Purchasing Directors’Meeting

May 16, 2013

2

• Introductions & Welcome Comments – Kelley Scott

• MFMP – Kasey Bickley

• 2013 Legislative Session – Veronica McCrackin

• Professional Development – Veronica McCrackin

• Public Procurement Guidebook – Veronica McCrackin

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

• Hot Topics – All

Agenda

3

Introductions & Welcome Comments

• Introductions

• Upcoming MatchMakers– May 23, 2013 – Tallahassee, Florida at The Florida

State University’s Turnbull Center

– June 7, 2013 – Ft. Myers, Florida at Florida Gulf Coast University

4

MFMP Utilization Update

• Utilization changes since October 2012:

• Just a reminder:– All five metrics on the MFMP Utilization Scorecard

are calculated on a fiscal year-to-date basis. On July 1, 2013, the numbers used to calculate the metrics will “reset.”

 

PO and Contract Utilizatio

n

Invoicing Utilizatio

n

Catalog Utilizatio

n

Receiving Utilizatio

n

eQuote Utilizatio

n

October 15 Scorecard  85.50% 57.98% 31.42% 69.23% 0.37%

April 15  Scorecard 85.82% 65.05% 79.76% 80.14% 11.53%

Utilization Changes 0.32% 7.07% 45.34% 10.91% 11.16%

5

MFMP Training

• The Phase 1 train-the-trainer session was a success. We had approximately 20-30 attendees throughout the different sessions.

• We plan to offer the Phase 2 train-the-trainer session in late August.

• Next week we will be conducting training in Ft. Lauderdale, Orlando and Tampa on:

– Buyer and Vendor eQuote– Invoicing– Contracts– Requisitions– Catalogs

6

MFMP Year-End System Availability

• MFMP will go down when FLAIR goes down on Friday, June 28 (currently planned for 7:00 p.m.), and will be available again on Tuesday, July 2, at 12:00 p.m. (noon).

• Year-end processing includes the carry forward process and the processing of hold until orders.

• We will discuss year-end processing in more detail at the next CRT meeting, scheduled for May 30 at 9:00 a.m. at DMS, Room 101.

7

2013 Legislative Session

Summary• 13 bills related to procurement or contracting

– 7 bills with House sponsors (719, 985, 1017, 1261, 1309, 1311 & 5401)

– 6 bills with Senate sponsors (908, 1118, 1124, 1142, 1150 & 1152)

– Several bills on veterans and local business preference, small business, contract auditing by the Department of Financial Services, and professional development, etc.

• Of the 13 bills, 2 passed both the Florida House & Senate

– House Bill 1309 & 5401

8

2013 Legislative Session

HB 1309ER Procurement of Commodities & Contractual Services• Public Records: Public agencies including counties,

municipalities and separate units of government created by law must include contract provisions that:– require contractors to abide by public records law; – keep and maintain public records; – provide the public with access to public records on the

same terms and conditions as the public agency including the cost as prescribed in Chapter 119 or as otherwise provided by law;

– ensure that exempt or confidential information is not disclosed; and

– upon termination of the contract the contractor is to transfer all public records to the public agency, at no cost.

9

2013 Legislative Session

HB 1309ER Procurement of Commodities & Contractual Services

• Florida Certified Contract Managers: Effective December 2014, grant and contract managers in charge of contracts in excess of $100,000 annually must be Florida Certified Contract Managers (FCCM). They must be certified within 24 months of the Department of Management Services and Department of Financial Services establishing FCCM requirements.

• Single Source Posting: Department of Management Services approval is no longer required for single source approvals in excess of Category 4.

• Substantively Amends Sections: 119.0701, 215.971, 287.012, 287.042, 287.057, 287.136 and 287.076, Florida Statutes.

10

2013 Legislative Session

HB 5401ER Relating to Transparency in State Contracting • Amends Section 215.985, Florida Statutes• Florida Has a Right to Know: The Department of Management

Services is to establish and maintain a website related to each employee or officer of a state agency, state university or State Board of Administration: name, salary, hourly rate, position number, class code, class title, employing agency, and budget entity.

• F.A.C.T.S.: Each state agency is required to post contracts and solicitations to the contract tracking system website, including amendments. Agencies will be responsible for responding to public records requests and redacting any confidential or exempt information prior to posting.

• User Experience Task Force: Its purpose is to recommend a design for consolidating existing state managed websites regarding public access to state operational and fiscal information into one website. Committee sunsets June 30, 2014.

11

Professional Development

Upcoming Professional Development ClassProject Management Professional (PMP) Exam Prep Length/Credit: 4 days

Date: June 10-13, 2013Time: 8 a.m. to 5 p.m. dailyLocation: Betty Easley Conference Center - Room 166

Course prerequisites must be satisfied to take the course and exam. PMP exam prep candidates notified May 2013. Estimated cost per person $680.

Proposed Staff DMS will be advertising to fill four professional development positions: two persons dedicated to curriculum development and two dedicated to instructional design.

12

Public Procurement Guidebook

Guidebook revisions are scheduled for August. In preparation for the August 2013 revisions, please submit any suggested edits or changes on or before June 27, 2013, to PURGuidebook@dms.myflorida.com.

13

Goods Bureau

• Alternate Contract Sources in Progress– Auto Parts

• US Communities – Carquest– Heavy Equipment Rental

• US Communities – Hertz

• Office & Educational Consumables (618-000-11-1)– Pricing updates effective May 28, 2013

14

Services and Special Projects Bureau

Updates• Security Officer Services STC - Universal Protection

Service has acquired Allegiance Security Group, LLC (991-380-10-1)

New State Term Contracts• Mail Services contract renewal effective 6/30/13 – 1

year contract (991-530-12-1)• Extending Temporary Employment Staffing Services for 6

months until 11/17/13 (991-460-07-1)• Extending Management Consulting Services for 6 months

until 11/30/13 (973-001-06-1)

15

Services and Special Projects Bureau

Solicitations• P-card – in development• Mail Services – in development• Temporary Employment Staffing – in development• Custodial Services – in development• Management Consulting and Auditing Services –

protest• Pharmaceutical GPO – protest

16

IT/Telecom Bureau

• Contracts recently renewed– Audio Visual Equipment through 2/18/2015 (880-

000-09-1)– Commercial Off-The-Shelf (COTS) software through

5/1/2014 (252-030-09-ACS)– Mainframe Software through 5/13/2017 (252-500-

09-1)– Microsoft Consulting through 3/31/2015 (252-001-

09-1)– Microsoft Licenses through 3/31/2015 (252-001-09-

1)

• Contracts to be renewed in next 6 months– Network Infrastructure (250-000-09-1)

17

Hot Topics

Open Discussion