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Chad Poppell, Secretary
Purchasing Directors’ Meeting
January 21, 2016
Agenda• Welcome – Roz Ingram
• Introduction of New Staff
• Rule Repeals – Bruce Conroy
• Market Research – Cliff Nilson
• Office of Supplier Diversity – Hue Reynolds
• Training – Daniel May
• Legislative – Leigh Anne Frechette
• MyFloridaMarketPlace – Judson Freeman
• Bureau Updates
• Procurement Assistance Workgroup (PAW) – Ann Reeves
2
Welcome
3
Introduction of New Staff
4
RULE REPEALS
I. 60A-1.007 Standards and Specifications II. 60A-1.026 Interagency Planning and Cooperation
• What?
• Why ?
• How?
6
Market Research
• Determine how best to procure what we need.
• Research what is available in the marketplace.
• Understand the dynamics of the marketplace that will affect price, quality and availability.
• Adjust our purchasing to reflect the realities of the marketplace.
• Satisfy our customer with the goods and services they need.
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Market Research--Goals
• We know what we need.
• What we need is available and reasonably priced.
• The marketplace is fair and competitive.
• The way we bought it last time is the best way to buy it.
• If I do a competitive procurement, I will get a good deal.
8
Market Research--Assumptions
• What do I really need to buy?
• How are other states and governments buying this?
• How do private businesses buy this?
• How does the method of buying affect the result?
• Are there changes in the marketplace I need to consider?
• Be curious and you will be rewarded with better information and will be able to provide better service.
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Market Research--Questions
What do our customers want and need?
• Customer surveys and focus groups• Analysis of historical spend
What do vendors in the market have to offer?
• Vendor surveys and RFI’s• Industry profiles
10
Market Research--Sources
What are the market trends and industry profiles?Included are market shifts that will affect price, availability and service and delivery models.
• Hoovers• IBIS• Gartner (and other IT specific companies)• Vendor websites• Industry Associations• Google• Wikipedia• Talk to people who are buying and selling what you want
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Market Research--Sources
What are other states, agencies and governments doing?• FACTS• MFMP• State and local government websites• NASPO• NIGP• FAPPO• Other government associations• Talk to people who are buying and selling what you want
What are pricing and cost trends?• Bureau of Labor and Statistics
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Market Research--Sources
Rental Vehicles:
Knowing what was available at what price framed both the solicitation document and the negotiations. Target specifications and target pricing made negotiations more fruitful.
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Market Research--Examples
Multifunction printers:
Industry shift to remote printing and multi-function devices completely changed pricing and service models.
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Market Research--Examples
Management Consulting:
Review of vendors in market and their scope of services allowed us to narrow the solicitation to services actually requested by state agencies.
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Market Research--Examples
Equipment Maintenance Services:
Research clearly showed the dominance of a few vendors and the pricing they were providing. Result was adoption of ACS instead of state term contract.
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Market Research--Examples
Legal Research:
Research showed industry dominance by category. The result was to separately procure those items which were competitive and provide other alternatives for those which were not.
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Market Research--Examples
Questions?
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Market Research
Office of Supplier Diversity
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• New logo
• Annual Report
• Supplier Diversity Exchange
Supplier Diversity Exchanges
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• Feb. 11 - Pensacola
• March 22 - Jacksonville
Professional DevelopmentFlorida Certified Contract Manager (FCCM)
• In 2015, a total of 1,334 certifications have been issued.
• Tallahassee classes (4) are at capacity through the end of this quarter (January through March). More focus will be on Tallahassee courses beginning in April.
• Travel:
• January: Orlando for 4 total sessions.
• February: Miami for 4 total sessions.
• March: Tampa for 2 total sessions
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Professional DevelopmentFlorida Certified Contract Negotiator
• FCCN initial course is in active development
• Conducted a pre-pilot course with 26 individuals last week.
• Working to incorporate recommendations into the content and structure.
• Plan for formal pilot and beta sessions in March.
• FCCN Re-certification course
• Working on setting the schedule for 2016.
• Will offer quarterly
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Professional DevelopmentOther Programs
• Project Management Professional
• Working to establish vendor for Examination Preparation course.
• Will send out rosters for updating in the near future.
• Procurement Course
• Have outlined core content and developing learning objectives
• Will continue to build course over next few months
23
Legislative Update
24
Leigh Anne Frechette
MFMP Utilization Scorecard
The First Quarter Scorecard is available on the MFMP website.
Utilization for Purchase Orders/Contracts and Invoicing continue to exceed 80%.
Utilization for Catalogs and Receiving have dropped below 80%.
Average agency eQuote utilization has dropped below 50%.
The MFMP team distributed best practices in early January to assist agencies with utilization.
The next Quarterly Scorecard will be available in mid-January.
25
MFMP Training
The MFMP team will be training in Ft. Lauderdale on March 1st and 2nd and Lake City on April 27th and 28th.
Surveys were distributed to agency customers to determine the training curriculum and training location.
MFMP team is revamping all in-person training to accommodate more hands on system exercises.
For more details on the training curriculum and to register for training opportunities, please visit MFMP U.
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MFMP Annual Survey Results
The MFMP team distributed the 2015 customer survey on October 12, 2015 to a broad base of agency customers.
Surveys were distributed to agency liaisons and customers that submitted at least 10 requisitions or invoices during FY2014-2015.
The team received 830 surveys responses from 30 different agencies.
80% of purchasing customers and 84% of finance and accounting customers who responded have been using MFMP for over 2 years.
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MFMP Annual Survey Results
Overall Customer Satisfaction with MyFloridaMarketPlace is 93.92% for 2015.
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24
12
24
163
240
134
11
3
5
26
71
46
0 50 100 150 200 250 300
No Basis
Very Dissatisfied
Dissatisfied
Moderately Satisfied
Satisfied
Very Satisfied
Overall Satisfaction with MFMP
Invoicing Purchasing
MFMP Annual Survey Results
The MFMP team developed an action plan to address feedback received.
MFMP will increase the number of in-person contract training opportunities beginning in Q3 to support contract utilization.
MFMP will continue to provide commodity code training and tips to assist customers in identifying the proper commodity code for their purchases.
MFMP will discuss customer requests for additional catalogs and review catalogs in development during the Q3 Customer Roundtable.
MFMP will work with agency liaisons to review expectations and best practices as customers indicated that they do not always receive communications from their liaison.
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IT and Special Projects BureauSolicitation Updates
• IT Staff Augmentation RFP - Original RFP “Reject All” posted on December 9, 2015.- Rebid to be released in January 2016.- Anticipated contract start date September 1, 2016.
• IT Independent Validation and Verification (IV&V) RFP- Currently in Award Phase.- Anticipated contract start date July 1, 2016.
Upcoming Renewals • IT Research & Advisory Services - 1 year renewal anticipated.• Land Mobile FM or PM Communications Equipment - 1 year renewal
anticipated.
30
IT and Special Projects Bureau
Upcoming Alternate Contract Sources
• IT Products & Services (US Communities) – reprocured by Fairfax County,
Virginia.
• NASPO ValuePoint Managed Print Services – new.
• NASPO ValuePoint Public Cloud Hosting Services - new.
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Goods and Services Bureau
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Active Solicitations
• Bulk Paper
• Released in November 2015
• Reverse Auction
• Anticipated award scheduled for January 2016
Alternate Contract Sources
• Lawn Care Services – executed on 1/7/2016
• Statewide award
• Valid until 2020
• 5 renewals available
• 6 vendors on contract
Upcoming Solicitations in Development
• Document Management Services
• Office Consumables
• Medium and Heavy Trucks
Upcoming Alternate Contract Sources
• Courier Services
• Contractors, Fedex and UPS
• Better rates than existing STC and effective 1/29/2016
• Floor Coverings with Related Supplies, Equipment and Services
• Same vendors on existing ACS at same rates – valid until 3/2017
Goods and Services Bureau
33
Contract Management BureauNew Contracts• PRIDE new 5 year Contract Effective Feb 2016 anticipated• Bulk Paper
• Reverse Auction • Intent to Award to be posted late Jan 2016• Start Date Mar 25, 2016
Renewals • Office Furniture & Files (425-001-12-1 )
• Effective Mar 1 2016• 56 Vendors
• Boat Motors• Effective Mar 1, 2016
Extensions• IT Consulting Services
• Extension will be effective 2/29/2016 through 8/31/2016• 266 vendors
34
Procurement Assistance Workgroup (PAW)
SharePoint updates
• Years Collected
• Contract Review Tracking
Update to years collected
New fields have been added to capture FY 2016-17 and FY 2017-18
FY 2015-16 has been amended from ‘FY 2015-16 through end date’
Update to Contract Review Tracking
This was previously used to track the count of identified contracts and their progression. This is no longer required. The count of reported contracts for the scorecard will be done by DMS. Agencies are no longer required to complete the contract review tracking.
Next Meeting
• March 17, 2016
• Please send suggestions regarding what you would like to talk about.
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