purchasing directors’ meeting september 17, 2009

Purchasing Directors’ MeetingSeptember 17, 2009

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• Agenda

• Commodity Sourcing and Contracting Bureau

• Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau

• MFMP

• Governance

• Reminder About Next Meeting Date


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• Agenda



• MFMP

• Governance



Commodity Sourcing & Contracting BureauActivity Updates

Team 1 – Energy & Transportation

• Motor Vehicles– New solicitation was launched on September 9.

• Solicitations in Development/Review– Fuel Card– Construction, Industrial, Agricultural & Lawn Equipment

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Team 2 – Furnishings & Institutional Supplies

• Floor Maintenance Machines– Updated product list for Windsor Industries.

• Lawn Equipment– Updated product list for Florida Outdoor Equipment (Billy Goat).

• Solicitations in Development– Educational/Institutional Furniture– Carpet

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Team 3 – MRO & Law Enforcement

• Ammunition & Officers’ Equipment– Expires September 29.– 24 responses received to recent solicitation; finalizing

recommendation.

• Drug Screening Testing Devices– RESPECT can offer drug test kits meeting the state contract

specification at a lower price.– State Purchasing will facilitate a meeting with primary customers to

discuss.

• Uniforms– Renewed for 5 years with VFI.

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Team 7 – SPAs and Special Projects

• Security Officer Services (Armed & Unarmed)– Solicitation was launched on September 3.– Thanks to DOC, DOT, DMA and OSCA for development assistance.

• SPA for Pagers and Paging Services– Expires September 25. – eQuote was launched in MFMP on August 26.– Received responses from USA Mobility and American Messaging.– Finalizing recommendation.

• Medical & Dental Supplies– Updated products for Benco Dental.

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8

• Agenda



• MFMP

• Governance



Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates

Team 4 – Information Technology

• ACS for COTS Software – Using State of Arkansas contract with SHI

– Limited to Adobe, Corel, McAfee, Oracle, Trend Micro and Symantec

• Mainframe Software ITN– Still under negotiations with a several providers

• Solicitations in Development/Review– Printers and Multi-Function Copiers – Need Focus Group

Participants/ Evaluators / Negotiators – Microsoft Contract Amendment for Data Center Licensing– ACS for Situational Awareness Incident Response (SAIR)

Software–Federal BPA– IT Disaster Recovery – SunGard – considering renewal and

development of ITN for a more current approach 9


Team 5 – Office Equipment, Travel and Support Services

• Rental Vehicles Contract – New Contract No. : 518-020-10-1

• Envelopes – Evaluating a renewal term or rebid

• Solicitations in Development/Review– Mail Room Services– Mail Processing Equipment– Office Supplies

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Team 6 – Special Programs and Services

• RESPECT Drug Test Kits – Meeting with affected agencies on September 22nd.

• IT Consulting Services Contract– New contract number 973-561-10-1. It will take a few more days to

complete the contract website; our goal is September 25th.– We will conduct a supplemental posting for another group of vendors

who are curing minor irregularities in their RFP submission. Revised award target is not later than October 4th.

• Actuarial and Benefit Consulting Services - Renewed

• Solicitations in Development/Review– Management Consulting Services

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12

• Agenda



• MFMP

• Governance



MyFloridaMarketPlace Updates

• Vendor Information Portal (VIP):– Phase 1 testing completed– Issues– Conversion delayed until weekend of 10/23– Vendor registration will be down between 10/23

and 10/25

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• Audits:– Auditor General Statewide Vendor File Audit– Auditor General 2009 IT Audit (9/09 to 1/10, publish 4/10)

• Vendor Conference:– Planned for 11/5/09

• FLAIR Gap

• MyFloridaMarketPlace View posted 9/9/09– Topics include fee collection, reports job aids, vendor tools

and training, vendor meeting dates, etc.

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MyFloridaMarketPlace Updates• Training Update:

– WebEx• September 23

o Module VII: Approver• October 27-29

o Module I: Navigating MFMP/ System Basicso Module II: Creating a Requisition; Catalog and Non Catalogo Module III: Receiving; Commodities and Serviceso Module IV: Creating an Invoice eFormo Module V: How to Reconcile an IR (Exception Handler)o Module VI: How to Approve an IR (Invoice Manager) /

Troubleshooting

– Classroom:• September 22 - Reporting Training, Advanced Requester Training• October 20 - New Requester Training• October 22 - Invoicing Training 15


• Training Statistics

– With WebEx, we have trained 148 for FY 09/10 compared to 653 last year (22.6%)

– 54% of those trained are outside of Tallahassee

– Includes: Bahia Honda, Big Pine Key, Brooksville, Ft. Myers, Live Oak, Marathon, Margate, Miami, New Port Richey, Orlando, Spring Hill, St. Petersburg, Tampa

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17

• Agenda



• MFMP

• Governance



Governance

• F.A.W. Posting Requirement

– Discussed idea of DMS’ general F.A.W. advertisement for all agencies directing parties to VBS

– DMS will continue posting anticipated dates for public meetings for each applicable solicitation on F.A.W. and will direct parties to VBS for subsequent changes

– Agency attorneys may contact Matt Minno to discuss further: 850-487-1082 or [email protected]

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Governance

• Update on Rule 60A-1.044, F.A.C.

– Rule certification package filed with Department of State on 9/11/09

– Revised version will be effective October 1, 2009

– DMS has recommended a legislative change to add specific authority to create these exceptions through rulemaking

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• Agenda



• MFMP

• Governance



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Next Meeting

October 15, 2009

2:00 – 4:00 pm

purchasing directors’ meeting september 17, 2009

Documents