Florida State Term Contract (STC) TrainingOctober 21, 2010
Course Objective
The purchasing departments of Florida’s agencies, local governments, and educational institutions are often asked by their entities to do more with less.
The Department of Management Services (DMS)' Division of State Purchasing provides the opportunity for entities to leverage statewide agreements that have been negotiated with the consideration of providing the best value and that are easy to use .
We encourage you to review the benefits of these contracts and the savings they can provide.
Contract savings are less than three clicks away…
-Step 1: Log on to www.dms.MyFlorida.com
-Step 2: Click on ‘State Purchasing’
-Step 3: Click on ‘State Contracts, Agreements, and Price Lists’
-Step 4: Begin saving!
2
Course Objective
10/21/10
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website Redesign Resources
3
Agenda
10/21/10
The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state.
The Division of State Purchasing also promotes fair and open competition in the state's procurement process.
The Division of State Purchasing maintains and develops state term contracts (STC) and statewide agreements. STC are mandatory for state agencies but optional for other eligible
users (OEUs)-Universities, cities, counties, water management districts, etc.
Under State Purchasing, the MyFloridaMarketPlace (MFMP) system is the online procurement system for agency buyers and state vendors.
4
State Purchasing Overview
10/21/10
5
Currently State Purchasing administers several different types of agreements; today we’ll address the following types:
Division of State Purchasing
10/21/10
http://dms.MyFlorida.com/contracts
6
Where to find STC, ACS, SPA
10/21/10
Government purchasers are encouraged to use the Florida Climate-Friendly Preferred Products List (FCFPPL ) to find potential green products .
FCFPPL contains more than 10,000 products that current state term contract vendors indicate meet one or more of the Florida approved green product labels / standards.
New green reporting requirements for state agencies effective July 1, 2010: Agencies must track green “spend” MFMP can analyze green and recycled material purchases
http://dms.MyFlorida.com/contracts
10/21/10 Page - 7
Florida Climate-Friendly Preferred Products List
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
8
Agenda
10/21/10
Prison Rehabilitative Industries and Diversified Enterprise
Per Sections 9.46515 (2) and (4), Florida Statutes (F.S.), similar products or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than PRIDE. Per Chapter 283, F.S., competition is not required with the exception of printing services.
PRIDE offers a variety of products from furniture to maintenance supplies:
http://www.pride-enterprises.org/
9
PRIDE
10/21/10
Per Section 413.036, F.S., similar commodities or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than RESPECT.
RESPECT works with non-profit organizations around the state who employ persons with disabilities in the production of products and services.
Exempt from the competitive process (no quotes or solicitations necessary).
Examples of items provided under 914-000-05-R: Office supplies Janitorial services Marker boards Temporary services in the Tampa / St. Petersburg area
www.respectofflorida.org 10
RESPECT of Florida
10/21/10
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
11
Agenda
10/21/10
State term contracts (STC) are contracts between the Division of State Purchasing (State of Florida) and vendors for state agencies and other eligible users (OEUs), leveraging the state’s collective spend to obtain lower costs for goods and services.
Use of STC is mandatory for state agencies, in accordance with Section 287.056, F.S.
OEUs include those local government entities identified in Rule 60A-1.005, F.A.C.
STC meet the competitive solicitation requirements of Section 287.057, F.S.
Purchasing off Florida contracts and agreements saves you time, money and effort when purchasing products and services.
12
State Term Contracts (STC)
10/21/10
STC Types: Single vendor with fixed price or discount
Usually the lowest priced contract, simple and straightforward to use
Multiple award contract Emphasis on flexibility/ choice Establishes competitive ceiling price with opportunity to negotiate lower
price
Multiple award contract with RFQ process Requires quotes from at least three STC vendors to ensure best value
10/21/10 Page - 13
State Term Contracts (STC)
There are more than 60 STC, covering multiple categories including:
Energy & Transportation Institutional Furnishings &Supplies Law Enforcement Supplies Facility Services & Supplies Information Technology Communications Office Equipment &Services Insurance Consulting &Staffing Services Emergency Operations Supplies & Services
All contracts are listed online http://dms.MyFlorida.com/contracts
14
State Term Contracts (STC)
10/21/10
Today we’ll discuss some of the most popular STC, including:
Information Technology (IT) consulting services Network Infrastructure Bulk Fuel PCs, Laptops and Monitors Temporary Staffing services Insurance programs Tires Paper Office furniture STC Spotlight
Office Consumables
All contracts are listed online http://dms.MyFlorida.com/contracts
15
State Term Contracts (STC)
10/21/10
This contract includes consulting services less than $10,000,000 in the following areas: Project Area 1 – Analysis and Design:
Business case analysis (e.g. costs/benefit and risk analysis) Performance measurements
Project Area 2 – Development and Integration: System and software development Modernization of legacy systems to Web applications
Project Area 3 – Operational and Support: Database generation and database management Disaster recovery services
Project Area 4 – Simple Staff Augmentation
All work produced under this contract becomes the property of the entity. The current contract expires August 31, 2012.
16
STC: IT Consulting Services
10/21/10
When issuing purchase orders to vendors under this contract, entities may negotiate additional terms and conditions.
Below are the RFQ requirements under this contract:
17
Purchase Amount Quoting Requirements
$0 – $14,999 Agency adheres to internal policies and procedures
$15,000 - $2,000,000 Agency solicits at least three quotes among contract vendors of its choice
$2,000,001 - $5,000,000 Agency selects best response to statement of work issued to at least 10 contract vendors of its choice
$5,000,001 - $10,000,000 Agency selects best proposal submitted upon notification of all contract vendors within the appropriate project area(s)
Over $10,000,000 Agency must issue competitive solicitation; cannot purchase via the state term contract
STC: IT Consulting Services
10/21/10
Items were awarded based on eligible brands and each manufacturer has approved resellers.
These resellers are available on a spreadsheet under the ordering instructions for each vendor listed on the STC website.
The five categories available on this contract are below:
The current contract expires September 7, 2011.18
Category Description
1 Servers, Terminals, Thin Clients
2 LAN / WAN Infrastructure Equipment
3 Firewalls, VPNs
4 Storage, Tape, Virtual Tape Infrastructure
5 UPS, Surge Suppression, Batteries
STC: Network Infrastructure
10/21/10
Average Discounts
American Power Conversion 20%
Cisco 32%
EMC 50%
IBM 33%
Juniper 22%
Pricing is a percentage off MSRP discount by vendor with price sheets posted on each vendor’s state website.
There are a total of 22 vendors awarded across all categories. Below is a sample of Category One vendors:
19
STC: Network Infrastructure
10/21/10
Four categories of fuel: E-10 (87 octane) Biodiesel Ultra low sulfur diesel Ultra low sulfur diesel, red-dye
Florida counties are divided into four districts: north, west, central, south. Each county lists up to three awards per fuel category to assist in any supply
emergencies.
Prices for fuel (gasoline and diesel) are determined using the Data Transmission Network (DTN) FastTracks average price on the day of delivery from the closest terminal to the delivery location.
The current contract expires June 30, 2014.
20
STC: Bulk Fuel, Gasoline, Diesel
10/21/10
21
STC: Bulk Fuel, Gasoline, Diesel
10/21/10
- Substantial savings
- Price sheets are posted online daily.
Items on this STC meet green product specifications.
Pricing is a percentage discount off of the MSRP per vendor.
Items on this contract are ordered directly from the manufacturer.
Apple products are available on 250-WSCA-10-ACS.
Also now available: Ruggedized, semi-ruggedized (tough)
Laptops Tablet computers Ultra-mobile computers
22
STC: PCs, Laptops and Monitors
10/21/10
Item Description
Dell Discount
Gateway Discount
HP Discount Lenovo Discount
Desktops / Workstations
45.05% 40.00% 50.00% 50.00%
Laptops 40.00% 35.00% 50.00% 40.00%
Monitors 22.90% 20.00% 35.00% 20.00%
23
STC: PCs, Laptops and Monitors
STC awarded vendors offer deep discounts off of MSRP:
The current contract expires February 28, 2011.
10/21/10
This contract includes temporary employment staffing in a variety of areas: Accountants and auditors Arbitrators and mediators Dietitians and nutritionists Janitor / cleaner Market research analyst
The contractor may conduct background checks on employees as necessary for an additional negotiated fee.
The current contract expires December 17, 2011.
24
STC: Temporary Staffing Services
10/21/10
Pricing is an hourly rate per region for each area.
Price sheets are posted on the STC website.
25
STC: Temporary Staffing Services
10/21/10
Provides a method of insuring individuals and items that are not eligible for coverage through the state risk management trust fund.
While it is not mandatory to participate in these programs, a state agency is not able to purchase their own insurance.
All policies available for group participation are listed and detailed on DMS’ website. Examples include: Accidental Death and Dismemberment; Boiler and
Machinery; Crime; Fine Art; Electronic Data Processing Equipment; Auto Comprehensive and Collision; and Miscellaneous Property
If your organization requires coverage that lies outside the scope of those policies readily available, please contact DMS.
26
Insurance Coverage Programs
10/21/10
27
Single award to Goodyear.
Product pricing is a discount off of book price and additional services are available at fixed prices (disposal, mounting, valves, etc).
Recent benchmarking activities show that this contract offers the best prices for Goodyear products in the state.
Annual sales average $30 million
Order/payment options include bulk delivery, blanket purchase orders, and PCard.
Detailed price lists and authorized dealer lists are available on the STC Web page.
The current contract expires February 29, 2012.
STC: Tires
10/21/10
Discount offered
Commodity Code No. 863-600-350; Tires, Off-road, Bias 20%
Commodity Code No. 863-600-380; Tires, Off-road, Radial 20%
Commodity Code No. 863-700-200; Tires, Automobile, Radial, Standard Passenger
52%
Commodity Code No. 863-700-400; Tires, Police Pursuit And Emergency High Speed, Radial
52%
Commodity Code No. 863-800-100; Tires, Light Truck, Bias (Includes Off-road Applications)
55%
Commodity Code No. 863-800-205; Tires, Light Truck, Radial (Includes Off-road Applications)
51%
Commodity Code No. 863-800-250; Tires, Light Truck, Steel Casing (Includes Off-road Applications)
40%
Commodity Code No. 863-800-800; Tires, Medium Truck, Radial 48%
Page - 28
STC: Tires
10/21/10
Contract pricing includes both set prices (indicated on the price sheets located on the STC website) and price breaks (depending on carton quantities). Recent benchmarking activities indicate these are the best bulk paper
prices in the state.
Contract pricing includes the price of shipping / handling, and freight but inside delivery is a separate charge per carton.
10 case minimum order.
Some contract products are listed on the FCFPPL.
Current contract expires March 25, 2013.
29
STC: Paper: Office, Virgin and Recycled Content
10/21/10
Products include workstations, desks, chairs, files, conference and presentation furniture, dispatch / 911 furniture, movable walls, and additional items. Space planning services are also available under this contract. This contract does not include artwork, decorative lamps and
accessories, fireproof files or used/refurbished furniture of any kind.
All awarded contractors (57) offer a wide variety of products and price ranges to meet any project needs.
Product pricing is presented as a discount off list price and mirrors GSA pricing. Florida is only one of four states to receive these discounts.
Contract sales in the last fiscal year were more than $66 million and represent use by all levels of government and education.
30
STC: Furniture: Office and Files
10/21/10
Contract offers a minimum five year warranty. This is often better than standard product warranties and GSA
terms.
Items are listed on the FCFPPL.
Representation of CBE and local service providers. Some contractors encourage order placement through local
providers, thus allowing CBE spending credit and additional negotiation of service prices.
The current contract expires March 1, 2011.
10/21/10 Page - 31
STC: Furniture: Office and Files
This new STC provides office and educational consumables: Toner Computer paper Non-printed envelopes Office supplies Art supplies Office equipment IT peripherals
Cost savings range from an average of 4 percent up to an overall 13 percent.
Awarded vendors include: Gulf Coast Office Products Office Depot Staples
10/21/10 Page - 32
STC Spotlight: Office/Educational Consumables
Each vendor maintains Punchout catalogs in MFMP.
Third-party auditors for each vendor ensures pricing accuracy.
Green/recycled products are available from each vendor.
Potential for volume discounts.
Other benefits include: Each vendor has a strong presence in Florida. Two of the vendors are nationwide. Staples and Gulf Coast Products do not have a minimum order amount. Office Depot offers additional promotional opportunities.
10/21/10 Page - 33
STC Spotlight: Office/Educational Consumables
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
34
Agenda
10/21/10
ACS are similar to STC, but not mandatory – i.e., optional use for state entities and OEUs.
If an agency’s competitively solicited contract is cost-effective and in the best interest of the state, DMS may approve the use of the contract for a specific agency upon request. DMS also may approve a competitively solicited contract as an
enterprise-wide ACS for use by all agencies if the contract is cost-effective and in the best interest of the state.
http://dms.MyFlorida.com/contracts
Page - 35
Alternate Contract Sources (ACS)
10/21/10
Below are some examples of current ACS agreements:
36
Alternate Contract Sources (ACS)
10/21/10
The Food Services STC includes the purchase and delivery of a wide variety of food products: Fresh, frozen, canned, perishable goods Powered items Bakery items Dairy, produce and meats
To date, meal contract savings average more than 13 percent per diem, per person.
Eligible users can establish and maintain their own master product listing with the vendor as well as take advantage of the Florida Department of Corrections' master product list of more than 200 items.
10/21/10 Page - 37
ACS Spotlight: U.S. Communities’ Food Services
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
38
Agenda
10/21/10
Use of these agreements are optional and limited to expenditures not to exceed Category Two ($35,000) .
Negotiated per agency request.
Conducted through the MFMP eQuote tool.
Current SPA include: Recycling Services, Spent Lamps, Proper Disposal of End of Life
Ballasts and Batteries
http://dms.MyFlorida.com/contracts
39
State Purchasing Agreement (SPA)
10/21/10
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
40
Agenda
10/21/10
We recently upgraded the Florida state term contract and agreement website, http://dms.MyFlorida.com/contracts .
Using our enhanced search engine, you can: Filter through agreements by commodity code, FCFPPL, business
designation, contract keyword, product or service, or contract type. Revised contract category mapping
‘How to’ guides for each contract/agreement
Detailed agreement descriptions and benefits for eligible users
What else is new? Key information such as authorized resellers and geographic coverage for each contract now displays in easy-to-read table format.
41
Website redesign
10/21/10
Agenda
Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Website redesign Resources
42
Agenda
10/21/10
STC, SPA, ACS website http://dms.MyFlorida.com/contracts Contract administrator and contact information is listed next to each
contract Bulletin board http://dms.myflorida.com/mfmp_buyer_training
DMS State Purchasing Main Line (850) 488-8440
[email protected] Contract/agreement questions
[email protected] Catalogs Online purchasing
43
ResourcesResources
10/21/10
http://dms.MyFlorida.com/contracts
44
Where to find STC, ACS, SPA
10/21/10
10/21/10 Page - 45
Contact Us
Team Member E-mail Phone Number
Communications Analyst
[email protected] (850) 294-3080
F&A Process Analyst
[email protected] (850) 294-0739
Chief, State Purchasing Operations
[email protected] (850) 766-7670
Vendor Management Analyst
[email protected] (850) 445-3894
DMS Division of State [email protected] http://dms.MyFlorida.com/contracts
(850) 488-8440
Questions?
46
Wrap-Up
10/21/10