purchasing directors’ meeting september 18, 2008

Purchasing Directors’ MeetingSeptember 18, 2008

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• Agenda• Bureau A• Bureau B• Training and Certification• Governance• MFMP• Reminder About Next Meeting Date


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Bureau A Contract Updates

• Contracts in Development:– Ammunition & Officers’ Equipment. Current STCs expire on

10/01/08 & 12/22/08.– Floor Maintenance Machines. Current STC expires on 11/24/08.– SPA for Pagers & Paging Services.

• Contract Expirations:– SPA for Portable Air Conditioners expires 10/02/08.

• Solicitations in Development:– Motor Vehicles (expires 09/30/08)

• Jim Den Bleyker, 488-8367

– MRO (expires 11/13/08)• Chuck Beall, 487-0635

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Bureau A Activity Updates

• Energy & Transportation Team:– Aviation Fuel project update– Gasoline & Bulk Fuel: temporary pricing adjustments– Boat Motors: price adjustment for Mercury products– Natural Gas Supply: STC expires December 31, 2008

• Furnishings & Institutional Supplies Team:– Lawn Equipment: price adjustment for Toro products– Dietary Supplements: product updates; Nestle acquisition of Novartis– New Purchasing Specialist: Claudia Cooper

• SPAs & Special Projects Team:– Florida Climate-Friendly Preferred Products List (updated 9/11/08)– Reviewing the DMS Departmental contract for Security Guard Services – New HIRE contractor: American Innovation– Investigating GSA Schedule 84– Investigating the Security Services category

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Bureau A Hot Topics

• GSA Updates– Disaster Recovery Program

– Schedule 84

• Security Systems Category Analysis

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Hot TopicGSA Updates – Disaster Recovery Program

• February 2007: the GSA Disaster Recovery Purchasing Program made certain products and services (across several GSA schedules) available to states & local governments.

• Considerations for Florida included:• Program was only accessible for the purchase of

products or services in advance of and after a federally declared major disaster. Not available for daily operations or localized emergencies.

• No guidelines from FEMA as to what expenses would be reimbursed.

• 5 day right of refusal for orders• .75% Industrial Funding Fee

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Hot TopicGSA Updates – Disaster Recovery Program

• FEMA has released guidelines for purchasing through the GSA Disaster Recovery Purchasing Program.

FEMA Disaster Assistance Fact Sheet 9580.103– Must have 3 quotes from GSA contractors.– Single sources must be documented according to

federal regulations AND your state regulations.– Entity shall seek a price reduction.– Time & materials contracts are limited to 70 hours and

may not be eligible for funding.

http://www.fema.gov/government/grant/pa/9580_103.shtm

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Hot TopicGSA Schedule 84 Update

• Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response.

• June 2008: the Local Preparedness Acquisitions Act (HB 3179) opened all Schedule 84 products and services to states & local governments as part of the GSA Cooperative Purchasing Program.– Currently under interim rule. Final approval and guidelines

are expected later this year.

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Hot TopicGSA Schedule 84 Update

News clip from the GSA web site:

“The new law authorizes the GSA Administrator to allow state, local, and tribal governments to buy homeland security goods and services through the cooperative purchasing program. Officials will be able to use GSA’s Schedule 84 to buy items such as: alarm systems, facility management systems, firefighting and rescue equipment, law enforcement and security equipment, and marine craft.”

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Bureau A Hot Topic: Security Systems

• Thanks to Kathy Hutchins for insight on this category.

• Dilemma: Agencies must buy these systems, yet bids, contracts & protests for this category pose security risks and create a huge administrative burden (even for small purchases).

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• MFMP Sales Analysis– 2006-2007: $6,235,311.13– 2007-2008: $2,587,239.16

• MFMP Vendor Analysis (top 6)– Sonitrol– Siemens– Honeywell– Simplex Grinnell– ADT– Georgia/Florida Burglar Alarm

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STC Considerations:• Each location is unique – an overall discount will

likely be low.• Preferred providers may not be awarded• New contractors may not be able to service

legacy systems.• STC will be a “qualifier” - SOW and quotes will

be required

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Another option: GSA Schedule 84

• Considerations:– Top 5 Florida vendors are awarded.

– SOW and quotes will be required (FAR 8.405-2).

– .75% Industrial Funding Fee.

– Uncertain timeframe for final federal approval for use and ACS approval.

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• Survey

We’re interested in your feedback! We’re offering a survey today – we’ll be glad to collect your response at the end of the meeting, or feel free to submit your survey via email. Contact Donna Smith at 488-8855 or at [email protected].

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Bureau B Contract Updates• New Contracts:

– Online Legal Database Services: Lexis/Nexus, Westlaw, Dunn & Bradstreet• Ommet Mbiza, 488-7804

– IT Hardware Network Infrastructure• Mark Foss 488-1086

– Telephony Contract, VoIP and Legacy Maintenance for PBX/Key• Mark Foss 488-1086 (Still under contract negotiations with one vendor)

– MAC-OS, Supplemental Award STC #250-040-08-1, PCs Laptops & Monitors

• Renewals: – Misc. Property Insurance Policy– Hydrogen Vehicles and Fueling Stations Insurance Policy

• Contract Expirations:– Old IT Hardware, July 31st (Printers temporarily to ACS)– BMC Software ACS: Will expire in favor of Software Phase 1– IBM Software ACS: Extension until Software Phase 1

• Solicitations in Development:– Software Phase 1: Mainframe – Launched Sept. 12 (Lori Potts, 487-4196)– Software Phase 2: Distributed Network – Launch TBD – Software Phase 3: COTS Software – January 2009– Accidental Death and Dismemberment Insurance Policy– P-Card. Specs received from DFS, agency input week of 9/22 and launch target for October.

• Ommet Mbiza, 488-7804

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Bureau B Activity Updates

• Technology & Telecommunications Team:– Ruggedized Supplement to PCs, Laptops: Award by end of September– Profiling for AV Contract replacement is ongoing– Profiling for Printers (peripherals)

• Office Supplies & Equipment, Avis, Pharmaceuticals Team:– Office Depot: DMS IG Office is still conducting an analysis– DHL Zip Code tool online for service reduction

• Houston Billing Center was damaged by Hurricane Ike– Printing Services: Just beginning internal/external profile– Surveyed to add foreign language media to the Library STC– Avis CCOC Office: Parking moved to behind 4030 Esplanade Way

• Special Services, Property Insurance, PRIDE and RESPECT Team:– IT Staff Augmentation (Project Area 4) to be separate STC from “Project

Solutions” under IT Consulting Services (Project Areas 1, 2, and 3)– PRIDE agreement to include Digital Imaging Services (Scanning,

microfiche conversion, document destruction)

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Training and Certification

• Florida Certified Contract Negotiator– Robert V. Maiden, DOH

– Rhonda R. Cummings, Collier County

– Rene E. Akins, DCF

– Hawiane F. Tidwell, Marion County BOCC

– Linda J. Roberts, DOT

– Gabriel Ocasio-Davila, SFWMD

– Karen L. Thomas, Clay County BOCC

– Wendy R. Cauthen, DOT

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• Florida Certified Contract Manager– Dexter L. Harrell, DJJ

– Cheryl Howard, DJJ

– Latrice M. Covington, DJJ

– Sandra L. Hammerstein, SFWMD

– Raleigh R. Close, DFS

– Lori L. Potts, DMS State Purchasing

– Shannon C. Segers, DFS

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• Florida Certified Purchasing Manager– Robert L. Hunter, Seminole County

– Diane J.C. LeRay, City of Lauderdale Lakes

– Laura I Jennings, AWI

– Bridget E. Pell, City of St. Cloud

– Gloria M. Garcia-Foote, Seminole County

– Wendy Geltch, Polk Community College

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• Florida Certified Purchasing Agent– Gloria M. Garcia-Foote, Seminole County

– Jessica J. Flathmann, SFWMD

– Diane J.C. LeRay, City of Lauderdale Lakes

– Laura I Jennings, AWI

– Bridget E. Pell, City of St. Cloud

– Wendy Geltch, Polk Community College

– Lori A. Matthews, DOH

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Governance

• Single Source Process– Want to ensure compliance with statutes and rules

and encourage competitive purchasing whenever possible

– State Purchasing’s role is to approve the single source process and not justify the validity of the single source purchase (i.e. whether the purchase is a “true single source”)

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Governance

Post the PUR 7776 for 7

business days

Was the decision

protested?

If yes, address the protest and make the determination of whether to continue with a single source

procurement or whether to competitively procure.

If no, proceed.

After the 7 day PUR 7776 posting is complete, send the approved

PUR 7776. a copy of the Agency advertisement, the PUR 7777, signed by the agency head or

their designee as designated on PUR 7077, Agency Authorization Designation, and the Attestation

of No Conflict (PUR 7662) signed, at a minimum, by everyone listed

on the PUR 7776, to [email protected]

.

DMS, within 21 days, approves or disapproves the

PUR 7777 and returns to the requesting agency.

If approved, post the PUR 7778 for 3 business days.

If disapproved, address

deficiencies and resubmit the

revised packet to DMS for review.

Proceed to contracting.

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Governance

Alternate Contract Source (Two Types)

1. If State Purchasing finds a contract let by the Federal Government, another state, or a political subdivision that "makes sense" and is a good value for agency use, State Purchasing has the authority to approve that contract as an Alternate Contract Source for agency use– Examples include Office Depot and GTSI

– Authorized by s. 287.042(16)(a), F.S.

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Governance

Alternate Contract Source (Two Types)

2. State Purchasing also authorizes an agency initiated ACS. This approval is authorized for a single contract transaction. – Agencies must submit PUR 7102 for State Purchasing

approval. – The solicitation document must put the vendors on notice

that the scope was larger than of that single procurement (IDIQ). There is language required in rule 60A-1.047(5), F.A.C.

– “Bid borrowing” is not the same and is not legal. – The criteria for this approval is found in rule 60A-1.047,

F.A.C.

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MyFloridaMarketPlace Updates

Customer Satisfaction Survey Results

Training Update

System Enhancement Updates

Vendor Outreach Initiatives

Web Page Updates

SPURS Sunset Update

Reporting Initiative

Questions / Open Discussion

MyFloridaMarketPlace

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Training Update



Web Page Updates

SPURS Sunset Update




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Survey Distribution / Demographics• The Customer Satisfaction survey was sent to 1,414 customers from all agencies

currently utilizing MyFloridaMarketPlace

• The distribution list included purchasing and F&A customers, targeting the most active system customers with a focus on proportional representation from each active agency

• 345 customers responded to the survey (~24% response rate)Respondent Statistics by Audience:

Respondent Statistics by Geography:

•Tallahassee represented the greatest number of responses by geographical area

•More than 70 locations across the state were represented

Audience Survey Invites Sent Number of Respondents Response RatePurchasing (Liaison / Director) 64 17 27%Purchasing User 765 216 28%F&A (Liaison / Director) 68 6 9%F&A User 517 106 21%TOTAL 1414 345 24%

35%

4%2%

3%5%2%

49%

Tallahassee

Tampa

Jacksonville

Ft. Lauderdale

Orlando

Miami

Other / Not Specified

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76% of purchasing respondents and 71% of F&A respondents used MFMP for more than 2 years

Survey Distribution / Demographics

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Year Purchasing F&A Overall

2006 84% 77% 80.5%

2007 89% 94% 91%

2008 94% 90% 93%

Trending (from 2006-2008)

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Key Findings• Overall, Customer satisfaction with MyFloridaMarketPlace is increasing, with a combined

‘Overall Satisfaction’ result for July 2008 of 93%

• In comparison to the August 2007 survey, the July 2008 survey showed increases in nearly all areas surveyed

• 5% increase in Purchasing Satisfaction: 94% of respondents are ‘moderately to very satisfied’ with the purchasing tool. This is up from 89% in August 2007

• 4% decrease in F&A Satisfaction: 90% are ‘moderately to very satisfied’ with the invoicing tool. This is a change from 94% in August 2007. Specific areas that decreased in satisfaction included responses around ‘Communication Effectiveness’ and ‘CRB Effectiveness.’ MFMP will take steps to address these concerns.

Overall Satisfaction- Combined (Purchasing and F&A)

95

132

79

17

7

13

0 20 40 60 80 100 120 140

Very Satisfied

Satisfied

Moderately Satisfied

Dissatisfied

Very Dissatisfied

No Basis

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Training Update



Web Page Updates

SPURS Sunset Update




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Training Initiative

The DMS MFMP Team began conducting regularly scheduled training in August 2008. These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency

The following training is being offered monthly, in Tallahassee, through May 2009:

* Training sessions to be offered statewide

To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at http://dms.myflorida.com/buyertoolkit

Analysis* Approver Invoicing* New Requester*

Refresher Requester* Secure Reports* System Administration Train the Trainer (under development)

Statewide training sessions are scheduled to be offered in the following cities through FY 08/09 : Tampa (August 2008) COMPLETED Ft. Lauderdale (October 2008) Jacksonville (November 2008) Orlando (January 2009)

Pensacola (March 2009) Ft. Myers (April 2009) Miami (May 2009)

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Training Schedule

A “hands-on” Train the Trainer session is being developed and slated for delivery February 2009. Our plan includes establishing a workgroup to assist us in creating this training tool. The Train the Trainer session will include:

Analysis Experienced Requester Invoicing Secure Reports System Administration

The DMS MFMP team has developed a training survey to assess our customers’ needs. The expected date of distribution is October 1, 2008. Our training plan will be adjusted based on the responses received.

Agency-specific training may be provided on a case-by-case basis, time permitting. Please contact your Agency Liaison** for additional information

** Please see the next page for liaison information

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Kasey [email protected] 850-294-0494

Attorney General & Legal Affairs

Children & Families

Citrus Education Financial Services Legislature Lottery

Persons With Disabilities

State Courts Veterans Affairs

Debbie [email protected] 850-414-1882

Agency for Health Care Admin

Business & Professional Regulations

Corrections Division Of Admin Hearings

Fish & Wildlife Florida Parole Commission

Florida School For Deaf & Blind

Highway Safety Management Services Military Affairs Revenue

Audrey [email protected] 850-488-8440

Transportation

Rachael [email protected] 850-414-6735

Environmental Protection

Anne [email protected] 850-294-0739

Agency For Workforce Innovation

Community Affairs

Elder Affairs Executive Office Of The Governor

Health Juvenile Justice Law Enforcement

Public Service Commission

State

Agency Liaisons

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Training Update



Web Page Updates

SPURS Sunset Update




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System Enhancement Update

Change Request 44 – Legislature Data Scoping

The Legislature is the remaining customer of SPURS and this change request will support the sunset of SPURS activities

Customizations are being made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by other agencies in MFMP

Legislature will only be able to search and view their records

Executive Branch agencies will not be able to search or view Legislature records

MFMP Training is scheduled for the Legislature September 15-16, 2008

User Acceptance Training is scheduled for September 22-24, 2008

Legislature is scheduled to “Live” with MFMP by September 30, 2008

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Change Request 45 – Service Disabled Veterans Business Enterprises

Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement process

Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise

Two new business codes will be added to Vendor Registration:

W = Service-Disabled Veteran Business Enterprise, Certified

Y = Service-Disabled Veteran Business Enterprise, Non-Certified

This change will be effective by November 11, 2008

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CR 36: Make the encumbrance number the direct order (DO) number

The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated.

Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, ….).

When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.

Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.

This change will be effective in the third quarter of the fiscal year

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Training Update



Web Page Updates

SPURS Sunset Update




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Vendor Outreach

Vendor Teleconferences (Fireside Chats):

http://dms.myflorida.com/vendorteleconferences

DMS MFMP Team launched the program in May 2008. The intent of this initiative is to assist vendors in knowing how to do business with the State of Florida and to knowing how to use MFMP

Past Topics: 06/25: "Keeping Accounts Updated" 07/09: "Solicitations" 07/16: "Solicitations" (repeat of 7/09) 07/23: "Keeping Accounts Updated" 08/20: Transaction Fee Processing & Reporting 8/27/08: Certified Minority Business Enterprise (CMBE) Vendor

Overview 9/10/08: Importance of Keeping Accounts Updated

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Vendor Outreach

Vendor Teleconferences (Fireside Chats):

MFMP is excited to announce two additional Vendor teleconference sessions this fall: 10/1/08: Solicitations 10/15/08: Transaction Fee Processing & Reporting

For additional information about online training opportunities, please visit the Vendor Toolkit: http://dms.myflorida.com/vendortoolkit

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Training Update



Web Page Updates

SPURS Sunset Update




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Updates to Web Pages and Tools

MFMP (General)

New Training division home, with links to both buyer and vendor training opportunities

Updated project information, contact information and page archiving

Streamlined page navigation for all customers

Buyer/Vendor portals off of DMS home page

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Buyer

New Buyer home page, complete with Buyer training information

New Training Opportunities page, with links to upcoming available trainings around the State

Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids

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Vendor

New Vendor home page, complete with Vendor teleconference series information

New comprehensive Vendor toolkit, including a communications bulletin board

Updated Vendor FAQs, pertaining to individual common questions

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Upcoming Plans

Future Updates: Revise Buyer FAQs Utilize Training home page, posting all upcoming opportunities for

customers

Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks”

Better to let your fingers do the walking!

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Training Update



Web Page Updates

SPURS Sunset Update




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SPURS Sunset Update

SPURS Sunset Activities:

Closing out of open SPURS POs was recently completed

Removal of SPURS for accounts older than 6 months was completed on 8/29/08 Updated lists of users who have accessed SPURS in less than 6 months are

scheduled to go out in September

We have met with DFS to discuss the new application for entering payee information Follow-up meeting is scheduled for 9/15/08 This will be the replacement for SPURS The new application should be available by the beginning of the new calendar year

SPURSView: Line item detail Executive Order to post contracts being developed DFS developed a survey POs are included to be posted MFMP and CITS estimates because SPURSView may be best vehicle to post POs

Spurs Sunset Group is scheduled for 9/16. The results of that meeting will then be discussed with the CRB

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Training Update



Web Page Updates

SPURS Sunset Update




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The DMS MFMP Team launched a Reporting Initiative to:

Conduct research on the current reporting tools

Identify agency customers’ reporting needs

Educate customers on the available reporting tools

Identify any shortcomings of the current state of reporting

Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers

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Research conducted to determine where we are: Project Charter

Identifying initiative goals, objectives, scope, etc.

Gap Analysis Identifying functional requirements that are currently not

resident in the MFMP reporting environment

Alternative Analysis Identifying application alternative solutions to agency

customer reporting needs

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MFMP Reporting tools: Secure Reports

Designed with an emphasis on finance & accounting

Analysis Currently contains mostly purchasing data / information

Buyer System Searches Can be used by customers at any system level

Report Requests Can be submitted by agency customers anytime there is a

business need for a (secure) report that does not exist

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Secure Reports Training: Developed in an effort to keep customers educated on the current

reporting tools available

First training conducted August 14, 2008, in Tampa, FL

Helps customers understand:

• What reports are used for

• How to access and use secure reports

• How to request additional reports

Will lead to:

• Increased customer awareness

• Increased use of MFMP tools and resources

• Customers ability to perform day-to-day tasks more efficiently and effectively

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MFMP Reporting Survey: Developed to identify agency customers’ reporting needs and

expectations

Was administered Monday, August 25, 2008, and will end Friday, October 3, 2008

Addresses each of the MFMP reporting tools

Results will lead to an increase in reporting training requests

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What’s Next? Follow-up/data compilation

Secure Reports Training feedback Reporting Training feedback

Development of the MFMP Reporting website All MFMP and related Reporting tools Located on the Buyer Toolkit

Development of job aids/tutorials Reports Job Aid (update) System Searches Job Aid (update)

Secure Reports module in OnDemand Training

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Training Update



Web Page Updates

SPURS Sunset Update




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Contact Us

If we can assist you in any way, please email

[email protected]; or please feel free to contact us directly:

Walt Bikowitz Chief, State Purchasing [email protected](850) 488-7809

Rachael Lieblick Operations Manager [email protected](850) 414-6735

Debbie Gries Process Manager [email protected] (850) 414-1882

Eric Swanson Vendor Manager [email protected] (850) 487-9981

Amy Smyth Communications

Specialist

[email protected] (850) 294-3080

Audrey Hughes Reporting

Specialist


Kasey Bickley Purchasing Process Specialist


Anne Rabon Finance and Accounting Process Specialist


Customer Service Desk (CSD) CSD [email protected] (866) 352-3776

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Next Meeting

October 16, 2008

2:00 – 4:00 p.m.


purchasing directors’ meeting september 18, 2008

Documents

gsa administrator

gsa contractors

gsa schedules available

major disaster

local governments

hot topicgsa schedule

gsa web site

pagers paging services