• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
Bureau A Contract Updates
• New Contracts:– Ammunition & Officers’ Equipment, effective 9/30/08– SPA for Pagers & Paging Services, effective 9/26/08
• Contracts in Development:– Floor Maintenance Machines: current STC expires on 11/24/08– SPA for Reclaiming Mercury: current SPA expires 10/31/08– MRO: expires 11/13/08
• Contract Expirations:– SPA for Portable Air Conditioners expired 10/02/08
• Solicitations in Development:– Motor Vehicles
• Jim Den Bleyker, 488-8367
Bureau A Activity Updates
• Energy & Transportation Team:– Gasoline & Bulk Fuel: temporary pricing adjustments update– Boat Motors: requested price adjustment for Yamaha products– Daimler Notice: Sterling products discontinued
• Furnishings & Institutional Supplies Team:– Floor Machines: upcoming ITN
• MRO & Law Enforcement Team:– Ammunition: product/posting issues– Can Liners: pricing adjustments– Uniforms: requested pricing adjustments
• SPAs & Special Projects Team:– Green Products List: STC web page enhancements– Security Guard Services – GSA Schedule 84 approval
Bureau A Hot Topics
• GSA Schedule 84– Approval update– Next steps
• Security Services & Systems – Results from the Purchasing Directors survey– ACS review of DMS contract– Next steps
Bureau A Hot TopicGSA Schedule 84
• Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response.
• October 2008: the Local Preparedness Acquisitions Act (HB 3179) opened all Schedule 84 products and services to states & local governments as part of the GSA Cooperative Purchasing Program.
• http://www.gsa.gov/cooperativepurchasing
Bureau A Hot TopicGSA Schedule 84
• Next Steps:
– State Purchasing approval
– State Purchasing Memorandum and guidelines for use
Bureau A Hot Topic Security Services and Systems
• Results of Purchasing Director Surveys
• ACS Review of DMS Security Guard Services contract
• Next steps
Bureau A Hot Topic Security Services and Systems
• Results of the Purchasing Directors Survey
– Need Systems?: 90% say yes*– Need Unarmed Guards?: 90% say yes– Need Armed Guards?: 50% yes, 50% no– Need Consulting?: 90% say no– Interested in GSA 84?: 50% yes, 50% maybe
*Varying levels of sophistication
Bureau A Hot Topic Security Services and Systems
• What do the results point to?
– Possibility for leverage in the Security Guards category
– No leverage opportunities in the Consulting Services category
– Definite common need for Security Systems, but varying sophistication needs may fragment leverage opportunities
– GSA 84 may provide short-term or maybe long-term solutions
Bureau A Hot Topic Security Services and Systems
• ACS Review of DMS Security Guard Services contract
– Issues
• Scope of DMS contract is tight• Vanguard will not extend DMS pricing to other
entities
Bureau A Hot Topic Security Services and Systems
• Next steps:
– Security Guard Services• State Contract effort• Timeframe: begin November 2008• Need agency reps for committee• Donna Smith, 488-8855
– Security Systems• Exploring resource capabilities for a STC• GSA 84 may provide a short-term remedy
Bureau A Hot Topic Security Services and Systems
• GSA 84 Re-cap
– Top 5 Florida vendors are awarded.• Sonitrol, Siemens, Honeywell, Simplex, ADT
– FAR requires SOW and 3 quotes
– .75% Industrial Funding Fee will be applied
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
Bureau B Contract Updates
• New Contracts– PCs, Laptops and Monitors: 250-040-08-1 (Remember separate
contracts/contract numbers for new IT Hardware contracts and differences in ordering process)
– MAC-OS, Supplemental Award STC #250-040-08-1, PCs Laptops & Monitors
– Ruggedized Supplemental: Pending award– IT Hardware Network Infrastructure: 250-000-09-1
• Mark Foss, 488-1086– Telephony Contract, VoIP and Legacy Maintenance for PBX/Key:
730-000-09-1 • Mark Foss, 488-1086 – Nortel, Avaya, Cisco and Siemens
(Nortel award was delayed) – Online Legal Database: Lexus/Nexus, West Law, D&B (single)
report. • Ommet Mbiza, 488-7804
• Renewals– Avis Rental Vehicles: Pending Mgt. Approval
Bureau B Contract Updates
• Contract Expirations– Old IT Hardware, July 31st (Printers temporarily to ACS)– BMC Software ACS: Extension until Software Phase 1 completed– IBM Software ACS: Extension until Software Phase 1 completed
• Solicitations in Development– Audio/Visual ITN to replace current contract
• Michelle MacVicar, 414-6131– Microsoft Licensing
• Lori Potts, 487-4196– P-Card: Specs received from DFS, launch October 27th
• Ommet Mbiza, 488-7804– Quick Copy Services (was a SPA)
• Gary McGee, 487-6592– Mail Services
• Gary McGee, 487-6592
Bureau B Activity Updates
• Technology & Telecommunications Team– Software Phase 1: Mainframe – Responses are due October 21st
– Software Phase 2: Distributed Network – Launch TBD• Lori Potts, 487-4196
– Software Phase 3: COTS Software – Early 2009• NOTE: New Software Contracts could include full line of awardees’
software products if negotiations are successful– Profiling for Printers
• Office Supplies & Equipment, Avis, Pharmaceuticals Team– DHL Zip Code tool online for service reduction– Reviewing an Enterprise ACS for FedEx via WSCA– Printing Services: internal/external profiling underway– MeadWestvaco Punchout will be ready before next PD Meeting (REALLY!)
• Special Services, Property Insurance, PRIDE and RESPECT Team– IT Staff Augmentation (Project Area 4) to be separate STC from “Project
Solutions” under IT Consulting Services (Project Areas 1, 2, and 3)
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
Florida Certified Contract Negotiator• Sheryl S. Bray, SJRWMD • Julie M. Lauder, DJJ • Vagillia F. Taylor, Seminole County • Linda Jeethan, City of Coconut Creek
Training and Certification – August 2008
Florida Certified Contract Manager• Delores D. Harper, DEP • Robert G. Farr, DCF • Carrie F. Woodell, City of Winter Park • Hawiane F. Tidwell, Marion County BOCC • Lisa J. Spillman, Seminole County BOCC • Katherine S. Kleehammer, DOR • Gloria M. Garcia-Foote, Seminole County • Carol S. Shoaf, City of Vero Beach • Fran Shewan, DMS State Purchasing • Rebecca J. Morrison, Hillsborough Community College • Penelope Burger, SFWMD • Rene Barnard, DeSoto School Board • Dee Fort, DMS
Training and Certification – August 2008
Florida Certified Purchasing Manager• Hawiane F. Tidwell, Marion County BOCC
Florida Certified Purchasing Agent• Hawiane F. Tidwell, Marion County BOCC
Training and Certification – August 2008
Florida Certified Contract Negotiator• Spencer S. Kraemer, DMS • Holly A. Raphaelson, City of Sunrise • Catherine E. Richards, SFWMD • Nora W. Laudermilk, City of West Palm Beach • Mary L. Meier, SFWMD • Penelope Burger, SFWMD • Bernadette M. Harrison, SFWMD • Bonnie M. Batchelor, SFWMD
Training and Certification – September 2008
Florida Certified Contract Manager• Michele A. Staffieri, DCF
• Alissa M. Slade, DOS
• Jacqueline G. Pittman, DFS
• Michele A. Rawlins, Polk County BOCC
• Angela M. Hawkins, Polk County School Board
• Andrea B. Simpson, DMS
• David R. DiSalvo, DMS
• John W. Stanley, DMS
• Jane E. Hurley, City of Ocala
• Terry L. Park, City of St Cloud
• George A. Rozes, DFS
• Pamela J. Martin, DFS
• Mary L. Smith, DCF
• Thomas G. Egler, DFS
Training and Certification – September 2008
Florida Certified Purchasing Manager• Carrie F. Woodell, City of Winter Park
Florida Certified Purchasing Agent• Delores D. Harper, DEP • Richard J. Vojtas, SFWMD
Training and Certification – September 2008
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
ITFlorida’s Mission is to “Make Florida A Leader in High Tech Advancement”Keynote by US Senator Bill Nelson
The Government Technology Leadership Award recognizes an innovative IT initiative or solution for its contributions to a state or local government agency’s mission accomplishment, services to the public and cost effectiveness.
On October 6, 2008, the 2008 IT Innovation Award for Public Service was awarded to the Department of Management Service’s state eProcurement system, MyFloridaMarketPlace.
IT Florida said: DMS’ has the most sophisticated and extensive state eProcurement system in the nation. MyFloridaMarketPlace automates the entire procure-to-pay life cycle, making the system a “smarter, better, faster service.” DMS is transforming how Florida purchases goods and services. MyFloridaMarketPlace helps stimulate investment in new purchasing technologies and build business relationships, thereby enabling Florida to act as a single entity, ultimately reducing the costs of goods and services to the State.
ITFlorida Names DMS Government Technology Leadership Award Winner for MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
Training Initiative
The DMS MFMP Team began conducting regularly scheduled training in August 2008. These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency
The following training is being offered monthly, in Tallahassee, through May 2009:
* Training sessions to be offered statewide
To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at http://dms.myflorida.com/buyertoolkit
Analysis* Approver Invoicing* New Requester*
Refresher Requester* Secure Reports* System Administration Train the Trainer (under development)
Statewide training sessions are scheduled to be offered in the following cities through FY 08/09 :
Tampa (August 2008) COMPLETED Ft. Lauderdale (October 2008) Jacksonville (November 2008) Orlando (January 2009)
Pensacola (March 2009) Ft. Myers (April 2009) Miami (May 2009)
Kasey [email protected] 850-294-0494
Attorney General & Legal Affairs
Children & Families
Citrus Education Financial Services Legislature Lottery
Persons With Disabilities
State Courts Veterans Affairs
Debbie [email protected] 850-414-1882
Agency for Health Care Admin
Business & Professional Regulations
Corrections Division Of Admin Hearings
Fish & Wildlife Florida Parole Commission
Florida School For Deaf & Blind
Highway Safety Management Services Military Affairs Revenue
Audrey [email protected] 850-488-8440
Transportation
Rachael [email protected] 850-414-6735
Environmental Protection
Anne [email protected] 850-294-0739
Agency For Workforce Innovation
Community Affairs
Elder Affairs Executive Office Of The Governor
Health Juvenile Justice Law Enforcement
Public Service Commission
State
Agency Liaisons
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
System Enhancement Update
Change Request 44 – Legislature Data Scoping
The Legislature is now on MFMP!
Customizations were made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by executive agencies in MFMP
Legislature will only be able to search and view their records
Executive branch agencies will not be able to search or view Legislature records
Legislature went “live” with MFMP September 29, 2008
Legislature issued their first purchase order on September 30, 2008
System Enhancement Update
Change Request 45 – Service Disabled Veterans Business Enterprises
Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement process
Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise
Two new business codes will be added to Vendor Registration:
W = Service-Disabled Veteran Business Enterprise, Certified
Y = Service-Disabled Veteran Business Enterprise, Non-Certified
This change will be effective by November 11, 2008 and is on schedule
A scope increase required by OSD and DVA (164 hours to 407 hours) was absorbed by DMS State Purchasing (no Contingency Budget funds used)
System Enhancement Update
CR 36: Make the encumbrance number the direct order (DO) number
The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated.
Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, ….).
When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.
Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.
This change will be effective in the third quarter of the fiscal year
DEP, DOH, DJJ, and DEA make up the design approval team
CR 47: Add PO line item description to SPURSView
MFMP does not send the line item description information to DMS to display in SPURSView. Since this is the public portal and vendors often use SPURSView to view DO information, it would be helpful if MFMP sent this data to DMS so it could be displayed with the rest of the DO information in SPURSView
This change request will not be retroactive
Before proceeding with these changes, the CRB will have to approve
System Enhancement Update
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
Updates to Web Pages and Tools
MFMP (General)
New Training division home, with links to both buyer and vendor training opportunities
Updated project information, contact information and page archiving
Streamlined page navigation for all customers
Buyer/Vendor portals off of DMS home page
Updates to Web Pages and Tools
Buyer
New Buyer home page, complete with Buyer training information
New Training Opportunities page, with links to upcoming available trainings around the State
Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids
Updates to Web Pages and Tools
Vendor
New Vendor home page, complete with Vendor teleconference series information
New comprehensive Vendor toolkit, including a communications bulletin board
Updated Vendor FAQs, pertaining to individual common questions
Upcoming Plans
Future Updates: Revise Buyer FAQs Utilize Training home page, posting all upcoming
opportunities for customers
Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks”
Better to let your fingers do the walking!
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
SPURS Sunset Update
SPURS Sunset Activities:
Closing out of open SPURS POs was recently completedexcept DOAH, FSDB & OLS
We have met with DFS to discuss the new application for entering payee information Follow up meeting was held on 9/24/08 This will be the replacement for SPURS vendor adds The new application should be available by the
beginning of the new calendar year Spurs Sunset Group was held on 9/16. The results of that
meeting will then be discussed with the CRB.
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
Reporting Initiative
The DMS MFMP Team launched a Reporting Initiative to:
Conduct research on the current reporting tools
Identify agency customers’ reporting needs
Educate customers on the available reporting tools
Identify any shortcomings of the current state of reporting
Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers
Reporting Initiative
Secure Reports Training: Developed in an effort to keep customers educated on the
current reporting tools available
Several trainings have been conducted thus far
Helps customers understand:• What reports are used for• How to access and use secure reports• How to request additional reports
Will lead to:• Increased customer awareness• Increased use of MFMP tools and resources• Customers ability to perform day-to-day tasks more
efficiently and effectively
Reporting Initiative
MFMP Reporting Survey:
Developed to identify agency customers’ reporting needs and expectations
Was administered Monday, August 25, 2008, and ended Friday, October 3, 2008
Addresses each of the MFMP reporting tools: System Searches Analysis And Customer Requested Reports
Results will lead to an increase in reporting training requests
Reporting Initiative
What’s Next?
Follow-up/data compilation Secure Reports Training feedback Analysis Reporting Training feedback
Development of the MFMP Reporting website All MFMP and related Reporting tools in one location Located on the Buyer Toolkit
Development of job aids/tutorials Reports Job Aid (update) System Searches Job Aid (update)
Secure Reports module in OnDemand Training
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
OPPAGA was charged with doing a study on the next generation of MFMP BCP, International Ltd. (BCPI) was the consultant selected by OPPAGA to do
the study BCPI was charged to study MFMP and provide recommendations in five
possible areas: Consider continuation of current contract for 2 years Consider replacement of contract with new contractor (dependent upon
bid results) to run operation Consider insourcing current operation Consider hybrid approach of outsourcing some current activities and
insourcing other activities Consider a new approach
MFMP began providing information to BCPI about 9/8/08 BCPI will be contacting users for interviews and MFMP will communicate in
advance Report due 2/1/09
MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Training Update
System Enhancement Updates
Web Page Updates
SPURS Sunset Update
Reporting Initiative
OPPAGA Study
Questions / Open Discussion
MyFloridaMarketPlace
Contact Us
If we can assist you in any way, please email
[email protected]; or please feel free to contact us directly:
Walt Bikowitz Chief, State Purchasing [email protected](850) 488-7809
Rachael Lieblick Operations Manager [email protected](850) 414-6735
Debbie Gries Process Manager [email protected] (850) 414-1882
Eric Swanson Vendor Manager [email protected] (850) 487-9981
Amy Smyth Communications
Specialist
[email protected] (850) 294-3080
Audrey Hughes Reporting
Specialist
[email protected] (850) 728-4226
Kasey Bickley Purchasing Process Specialist
[email protected] (850) 294-0494
Anne Rabon Finance and Accounting Process Specialist
[email protected] (850) 294-0739
Customer Service Desk (CSD) CSD [email protected] (866) 352-3776
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
Governance
• Single Source Process– Want to ensure compliance with statutes and rules and
encourage competitive purchasing whenever possible
– State Purchasing’s role is to approve the single source process and not justify the validity of the single source purchase (i.e. whether the purchase is a “true single source”)
– It is important to ensure that State Purchasing has a current Agency Authorization Designation (PUR 7077) on file. This form is utilized to designate authority for:
• Single Source purchases• Emergency purchases• Contract Non-Compliance Notification
Governance
Post the PUR 7776 for 7
business days
Did the agency receive questions,
concerns, or comments?
If yes, address the issues raised and make the determination of whether to
continue with a single source procurement or whether to
competitively procure.
If no, proceed.
After the 7 day PUR 7776 posting is complete, send the approved PUR 7776, a copy of the agency advertisement, the PUR 7777, signed by the agency head or
their designee as designated on the Agency Authorization
Designation (PUR 7077) and the Attestation of No Conflict (PUR 7662) signed, at a minimum, by
everyone listed on the PUR 7776, to
DMS, within 21 days, approves or disapproves the
PUR 7777 and returns to the requesting agency.
If approved, post the PUR 7778 for 3 business days.
If disapproved, address
deficiencies and resubmit the
revised packet to DMS for review.
Proceed to contracting.
Single Source Process for Purchases Exceeding Category Four
• Agenda• Bureau A• Bureau B• Training and Certification• MFMP• Governance• Reminder About Next Meeting Date
Purchasing Directors’ MeetingOctober 20, 2008
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