Purchasing Directors’ Meeting July 16, 2009. 2 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing

Purchasing Directors’ MeetingJuly 16, 2009

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• Agenda

• 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



Commodity Sourcing & Contracting BureauActivity Updates

Team 1 – Energy & Transportation• Tires

New contract with Goodyear became effective July 1. • Bulk Fuel

New contract effective July 1.• Fuel Card

Amendment 6 will reflect invoicing changes. • Solicitations in Development/Review

– Fuel Card– Construction, Industrial & Agricultural Equipment– Motor Vehicles

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Team 2 – Furnishings & Institutional Supplies• Air Conditioners

Expired June 17. No replacement STC.• Dietary Supplements

Expired June 26. Reviewing DOH bid as an ACS.• Office Furniture

Beware of unapproved charges and price lists – please check quotes.

• Lawn EquipmentRenewed through August 17. We will try to mirror the Construction Equipment schedule to avoid a lapse.

• Solicitations in Development/Review– Educational/Institutional Furniture

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Team 3 – MRO & Law Enforcement• Can Liners

Pricing decrease for all contractors, effective July 8.• Uniforms• Renewals in process:

– Tools (expires July 29)– Body Armor (expires August 2)

• Solicitations in Development/Review– Ammunition & Officers’ Equipment

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Team 7 – SPAs and Special Projects• Florida Climate Friendly Preferred Products List

Updated June 25. Over 15,000 products now.• Lab & Safety Supplies

Added a “discount” table to the contract site.• Tissues & Towels

Renewal in process (expires July 31).• Solicitations in Development/Review

– Security Guard Services– Pagers and Paging Services SPA (expires Sept. 25)

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• Agenda



• MFMP

• Governance

• Training



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

• Contract Renewals– Management Consulting (Non-IT Consulting): May open the RFP later

this summer to add vendors– Property Insurance

• New Contracts– Mainframe Software contract: “Rolling Awards” include:

Unisys, Information Builders and Allen Systems Group– Still under negotiations with IBM, Compuware, BMC, HP & CA

• Solicitations in Development/Review– Client/Server Software and COTS Software– Printing and Multi-Function Copying Devices– Mail Services (Mail Room)– Quick Copy to replace SPA– P-Card Services (David Bennett to lead procurement)

• MMCAP9

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

Team 4 – Information Technology and Telecommunications− Final stages of drafting printers and multi-function copiers− Leasing under the IT Network Infrastructure STC is available from most vendors.

See the website for details. Follow DFS guidelines for approving the manufacturers lease.

Team 5 – Office Equipment and Services– Drafting is completed on mail services (Pitney Bowes). BC and legal review

prior to launch.– Rental Vehicles ITN: BAFOs will be submitted this week. Includes separate

award for trucks.

Team 6 – Property Insurance & Program Services– New Team Members:

• Holly Merrick, Team Lead – 488-7804 (Services Contracts)• Abbe Justus – 487-0417 (Property Insurance, PRIDE & RESPECT)

– IT Consulting solicitation was withdrawn and new solicitation was launched last week. ALL VENDORS MUST BID TO BE ON THE NEXT CONTRACT. New contract will start 9/1/2009 and avoid fiscal year-end activities in subsequent years.

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• Agenda



• MFMP

• Governance

• Training



MyFloridaMarketPlace

• MFMP Contract Update

• Vendor Information Portal (VIP)

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MyFloridaMarketPlace – Contract Update

• Cost Reduction:– Contract will be renewed through December 8, 2012 (exercised 25

month renewal)– The state achieved a $15.8 million savings over remaining contract

term over FY 07/08 costs– Accenture absorbs billing and collection services (BCS) costs

($537,000)– 3,891 hours added to the contingency budget to provide for ongoing

system enhancements– Upgrade to version 9R1 provided for at no cost (a $3.2 million value)– Savings were achieved without diminishment of any service levels– Cost savings began July 1, 2009– New contract costs are nearly $1 million below the current annual

budget

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MyFloridaMarketPlace – Contract Update

• Improved Terms and Customer Satisfaction – The current termination language and termination

payment provisions were removed and replaced with new termination language that is more favorable to the state

– The state has the opportunity to renegotiate transfer of some outsourced function in-house

– Three performance measure significantly improved performance standards (PM-19, PM-20, PM-21)

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Vendor Information Portal – Coming in Fall

• What’s New?– Automated registration for state solicitation tools via new interfaces that

enroll the vendor in the Vendor Bid System (VBS), MFMP Sourcing, and eQuote from one place. The new interface will help increase registration in the future to further competition for all state business. Today, only 7,000 of the over 100,000 MFMP registered vendors are signed up within VBS.

– Simplified transaction fee reporting form (PUR 3776): includes features such as auto-calculated fields for transaction fee reporting and improved guidance when entering report information. Time reduced from 45 min. to 10 min. on average.

– A printer friendly template will be available providing a consistent look and feel when printing information entered into the application.

– New system architecture and technology improves overall system performance, availability, scalability, and maintainability. This includes enhanced capabilities to interface and communicate with other state systems, such as the Office of Supplier Diversity system.

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Vendor Information Portal – Coming in Fall

• What’s Better?– Updated user interface with a more personalized view. The vendor

interface will be more user-friendly with streamlined navigation. Vendors will have one-stop access to their registration information, current transaction fee reporting requirements, and agency-provided performance ratings.

– Improved navigation and informational tools such as simplified registration instructions and ‘quick links’ that will allow customers to jump to specific areas of the portal.

– Improved registration process via a ‘registration wizard.’ Vendors will also save time as there are fewer clicks and screens required as part of the registration and account maintenance processes.

– Improved commodity code search capability will assist vendors in quickly locating commodity codes applicable to their business.

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• Agenda



• MFMP

• Governance

• Training



Governance

• Chapter 2009-187 (CS for Senate Bill 2188)– Effective July 1, 2009 – Amends Chapter 120, F.S.

• These requirements impact public meetings, hearings, and workshops.– Impact to ITN negotiation team meetings.– Also impacts other evaluation team meetings

constituting public meetings.

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Governance

• Section 120.525(1) , F.S.– Amended to include notice of public meetings on the

agency’s website. – Current requirement to post notice of public

meetings in F.A.W. still in place.– Postings must provide at least 7 days notice.

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Governance

• Section 120.525(2) , F.S.– Requirement for the meeting agenda to be posted

on the agency’s website at least 7 days before the meeting.

– Changes only for good cause, as determined by the person presiding over the meeting, and changes must be stated on the record.

– Also required to post electronic copies of meeting materials, excluding confidential or exempt information, on the agency’s website.

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Governance

• Notice of Proposed Rulemaking for Rule 60A-1.044, F.A.C. filed with F.A.W. for publication on June 26.

• Only impacts state term contracts and current exceptions, not alternate contract sources (ACS) or state purchasing agreements (SPA).

• Technical changes to PUR 1000 and 1001.• Next steps…

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• Agenda



• MFMP

• Governance

• Training



Training Update

• Red Flags of Collusion Training

– Governor Crist’s Florida Office of Economic Recovery

– Chief Inspector General for Governor Crist– United States, Department of Justice, Antitrust

Division– Florida Attorney General’s Office, Antitrust

Division

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Training Update


– Who needs to be trained: Agency procurement and grant officers as well as Inspector Generals and agency auditors

– What are the goals of training: • Prevent collusion and fraud in the process of

awarding contracts and grants. • Investigate possible collusion and fraud in contracts

or grants that have been awarded.

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Training Update

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– Tallahassee – July 28-29, 2009– Jacksonville – September 2, 2009– Tampa – September 10, 2009– Orlando – September 11, 2009– Fort Lauderdale – September 22, 2009– Miami – September 23, 2009

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

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• Agenda



• MFMP

• Governance

• Training



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Next Meeting

August 20, 2009

2:00 – 4:00 pm

Documents

Purchasing Directors’ Meeting July 16, 2009. 2 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing