purchasing directors’ meeting august 20, 2009

Purchasing Directors’ MeetingAugust 20, 2009

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• Agenda

• Unlicensed Professional Activity in State Owned Facilities – Erin Cameron, Regional Program Administrator, DBPR

• Commodity Sourcing and Contracting Bureau

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

• MFMP

• Governance

• Training

• Reminder About Next Meeting Date


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• Agenda




• MFMP

• Governance

• Training



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• Agenda




• MFMP

• Governance

• Training



Commodity Sourcing & Contracting BureauActivity Updates

Team 1 – Energy & Transportation

• Motor Vehicles– Award termination: Maroone Chrysler-Jeep is no longer in

business. Their awarded items will not be re-awarded for this contract.

– Award reassignment: Maroone Dodge LLC is no longer in business. Their awarded items and existing orders have been reassigned to Maroone Dodge – Pembroke Pines.

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

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Team 2 – Furnishings & Institutional Supplies

• Lawn Equipment– Renewed through February 16, 2010. These products will be

merged into the new contract for construction, industrial, agricultural and lawn equipment.

– Ariens did not renew.– Pricing decreases for Gulf Coast Tractor & Equipment, Inc.

and Live Oak Lawn Supply, Inc.

• Solicitations in Development– Educational/Institutional Furniture– Carpet

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Team 3 – MRO & Law Enforcement

• ToolsRenewed through July 29, 2010.

• Body Armor (Protective Vests)Renewed through February 2, 2011.

• Ammunition & Officers’ EquipmentSolicitation launched on August 10.

• UniformsThe uniforms contract is under review for either renewal or rebid.

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Drug Screening Services Update• Survey Results

– Responses from 20 representatives at 12 executive agencies.– Eight have contracts in place; 11 would utilize an STC if available.– Seven agencies require pre-employment screening.– “Reasonable Suspicion” testing often uses local clinics at market prices.– Agencies report annual category spend ranging from $150 to $56,000.– Job applicants at two agencies are required to pay for their own

testing. At another, the cost is included in “Fitness for Duty” annual medical evaluations.

• Next Steps– RFI to vendors to determine practicality of services contract.

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Team 7 – SPAs and Special Projects

• Tissues & TowelsRenewed through July 31, 2010. Average price decrease of 4%.

• Security Officer Services (Armed & Unarmed)Solicitation scheduled for launch in early September.

• SPA for Pagers and Paging ServicesCurrent SPA expires September 25, 2009. This SPA will be re-quoted.

• MMCAP (Pharmaceuticals)Memorandum No. 5 updates excluded products and available services. Products currently available on the MMCAP contract are:- Vials and Containers - Influenza Vaccine- Pharmaceuticals - Other Vaccines- Pharmaceutical Invoice Auditing Service - Nutritionals- Reverse Pharmaceutical Distribution Services

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• Agenda




• MFMP

• Governance

• Training



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

• Contract Renewals– Benefit Consulting and Actuarial Services (effective November)

• New Contracts– Rental Vehicles (Autos and Trucks): Pending resolution of bid

protest

• Solicitations in Development– Printing and Multi-Function Copying Devices (seeking team

members for focus group and evaluation)– Mail Services (Mail Room)– Information Technology-Disaster Recovery Services (SunGard)– P-Card Services (Platform and Bank Solicitations): David Bennett

to lead procurement– Boiler and Machinery Property Insurance– Mail Processing Equipment– Management Consulting Services (open RFP on existing contract

pending legal clearance to open the contract): seeking evaluators11

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau – Activity Updates

Team 4 – Information Technology and Telecommunications

− Reviewing other state contracts for a suitable COTS software ACS contract

− Reviewing Federal Blanket Purchase Agreements with GSA/SmartBUY program for security solutions software

Team 5 – Office Equipment and Services

– Mail Services (Pitney Bowes): BC and legal review prior to launch

• Current contract will lapse. All agencies on current contract are prepared and have extended task orders under the contract.

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Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau – Activity Updates

Team 6 – Property Insurance & Special Program & Consulting Services

– IT Consulting Services solicitation was withdrawn and new solicitation was launched July 10, 2009. We received 442 responses.

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• Agenda




• MFMP

• Governance

• Training



MyFloridaMarketPlace – Buyer Training Opportunities

• Our new three-tiered training approach includes interactive, hands-on training via WebEx software and in-person training classes, both in Tallahassee and throughout the state

• Register on the buyer toolkit under ‘Buyer Training Opportunities’– http://dms.myflorida.com/buyertoolkit

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MyFloridaMarketPlace – Buyer Training Opportunities

Classroom TrainingTallahassee• New Requester and Invoicing Training will be offered every other

month• Reporting (formerly Secure Reports and Analysis) Training and

Advanced Requester (formerly Refresher Requester) Training will be offered quarterly

• System Administrator and Train the Trainer Trainings will be offered semi-annually

Statewide• MFMP will visit four locations statewide:

– Miami– Jacksonville– Orlando– Tampa

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MyFloridaMarketPlace –Buyer Training Opportunities

Debut of WebEx Sessions

• This year we are offering WebEx online interactive training sessions every other month

• In WebEx training sessions, customers view the training presentation on their screens, hear live instruction and discussion via a conference call

– Customers are also able to ‘chat’ questions as the training is in progress

• All sessions are scheduled for one hour each

• Each session is open to a maximum of 30 participants

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MyFloridaMarketPlace –Buyer Training Opportunities

WebEx Sessions

We’re conducting the following classes or modules:• Module I: Navigating MFMP/ System Basics• Module II: Creating a Requisition; Catalog and Non Catalog• Module III: Receiving; Commodities and Services• Module IV: Creating an Invoice eForm• Module V: How to Reconcile an IR (Exception Handler)• Module VI: How to Approve an IR (Invoice Manager) /

Troubleshooting• Module VII: Approving (This training will now only be offered via

WebEx)

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MyFloridaMarketPlace –Revenue Collection

• DMS State Purchasing intends to increase revenue collection efforts. Why do it?

– MFMP contract renewal enables excess fees collected to be maintained by the state

– Poor economy - It is in the state’s best interest to ensure rules are implemented and followed and fees are collected

– Legislature has shown interest in P-Card revenue

• Asking agencies to get more involved – FLAIR Gap – Encourage vendors to contact the CSD with fee reporting questions

or payment activities– Reach out to MFMP team with questions about capturing eligible

spend in MFMP– Exempt transactions as appropriate– Grandfather contracts 19

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• Agenda




• MFMP

• Governance

• Training



Governance

• Section 120.525(1) , F.S.– “Except in the case of emergency meetings, each

agency shall give notice of public meetings, hearings, and workshops by publication in the Florida Administrative Weekly and on the agency's website not less than 7 days before the event. The notice shall include a statement of the general subject matter to be considered.”

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Governance

• Section 120.525(2) , F.S.– “An agenda shall be prepared by the agency in time to ensure

that a copy of the agenda may be received at least 7 days before the event by any person in the state who requests a copy and who pays the reasonable cost of the copy. The agenda, along with any meeting materials available in electronic form excluding confidential and exempt information, shall be published on the agency's website. The agenda shall contain the items to be considered in order of presentation. After the agenda has been made available, a change shall be made only for good cause, as determined by the person designated to preside, and stated in the record. Notification of such change shall be at the earliest practicable time.”

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Governance• The Department of Management Services announces a public meeting to

which all persons are invited.DATE AND TIME: August 13, 2009; September 21, 2009, 1:00 p.m.PLACE: 4050 Esplanade Way, Suite 360, Tallahassee, Florida

• GENERAL SUBJECT MATTER TO BE CONSIDERED: In accordance with Section 120.525 Florida Statutes, meetings of the Negotiation Team and Evaluation Team are hereby noticed within the timeline for the Invitation to Negotiate (Number: 07-973-120-X) for a Universal Platform for Purchasing Card Services. The Department reserves the right to issue amendments, addenda, and changes to this timeline and specifically to the meeting notices listed above. Notice of any change will be posted within the Vendor Bid System (VBS) in accordance with Section 287.042(3), Florida Statutes, and will not be re- advertised in the Florida Administrative Weekly (FAW). The VBS can be accessed at: http://vbs.dms.state.fl.us/vbs/main_menu.

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Governance

• A copy of the agenda may be obtained by contacting: David Bennett at (850)921-4072, [email protected] to the provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this workshop/meeting is asked to advise the agency at least 5 days before the workshop/meeting by contacting: David Bennett at (850)921-4072, [email protected]. If you are hearing or speech impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).For more information, you may contact: David Bennett at (850)921-4072 or [email protected].

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• Agenda




• MFMP

• Governance

• Training



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Training and Certification

State Purchasing Training and Certification Program was 5 years old on August 19, 2009.

Following are the first re-certifications:

Florida Certified Purchasing Agent– Jessie C. Moseley - DOC– Mark D. Lovell – DMS State Purchasing– Thomas F. Blaine Jr. – Jackson Health System Miami-Dade

County– Vince J. Windham – Okaloosa County School District


Florida Certified Purchasing Manager

– Jessie C. Moseley – DOC– Sandra E. King – Santa Rosa School District– David A. Callaway - DOT– Kathleen M. Hutchins - DOS

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Florida Certified Contract Negotiator

– Mark D. Lovell – DMS State Purchasing– Kathleen M. Hutchins – DOS– David A. Bennett – DMS State Purchasing– Carol A. McCallum – FDLE– Sonya R. Avant – FDLE– Paul R. Nobles – Escambia County BOCC

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Florida Certified Contract Manager– Jessie C. Moseley - DOC– David A. Callaway – DOT– James A. Den Bleyker – DMS State Purchasing– Mark D. Lovell – DMS State Purchasing– Edwin E. Valla – DBPR– Robert W. Threewitts – DOE– Ellen R. Potts – DMS State Purchasing– Robert W. Scearce – DOR– Barbara F. Phillips – DOR

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Florida Certified Contract Manager Continued– Beth S. Sparkman – DOR– David A. Bennett – DMS State Purchasing– John D. Connor – FSDB– Joseph P. Camit – FSDB– Stuart P. Potlock – DMS State Purchasing– Marvin L. Williams – Office of Legislative Services– Susan K. Barr – DOC– Jacklyn Colson – DJJ– Charles E. Day – DMS State Purchasing– Diana K. Trahan - DMS

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Red Flags of Collusion

– The City of Gainesville has been added to the Red Flags of Collusion training for the month of October 2009. The date will be posted early next week on the website at:

http://www.dms.myflorida.com/redflags

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• Agenda




• MFMP

• Governance

• Training



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Next Meeting

September 17, 2009

2:00 – 4:00 pm

purchasing directors’ meeting august 20, 2009

Documents

contracting bureautechnology

dbprcommodity sourcing

special programs sourcing

office equipment

regional program administrator

new contract

executive agencies

awarded items