purchasing directors’ meeting january 17, 2008. 2 agenda bureau a bureau b pride mfmp training and...

Purchasing Directors’ MeetingJanuary 17, 2008

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• Agenda• Bureau A• Bureau B• PRIDE• MFMP• Training and Certification• OSD• Open Forum• Proposed Schedule for 2008

– Every third Thursday except June and December – Time: 2 to 4, 3 to 5 or 9 to 11?

• Review of Purchasing Directors’ Questionnaire Results


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Bureau A – Contract Updates

• New state term contracts:– Energy Savings (ESCO): effective 01/01/08– Biodiesel (Gasoline & Fuel Oil)

• Contract renewals:– Officers’ Equipment – Body Armor

• State term contract solicitations in progress:– Motor Vehicles (bids due 1/18)– Boat Motors (bids due 1/28)

• SPAs:– In e-quote process: Appliances; Electric Motor Repair– Cancelled: Fuel Additives

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Bureau A – Activity Updates

• Solicitations in development:– Copying Services

• Gary McGee, 410-2426• Survey link (see State Purchasing Bulletin Board)• User Group development

– Ammunition (and Officers’ Equipment)• Mark Lovell, 487-2304

– MRO• Chuck Beall, 487-0635

• Can Liner Pricing Updates

• Office Furniture Protests

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Bureau B Update

State Purchasing welcomes Mark Foss, Purchasing Analyst to Team 4, Technology and Telecommunications

Mark brings extensive experience in the Telecommunications Market to State Purchasing

Contact Mark at:

[email protected]

850-488-1086

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Bureau B Update

IT Hardware State Contract Solicitation

• Phase 1 – Desktops, Laptops & Monitors• Phase 2 – Servers (Entry Level, Mid Level & Mainframe)• Phase 3 – “Peripherals” and other hardware items

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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Bureau B Update

IT Hardware State Contract Solicitation

Phase I - Update

• Responses were received and evaluated.

• A reverse auction was held to set price discounts.

• Initial negotiations are underway to develop a minority spend program, recycling program and other value added services.

• Anticipate contract implementation in February.

• Server phase to launch by late February or early in March.

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Bureau B Update

PBX/Key Contracts to End

• New contract to include PBX, Key Systems, Hybrid PBX-VoIP and pure VoIP technology.

• New contract to include legacy systems maintenance assuming legacy companies are awarded on new contract. GSA and possible single source also available for legacy maintenance if same company is not awarded.

• Current contract for maintenance SERVICES ONLY is extended for 6 months

• Timeline: Launch by mid-February and award by end of June.

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Bureau B Update

Team 5

• Another Air Taxi orientation is scheduled for January 31, 2008, at the Flightline hanger at the Tallahassee Airport.

• Cardinal Health Lakeland distribution center not available for the order of controlled substances while their DEA license is suspended. Instructions on how to order controlled substances from their Jackson, Mississippi, distribution center until their license is reinstated were distributed by Jay Francis. During this interim period, you will have both a Cardinal Lakeland and a Cardinal Jackson account.

• Defibrillators, related equipment & supplies ACS in place.• Office Depot FURNITURE delivery cost increase of $5 for

non-state contract furniture purchases through US Communities – $19.99 to $24.99.

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Bureau B Update

Team 6

• Equipment Maintenance Management Services State Contract with Specialty Underwriters will expire 3/16/08. The solicitation to replace this contract went out this week and is targeted to complete by 3/16.

• Equipment leasing to support technology, copiers and other equipment will launch this quarter pending DFS approval.

• P-card Solicitation: DFS has current draft and we are anticipating second quarter launch.

• Software Training Contract: Due to closing of CompUSA retail stores, CompUSA provided training will cease at the end of January. The FSU/APP will take over classroom training through a separate agreement for classroom training only. New Horizons will continue with online services and classroom services in the county they were awarded. FSU will start with Leon County and expand regionally as arrangements for facilities are completed. State Purchasing will have a decision before the current contract expires as to whether to continue with FSU on a long-term basis or solicit for a new contract with FSU among the vendor participants.

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Dee KiminkiDirector of Purchasing

PRIDE Enterprises

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PURPOSE OF PRIDEPURPOSE OF PRIDE

- Four statutory missions - Four statutory missions

• Improve & enhance security Improve & enhance security

• Relevant job trainingRelevant job training

• Save money for the stateSave money for the state

• Rehabilitate inmates by duplicating a free-Rehabilitate inmates by duplicating a free-enterprise operationenterprise operation

PRIDE Enterprises

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PRIDE Enterprises

PRIDE ENTERPRISES

MISSION: To teach job skills and develop work ethics that will enable

inmate workers to become productive citizens upon

release from incarceration.

VISION: To be the best company in the world at transitioning inmates to

successful citizens.

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PRIDE Enterprises

PRIDE-20 Correctional Institutions

1. 1. ACIACI2. Avon Park2. Avon Park3. Baker 3. Baker 4. Broward - women4. Broward - women5. Calhoun5. Calhoun6. Cross City6. Cross City7. Glades 7. Glades 8. Hendry8. Hendry9. Lawtey 9. Lawtey 10. Liberty 10. Liberty

11. Lowell - women11. Lowell - women12. Madison 12. Madison 13. Marion 13. Marion 14. New River East14. New River East15. New River West15. New River West16. Polk 16. Polk 17. South Bay – private17. South Bay – private18. Sumter18. Sumter19. Tomoka19. Tomoka20. Union20. Union

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PRIDE Enterprises

Benefits to the State

• No state appropriations or funding required or No state appropriations or funding required or desired.desired.

• Purchases goods and services from over 1,000 Purchases goods and services from over 1,000 Florida-based companies.Florida-based companies.

• Annual economic impact to state - $34 million.Annual economic impact to state - $34 million.• Skilled workers for hire by Florida employers.Skilled workers for hire by Florida employers.• Increased state assets by over $19 millionIncreased state assets by over $19 million..

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PRIDE Enterprises

Sales by Market Sector (%)

52 5046 44

0

10

20

30

40

50

60

2004 2005 2006 2007

State Private Non-State

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PRIDE Enterprises

State Agency Sales ($millions)

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1715 15

0

5

10

15

20

2004 2005 2006 2007DC Highway SafetyTransportation Juvenile Justice

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PRIDE Enterprises

PURCHASING PURCHASING

FROMFROM

PRIDEPRIDE

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PRIDE Enterprises

Methods of PurchasingMethods of Purchasing

• E-Store on-lineE-Store on-line• PRIDE Bid DepartmentPRIDE Bid Department• Telephone/Mail/Fax ordersTelephone/Mail/Fax orders• MyFloridaMarketPlace.comMyFloridaMarketPlace.com

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PRIDE Enterprises

State Purchasing MemorandumState Purchasing Memorandum

PRIDE Statutory AuthorityPRIDE Statutory Authority

– Agency obligation to purchase from PRIDE based on competitive price and quality

– Exemptions from competitive bidding requirement (graphics exclusion)

PRIDE Price AgreementsPRIDE Price Agreements

– Replace State Term Contracts

– Agency Contracts

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PRIDE Enterprises

Florida Statute 946.515Florida Statute 946.515

– Defines use of goods and services produced in correctional work programs

– Allows these goods and services to be sold to the state and other entities

– Similar products of comparable price and quality may not be purchased elsewhere

– Prohibits unreasonable competition with the private sector

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PRIDE Enterprises

DMS Contract Page StatementDMS Contract Page Statement

PRIDE price agreement commodities and services are PRIDE price agreement commodities and services are available for purchase by state agencies without available for purchase by state agencies without

competitive bid, but purchase of these commodities competitive bid, but purchase of these commodities and services is not mandatory (and services is not mandatory (

946.515 Florida Statutes) unless they are certified. The method of purchase from these PRIDE price

lists by political subdivisions (cities, counties, school boards, etc.) is dependent upon local ordinances

and regulations governing procurement.

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PRIDE Enterprises

PRIDE Price AgreementsPRIDE Price Agreements

• Office furnitureOffice furniture• Park furniture and fencingPark furniture and fencing• Lockers and shelvingLockers and shelving• Cleaning chemicals and suppliesCleaning chemicals and supplies• SignageSignage• Traffic paintTraffic paint• MattressesMattresses

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PRIDE Enterprises

PRIDEPRIDE

E-StoreE-Store

DevelopmentDevelopment

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PRIDE Enterprises

PRIDE ERP

(Axapta)

PRIDE e-Store

e-Commerce Site

MyFloridaMarketPlace.com

•State Contract Items

Manual Orders via. Email

Partial Integration

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PRIDE Enterprises

PRIDE ERP

(Axapta)

PRIDE e-Store

e-Commerce Site

MyFloridaMarketPlace.com

•State Contract Items

Electronic Orders

Full Integration

Electronic InvoicesInterface

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PRIDE Enterprises

SALES SUPPORT CENTERSALES SUPPORT CENTER

(located at Cross City Correctional Institution)(located at Cross City Correctional Institution)

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PRIDE Enterprises

Support Center MissionSupport Center Mission

To create a customer-friendly informational To create a customer-friendly informational environment that strives to exceed the environment that strives to exceed the customer’s needs through timely and customer’s needs through timely and

accurate exchange of information.accurate exchange of information.

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PRIDE Enterprises

Support Center ObjectivesSupport Center Objectives

• Increase inmate training and support sales through Increase inmate training and support sales through a stand alone venture. a stand alone venture.

• Improve communications between sales staff, Improve communications between sales staff, customers and production facilities.customers and production facilities.

• Provide product samples, collateral materials, Provide product samples, collateral materials, recruit new customers, generate sales leads, recruit new customers, generate sales leads, process bids and quotes, and answer inquiries from process bids and quotes, and answer inquiries from customers.customers.

• Enhance service to PRIDE’s customersEnhance service to PRIDE’s customers• Expand graphics design capabilityExpand graphics design capability

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PRIDE Enterprises

What can What can PRIDEPRIDE

do to help you?do to help you?

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MyFloridaMarketPlace (MFMP) Strategic Goal

At November 7th MFMP Customer Roundtable meeting, we discussed strategic goal to:• Create One e-Procurement System

– Sunset SPURS• Complete Level 2 Integration• Migrate Florida School for the Deaf and Blind

(FSDB), the Division of Administrative Hearings (DOAH), and the Legislature to MFMP

– Integrate VBS Bid Notification process into MFMP– We are developing detailed work plans to

accomplish the above goals considering the various challenges involved.

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MyFloridaMarketPlace Strategic Goal

• Sunset SPURS Update:– Level 2 Integration is now complete (12/20/07 release)– Level 2 Integration enables FSDB and DOAH to do

their own encumbering through MFMP – FSDB:

• 1/11/08 (Conference call)• FSDB – 1/22 – 1/23 (Onsite training)• FSDB – 2/4/08 (Onsite – go live date). Date may be

extended to 2/5/08 depending on FSDB’s needs– DOAH:

• 2/12/08 - training • DOAH – 2/18/08 (Onsite – go live date)

– Legislature: Ongoing dialog. Legislature is currently evaluating alternatives to SPURS for purchasing.

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• Sunset SPURS:– Move the SPURS Helpdesk to MFMP Customer

Service Desk (CSD)• Analysis of calls and e-mails already underway

(volume and substance)• Training of CSD personnel needed• Planning for the next couple of months

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• Important Notes regarding sunsetting SPURS:– Statewide Vendor file will be retained but will be

moved from DMS to DFS. No impact to users.– SPURSView will remain where it is currently (low

cost UNIX server). No impact to users.– There is currently information in SPURS that is not

in SPURSView. We are looking to identify what those items are so we can provide for them through an enhancement to SPURSView as part of the SPURS sunset.

– NOTE: Agencies need to have vendors register in MFMP to enable payments

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SPURS Sunset Approach

Current Active SPURS Functions Users Impacted Future Plans

Creating and issuing PO's FSDB, DOAH, Legislature - FSDB & DOAH moving to MFMP in Feb. 08- Legislature still finalizing plans

Archives PO's to SPURSView for public posting

All MFMP/SPURS agencies - Create direct interface from MFMP to SPURSView

Maintains Statewide vendor master file (fed by MFMP Vendor Registration and direct setup of vendors through SPURS Helpdesk)

All agencies and vendors (@50 manual vendor set-ups/changes per week)

- Transition vendor master file ownership to DFS, including all interfaces (vendor file updates to P-card provider, agency specific systems, others?) - Create direct interface from MFMP Vendor Registration to FLAIR (replacing current MFMP VRS to SPURS interface)- Possibly move to DFS the vendor add function for updating vendors that should not be in MFMP due to confidential information such as SS#s, etc.

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• Other Updates:– VBS: For FY ’09 we are evaluating integrating

VBS into MFMP by enabling the registration for VBS bid notifications to occur when a vendor registers in MFMP. Goal is simply to have one vendor registration rather than two (it actually is not two registrations as the VBS registration is very simple and utilizes the MFMP vendor profile). No impact to users, except benefit of more vendors receiving bid notices.

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• In November, we told the Customer Roundtable we would make these changes with you and not to you.

• We need your help!• We need to know what your issues/

concerns/ questions are in regard to sunsetting SPURS.

• We will be having this discussion at FASAASD on 1/25/08, CRB on 1/31/08 and CR 2/20/08.

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MyFloridaMarketPlace Strategic Goal – Questions?

Questions on SPURS Sunset?

Walter BikowitzChief of State Purchasing OperationsDivision of State PurchasingDepartment of Management Services4050 Esplanade Way, Suite 360Tallahassee, FL 32399-0950Phone: 850-488-7809Fax: 850-414-6122Blackberry: 850-274-1370E-mail: [email protected] "We Serve Those Who Serve Florida"

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Training and Certification Update

• Contract Administration – Jan 28-30, 2008• Contract Management in Florida – Jan 31, 2008• Best Practices for Contract & Grant Management – Feb 1,

2008• Negotiation Strategies & Techniques – Feb 4-7, 2008• Negotiation in Florida – Feb 8, 2008• Planning, Scheduling & Requirement Analysis – Feb 18-20,

2008

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• Developing & Managing RFP’s – Mar 5-7, 2008• Legal Aspects – Apr 16-18, 2008• Sourcing in the Public Sector – Apr 30 – May 2, 2008• Negotiation Strategies & Techniques – May 19-22,

2008• Negotiation in Florida – May 23, 2008• Public Purchasing in Florida – June 3-6, 2008

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• PMP Training – 3 days – Mar 11-13, 2008• PMP Training – 5 days – Mar 24-28, 2008• PMP Training – 3 days – Apr 8-10 2008• PMP Training – 5 days – Apr 21-25, 2008

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Office of Supplier Diversity

Joe Wright

Chief Information Officer

Division of Management Services

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Next Meeting

February 21, 2008

Time Based on Your Input


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Questionnaire Results

1. Should we continue purchasing directors’ meetings?

Yes 27

No 0

2. If yes, how often do you recommend we meet?

Monthly 14

Bi-Monthly 10

Quarterly 3

purchasing directors’ meeting january 17, 2008. 2 agenda bureau a bureau b pride mfmp training and...

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