Purchasing Directors’ Meeting March 19, 2009. 2 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing

Purchasing Directors’ MeetingMarch 19, 2009

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• Agenda

• Commodity Sourcing and Contracting Bureau

• Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau

• MyFloridaMarketPlace

• Governance

• Training & Certification

• Reminder About Next Meeting Date


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• Agenda




• Governance




Commodity Sourcing and Contracting BureauContract Updates

• Contract Renewals– Tires (through April 30)– Batteries, Dry Cell & Rechargeable (through 2/13/10)

• New Contracts– MRO Air Filters (effective 01/26/09)– Motor Vehicles (effective 2/24/09)

• Solicitations in Development– Security Officer Services– Tires– Medium & Heavy Trucks– Construction, Industrial, Agricultural & Lawn Equipment– Gasoline & Fuel Oil

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Commodity Sourcing and Contracting BureauActivity Updates

Team 1 – Energy & Transportation Team– David Bennett will manage the P-card solicitation.

Team 2 – Furnishings & Institutional Supplies– Plan to merge lawn equipment into the new construction equipment

contract; will pursue short term renewal for lawn equipment.– Working with DOH to transition management of dietary supplements STC.

Team 3 – MRO & Law Enforcement– Pricing decreases for two body armor contractors.– Drug screening services survey

Team 7 – SPAs & Special Projects– Quarterly update to Green Products List posted 2/10/09– New contract management duties for:

• Donna Smith: Medical & Dental Supplies, Lab Equipment, ACS Defibrillators

• Charles Day: Office Paper, Tissues & Towels• Trey Collins: Pharmaceuticals 5

Commodity Sourcing and Contracting BureauHot Topic – NASPO Stimulus Website

NASPO has developed a web resource for states relating to federal stimulus spending efforts. See state websites, OMB guidelines and updates, national organization communications, and updates.

http://www.naspo.org/content.cfm/id/stimulus

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• Agenda




• Governance




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

• Contract Renewals– None To Report

• New Contracts– Audio/Visual Equipment

• Michelle MacVicar 414-6131

• Solicitations in Development– Client/Server Software– Printing and Multi-Function Copying Devices– IT Consulting Services– Management Consulting Services– Rental Vehicles– Mail Services (Mail Room)– P-Card Services

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Team 4 – Information Technology and Telecommunications– Posted award for Microsoft Reseller: Currently under protest. Will

extend current contract if necessary – Posted evaluation and rankings for mainframe software ITN– Team 4 will handle IT consulting

Team 5 – Office Equipment and Services– Under evaluation for additional vendors on library materials contract– Contract Assignments:

• Two paper contracts to Charlie Day• Lab and Med/Dental Supplies to Donna Smith• MMCAP Pharmaceutical to Trey Collins• Fran Shewan to take contracts from Gary McGee. Will transition in

next 60 days.

Team 6 – Property Insurance & Program Services– Ommet Mbiza has left DMS to work for Citizen’s Insurance– Michael Bailey accepted a scholarship to University of Florida

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

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• Agenda




• Governance




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SPURS Sunset

• We’ve come a long way with sunsetting SPURS– No agencies are purchasing through SPURS– All agency permissions in SPURS removed

except for P-Card vendor adds– SPURS access reduced from 2,237 to 293

• There is no funding for SPURS after July 1, 2009

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SPURS Data

• When SPURS is shut down, SPURS data will no longer be available

• Option:– DMS will create a MS Access database and place on

CD for each agency (offers searching capability)

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SPURS Sunset – DFS Statewide Vendor File

• DMS/DFS MOU:

– DMS and DFS have been working very hard over the last few months to transition the vendor maintenance from SPURS to FLAIR

– MOU addresses commitment between DMS and DFS to transition the Statewide Vendor file to FLAIR

– Employee Interchange Agreement – staff being hired

– The FLAIR Statewide Vendor file will contain edits/enhancements required by DFS to meet Internal Revenue Service requirements and prepare for the 3% withholding law (Note: Federal stimulus delayed implementation date to January 1, 2012, but did not remove requirements)

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SPURS Sunset – DFS Statewide Vendor File

• DFS will provide communication concerning the transition in April

• DFS will publish policies and procedures for the transition in May

• DFS will meet with agencies as needed by June 15

• The transition should be completed by July 1

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SPURS Sunset – DFS Statewide Vendor File• Phase II:

– Development of an on-line W-9 form within the MFMP Vendor Registration System

– Enhancement to the batch interface between MFMP and FLAIR to:

• Transmit the W-9 data• Set MFMP vendors to a “pending” status until a W-9 has

been received and validated by DFS/ A&A– Non-MFMP vendors: Set to a “pending” status until a W9 has

been received and validated by DFS/ A&A– Enhance FLAIR to prevent processing vendor payments when

the Statewide Vendor record is in “pending” status

• Phase III:– Enhancement to standardize and validate address format:

• For MFMP Vendor Registration System• FLAIR Statewide Vendor file (online and batch interface)

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• Agenda




• Governance




Governance

• Proposed rule change for Rule 60A-1.044, F.A.C.

• Rule development workshop held March 17 to discuss proposed language

• Next steps: – Review comments and suggestions from workshop– Revise language, if necessary– File final version with F.A.W.

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• Agenda




• Governance




Training & Certification

• Purchasing Certification’s will be five years old on August 19, 2009.

• State Purchasing is in the process of creating on-line training for the required recertification seminars.

• All Purchasing Certifications between August 19, 2009, and August 18, 2010, will be renewed for a one year period.

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Training & Certification

• Requirements– Currently employed with the state or a political

subdivision– Current CPPB/CPPO where previously required– Led one or participated in three or more federal, state

or local government negotiated procurements during the proceeding five (5) year certification period

– Training will not be required for this one year period– An application will be sent to all expiring

certifications for this one year period

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• Agenda




• Governance




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Next Meeting

April 16, 2009

2:00 – 4:00 pm

Documents

Purchasing Directors’ Meeting March 19, 2009. 2 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing