purchasing directors’ meeting september 15, 2011

Purchasing Directors’ MeetingSeptember 15, 2011

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Purchasing Directors’ Meeting – 9/15/11

• Agenda

• 2011 MatchMaker Conference & Trade Show

• Bureau of Transportation, Facilities & Supplies

• Bureau of Technology, Office Equipment & Support Services

• Bureau of Services, Supplies, Insurance & Special Programs

• Training and Certification

• Governance

• State Purchasing Operations/MyFloridaMarketPlace

• Procurement Process Improvement Plan (PPIP)

• Reminder About Next Meeting Date

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• Agenda






• Governance




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2011 MatchMaker Conference & Trade Show

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• November 16-18, 2011• To help all small minority, women and service disabled veteran

business enterprises connect with state government spenders, the Office of Supplier Diversity (OSD) hosts the MatchMaker Conference & Trade Show each year.

• The 2011 MatchMaker will be held at the Buena Vista Palace Hotel & Spa in Orlando.

• The agenda will be packed with events, offering attendees numerous opportunities to enhance their business skills and provide opportunities for small businesses to network with leading corporations, as well as state and local government purchasing officials.

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• Agenda






• Governance




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Transportation, Facilities and Supplies

Team 1 – Transportation & Energy

• Motor Vehicles (ITB No. 02-071-000-S)

― ITB issued September 7, 2011; new STC on schedule for November 1, 2011.

― If you have any questions, please contact Christopher Walker at 850-488-7540 or [email protected].

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Team 2 – Institutional Furnishings & Supplies• Office Furniture and Files (STC ITB #17-425-001-F)― ITB award recommendation pending executive review and

approval. Anticipate October review. ― Current contract is in effect until March 1, 2012.

• Library Furniture (STC #420-590-07-1)― Working on next contract action recommendation. Current

contract is in effect until February 20, 2012.

• Carpet and Flooring Materials (STC #360-240-06-1)― Anticipate new solicitation in 2012. Current contract is in effect

until May 31, 2012.

Purchasing Analyst, Brenda Wells: 850-488-6904

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Team 3: Public Safety & MRO

• Ammunition & Less-Lethal: 680-050-12-1― New Contract Pending― ITB Issued and Closed, August 2011― Award Recommendation on September 21, 2011

Purchasing Analyst: Mark Lovell, 850-487-2304

• MRO (WSCA) ACS: 450-000-11-ACS― Contract Signed September 2, 2011

Purchasing Analyst: Greg Hill, 850-922-1214

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MRO ACS Benefits: # 450-000-11-ACS• Negotiated a dynamic Florida Market Basket (FL MB) consisting of

aggressively priced high volume items based off agency and OEU spend • FL MB will be updated quarterly to obtain best value on high volume items• Access to WSCA's MB of over 1400 competitively priced core items• Additional 3% discount applied to the18 categories under the WSCA bid

― e.g., HVAC 15% 18%, Safety 20% 23%, Cleaning 30% 33%― “all other” categories Grainger Catalog/ Grainger.com: 10% 13%• Over 900,000 SKUs available for next day ground deliver y• MFMP Punchout catalog available by end of September• Webinar to follow by end of October

MRO STCs Rolling Up Once Expired• Lamps & A/C Filters (STC# 450-000-09-1): Expires 01/08/2012• Electrical Equipment (STC# 450-000-07-1): Expires 11/13/2012• Can Liners (STC# 485-080-07-1): Expires 12/31/2012

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• Agenda






• Governance




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Technology, Office Equipment & Support Services

STC Renewals

• PCs, Laptops, and Monitors Contract No. 250-040-08-1

― Expires 2/29/2012

• IT Network InfrastructureContract No. 250-000-09-1

―Expires 9/7/2012

Contract Manager: Joel Atkinson, 850-487-4196

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Technology, Office Equipment & Support Services

STC Update

• Rental Vehicles - Avis― New CCOC pick-up/drop-off locationo DOR Parking Lot – effective 9/8/2011

― Avis office still located in Building 4030o Visit STC Website for details

Contract Manager: Shameka Smith, 850-414-6740

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• Agenda






• Governance




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Services, Supplies, Insurance & Special Programs

Team 6 – Services, Special Programs, & Insurance

• State Term Contracts/ACS – Online Legal Database Services - Renewed effective August 18, 2011. Please note

new instructions on how to use the contract. OPPAGA currently reviewing agency use of this contract.

• Insurance Policies― Aviation Insurance ― Expires September 28, 2011. Intent to award posted

September 12, 2011.― Boiler and Machinery Insurance ― Expires October 1, 2011. Renewal in progress. ― Automobile Insurance ― Expires October 20, 2011. Renewal in progress.

• Special Projects– Pharmaceutical solicitation in progress and will be on the street by November 1,

2011. All affected agencies are participating. Please contact Cliff Nilson (488-7804) with questions.

• New Staff on Team 6– Corina Chiorescu ― Purchasing Specialist. Previously managed health services

contracts for the Department of Corrections. Will assist in procurement and management of all contracts assigned to team.

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Services, Supplies, Insurance & Special Programs

Team 7 – SPA/Special Projects/Emergency Purchases

• Paper: Tissues and Towels ― Solicitation document is in final review. Expected launch before October 1.

• Recycling Services: End of Life Electronics Equipment ― Renewal is complete. The new agreement expires July 21, 2014.

• Potable Water and Food Grade Ice ― Expires August 2, 2012. Draft solicitation will be ready for management review by October 1, 2011.

• Reclaiming Mercury from Spent Lamps, Batteries ― Expires January 6, 2012. Please contact Frank Miller (488-7516) with feedback

about this agreement.

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• Agenda






• Governance




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Training and Certification Program

Procurement Training Schedule (Tallahassee)

• Contract Administration – October 10-12

• Contract Management in Florida – October 13

• Advancing Accountability: Best Practices for Contract and Grant Management – October 14

• Legal Aspects – November 7-9

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

http://dms.myflorida.com/upcoming_procurment_training

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Procurement Training Schedule (Outside Tallahassee)

• Advanced Negotiation Workshop located in Ft. Lauderdale – October 20-21

• Advanced Negotiation Workshop located in Sanford – November 7-8

To check for updates to the training schedule outside Tallahassee please go to:

http://dms.myflorida.com/outside tallahassee training

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PMP Training Schedule

• Developing a Business Case – September 27-28

• Foundations of Business Analysis – November 1-3

• PMP Exam Prep – December 6-8

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

http://dms.myflorida.com/upcoming_pmp_training

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• Agenda






• Governance




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Governance

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.

UPDATE:

– DMS Departmental Purchasing created a spreadsheet to capture this data.– A report of all purchase orders can be run in MFMP Analysis where

agencies select all of PRIDE’s commodity codes and deselect PRDIE as a vendor. State Agencies would still have to provide justification for each purchase, but this report would help identify the relevant purchases.

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Governance

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.

UPDATE: – DMS Division of Real Estate Management created a decision tree in

response to this requirement.

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• Agenda






• Governance




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State Purchasing Operations/MyFloridaMarketPlace

MFMP upgraded on September 6, 2011

https://Buyer.MyFloridaMarketPlace.com/Buyer/Main

Delivering the change our customers requested

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MFMP 3.0 Week One Review

• Record usage levels Day One

― 260 concurrent users, average is 75― 333 at peak, which was 50 percent more than ever before

• Brief mid-day unavailability Wed., Sept. 7― Technical changes made before close of business

o Database configuration changeo Applied Ariba-recommended indexeso Additional tuning

― Immediate performance improvement― Monitoring and tuning continue for the next four weeks― Customers should see continuous improvement

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MFMP 3.0 includes Sourcing 3.0 eQuote

• Use for informal quotes― Purchases < $35,000 or Requests for Quote (RFQ) off state term

contracts

• Create one Sourcing event to reach multiple vendors

• Process is 100 percent electronic― Receive and track vendor responses in Sourcing 3.0― Vendors can offer product substitutions or provide other

decision-making information

• Faster informal quote procurement-to-pay process

• Learn more in our upcoming webinars, Sept. 21 and 29

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MFMP 3.0 Customer Support• “What’s New in MFMP 3.0” webinars

― This week and next

• “Office Hours” webinars each Friday in September

• Exclusive MFMP recorded training “tours”― “What’s New in MFMP 3.0” series― Usual functional series

• Resume regular fall workshop training schedule in October http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/buyer_training_opportunities/tallahassee_training_sessions

• Week One Kit, Daily Tips and updated manuals http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_upgrades/mfmp_3_0_go_live_resources

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• Agenda






• Governance




Project Overview

Sept 15, 2011Purchasing Director’s

Meeting

Procurement ProcessImprovement Plan (PPIP)

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PPIP Project Overview

The PPIP Project is a DMS-led initiative aimed at improving the processes and efficiencies of State Purchasing’s business operations.

•The project team will leverage best practices to standardize and streamline its sourcing processes while providing valuable cost savings and contract management to the state. •The project team will also support the roll-out of Enterprise-wide sourcing best practices.

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PPIP Team

• State Purchasing CPO, Bureau Chiefs, and Purchasing Professionals

• State Agency Purchasing Directors and Contract Administrators

• Accenture Project Manager and MFMP Team

• Input and feedback from stakeholders, including you!

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PPIP Project Management Documents• Project Charter

– Defines purpose, objectives and scope

• Project Management Overview– Used to market and promote PPIP

• Project Workplan– Detailed 16 month project plan for the PPIP with a timeline,

milestones and deliverables – Project Workstream

• PPIP Management• Communications• Strategic Sourcing/Competitive Procurement - Phase 1• Non-Competitive/Exempt Procurement – Phase 2• Florida Best Practices Assessment – Phase 3• Adoption and Project Success Management – Phase 4

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Project Charter

“Ultimately, the team intends to identify and implement sourcing best practices which will result in increased utilization of MFMP Sourcing and lead to more effective, lower cost contracts and quicker sourcing through the standardization of processes. These best practices will provide the framework to State Purchasing who will provide support and guidance to all state agencies and other eligible users enabling each user to adapt the 7-Step Sourcing Methodology to its unique position. The team will also develop measures to judge the success of the project.”

PPIP Project Charter

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7-Step Strategic Sourcing Methodology

Profile Internally & Externally

Develop Strategy

Screen Vendors &

Selection Factors

Conduct Auctions &

Shape & Negotiate

Value Propositions

Implement Agreements

Conduct Industry Analysis

Strategy

Vendor Analysis

Prepare Fact-Based

Negotiation “Packages”

External Profile

Internal Profile TCO Model Value Propositions

Assess Opportunities


Develop Strategy

Screen Vendors &

Selection Factors

Conduct Auctions &

Shape & Negotiate

Value

High-Level

Conduct Industry Analysis

Vendor Analysis

Prepare Fact-Based

Negotiation “Packages”

Kick-Off &

Form


Develop Strategy

Develop Vendor

Selection Factors

Conduct Competitive

Event

Prepare Value

Proposition & Award

Implement & Manage

Agreements

Conduct High-Level

Opportunity Analysis

Develop Internal Profile

Build TCO Model

Finalize Scope /

Strategy

Develop Evaluation Questions

Conduct Solicitation

Develop Value

Proposition

Make Award Decision

High-Level Opportunity

Analysis

Workplan

Vendor Selection Factors

ITB/ITN/RFP Communication Plan

Kick-Off & Explore

Opportunities

-

Engage Internal Team

Implement Agreement

Intent to Award (ITA)

Develop External Profile

Preliminary Business Case

Scope / Strategy

Establish Mandatory

Criteria

Document Savings

Save Sheet

Manage Agreement

Execute Communication

PlanCreate

Preliminary Business Case

Engage External Team

Implementation Plan

Create Workplan

Develop Solicitation

Negotiation Plan (if ITN)

Typical Deliverables

Key Worksteps

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Key Objectives

The primary goals of the PPIP are to:

• improve the effectiveness and efficiency of sourcing through establishing processes and procedures that reflect best practices,

• better leverage the MyFloridaMarketPlace (MFMP) Sourcing module, and

• develop a continuous improvement protocol to better monitor and actively manage sourcing activities.

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Project Timeline

The PPIP Project will work with key stakeholders across all State Agencies throughout the initiative.

Project Workstream Timeline

9/11 10/11 11/11 12/11 1/12 2/12 3/12 4/12 5/12 6/12 7/12 8/12 9/12 10/12 11/12 12/12 1/13

Procurement Process Improvement Project (PPIP) Management

Communications Workstream

Strategic Sourcing / Competitive Procurement Workstream - Phase 1

Non-Competitive / Exempt Procurement Workstream - Phase 2

Florida Best Practices Assessment - Phase 3

Adoption and Project Success Management Workstream – Phase 4

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Major Deliverables

The deliverables created during this initiative will redefine how the State of Florida sources goods and services.

•State Purchasing Sourcing Policies and Procedures Manual will provide detailed information on how to use a7-step sourcing methodology in sourcing statewide agreements

•Training for all State Agency procurement professionals on how to apply the new policies and procedures, including demonstrations of the MFMP Sourcing tool, for use in future sourcing events

•Florida Sourcing Best Practices which will capture the new ways of working, the nuances of sourcing in the State of Florida, and a description of the new sourcing solution

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Benefits to the State of Florida

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Benefits to Purchasing Directors or Contract Administrators

• Policies and Procedures Manual can be used to develop best practice agency policies and procedures

• Training to ensure that users of the system are properly equipped to know their environment and are confident enough to adopt the structure for their next sourcing event

• Best Practices will increase transparency of agency sourcing strategies to allow for sharing and adoption of new models

• Project Management allows for key managerial insight into scope, tracking, resourcing and accountability

• Electronic Environment for document tracking, editing, storage, and retrieval provides for a total desk top solution to file management

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Related Projects

• Sourcing Status Report– With PPIP driving towards full adoption of the MFMP

Sourcing Tool for sourcing events, these status reports will provide management-level visibility to sourcing and contract management activities within State Purchasing (state agencies in the future).

• Catalog Focus Initiative– This initiative aims to ensure the best catalog strategy is in

place for all state managed contracts.

• Procurement Balanced Scorecard– This scorecard is intended to provide better visibility to the

health of the procurement function. The scorecard includes four quadrants that provide a comprehensive indication of the procurement function's performance.

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Contact Us

To find out more about the PPIP Project, please contact us:– Tim Gibney, CPO and Director of State Purchasing

[email protected]

– Kelly Loll, Project [email protected]

– Linda McDonald, Marketing & Communication [email protected]

Whether you want to better understand the project scope, stay in touch through our communication channels, or get involved, we’d be happy to hear from you.

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• Agenda






• Governance




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Next Meeting

October 20, 2011

2:00 – 4:00 pm

purchasing directors’ meeting september 15, 2011

Documents

purchasing analyst

meeting date

current contract

new stc

contract action recommendation

new contract pendingitb

directors meetingseptember

files stc itb