state purchasing purchasing directors’ meeting october 18, 2007

State PurchasingPurchasing Directors’ MeetingOctober 18, 2007

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• Agenda• Office of Supplier Diversity-Patricia West• MFMP-Walt Bikowitz• MyGreenFlorida-Jim Bard• Key Messages-David Bennett• Key Messages-Stu Potlock• Training Update-Cyndee Sams• Purchasing Director’s Meetings Path Forward• Next Meeting-Thursday January 17, 2008

Purchasing Directors’ MeetingOctober 18, 2007

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Office of Supplier DiversityPurchasing Directors’ Meeting October 18, 2007

Department of Management ServicesLinda South , Secretary

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Our Mission

To promote equity in contracting for Certified Minority/Women Business

Enterprises.

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Our Values

Integrity, Respect, Quality Customer Service and Team Work.

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Our Vision

To become a one-stop resource center for Minority/Women Business Enterprises (M/WBEs) which facilitates equity in contracting while ensuring diverse

participation in the procurement process by providing excellent customer service.

The Benefits of Certification?

Certification With The State of Florida

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State Certification

Is Florida’s premier stamp of approval for minority and women business entrepreneurs. Across the State of Florida, the validation of Minority/Women Business Enterprises is most widely accepted in the private sector as well as cities, counties, school districts, hospital and water management districts and other quasi governmental entities is provided by state government certification. Additionally, the state certification application is one of the most “user-friendly” applications in the State of Florida.

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RE-CERTIFICATION

Is simplified for vendors who have registered in MyFloridaMarketPlace and completed the

certification process. Annually, all that is required is a signed affidavit for re-certification in order to

reduce duplicated efforts.

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REFERRALS

Are given to minority and women-owned businesses that are certified by the state. This means they are “referred” to

state agencies seeking to include supplier diversity as a part of their purchase order and contract opportunities.

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STRATEGIC ALLIANCES

With major corporations are encouraged as a part of the Office of Supplier Diversity’s (OSD)

“Matchmaking” efforts. Vendors certified as minority vendors by the state of Florida have “preference” as

OSD strives to assist in developing business relationships, which hopefully will lead to contract

opportunities.

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THE MENTOR-PROTÉGÉ PROGRAM

This program is available to minority and women-owned businesses (MWBE) certified by the state of

Florida to enhance the capability of MWBEs to compete more successfully for state government

contracts. The program expands the OSD’s efforts to identify and respond to the developmental needs and

requirements of state-certified MWBEs.

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THE LOAN MOBILIZATION PROGRAM

This program assists state- certified minority business enterprises in obtaining funding when starting a state-funded project. The loans made through participating banks are designed to enhance relationships between

the banking community and CMWBEs.

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ON-LINE DIRECTORY

On the MyFlorida website lists only state-certified minority and women business enterprises. The directory

makes certified MWBEs available by alpha and commodity listings to state and local governmental

entities, as well as the general public and private-sector corporations.

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SPECIAL E-MAILS

And other information are disseminated to vendors who appear in the state’s database as certified minority and women-owned businesses. This information could vary

from contract opportunities to special events, networking activities and technical assistance training.

Examples: Invitations to Bid, MatchMaker, Roundtables and Business Workshops

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VENDOR IN THE SPOTLIGHT

Is designed to highlight certified minority and women-owned businesses by industry to a target audience of

purchasing agents and decision makers. In the IT arena certified vendors make presentations at the

quarterly CIO Council meeting which allows CMWBEs to introduce their companies and capabilities to several

state entities at one time.

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SPECIAL DISCOUNTS

Including gratis admission to events may be offered to state-certified minority and women-owned

businesses who participate in educational, outreach and matchmaking activities put on by state

government and/or the Office of Supplier Diversity. These activities could include regional workshops

and seminars, the Governor’s corporate roundtable and the annual Matchmaker Conference.

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Certified Minority Business Spending

OSD will:

• Monitor overall minority spending.

• Report agency compliance to the Executive Office of the Governor, Cabinet and other State Leaders.

• Assist to create overall minority spending.

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Certified Minority Business SpendingFiscal Year 2006-2007

Governor’s Agencies

Non-Governor’s Agencies

Statewide Total

$950,793,934 $148,285,982 $1,105,245,888

Increase of 45%

• Total includes Judicial Branches, Legislature, Public Service Commission, and State Board of Administration.

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New Program & Initiatives

• Large State Comparative Studies

• Optical Imaging Initiative for Certification Process

• Creation of a Two-Year Certification Process

• Grant-writing for MBE Activities

• Other Economic Development Activities

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Web Site References

• MyFloridahttp://www.myflorida.com/

• DMShttp://dms.myflorida.com/

• OSDhttp://osd.dms.state.fl.us/

• MyFloridaMarketPlacehttp://dms.myflorida.com/purchasing/myfloridamarketplace

http://www.myflorida.com/

http://dms.myflorida.com/

http://osd.dms.state.fl.us/

http://dms.myflorida.com/purchasing/myfloridamarketplace

Office of Supplier Diversity 4050 Esplanade Way, Ste 380Tallahassee, FL 32399-0950

Main Line: (850) 487-0915Fax: (850) 922-6852Helpdesk: [email protected]

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MyFloridaMarketPlace

MyFloridaMarketPlace: MyFloridaMarketPlace: Connecting Florida’s Buyers and VendorsConnecting Florida’s Buyers and VendorsPurchasing Directors Meeting 10/18/07Purchasing Directors Meeting 10/18/07

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Flair Gap Analysis

• Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000.

• Total discrepancy exceeds $18 Million!

• MFMP notifying vendors via e-mail starting 10/11/07

– Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors)

– Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors)

– Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors)

• Waves will be spaced 60 days apart to accommodate for vendor response time

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Current form has its foundation in the paper world

Our intent is to make better use of web tools to facilitate vendor submittal of 1% transaction fee

Enhancements include:

Adding link to vendor payment history

For non-STC vendors, reduce number of required fields

Replace manual math calculations with auto-calculations

For STC limit data entry fields (line B&C), auto-calculate

Enhance error text to specify error type

PUR 3776 – Reporting 1% Transaction Fee

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E-Invoicing

• Currently only 10% of vendors e-invoice

• E-invoicing saves agencies and vendors time

• We are working diligently with PRIDE to initiate e-invoicing

• MFMP plans a ½ day vendor meeting to connect with about 30 to 50 specific targeted vendors to increase e-invoicing in the MFMP

We need your help!

What vendors do you want us to target?

Please e-mail [email protected]

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Hot Topics

• MFMP 2.0 Training has been updated with production data current through the end of September, 2007 https://learning.myfloridamarketplace.com/Buyer/Main

• New On-Demand Buyer Training 2.0 released 10/10/07

http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/training

• Hot Topics Bulletin Board in the MFMP Toolkit http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/communications/myfloridamarketplace_hot_topics

The Bulletin Board is on the far right and is dynamically updated when new articles are added to the Hot Topics Web page.

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Hot Topics

• MFMP User Queue Analysis – Change Request 32

All data should be loaded and reports available in Analysis under the MFMP Public Reports folder by October 31, 2007

• MFMP “A” Encumbrance “Update”

Original notification “Effective August 31, 2007, edits will be reinstalled in FLAIR that will prohibit updating encumbrances originating in MyFloridaMarketPlace directly thru FLAIR.” Based on the latest meeting with DFS, this has been postponed to December 1, 2007. This date is dependent upon initiating fixes in FLAIR and MFMP.

• Vendor Training and Reorganization of vendor web site by 12/31/07

• My Green Florida

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Want to talk further? Contact Us!

Walter Bikowitz

Chief of State Purchasing Operations

Division of State Purchasing

Department of Management Services

4050 Esplanade Way, Suite 360

Tallahassee, FL 32399-0950

Phone: 850-488-7809

Fax: 850-414-6122

E-mail: [email protected]

"We Serve Those Who Serve Florida"

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33Source: Governor Crist’s Executive Order 07-126, dated July 13, 2007

Executive Order 07-126 Requirements

Category EO 07-126 Requirement Due Date Status

Operations

Develop the Florida Climate Friendly Products List 10/1/07 Completed

Conduct GHG emissions assessment (for both facilities and fleets) 10/1/07 Completed

Incorporate energy consumption and GHG emissions as performance criteria in outsourcing projects business cases

10/26/07 Started

Incorporate best possible environmental performance in Rental Vehicles State Term Contract (STC)

6/30/08 Started

Facilities

Adopt US Green Building Council’s LEED standards (NC and EB) Completed

Enter into new leases with Energy Star rated facilities where viable Completed

Develop energy conservation measures and guidelines for facilities 10/26/07 Started

Prioritize implementing LEED-EB standards 10/26/07 Started

Contract with only DEP Green Lodging certified meeting facilities 1/1/08 Started

Develop and implement a model solar project 6/30/08

Fleet

Certify that all vehicles are meeting maintenance schedules 8/13/07 Completed

Provide inventory of alternative motor vehicle fueling facilities 10/1/07 Completed

Analyze Governor’s agencies’ average fuel economy by vehicle class 10/1/07 Completed

Determine feasibility of opening state-owned alternative fuel facilities to private fleet / public

10/26/07 Started

Approve only new vehicles with the greatest fuel efficiency in class Completed

Use biodiesel and ethanol fuels when locally available 6/30/08

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Florida Climate Friendly Products List – Green Labels / Standards

During the development of the initial Florida Climate Friendly Products List, DEP applied five established assessment criteria to DMS requested green product labels / standards and approved 19 for use in Florida.

Green Assessment

CriteriaDefinition

Rating Independence / Enforcement

Organization that issues and governs the standard is deemed impartial and independent from the products and vendors being reviewed

3rd Party or Buyer Verifiable

DMS, DEP, buyers and public have access to a list of certified products to verify vendors’ claims of meeting standard

Geographically Applicable

The standard is relevant to products and services being purchased from vendors in the State of Florida

Reasonable to Deploy

Adopting and utilizing the standard in Florida is workable for the vendors, buyers and the State from a process and usability perspective

Relevant Standard addresses environmental factor (e.g., not just human safety)

Green Label or StandardStandard or Label

California Energy Commission (CEC) Appliance Efficiency Regulations Standard

California Environmentally Preferred Products Guide Standard

California State Agency Buy Recycled Program (SABRC) Label

Electronic Product Environmental Assessment Tool (EPEAT) Label

Energy Star Label

EPA Comprehensive Procurement Guidelines (CPG) Standard

EPA SmartWay and SmartWay Elite Label

EPA WaterSense Label

Forest Stewardship Council (FSC) Label

Green Seal Label

Greenguard Label

MDBC's Cradle to Cradle Silver Certification (or higher) Label

Minnesota Green Guardian EPP Guide Standard

NEMA Premium Label

RoHS Standard

SCS (Scientific Cert. Sys.) / NSF International Label

Terra Choice / Ecologo Label

US Federal Energy Management Program (FEMP) Standard

USDA Organic Label Label

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Florida Climate Friendly Products List

Over 6,680 products on current state term contracts from 53 vendors were included on the initial Florida Climate Friendly Products List.

Category Number of

Green Products

Audio Visual Equipment 3 Carpet 549 Furniture 2,277 Ice Making Machines 19 IT Hardware 1,538 MRO 735 Office Equipment 207 Office Supplies 1,074 Paper 219 Rental Cars 61 Grand Total 6,682

Top Vendors Number of

Green Products

Office Depot 1,074 Hewlett-Packard 909 Smith Systems 629 Zoom Seating 584 Fixtures Furniture, Inc. A Jami Company 514 Mayer Electric 480 Insight Public Sector 419 W W Grainger 251 Harter 210 Konica Minolta 204 Shaw Industries, Inc. 181 Mohawk 148 Mac Papers, Inc 135 Mohawk Carpets/Lees Carpets 134 Gunlocke 122 Oki Data 87 InterfaceFLOR, LLC. 86 Dade Paper Company 84 Avis 61 Bentley Prince Street 55 Fujitsu Computer Systems 50 KI 49 Unisys 31 NUCRAFT 28 AllSteel 25

Green Certification Label / Standard Number of

Green Products

Greenguard 2,021 EPA Comprehensive Procurement Guidelines (CPG) 1,181 EPEAT 1,148 Energy Star 901 Scientific Certification Systems (SCS) / NSF International 395 NEMA Premium 374 Cradle to Cradle Certified 181 Green Seal 164 SABRC (Calif. Law To purchase recycled products) 102 Terra Choice / Ecologo 84 EPA SmartWay 61 Forest Stewardship Council (FSC) 54 California Energy Commission Appliance Efficiency Regulations 16

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Florida Climate Friendly Products List

DMS requests that Purchasing Directors inform their agency’s buyers that the Florida Climate Friendly Products List is available on the State Purchasing website.

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Prepare Baseline

Assessment

Populate GHG Protocol

Templates

Collect Activity Data

Identify Activity Data Needed

GHG Emissions Baseline Assessment – Development Process

DMS and DEP used the Greenhouse Gas (GHG) Protocol methodology and a structured, 7-step process to build the GHG Emissions Baseline Assessment in two months.

Confirm Operational Boundaries

Confirm Baseline Period

Confirm Organizational

Boundaries

Document Assumptions and Gaps

The GHG Protocol Initiative methodology, developed by the World Business Council for Sustainable Development, is the most widely used framework globally for measuring GHG emissions and is also aligned with the International Organization for Standardization (ISO) standard for GHG emissions measurement, ISO 14064.

For more information about the GHG Protocol Initiative, please see their website at www.ghgprotocol.org.

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Governor’s Agencies and Departments

Dept. of Transportation Dept. of Elder Affairs

Dept. of Management Services Dept. of Community Affairs

Dept. of Children and Families Agency for Workforce Innovation

Dept. of Juvenile Justice Dept. of Citrus

Dept. of Health Dept. of Military Affairs

Dept. of Environmental Protection Dept. of Education

Dept. of Corrections Dept. of Business and Professional Regulation

Dept. of Lottery Executive Office of the Governor

Agency for Persons with Disabilities Dept. of State

Agency for Health Care Administration Fish and Wildlife Conservation Commission

Governor and Cabinet Agencies and Departments Requesting Inclusion in Baseline Assessment

Dept. of Law Enforcement Dept. of Highway Safety and Motor Vehicles

Dept. of Revenue Dept. of Veterans’ Affairs

Dept. of Legal Affairs State Board of Administration

Non-Governor’s Agencies and Departments Requesting Inclusion in Baseline Assessment

Dept. of Financial Services Dept. of Agriculture and Consumer Services

Public Service Commission South Florida Water Management District

Southwest Florida Water Management District St Johns River Water Management District

Northwest Florida Water Management District Suwannee River Water Management District

GHG Emissions Baseline Assessment – Participants

The initial Baseline Assessment included 34 Florida governmental entities.

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DMS and DEP has submitted the proposed GHG Emissions Baseline Assessment to the Governor’s Office for their review and approval.

GHG Emissions Baseline Assessment – Final Report

Table of Contents

Executive SummaryGHG Emissions Measurement MethodologyBaseline AssessmentConclusionKey ContactsAppendix:

GHG Protocol MethodologyMajor Assumptions

GHG Emissions Baseline AssessmentJuly 1, 2006, through June 30, 2007

prepared by Florida Department of Management Services

Florida Department of Environmental Protection

October 1, 2007

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DMS State Purchasing worked with Avis to have them bring in hybrid vehicles to Tallahassee rental car market starting November 1st.

Rental Car State Term Contract – Update

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Bureau ACommodity Sourcing Update

Construction, Industrial & Agricultural Equipment– New contract effective 10/12/07 (Christopher Walker)

Liquefied Propane (LP Gas)– New contract to be effective by 10/31/07 (David Bennett)

Motor Vehicles Solicitation– To be launched this month (Christopher Walker)

Team 3 (MRO & Law Enforcement) Vacancy– Mark Lovell’s Purchasing Analyst position, specializing in

law enforcement supplies. Chuck Beall and Charles Day will cover Mark’s contracts in the interim.

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Bureau ALegislative Update

Team 1 is working with DEP, DOT and DMS Fleet on five initiatives related to Executive Order 07-126:

1. Approve new vehicles with the greatest fuel efficiency in a given class.

2. Use biodiesel and ethanol fuels when locally available.

3. Determine feasibility of opening state-owned alternative fuel facilities to public and private fleets.

4. Future solicitation for B20 and E10

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5. Redesign the motor vehicles and equipment state term contracts

• Broadening our specifications (details and quantity) to allow more representative models to meet the specifications

• Including more environmentally friendly motor vehicles

Proposed Legislation: SB 316 and SB 412 - Relating to Energy, Biodiesel and Ethanol Fuels/State Fleet Usage

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Team 1 is working with DFS, DEP and DMS on the ESCO ITN.

– Current ESCO contract expires 12-31-07

– Developing a framework on how to use the new contract

– DMS and DFS will provide directives and training

Proposed Legislation: SB 308 and SB 312

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State Purchasing welcomes Allison Norman, Purchasing Specialist to Team 5, Special Services, Property Insurance, PRIDE & RESPECT

Allison will support Ommet Mbiza and Michael Bailey

Contact Allison at:

[email protected]

850-414-5790

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State Purchasing welcomes Fredrick Ross, Purchasing Analyst to Team 4, Technology and Telecommunications

Team 4: Lead Analyst, Jeff Rackley, Analyst Fredrick Ross, supported by Specialist Thomas Ashby

Contact Fredrick at:

[email protected]

850-488-1086

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Air Travel Survey

Recently issued survey to collect data on state agency travel practices and approach to obtaining airline tickets

– Looking for frequency of air travel, from what locations and how travel is handled in each agency, i.e. centralized or decentralized

Please forward the survey link around your agency to target the correct people who arrange travel

http://www.surveymonkey.com/s.aspx?sm=jbJt7%2bMWTZEEe87ADqV49w%3d%3d

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Office Depot Contract

Contract is provided by State Purchasing as the best value method for acquisition office consumables

This is the only contract approved by State Purchasing for office consumables

The contract is an Alternate Source Contract, via U.S. Communities, approved for use by all eligible users. While not mandatory at this time, agencies must weigh the cost of time and effort of comparing pricing to other sources. Be reminded that purchases not made under this ACS contract are subject to the requirements in Chapter 287, i.e., $25,000 for a class and group in a one year period.

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RESPECT vs. Office Depot For Toner Cartridges

• Both are sources for recycled toner cartridges and both support great programs, minority business enterprises and employment centers for handicapped persons

• Guidance is provided in Chapter 60E-1.005(3)(d) Procurement Requirements and Procedures, F.A.C.

• “If a commodity or service is available from both an employment center and under a state term contract, the agency or eligible user may purchase such commodity or service from whichever of the two procurement options provides the best value to the agency or eligible user”.

• Quality and performance have been historical barriers to these programs. Consultation with your IT program is recommended for this decision process

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IT Hardware State Contract Solicitation

• Phase 1 – Desktops, Laptops, & Monitors• Phase 2 – Servers (Entry Level, Mid Level, & Mainframe)• Phase 3 – Telecommunications /Connectivity• Phase 4 – Peripheral and other Hardware (may continue with

current ACS vendor)

Strategy and Desired Outcome

• Increased competition at solicitation by reduced vendor base• Deeper discounts making RFQ process optional• Ability to negotiate deeper volume discounts with a single

awardee• Development of meaningful minority participation program

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IT Hardware State Contract Solicitation

Timeline and Contract Approach

• Pre-Bid Conference October 24th at TCC

• Phase 1 to launch week of November 5th, award January, 2008, implement early February

• Phase 2 and 3 complete by June 2008 or ASAP

• Current Contract is being renewed and will be incrementally replaced/cancelled by each Phase (no “grandfathering”)

• Use of GTSI, ACS contract will continue as stopgap as needed and may be considered for long term solution.

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Training Update

• The Florida Certified Contract Negotiator and Project Management Professional training seminars are on hold until the outcome of Governor Crist’s approval of the Special Legislative Session budget.

• Current seminars still scheduled:

– Developing & Managing RFP’s – Oct. 31-Nov. 2, 2007

– Contract Administration – Nov. 13-15, 2007

– Contract Management in Florida – Nov. 16, 2007

– Best Practices in Contract & Grant Management – Nov. 19, 2007

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state purchasing purchasing directors’ meeting october 18, 2007

Documents