Purchasing Directors’ Meeting May 21, 2009. 2 Agenda Office Depot Get Lean Florida Program...
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Purchasing Directors’ Meeting May 21, 2009
Purchasing Directors’ Meeting May 21, 2009. 2 Agenda Office Depot Get Lean Florida Program Governance MFMP Commodity Sourcing and Contracting Bureau Technology,
2 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 3
3 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 4
Confidential State of Florida Savings Opportunities May 21,
2009
Slide 5
Confidential Agenda Topics Office Depot Introductions Savings
Opportunities Office Depot Design Print and Ship New State of
Florida Core Florida Minority Toner Demand Management
Questions/Next Steps
Slide 6
Confidential Office Depot Introductions Jim Pollman-VP
Southeast Region Billy Grimmett-Director Public Sector John
Riley-Regional Sales Director North Florida Linda Sykes
Director-Design Print and Ship Morrie Norwood-District Manager
Slide 7
Confidential Design, Print, & Ship Services May 21,
2009
Slide 8
Confidential Can we talk? Digital Printing Savings Focus on
Quick Print/ Digital Printing/ Copy Jobs State has significant
savings opportunities Vendor consolidation Leveraged buying Waste
reduction/ Green effect Shipping Florida is a big state! Reduced
administrative costs Virtual File Cabinet saves time and effort
Leveraged Price Savings Print pricing programs are benchmarked
against key Public Sector contracts to maintain industry leading
pricing Uniqueness of each Agency/Department Met with 4 Departments
Print and Process cost assessment
Slide 9
Confidential Can we talk? Digital Printing Savings Focus on
Quick Print/ Digital Printing/ Copy Jobs Closed Door Regional Print
Facilities 137 Stores Digital Copy Centers/ Florida Networked Web
based Virtual File Cabinet Unique Xerox Certification
Slide 10
Confidential Can we talk? Digital Printing Services Print on
Demand Services Digital Black and White & Color Printing Wide
Format Black and White & Color Printing Binding and Finishing
Services Document Archiving & Storage Web-based ordering via
Online Print Center Expedited Shipping
Slide 11
Confidential Can we talk? Digital Print Order Process
Comparison Contact Print Shop Yes, send file No, multiple options
Source vendors Get quotes/ 2 Individual job is quoted Lose
leveraged spend Apples to oranges? Shipping fees Submit job,
various methods Email, file size issues, Instruction communicated,
Take to printer Picked up Receive job Approve separate invoice
Total usage/spend tracking difficult Contact Print Shop Yes, send
file No, Office Depot Online order Online quote Leveraged pricing
No shipping fees Order confirmation call Receive job Integrated
invoice Usage/ spend tracking CurrentProposed
Slide 12
Confidential Can we talk? Additional Benefits Virtual File
Cabinet offers consistency Instantly latest documents available Pre
Configured documents Approvals same as Office Supplies Time Want it
yesterday syndrome Just in time = waste reduction Delivered where
you want it free!
Slide 13
Confidential Can we talk? Cost Analysis Note: Results may vary
for different HW, annual usage and infrastructure costs.
Slide 14
Confidential Can we talk? Digital Printing Savings Next Steps:
Meet with you to explore your unique Agency/ Department Print
Assessment Total cost of ownership Process Review Virtual File
Cabinet demonstration
Slide 15
Confidential Savings Opportunities New State of Florida Core
5/04/09 Office Depot and DMS Utilized Private Brand and Demand
Management principles to create a revised core Reviewed 2008 Agency
usage trends Focused on high volume Agency usage items Consolidated
spend on best value items where possible Goal of providing better
value, same quality items that can reduce overall State spend
Replace non stocked items with our current product assortment
Minimize price increases, maximize savings opportunity
Slide 16
Confidential Savings Opportunities Florida Certified Minority
Toner Magnetic Imaging Systems Miami Fl Current State Agency sales
of over $1M annually High Quality, Product is Guaranteed ISO 9000;
2000 Certified Qualified spend toward Certified Florida Minority
Businesses Provides 10% to 45% savings over OEM Toner
Slide 17
Confidential Savings Opportunities Demand Management Demand
Management is the process of concentrating spend on the lowest cost
product that performs the function Demand Management provides a
greater savings opportunity than any other method (10%-15% of total
spend) Demand Management can be Suggestive, or Mandated and
requires a willingness to change past purchasing habits. Demand
Management Opportunities State of Florida Core-focus spend on high
use, private brand and lower cost products Florida Minority Toner-
Guaranteed Product, Minority Spend Office Depot Brand
Remanufactured Toner-additional product selections Demand
Management requires a significant amount of analysis, and is best
done at an Agency/Department level Contact your Office Depot
Account Manager for additional information
Slide 18
Confidential Questions/Next Steps
Slide 19
19 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 20
20 Get Lean Florida Program Mary Ann Nealy Get Lean Program
Administrator Florida Department of Financial Services Purchasing
Directors Meeting May 21, 2009
Slide 21
www.GetLeanFlorida.com 1-800-GET-LEAN (438-5326)
Slide 22
Slide 23
Get Lean Suggestion
Slide 24
Gatekeeper
Slide 25
Gatekeeper View
Slide 26
Agency Log-in
Slide 27
Agency Form
Slide 28
Divisions Whats expected: Answers expected within 60 days of
referral (update on activities or final answer) Info received will
be reported monthly to the Legislature and posted to the Get Lean
website so submitters can see answers to their suggestions.
Submitters name redacted statute is clear on name being kept
confidential Biggest challenge - deciphering suggestions and
determining best ways to respond. For DFS Reporting savings. Taking
advantage of opportunities. Following through on implementing the
good ones.
Slide 29
Scheduled Application Improvements June 3,2009: Interagency
Division Contacts We need from you Suggestion Attachment
Capabilities Questions
Slide 30
www.GetLeanFlorida.com 1-800-GET-LEAN (438-5326)
Slide 31
31 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 32
Governance Session concluded May 8, 2009. State Purchasing
analyzed more than 25 bills. 32
Slide 33
Governance SB 2574 The SSRC is tasked with creating, hosting,
and managing a statewide email system. The SSRC is also tasked with
developing enterprise Information Security standards. Agency heads
are required to submit documentation evidencing compliance with the
Information Security standards. 33
Slide 34
Provides special districts, municipalities, and counties with
the ability to piggyback off of each others contracts if the
original contract was competitively procured. 34 Governance SB
712
Slide 35
Requires Joint Legislative Auditing Committee to oversee
website containing each appropriation by state agency,
expenditures, budget amendments, position and rate information for
all positions provided in the General Appropriations Act. The
Committee will suggest including additional state agency
information such as operating fund balance, trust fund balance,
fixed capital outlay project information, 10 year history of
appropriations, links to audits, and descriptions of programs upon
which funds may be expended. 35 Governance SB 1796
Slide 36
Limits state agency authority to enter certain types of
contracts unless granted specific authority in the General
Appropriations Act. Requires the state agency to notify the
Governor and Legislature prior to executing certain contracts.
Requires certain provisions to be included in every contract.
Requires certain approvals/actions by the agency. Requires deferred
payment commodity contracts and consolidated financing agreements
in excess of $500,000 to be expressly authorized by the
legislature. Provides limited exceptions for specific agencies from
provisions in subsection 1 and 2. 36 Governance SB 2694
Slide 37
Bill creating Enterprise Financial Business Operation Office
within DFS. Creates process to review proposed modifications for
related subsystems (like MFMP). This bill did not pass. 37
Governance SB 2574
Slide 38
Governance Rule revision update for Rule 60A-1.044, F.A.C. No
opportunity for changes through legislation during this session.
Insightful comments received as a result of Rulemaking Workshop.
Incorporating the comments/suggestions and revising language.
Revised version to be posted in F.A.W. 38
Slide 39
Governance E-verify E-verify is an Internet based system
operated by the Department of Homeland Security (DHS) in
partnership with the Social Security Administration (SSA) that
allows participating employers to electronically verify the
employment eligibility of their newly hired employees. Contractors
for Federal government contracts are required to use E- verify and
verify employees citizenship/immigration status for all persons
hired during the contract term and all persons performing work
within the U.S. on the federal contract. Its designed to work in
conjunction with the I-9 form. E-verify is free and voluntary and
is an excellent means for determining employment eligibility of new
hires and the validity of their Social Security Numbers.
http://www.uscis.gov/everify 39
Slide 40
40 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 41
MyFloridaMarketPlace Legislative impact to MFMP SP Memo #3 (Not
just a new push for MAs) Feedback on checkbox for attachments DFS
Vendor-add Application Update Demo use of Vendor Admin Tool to
obtain MFMP vendors for bids 41
Slide 42
42 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 43
Commodity Sourcing & Contracting Bureau Contract Updates
Contract Renewals Carpet & Installed Flooring (through May 31,
2010) Solicitations in Progress: Medium & Heavy Trucks (bids
opened on May 6) Bulk Fuel, Gasoline & Diesel (launched
solicitation on May 12) Security Officer Services Solicitations in
Development Tires Construction, Industrial, Agricultural & Lawn
Equipment 43
Slide 44
Commodity Sourcing & Contracting Bureau Activity Updates
Team 1 Energy & Transportation Team Motor Vehicles: In April,
we removed Caruso Dodge from 91 awards. We replaced 87 items with
awards to Beck Auto Sales, Maroone Chrysler-Jeep, and Maroone
Dodge. Notified on May 15 that Maroone Chrysler-Jeep and Maroone
Dodge will be impacted by the Chrysler bankruptcy and will close.
Next action will depend on the timeframe for closure. Beck Auto
Sales will not be impacted. GM will announce dealer closings soon.
We will monitor for impact to the STC. 44
Slide 45
Commodity Sourcing & Contracting Bureau Activity Updates
Team 3 MRO & Law Enforcement Finalizing next action
recommendations for : Tools, Lawn Care Services, and X-ray &
Metal Detectors. Uniforms: we received over 90 responses to our
customer survey. BIG thanks for the feedback. We are finalizing the
next action recommendation now. Drug Screening Services: survey
closed April 30. We are in the process of reviewing and organizing
results. Team 7 SPAs and Special Projects Tissues & Towels: in
negotiations with Dade Paper to reduce pricing and enhance
services. Started quarterly update process for the Florida Climate-
Friendly Preferred Products List. 45
Slide 46
46 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 47
Technology, Office Equipment and Special Programs Sourcing and
Contracting Bureau - Contract Updates Contract Renewals
Multi-Function Copier Devices Management Consulting Services:
Renewal amendments were sent to vendors last week. Will post
renewal prior to 5/31. IT Consulting Services extension through
8/31/09. We will post renewed companies on the bulletin board so
you can issue POs for next fiscal year. New Contracts Mainframe
Software contract Rolling Awards includes: Unisys, Information
Builders and Allen Systems Group Solicitations in Development
Client/Server Software and COTS Software Printing and
Multi-Function Copying Devices Mail Services (Mail Room) P-Card
Services 47
Slide 48
Team 4 Information Technology and Telecommunications Under
negotiations with mainframe software providers Team 4 will handle
IT consulting: 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. Team 5 Office
Equipment and Services FedEx has agreed to waive accessorial
charges for: Commercial Ground Residential for Express only (80% of
residential is express) Lower overall rates (lower than current
WSCA but hirer than previous DHL rates) Rental Vehicles ITN is
underway. Includes separate award for trucks Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau -
Activity Updates
Slide 49
Team 6 Property Insurance & Program Services New Team
Members: Holley Merrick, Team Lead 488-7804 Abbe Justus 487-0417
Ocean/Marine Insurance ITB is underway: Allison Norman 488- 7996
Technology, Office Equipment and Special Programs Sourcing and
Contracting Bureau - Activity Updates
Slide 50
50 Agenda Office Depot Get Lean Florida Program Governance MFMP
Commodity Sourcing and Contracting Bureau Technology, Office
Equipment and Special Programs Sourcing and Contracting Bureau
Reminder About Next Meeting Date Purchasing Directors Meeting May
21, 2009
Slide 51
51 Purchasing Directors Meeting May 21, 2009 Next Meeting July
16, 2009 2:00 4:00 pm