Chad Poppell, Secretary

Purchasing Directors’ Meeting

May 19, 2016

Agenda

• Welcome – Roz Ingram

• RESPECT – Lindsey Boyington

• Legislative Update – Bruce Conroy

• Rules Update – Bruce Conroy

• Office of Supplier Diversity – Hue Reynolds

• Professional Development Updates – Daniel May

• MyFloridaMarketPlace – Judson Freeman

• Bureau Updates

• Hot Topics – All

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Welcome

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RESPECT

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2016 Legislative Update

I. HB 273 – Public Records II. SB 7030 – Public Records and MeetingsIII. SB 124 – Public-Private PartnershipsIV. HB 1033 – Agency for State TechnologyV. SB 350 – School Districts and CollegesVI. HB 183 – RulemakingVII. HB 981 – SERC

Rule Repeals

60A-7.001 - Definitions60A-7.002 - Issuance of Commodity Numbers60A-7.003 - Listing for Term Contracts60A-7.004 - Test, Review, and Evaluation of Corporation Products60A-7.005 - Required Purchase of Corporation Products; Exceptions60A-7.006 - Disputes

Office of Supplier Diversity

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Supplier Diversity Exchanges

• Orlando based event in August

• Tallahassee based event (TBD)

OSD Rules

• Workshops

Solicitations

• Posting to OSD web page

• Targeted Emails

Professional Development• Project Management Professional (PMP): 16 participants this week.• Procurement Course—final edits and then will begin pilot testing.

• Florida Certified Contract Negotiator

Recertification course in June or July.

Initial course—finalizing activities and then ready for approval by Division Director.

• Florida Certified Contract Manager

Utilizing HR as reporters for statutory requirements.

Have certified over 2,600 individuals since January 2015.

Resume travel schedule in August. Orlando-Tampa corridor and Miami are highest priorities.

Recertification developed for mid-2017.

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Upcoming Enhancements

CR 283 – Punchout Catalog Audit

Punchout catalogs allow agency customers to connect directly to a supplier’s website to purchase items from a State Term Contract.

Unlike a line item catalog solutions, suppliers are responsible for managing the items and pricing on their punchout catalog website.

Since the supplier is responsible for managing the content on their punchout catalog, it is possible for items and/or prices to be updated without prior knowledge or approval from the DMS Contract Manager.

To ensure punchout catalog items and price are compliant, MFMP has added functionality that will compare the price retrieved from a vendor's punchout catalog to the corresponding State Term Contract price sheet.

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CR 283 – Punchout Catalog Audit• MFMP will be piloting the 475-000-11-1 Medical & Dental Supplies Contract.

– American Purchasing Services, Inc.

– Binson’s Hospital Supplies, Inc.

– Henry Schein, Inc.

– McKesson Medical-Surgical, Inc.

– Medical Equipment Sales, Inc.

– Patterson Dental Supply, Inc.

• MFMP anticipates to complete this pilot on June 30th.

• Agency customers will receive communications when new punchout catalogs are enabled.

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Utilization Support• The Third Quarter Scorecard is available on the MFMP website.

– Utilization for Purchase Orders/Contracts, Invoicing, and Receiving continue to exceed 80%.

– Utilization for Catalogs has almost reached 80%.

– Average agency eQuote utilization continues to remain below 50%.

• The MFMP team created a new Utilization Support Webpage.

– If your agency is interested in support from the MFMP team by reviewing internal processes and offering recommendations, please complete this form.

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eQuote Utilization• There has been a 915% increase in eQuotes since FY 12/13.

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• This fiscal year we have seen:- 43,213 total vendors registered to receive Sourcing Solicitations- 47% increase in total number of vendors invited per eQuote - 16% increase in total number of vendors that respond to eQuotes - Average number of vendors responding per eQuote is 1.46

Hardware Upgrade

• The team is currently upgrading all hardware supporting MFMP applications including servers, network and storage.

• This upgrade will be transparent to customers and will not impact system functionality.

• Migration Schedule:

– VIP – March 4th– March 6th - Complete

– Sourcing/Analysis: April 8th – 10th - Complete

– Buyer (tentative): May 20th – 22nd

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Year End Activities

• MFMP will be down for year end processing between June 30th and July 1st. Specific times will be communicated in early June.

• MFMP began vendor outreach in May to confirm PO contact and delivery information.

• Year End processing includes the carry forward process and the processing of delay purchase until orders.

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Year End Activities

Carry Forward Automated Process:

• Early morning July 1, MFMP receives the file update from FLAIR, noting which encumbered requisitions to mark with a Carry Forward Indicator.

• This process marks only encumbered requisitions for agencies which have not opted out of the automated Carry Forward marking process.

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Year End Activities

Carry Forward Manual Process:

• Identify the orders to mark as Carry Forward.

• Complete a change order (CO No Workflow and PO Not Sent).

• Update the MFMP Certified Forward field in the Accounting Details section of the requisition or invoice reconciliation, from ‘N” to “C”.

• Check the “PO Not sent to vendor” box.

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Year End ActivitiesTypes of Carry Forward items:

• Type A Payables identify goods/services received on or prior to June 30.

– Set up a payable, (TR81)

• This process reduces the encumbrance at the same time it establishes the payable

– Process payments in MyFloridaMarketPlace using the payable number (TR53)

• Ensure the accounting information in MyFloridaMarketPlace matches the information on the payable

• Type B Encumbrances identifies goods/services ordered on or prior to June 30, but not received until after June 30.

– Process encumbrances automatically or manually marked Carry Forward with a ‘C’ in the accounting details “Certified Forward” field

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Year End Activities

Carry Forward Type A items – Payables:

• Identify the orders that require a Payable

• Establish Payable in FLAIR

• Record Payable in MFMP on the IR

• Process IR

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Year End Activities

Carry Forward Type B items:

• Carry Forward Purchase Orders where you are not establishing a payable in FLAIR

• Process payment in MFMP as an encumbered payment, TR 70

• MFMP Certified Forward field is automatically marked with a “C” by MFMP on July 1 or manually after July 1

• Type B items processed in MFMP with “C” marked in Certified Forward field, do not require you to take any action directly in FLAIR

– Leave the FLAIR PPI (prior period indicator) field blank

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Year End Activities

Disbursement Transaction Override:

• During disbursement processing, you can change the disbursement transaction type from encumbered to unencumbered, or unencumbered to encumbered by checking or un-checking the ‘Encumber Funds’ checkbox.

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Year End Activities

Disbursement Transaction Override:

• Customers assigned the “Invoicing” group can change the disbursement type.

– Update the ‘Encumber Funds’ checkbox, at the split accounting level, for each split accounting line.

– All transactions must be the same type.

• If you change the disbursement transaction type from encumbered to unencumbered:

– Do not mark the “Final Payment” indicator.

– You may need to use the Release Encumbrance eForm to release the remaining encumbrance amount.

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IT and Special Projects BureauSolicitation Updates

• IT Staff Augmentation Rebid RFP

- Currently in Evaluation Phase.

- Anticipated contract start date September 1, 2016.

• IT Independent Validation and Verification (IV&V) RFP

- Award made to 20 vendors.

- Anticipated contract start date September 1, 2016.

Upcoming Alternate Contract Sources

• NASPO ValuePoint Managed Print Services – new.

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IT and Special Projects BureauRenewed Contracts • 725-500-12-1, Land Mobile FM or PM Communications Equipment

- Final 1 year renewal executed- New Term: 07/19/2011 through 06/30/2017- Due to low agency utilization (4%) this Contract will not be reprocured

• 973-501-12-ACS, IT Research and Advisory Services - Final 1 year renewal executed- New Term: 06/07/2012 through 04/30/2017

New Alternate Contract Sources• 43210000-US-16-ACS, U.S. Communities, Technology Products and Services

- Replaced 252-000-09-ACS IT Products & Services (US Communities) - Term: 05/01/2016 through 04/30/2019

Upcoming Renewals • 92121500-14-01, Security Officer Services• 3141800-14-ACS, Temporary Employment Staffing Services

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Goods and Services Bureau

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Active Solicitations• Document Management Services ITB

• Released in April 2016

• Anticipated notice of award June 2016

• Medium and Heavy Trucks ITB

• Released in April 2016

• Anticipated notice of award June 2016

Upcoming Solicitations

• Office Supplies ITN (extended until 4/2017)

• Medical and Dental Supplies RFP (extended until 3/2107)

• Mail Processing Equipment ITB (expires 2/2017)

• All in development phase

State Term Contracts/Alternate Contract Sources

• Renewed

• Educational & Institutional Furniture – valid until 5/31/2018

• Upcoming renewals

• Capacity Management and Acquisition of Natural Gas Supply

• Commercial Paper and Other Facility Items

Goods and Services Bureau

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Contract Management BureauNew Contracts or AgreementsBulk Paper• Notice of Intent to Award posted 10 May 2016• No Protests• Contract Preparation and Execution In Process

Other Activities• Developing Mechanisms to Measure Key Performance Indicators

• Customer Response Rate• Tracking tool via SharePoint developed

• Assessing Contractor Compliance against Contract SLA/Performance Measures• Tracking Tool via SharePoint developed

• Actual Savings Data through Sales Reports• New report format to be implemented beginning 1 July

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Hot Topics

Open Discussion

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Next Meeting

• July 21, 2016

• Please send suggestions regarding what you would like to talk about.

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