Purchasing Directors’ Meeting October 21, 2010

Purchasing Directors’ MeetingOctober 21, 2010

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• Agenda

• Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review

• Office of Supplier Diversity

• Training and Certification

• Bureau of Transportation, Facilities & Supplies

• Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

• Bureau of Services, Supplies, Insurance & Special Programs

• State Purchasing Operations/MyFloridaMarketPlace

• Governance

• Reminder About Next Meeting Date


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• Agenda








• Governance



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Heather A. Williamson, M.S.W., Staff DirectorGovernmental Affairs Policy CommitteeFlorida House of Representatives

Todd McKayCommittee on Governmental Oversight and AccountabilityThe Florida Senate

Sarah NafCommittee on Governmental Oversight and AccountabilityThe Florida Senate

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• Agenda








• Governance



Office of Supplier Diversity

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• MatchMaker Travel Approval

• MatchMaker Workshops

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Office of Supplier Diversity

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• Agenda








• Governance



October Certifications

• Florida Certified Contract ManagerMichael Signs - DCFKelley Scott - DMSLori Anderson - DMSLysle Robinson - DMSAmy Zeigler - DMSBrandi Babb - DEPLisa Mustain - DOAH

• Florida Certified Contract NegotiatorLori Anderson - DMS

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October Re-Certifications

• Florida Certified Contract ManagerCherryl Biles - DJJ

Charles Day -DMS

• Florida Certified Contract NegotiatorKelley Scott - DMS

David Callaway - DOT

Stu Potlock - NSRC

Clark Rogers - OAGSonya Avant - FDLE

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October Re-Certifications

• Florida Certified Purchasing AgentJessie Mosley - DOC

Charles Day - DMS

Cherryl Biles - DJJ

Erin Lewis - DMA

• Florida Certified Purchasing Manager Jessie Mosley - DOC

Charles Day - DMS

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New- Project Management Professionals- PMP

• Passed the PMP exam in August 2010 Jim Spencer - Purchasing Specialist, DMS

Amber Montgomery - Purchasing Specialist, DMS

Michael Boll - Computer Systems Consultant, SSRC

• Passed the PMP exam in September 2010Vonda Murray - OMC I, DOS

Susan Chen - Data Analysis, APD

Efrain Suarez - Data Processing Manager, DEP

Barbara Rehwinkle - Systems Administrator, DOACS

• Passed the PMP exam in October 2010Angela Willis-Clay - Program Administrator, DOR

Adam Maul - GOC, DCF12

Fiscal Year 2010-2011

• Legislative Funding Available

FCCN Certification Negotiation Strategies and Techniques - January 24-27, 2011

Negotiations in Florida - January 28, 2011

Sourcing in the Public Sector - January 31 – February 2, 2011

PMP Prep Review Courses January 12-14, 2011

March 1-3, 2011

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• In Tallahassee Advanced Contract Management Workshop – November 4, 2010

Advanced Purchasing Workshop – November 5, 2010

Developing and Managing RFP’s – November 8-10, 2010

Legal Aspects – December 1-3, 2010

Negotiation Strategies and Techniques – January 24-27, 2011

Negotiation in Florida – January 28, 2011

Sourcing in the Public Sector – January 31 – February 2, 2011

Planning, Scheduling and Requirement Analysis – March 28-30, 2011

CPPB Review – April 11-12, 2011

CPPO Review – April 13-14, 2011

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• Outside Tallahassee

Advanced Purchasing Workshop in Coconut Creek, November 5, 2010

Advanced Negotiation Workshop in Winter Park, November 15-16, 2010

Advanced Contract Management Workshop in Winter Park, November 17, 2010

Advanced Purchasing Workshop in Winter Park, November 18, 2010

Advanced Negotiation Workshop in Tampa, November 30 - December 1, 2010

Advanced Contract Management Workshop in Tampa, December 2, 2010

Advanced Purchasing Workshop in Tampa, December 3, 2010

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• Agenda








• Governance



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Team 1 – Transportation & Energy

• P-Card Serviceso ITN: Negotiations are in progress.

• Fuel Card Serviceso Weekly meetings will continue.

• Motor Vehicleso Launched ITB on October 5. Q&A posted on October 12.o Responses are due October 22. Intended awards to be posted on October 26.

• Medium & Heavy Truckso New contract was executed on October 5. Contract was posted on October 15.

Three year term.o Awarded to six vendors, including one certified minority (Hub City Ford).o Up to three awards per commodity item – customers are directed to contact

lowest priced vendor first.

Bureau of Transportation, Facilities andSupplies

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Team 2 – Institutional Furnishings & Supplies

• Office Furniture STC:o Expires in March 2011. We plan to renew for one year while we re-solicit.o Thank you for your feedback on the current contract!

• Ice Machines:o Expires October 29 – we will do a short term renewal to cover the solicitation

period.

• Floor Machineso Expires November 24.o Launched ITB on September 24. Posted Q&A on October 11.o Responses due October 22.


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Team 3 – MRO & Law Enforcement

• Ammunition & Officers’ Equipment STC:o Renewed both contract lots for one year, through September 28, 2011.o Three contractors did not renew:

– Zero Ammunition– 511– ASP

o Removed clothing from contract (to avoid conflict with Uniforms STC).

• Body Armoro Current STC is valid until February 2, 2011.o First meeting to discuss agency requirements is scheduled for October 27, 10:00

at DOC.o Agency user group will be developed following this meeting. o Please contact Mark Lovell (487-2304) to participate.


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Team 3 – MRO & Law Enforcement (cont’d)

• Tools:o Current STC is valid through January 29, 2011.o ITB: posted revised award on October 5. Received no protests, so we are

finalizing contract documents for the new contract.o Contact Chuck Beall (487-0635) with any questions.

• MRO:o WSCA is soliciting for a new contract. WSCA has extended the existing agreement

through February – we plan to mirror their extension.o We are exploring other ACS opportunities, just in case.o Current WSCA agreement is a single award to Grainger; the new solicitation

anticipates a multiple award.


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• Agenda








• Governance



Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

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Office Consumables STC:

• STC Start Date 10/18/2010o ACS Terminated 10/17/2010

• Posted on STC Website 10/18

Contractor Region

Gulf Coast Office Products West Region OnlyOffice Depot StatewideStaples Statewide

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Office Consumables STC: Discount Rate Comparison


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Office Consumables STC: Searchable Catalog Files

* Only on-contract items listed


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Office Consumables STC: State Objectives Plan Highlights

Diversity:• Office Depot – participates in the State of Florida’s Mentor

Protégé program and partners with CMBE businesses to provide delivery services in many areas of the state.

• Staples – Plan to increase Staples Diversity Two program by attending the upcoming MatchMaker conference with the goal of finding matches to partner with to service the state.

• GCOP – Provided list to SP of several minority/woman owned suppliers that they promote product for. These items are marked in catalog as MBE or WBE.


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Office Consumables STC: State Objectives Plan Highlights

RESPECT and PRIDE:• Office Depot – Within 90 days will meet with RESPECT

and PRIDE to identify products that potentially could be added to the contract.

• Staples – Has met with RESPECT and proposes to find qualified RESPECT vendors to identify on their State of Florida website so that both MFMP and StaplesLink users will be able to increase spend with these companies.

• GCOP – Catalog currently contains items manufactured through National Industries for the Blind (NIB).


• Mail Processing Equipment:o ITB launched 9/23/2010o Responses due 12/3/2010

• Vehicle Maintenance ACS:o Vendor has signed contract

• Water Treatment Chemicals:o ITB on the street

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Other Happenings within Bureau B


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• Agenda








• Governance



Bureau of Services, Supplies, Insurance and Special Programs

Team 6 – Services, Special Programs, & Insurance

• Insurance policies under review during next six months:o Accidental Death—expires November 1, 2010—renewal in progresso Crime—expires January 1, 2011o Nuclear Liability—expires January 1, 2011o Excess Property-Broker of Record—expires May 25, 2011o Bridge, Property, and Business Interruption—May 25, 2011

• State term contracts under review during next six months:o Medical and Dental Temporary Employment Staffing—new contract o Live Capture Electronic Fingerprint Equipment—expires November 28, 2010

(Currently developing renewal recommendation and trying to achieve savings)o Computer Software Training (New Horizons)—expires January 20, 2011o Equipment Maintenance Management Services—expires April 15, 2011

• Advertising for Purchasing Analyst and Purchasing Specialisto Questions about state term contracts, contact Cliff Nilson (488-7804)o Questions about insurance, contact Amber Montgomery (488-7516)

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Bureau of Services, Supplies, Insurance and Special Programs

Team 7 – SPAs and Special Projects

• Medical and Dental Supplies:o Settlements with Sun Surgical and American Medical Depot are complete.

Supplemental posting effective October 19.

• State Term Contracts under review during the next six months:oLab and Safety Supplies and Equipment– expires April 30, 2012

o Paper: Tissues and Towels – expires July 31, 2011oRecycling Services: End of Life Electronics Equipment – expires July 21, 2011

• Other agreements under review during the next six months:oRecycling Services, Spent Lamps, End of Life Ballasts and Batteries (SPA) –

expires January 7, 2011oDefibrillators, Related Equipment & Supplies (ACS) - expires December 31,

2010. Oklahoma is rebidding this contract.oWe will seek agency feedback in solicitation development.

• Survey for Medical and Chemical waste pickupo Not included in initial survey last yearo Request from FDLE to survey for these services in the future to determine need

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• Agenda








• Governance



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• Successful VBS Release 1.0 Implementation on 10/11/10

• Enhancements include:o New “Advertisement Console”o Users can now remove ads and related attachments

from public viewo New date selection toolo New explanation box

State Purchasing Operations / MyFloridaMarketPlace

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• Issued a Release 1.1 Hotfix o “Begin Date” amendment

– The begin date now defaults to today’s date when versioning an advertisement (vs. tomorrow’s date previously)

o “System Date/Time Stamp” amendment– VBS now auto-stamps a “Last Modified” date and time at

the top of the advertisement– Attachments and addendums also receive a time stamp

at the bottom of the advertisement


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VBS Upgrade Timeline


Scheduled Release Enhancement Focus

Target Audience Estimated Implementation Date

Release 2.0 Security/system administration

VBS system admins; agency security admins

December 2010

Release 3.0 Search capabilities/ search filters

All VBS users, including agencies and Florida vendors

March 2011

Release 4.0 User Interface (UI) and advertisement life cycle

All VBS users, including agencies and Florida vendors

June 2011

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• VBS Training Vehicleso http://dms.myflorida.com/vbsguide

– VBS Tips & Tricks– VBS Guide– VBS Bulletin Board

o http://dms.myflorida.com/mfmp_upgrades – VBS Training Tours– Office Hours– Enhancement lists


http://dms.myflorida.com/vbsguide

http://dms.myflorida.com/mfmp_upgrades

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• Agenda








• Governance



Governance

• Rulemaking Updateo Notices posted in FAW:

– For repeal of rule 60A-1.012 (adjustments of purchasing categories).

– Workshop for Conflict of Interest proposed rule November 10 from 2-4.

– Public Hearing for changes related to SB2386 scheduled for November 16 from 2-4 (notice will post in October 22 edition of FAW).

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Governance

• Other Issueso RESPECT/PRIDE purchasingo Preferred pricing clause in PUR form

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• Agenda








• Governance



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Next Meeting

December 16, 2010

2:00 – 4:00 pm

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Purchasing Directors’ Meeting October 21, 2010

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