Purchasing Directors - Department of Management Services

Purchasing Directors’ Meeting January 16, 2014 Craig J. Nichols, Secretary

Agenda • Introductions & Welcome Comments – Kelley Scott • MFMP – Kasey Bickley • Professional Development & Governance – Veronica McCrackin

• Bureau Chiefs - New Contracts, Renewals, and Upcoming Solicitations • Hot Topics – All

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Introductions and Welcome Comments • Introductions – Bob Fierro, Category Manager, Professional Services – Terry Goodwin, Category Manager, Fleet, Energy & Law Enforcement – Greg Bunn, Category Manager, Supplies

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MyFloridaMarketPlace Utilization Update • We continue to see improvements in MFMP utilization. – We have wrapped up utilization efforts with Phase 3 agencies and are working on the utilization support strategy for the 2014 calendar year. – We will continue to focus on eQuote activities and will be scheduling an eQuote focus group meeting later this month.

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MyFloridaMarketPlace Training • Training dates in Tallahassee for January – March 2014 have been posted on the MFMP website. • The MFMP team is conducting statewide training in the Ft. Lauderdale/Miami area at the end of January. Registration is available on the website, and a communication was sent to purchasing and finance and accounting liaisons. • We are in the process of updating the Buyer and system administrator manuals and drafting a comprehensive Sourcing manual.

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MyFloridaMarketPlace CR 155: Commodity Code Restructuring • We have finalized the UNSPSC code set and the mapping from FLID (current custom codes) to UNSPSC, and they are posted on the MFMP website. • We will be communicating with agency system administrators this week to schedule a system administrator focus group in February to begin reviewing the changes to agency workflows.

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MyFloridaMarketPlace eInvoicing Initiative • Over the next calendar year, the MFMP team will be working with Ariba to increase the number of vendors electronically invoicing through MFMP. • We have identified a group of roughly 800 vendors, divided into three waves, that we will work to enable. • These vendors include both commodity and services vendors.

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MyFloridaMarketPlace MarketView Sunset • On December 16, DFS went live with PO information in FACTS. • Later that week, the PO search and reports functionality was disabled in MarketView. • We continue to work towards disabling the commodity code search and the vendor search at the end of the fiscal year. The new UNSPSC codes will be available on the UNSPSC website. Vendor search will be available through VIP. • Customers can search VIP using the username and password “publicuser”. If access is needed to see the vendor’s FEIN, the agency system administrator will need to request the access from the MFMP Customer Service Desk.

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Professional Development Needs Assessment Results On November 8, 2013, the Professional Development Team issued a needs assessment survey to all state agencies. The survey’s purpose was to determine the number of state employees who need certification or recertification as contract managers or negotiators. The cumulative survey results are reflected in the chart below. FCCM Course

FCCN Course

Existing

New

TOTAL Existing

New

TOTAL

209

1,816

2,025

213

341

128

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Governance Legislative Session 2014 and Rule Revisions • Legislative Session 2014 – Senate Bill (SB) 0606/Senator Clemens – Governmental Ethics

• Rule Revisions – Rule 60A-1.011 Identical Evaluation of Responses – Rule 60A-1.041 Solicitation Requirements – Rule 60A-1.045 Single Source Purchases of Commodities and Contractual Services – Rule 60A-1.046 Emergency Purchases of Commodities and Contractual Services

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Services and Special Projects Bureau Solicitations • PCard – Responses received on January 14, 2014

• Pharmaceutical GPO – DOAH hearing concluded

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Services and Special Projects Bureau Upcoming Solicitations • Mail Services – Conducting customer meetings to review scope of work – Anticipate launching RFP in February

• Equipment Maintenance and Management Services – Surveyed agency users – Currently researching options

• Temporary Staffing – Met with agency users to determine need – Working on proposed solutions

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Services and Special Projects Bureau Updates • Management Consulting/Financial & Auditing Services – – – –

State term contracts are effective January 15, 2014 Management Consulting - 973-000-14-01 Financial & Performance Auditing - 973-000-14-02 Customer and vendor orientation on January 23, 2014

• Mail Services (991-530-12-1) vendor Pitney Bowes Management Services notified us that they have officially changed their name to Novitex Management Services, Inc. We are currently reviewing documentation and will post a bulletin board notice and notice on the State Purchasing contract website once the change is approved.

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IT/Telecom Bureau Solicitations • Commercial Off-the-Shelf Software ITB (01-252-035-M) – Responses submitted January 6, 2014

• Network Infrastructure ITB (15-250-000-X) – Anticipate release this month

Renewals • Land Mobile FM or PM Communications Equipment (725-500-12-1) – Planning to renew through June 29, 2016

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Goods Bureau Actions Completed • Motor Vehicles (071-000-14-1) – awarded and posted • Construction, Industrial, Agricultural & Lawn Equipment (760-000-10-1) – renewed through June 30, 2015 • Library Materials (715-001-07-1) – renewed through February 28, 2015

• Shredding ACS (DOR 06/07-36 – ACS) – extended through June 2014

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Goods Bureau Upcoming Renewals • • • •

MRO (450-000-11-ACS) – renewing through February 2017 Boat Motors (120-440-08-1) – renewing through March 2015 Body Armor (680-850-11-1) – renewing through January 29, 2015 Mail Processing Equipment (600-760-11-1) – renewing through February 19, 2015 • Tires (863-000-10-1) – plan to renew through February 2015 • Bulk Paper (645-120-10-1) – plan to renew through March 2015 • Equipment and Tool Rental (518-410-13-ACS) – plan to renew through March 2017

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Goods Bureau Upcoming Solicitations • Capacity Management & Natural Gas – ITB release – February 2014 – Award projected – May 2014

• Live Capture Fingerprint Equipment – ITB release – February 2014 – Award projected – May 2014

• Carpet – ITN release – April 2014 – Award projected – October 2014

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Hot Topics

Open Discussion

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