Tallahassee Area Chapter of NIGP WWW.TACNIGP.COM Newsletter March 2014

President’s Message

Donna Smith, CPPO, CPPB, FCPA, PCPM

Happy Procurement Month, everyone!

It’s a pleasure to serve as your 2014 President and your Board has an exciting year in

the planning and is anxious for your participation.

The challenges and uncertainties sure to come our way also bring opportunities and

adventures. Focus on continuing to provide value to your organizations and fellow

members with your expertise, experience, dedication and professionalism.

Our Reverse Trade Show date has been already set. Save the date – Tuesday April 8,

2014!

A big thank you to everyone that donated food items for the 2013 Holiday Drive!

Together, we donated 133 pounds to the Second Harvest of the Big Bend.

Our first 2014 general meeting will be held on Tuesday January 14 at 11:30 A.M., at

the Capital City Country Club. This is a new venue for some us and Diana has placed a

map and directions on the website. I hope to see you there.

Your 2014 Board is already hard at work to bring you interesting and informative

programs this year and we invite your comments, suggestions and feedback.

"Be at war with your vices; at peace with your neighbors, and let every New Year find

you a better man."

-- Benjamin Franklin

2 TALLAHASSEE AREA CHAPTER OF NIGP

Speaker – March Meeting

Thompkins W. White, Esq. Thom White practices as an in-house counsel for Citizens Property Insurance

Corporation, a Florida state entity. Thom was admitted to the Bar in 1998 and has provided advice and representation to companies and government agencies on

matters related to business formation, capitalization, employment, litigation,

regulatory compliance, technology law, intellectual property and procurement. At Citizens, Thom’s focus is on complex technology procurement matters.

Thom is a member of the Florida Bar and is admitted to the state and federal

courts of Florida. Thom has a B.S. in Business Administration with a major in

Computer and Information Science, and a Juris Doctor, both from the University of Florida. Thom is BV rated by Martindale-Hubbell.

REPRESENTATIVE AREAS OF EXPERIENCE

Technology (licensing, use policies, internet provider liability) Intellectual property (identification, protection and licensing of patents,

trademarks, copyrights and trade secrets) Insurance regulatory and compliance

Administrative representation and litigation (OIR, DFS, DOAH, OCC, FDIC)

Civil litigation (contracts, employment, personal injury, collections, real property, insurance coverage)

Entity formation (corporations, LLCs, partnerships, trusts, joint ventures) Capitalization through private placements and IPOs

Director & officer Liability Public company reporting (Forms 10Q, 10K, 8K, etc.)

Mergers & acquisitions with focus on technology companies

3

Birthdays

Fran Shewan 1-Mar

Mable Jones 10-Mar

Sandra Rogers 14-Mar

Theresa Williams 15-Mar

Randy Chapman 16-Mar

Bill Spencer 21-Mar

Robert Threewitts 27-Mar

Keith Milton 31-Mar

PURCHASING MONTH PUZZLE Z K B E L X A D Q D N B P A

I F R B D B Y B I E H E G U

D E I F I T R E C U Y A I W

R Z L K L F A R J K G R N W

G N O I T A C I F I C E P S

I F F C R P R Y S D Z Y C G

E V S O E Y E L G R N U A A

M F W N Q K S K N O E B R R

F G S T U S A E M V P D D Y

Y D C R E K H E P F R R R U

Q I I A S S C W M S H M O O

X B H C T T R Y Z S A P C M

F J T T U S U U R V N P P F

B C E F H P P B Y E K Y S H

BID

NIGP

BUYER

ORDERS

BUYWEEKLY

PCARD

CERTIFIED

PURCHASER

CONTRACT

REQUEST

ETHICS

RFP

GOPRO

SPECIFICATION

4 TALLAHASSEE AREA CHAPTER OF NIGP

FAPPO’S 47th ANNUAL CONFERENCE & TRADE SHOW

April 13-16 2014 West Palm Beach Marriott

Trade Show is April 14 at the Palm Beach County Convention Center

Please see brochure at the end of this newsletter

for more information.

Chapter’s Budget

Checking Account: $15,369.36 Savings Account: $115,719.27

TACNIGP Post Office Box 922 Tallahassee, FL 32302 Phone (850) 414-6148

E-mail info@tacnigp.com

We’re on the Web! See us at: www.tacnigp.com

5

Leon County Civic Center Chapter Meeting

February 11, 2014

President Donna Smith called the meeting to order at 12:05 p.m. Pledge: Jessie Moseley, Department of Corrections Invocation: David Callaway, Department of Transportation The January Chapter minutes are in the newsletter. Donna was happy to see the new faces and guest. David introduced the new member and guests. David stated we have a group of attorneys that were present. Donna stated that will vote in Sharita Newman as our New Treasurer. Vice President, Lori Newman stated we will have training at the end of March and need 8 people for the class Strategic Performance Planning. Sharita Newman gave the Treasurer’s Report. Committee Reports Membership Committee – Diana Trahan, Chair – Information in Newsletter Reverse Show - Jessie Moseley, Chair – Jessie is looking for committee members. If you would like to join, please contact Jessie and you can go online to sign up. Pro D – Lori Newman, discussed training class earlier Nominating Committee – Gloria Dixon, Chair – No Report Scholarship Committee – Claudia Cooper, Chair Communications Committee – Diana Trahan, Chair – In Newsletter Volunteer Committee – Brenda Wells, Chair – contact Brenda to volunteer for the Reverse Trade Show. Donna introduced our Speaker, Ommet Mbiza of Citizens Property Insurance and spoke on Bid Protests. He spoke on cases from the Division of Administrative Hearings. Per Chapter 120, once bid is posted, Vendors have 72 hours after opening to file a protest. They can protest on the specs being too restrictive, brand names/or equivalent, experience. A protest before the bid opening is easy to correct with issuing an addendum. Most protests are after bid opening: accepting or rejecting late bids, responsiveness and responsibility of the bidder which may be financial or technical, if they met the requirements of the solicitation and if we can waive minor irregularities. Mr. Mbiza displayed a chart that illustrated the numbers of bid protests, per year, since 1975. The Division of Administrative Hearings handles about 25 protests a year; the number peaked in 1990 and has gradually been going down ever since. Chapter 287 maximizes the competition. Mr. Mbiza went over several Facts of Bid Protest such as: *Experience and references – mandatory* *Signing of Drug Free Form* *Completion of Felony Conviction Form* *Bid Delivered to correct building but wrong office* *Bid arriving 5/10 minutes late* *Mandatory Pre-Bid Meeting* When reviewing your bids, try and maximize the competition and consider any minor irregularities that can be accepted. Use discretion when reviewing your bids and document your files. Donna thanked our Speaker. Mable did the drawing for next months’ free lunch. Ticket #730 was the winner. Meeting adjourned at 12:50 p.m. Respectfully submitted, Dalphine Clack Chapter Secretary

6 TALLAHASSEE AREA CHAPTER OF NIGP

TACNIGP Board Meeting 4:00 p.m., Tuesday, February 4, 2014

Tallahassee/Leon County Procurement Office

Members present: Donna Smith, President, Lori Newman, Vice President, Gloria Dixon, Board Member, Jessie Moseley, Board Member, Claudia Cooper, Board Member, Brenda Wells, Board Member, Sharita Newman, Treasurer, Diana Trahan, Communication Chair and Dalphine Clack, Secretary. Call to Order at 4:01 p.m., by Donna Smith Approval of the minutes for January Board meeting was canceled until a later date. Officer Reports Donna did not have a chance to do the role and responsibilities for committee chairs and will get it complete with some backups when needed. Will have ready by the next Board Meeting. Treasurer sent budget and Sharita Newman sent her bio to Donna. Lori spoke about the training she went to and will have more training which is a year’s worth, ongoing and to put this cost in the budget, $299.00 for training and extra for the flight, once a year. Lori suggested that we put this in the budget and they suggested that we do an assessment thru Gallop (book) and what each person does. Lori stated she took the test for Controller, very interesting and learned how to get people to volunteer for shorter periods. You have to purchase the $17.00 book thru Amazon. Donna shared that training under scholarship should cover leadership. Donna will do the certificates for training and Lori will assist. The budget was motioned by Jessie and seconded by Lori and approved. No secretary report Committee Report Reverse Trade Show – needs to be on the website and call Mike, he will be working with Jessie. Office Depot will be a sponsor for 2014. Scholarship Committee – no report. Education & Prof. Committee – Lori is working on getting sponsors, and to book for Friday the 14th. Will call Capital City Country Club and will get a speaker. Working to get this complete, if not, will be a workshop. Some of the sponsors have not responded or agreed. She attended the leadership training and stated that the attendance was good, some from Canada and throughout the United States. Everyone shared their ideas and feedback with suggestions on how to increase membership. Should review mission statement and make sure our mission is on target and what committees we want. Get younger people to become involved, social media (Facebook, Twitter, etc.) Meeting consisted of older people and some have mentoring programs to get younger people involved. Mentoring is something you really have to work on. The younger generation will volunteer for a shorter period of time, no chair and we have to let them know what is involved. Communications Committee Diana – monitor website. The website has changed and need a calendar. Will need to communicate with each other as to what you want on the website. Membership Committee Donna is working on membership. Jessie will be contacting people. Diana is watching what is going on and has deleted some expired members. Sent an email to people that have not renewed in two years. Jessie will register her people and let each person pay. Volunteer Committee Jessie needs help for the Reverse Trade Show and she has a few volunteers. Keith Roberts will teach his class on How to do Business with Government Entities. Old Business Donna will get Sharita Newman information in the Newsletter and will be voted on March 11th. Sharita had questions about the Annual Report, the fiscal address, signature cards. Donna stated they would be going to the bank shortly. Everything can be sent to Sharita work email. Diana needs all officers picture. New Business Donna will be working on Certificates of Appreciation for Speakers and changing location of meeting. Donna suggested Betty Easley Center but 45 minutes away for some Board Members maybe an inconvenience. Meeting adjourned at 4:50 p.m. Respectfully submitted, Dalphine Clack Chapter Secretary

7

NATIONAL PURCHASING MONTH

March is National Purchasing Month. However, purchasing is a critical function to all state agencies, counties, cities and

school districts throughout the year. In these tough economic times, it is most important for each Entity to educate those

around us as to why proper purchasing is more valuable now than ever before.

Purchasing/Business Services Departments (Purchasing) require a specialized group of exceptional professionals with skills

and knowledge to help keep our Entities legal and above reproach. There is an established body of knowledge associated

with procurement including standards, models and “best practices” for all aspects of procurement. While striving to obtain

the highest value for our scarce budget dollars, Entities are bound by Federal, State, Board of Education and our own policies

and regulations that must be followed. Each Entity needs to have the professional procurement staff that knows how to

implement these procedures and pledge to help each of Entities through the procurement process in a fair, transparent and

accountable manner.

By working collaboratively with the end-user, Purchasing will not be the “road block” to their latest immediate need. When

Purchasing is brought into the picture at the outset of the procurement, the Department can assist with the procurement, and

more than likely, can save money as well as precious resources and still bring the project in on time. Purchasing should be

contacted when budget dollars are known and, together, decisions can be made about the vendor(s) you would like to

investigate.

By bringing Purchasing into the procurement early on, we can ensure the procurement process is not only compliant, but

less evasive and time consuming in the overall scope of the project. It is the responsibility of Purchasing to review each, and

every, procurement in a fair and ethical manner prior to issuing a purchase order and/or contract which, will in turn, keep the

procurement legal, efficient and above reproach.

President Obama has stated that we as Americans must all take our responsibilities very seriously. Purchasing is responsible

for reminding everyone on an on-going basis that all purchasing actions have ramifications. We can’t stress enough the

statement “If you don’t want to see it in the headline of our local paper, don’t do it”. This statement is critical to each and

every purchase we make.

Entities are guided in procurement procedures by several established principles. These guiding principles include but are not

limited to:

Conducting all procurement in accordance with Florida State Law, rules, regulations and Governing Board policies.

Obtaining the best quality for the best price in a timely manner, when needed.

Maximizing and encouraging fair competition, and providing interested and qualified vendors with an opportunity to offer

their products and/or services to the District.

Purchasing should adhere to these principles each and every day to make every purchase efficient and cost-effective as

possible.

April 13-16, 2014 | West Palm Beach, FloridaWest Palm Beach Marriott

ConFerenCe registrAtion

Florida Association of Public Procurement Officials

47th Annual Conference and Trade Show

sUnDAY - APriL 13, 20149:00 - 1:00 PM Board Meeting

1:00 - 6:00 PM Registration

2:30 - 3:30 PM Procurement Issues Round Table Discussion Wendy Geltch, C.P.M., CPPO, CPPB, FCCM, Retired and Dick Cummings, Retired

6:00 - 9:00 PM Special Event Get ready to get down with Motown! Featuring the Mo-town group No Drama, Inc. that has performed in Disney World and on ABC Network. Dress is casual.

MonDAY - APriL 14, 20147:00 - 11:00 AM Registration

7:30 - 8:00 AM First Timers Orientation Wendy Geltch, C.P.M., CPPO, CPPB, FCCM, Retired

8:00 - 9:00 AM President's Welcome and Breakfast Cheryl Shanaberger, MPA, CPPO, City of Port St. Lucie

Mayor's Welcome to West Palm Beach Jeri Muoio, West Palm Beach Mayor

Nominations David Bennett, MBA, CPPO, FCCN, PMP®, State of Florida DMS

FAPPO Updates David Bennett, MBA, CPPO, FCCN, PMP®, State of Florida DMS

9:00 - 10:00 AM Keynote Address Marcheta E Gillispie, CPPO, C.P.M., CPPB, CPM, Director of Procurement - City of Tucson, President of NIGP

10:00 - 10:45 AM State of Florida Update TBD

10:45 - 11:15 AM Relocate to Palm Beach Convention Center

11:15 - 1:00 PM Mayor's Welcome to Palm Beach County Priscilla Taylor, Mayor, Palm Beach County

Doing Business with Government and Lunch Government Panelists will include a City, County, School (K-12) and University

1:00 - 5:00 PM FAPPO Annual Trade Show

tUesDAY - APriL 15, 20147:00 - 4:00 PM Registration

8:00 - 9:00 AM Continental Breakfast

8:30 - 10:00 AM Red Flags of Collusion Lizabeth A. Brady , State Attorney General's Office

10:00 - 10:15 AM Break

10:15 - 11:30 AM The Cooperative Option, What Should I be Look-ing For?

Moderated by the State of Florida with NIGP, National Purchasing Partners (NPP), National Joint Powers Alliance (NJPA), U.S. Communities, WSCA-NASPO, City of Plant City, City of Tampa

11:30 - 12:00 PM Break

12:00 - 1:00 PM Annual Business Meeting and Lunch

1:00 - 2:00 PM Is There Life After Purchasing? Warren Geltch, CPPO,CPCM, C.P.M., Retired

Info Tech Procurement: Focusing On Software Solutions

Tabatha Freedman CPPB, MBA, County of Volusia

How To Use Your Challenges & Problems To Gen-erate Real Solutions

Steve Carnell, CPM, FCPM, Collier County

47th Annual Conference and Trade Show

Schedule At A Glance

2:00 - 2:15 PM Break

2:15 - 3:15 PM Prevent Bid Protests - Avoid These Common Purchasing Errors

Ommet Mbiza, CPPO, PMP®, Citizens Property Insurance

Procurement In The Florida College System Mark Lovell, PMP®, CPPO, CPPB, FCCN, FCPM, Daytona State College

Define & Communicate Value Cliff Chroust, MBA, PMP®, State of Florida DMS

3:15 - 3:30 PM Break

3:30 - 4:30 PM Notes From a Hearing Officer David Nash, CPPO, CPPB, Retired

Specifications and Methodologies Marian Pace, CPPO, CPPB, City of Punta Gorda

Public Private Partnerships in FL Elysha Luken Esq.

6:00 - 9:00 PM Presidential Banquet and FAPPO Awards

WeDnesDAY - APriL 16, 20147:00 - 11:30 AM Registration

7:30 - 8:30 AM Continental Breakfast

8:30- 9:00 AM Challenged to Change Rick Grimm, CPPO, CPPB, NIGP

9:00 - 9:30 AM NCPPC Survey Job Description Dr. Cliff McCue & Cheri Alexander, C.P.M., CPPB

9:30 - 9:45 AM Break

9:45 - 10:45 AM The Wonderful World of Web-Based Meetings Theresa Webb, CPPO, CPPB, C.P.M., FCCM, Hillsborough Airport Authority

Is There a RFP in Your Future? David Nash, CPPO, CPPB, Retired

Best Practices FAPPO Best Practices Winners

10:45 - 11:00 AM Break

11:00 - 12:00 PM Managing In The New Procurement Environ-ment

Althea Pemsel, C.P.M., A.P.P., City of Winter Park

Navigating Bid Protests, from the Protestor's Point of View

Mark Stempler & William Cea Esq

Change Management Cheryl Olson, CPPO, C.P.M., FCCN, Brevard Public Schools and Rhonda S. Ulmer, C.P.M., CPPO, FCCN, Retired

12:00 - 1:00 PM Lunch

1:00 - 2:30 PM Update on Ethical Issues in Public Procurement Suzanne D'Agresta, Brown, Garganese, Weiss & D'Agresta, PA

2:30 - 3:00 PM Closing Session

47th Annual Conference and Trade Show

Schedule At A GlancetUesDAY - APriL 15, 2014 (continued)

follow @FAPPO_Inc for news, resources and updates about Florida Association of Public Procurement Officials and the Annual Conference.

“Like” the Florida Association of Public Procurement Officials page on Facebook to see how others are discussing and sharing news.

registrAtion ForM47th ANNUAL CONFERENCE AND TRADE SHOW • WEST PALM BEACH, FLORIDA • APRIL 13 - 16, 2014

Name (last, first) ____________________________________________________ Certification(s) _____________________________

Name to be printed on badge ____________________________________________________________________________________

Title _______________________________________ Agency/Organization ______________________________________________

Guest Name __________________________________________________________________________________________________

Mailing Address ______________________________________________________________________________________________

Phone ( _________ ) _____________________________________ Fax ( _________ ) _____________________________________

E-mail Address _______________________________________________________________________________________________

Any special dietary needs or special accommodations you may require? ______________________________________________

___________________________________________________________________________________________________________

Is this your first FAPPO Conference? Yes No

FULL registrAtion: Conference Program, Trade Show, Special Event and Banquet*Cancellation Requests for Refund shall be received by FAPPO no later than MArCh 14, 2014. NO REFUNDS WILL BE ISSUED AFTER THIS DATE.

Early Bird Registration Fee Fee if Received *Prior to 3/21/2014 after 3/21/2014

FAPPO Member........................................................................$300.00........................$350.00........................ ... $ __________ FAPPO Bucks (Deduct) .......................................................................................................................................... $ __________ Non-member fee......................................................................$475.00........................$500.00 .......................... $ __________

one DAY registrAtions: Includes any meals and events scheduled for that day.FAPPO Members Sunday ($50) Monday (Free) Tuesday ($175) Wednesday ($175)Non-Members Sunday ($50) Monday (Free) Tuesday ($250) Wednesday ($250)

totAL: .......................... $ __________

PAYMent inForMAtion*Payment shall be PostMArKeD (if mailed) or reCeiVeD (if credit card) prior to the eArLY BirD registrAtion DAte to receive the discounted rate. FAPPo Fein: 59-2615678

PAYMent BY CheCK: Enclosed is my check or money order, payable to FAPPO, Inc. in the amount of $________________________

CHECK PAYABLE TO: FAPPO, Inc.MAiL to: FAPPO, 8875 Hidden River Parkway, Suite 300 #3059, Tampa, FL 33637

PAYMent BY CreDit CArD:Charge my VISA MASTERCARD AMERICAN EXPRESS

Amount Authorized: __________________ Card Number: ________________________________________ Exp. Date: ____________

Name on Card: _________________________________________ Signature: _____________________________________________

eMAiL CoMPLeteD ForM toexecdirector@fappo.org or FAX: 813.333.1767

Challenged to Change

Attendee Participation AcknowledgementRegistering for the FAPPO Annual Conference and Trade Show indicates acknowledgement of participating in FAPPO events and activities at the attendee’s own free will and intentional act. Attendees should be aware that possible physical injury could occur as a result of participation in these events. Attendees acknowledge freely and knowingly and that they are able to participate in FAPPO events and hereby assume responsibility for their own well-being. Attendees also agree not to allow any other individual to participate his/her place without written notification to FAPPO.

FAPPO plans to take photographs at the Annual Conference and Trade Show and reproduce them in FAPPO educational, news or promotional material, whether in print, electronic or other media, including the FAPPO website. By participating in the Annual Conference and Trade Show, you grant FAPPO the right to use your name, photograph and biography for such purposes. All postings become the property of FAPPO. Postings may be displayed, distributed or used by FAPPO for any purpose.