.46$ -$ 0.10$ 6.37$ 0.06$ 31.99$ 0.3014 Full Size 2/4Dr (FDAR) 49.99$ 43% 28.66$ -$ 0.10$ 7.17$ 0.06$ 35.99$ 0.1105 Minivan (MVAN) 79.99$ 57% 34.16$ -$ 0.10$ 8.54$ 0.06$ 42.86$ 0.130

Total In-State Bid Price

Drop-off charges do not apply in Florida between cities where vendor has rental locations.

Average Retail Base Rate 51.59$ Average Per Day Rate 26.64$ Average Retail Discount 52%

Only applies after each rental exceeds 200 miles.

Only applies if vehicle is returned with less than a full tank.

Page 12: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

12

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 13: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

13

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 14: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

14

Purchasing Directors’ MeetingJuly 8, 2004 Agenda

• Welcome / Meeting Overview

• Operations Update

• State Term Contract Update

• Center for Efficient Government

• Open Floor / Strategic Issues for Upcoming Year

• Next Meeting Location / Time

Page 15: Purchasing Directors’ Meeting July 8, 2004. 2 Purchasing Directors’ Meeting July 8, 2004 Agenda Welcome / Meeting Overview Operations Update State Term

15

Purchasing Directors’ MeetingNext Meeting

Time: 3:00 pm to 5:00 pm

Date: Thursday, August 12, 2004

Location: FFWC Bryant Building620 South Meridian Street


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