Craig J. Nichols, Secretary Purchasing Directors’ Meeting July 18, 2013

Agenda Announcements & Introductions – Kelley Scott MyFloridaMarketPlace – Kasey Bickley Governance & Professional Development – Veronica McCrackin Bureau Updates – IT/Telecom Bureau – Marjorie Rubenstein – Goods Bureau – Richard Chatel – Services and Special Projects Bureau – Cliff Nilson Hot Topics – All 2

Announcement and Introductions Announcements – Kelley Scott was named Director of State Purchasing and Chief Procurement Officer on July 1, 2013 Introductions – Judson Freeman - MFMP Sourcing Analyst 3

MyFloridaMarketPlace Team Changes – Judson Freeman has joined the team in our Sourcing Analyst role. – Anne Rabon has left DMS; we are currently advertising her role. Enhancement Updates: MFMP will be implementing two enhancements at the end of July – CR 180: Extend Buyer Timeout – CR 185: Add Minority Code to Sourcing Vendor Search 4

MyFloridaMarketPlace MFMP Utilization Update – Agencies continue to improve utilization of MyFloridaMarketPlace. – Several large agencies showed great improvement on the June 15 scorecard: o DCF is green in Metrics 1-4 o DOR is at 77% for Invoicing, up from 3% in October 2012 – Phase One and ongoing support agencies have reached their target full utilization dates, and most are on target to be green in the August 15 scorecard. MFMP Training – July and August trainings have been posted to the MFMP website. 5

MyFloridaMarketPlace MFMP had another successful year-end: – Processed more orders in a shorter timeframe than last fiscal year. – Marked 52,780 encumbrance lines as “carry forward,” a 12% increase over fiscal year – Processed 12,672 orders marked as “delay purchase until” July 1, a 13% increase over last fiscal year. – Processing took 10 ½ hours, more than a five hour savings compared to last year. – A 9% decrease in failed order processing. – Brought the system back up at the start of business on July 2, ahead of schedule. 6

MyFloridaMarketPlace The Department of Management Services intends to sunset MarketView in the coming fiscal year. We plan to sunset the system in two phases. Phase One – Starting in September 2013, once the FACTS purchase order functionality goes live, MarketView customers will be directed to FACTS for purchase order information. – Historical PO information will no longer be available through MarketView; however, agencies can access PO information using MFMP system search features, MFMP Analysis or MFMP Secure Reports. Phase Two – In July 2014, we will sunset the vendor search and commodity code functionality of MarketView in conjunction with the implementation of the commodity code restructuring project. 7

Governance & Professional Development Legislative Changes - Summary HB1309ER- Procurement of Commodities and Contractual Services, now Chapter HB85ER – Public-Private Partnerships, now Chapter Disclaimer: The following PowerPoint slides are a summation of the respective bills and do not address every amendment or change to the law. Review the actual law with legal counsel to thoroughly understand the implications for your unit. 8

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Creates a new public record statute related to contracts, Section , Florida Statutes. Each public agency contract for services must include provisions that require contractors to comply with public records. 9

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends Section , Florida Statutes regarding agreements funded with state or federal assistance. Amends agency agreements that provide state or federal financial assistance to include the following additional provisions specifying that: –the financial consequences that apply if the recipient or subrecipient fail to perform the minimum level of service. Section (1)(c), F.S. –a recipient or subrecipient may expend funds only for allowable costs resulting from obligations incurred during the agreement period. Section (1)(d), F.S. –any balance of unobligated funds or funds paid in excess must be refunded to the state agency. Section (1)(e)&(f), F.S. 10

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends Section , F.S. by modifying existing definitions and defines a new term. –Amends the definitions for : o Best value o Electronic posting o Extension o Request for quote –“Governmental entity” – a political subdivision or agency of this state or any state of the United States, including, but not limited to state government, county, municipality, school district, nonprofit public university or college, single purpose or multipurpose special district, single purpose or multipurpose public authority, metropolitan or consolidated government, separate legal entity or administrative entity, or any agency of the federal government. 11

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends Section , F.S., for the procurement of commodities or contractual services –For invitation to bid adds that the “the contract shall be awarded to the responsible and responsive vendor who submits the lowest responsive bid.” Section (1)(a)4.,F.S. –Deletes the requirements that the written determination for an emergency procurement of commodities or contractual services must be certified under oath. Section (3), F.S. –Deletes the requirement for the Department of Management Services to review and approve agency single source requests that exceed category four. Section (3)(c), F.S. 12

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends Section , F.S., for the procurement of commodities or contractual services –Extension of contracts can also occur for commodities and the extension is not only subject to the same terms and conditions of the initial contract but also “any written amendments signed by the parties.” Section (12), F.S. –Renewal of contracts are subject to the same terms and conditions of the initial contract including “any written amendments signed by the parties.” Agencies can also renegotiate lower pricing at renewal if the contract was the result of a competitive solicitation. Section (13), F.S. 13

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends (14), F.S. Not effective until December 1, Grant and contract managers in charge of contracts in excess of $100,000 annually must be Florida Certified Contract Managers (FCCM). They must be certified within twenty-four months of the Department of Management Services and Department of Financial Services establishing FCCM requirements. Section (14)(b), F.S. 14

Governance & Professional Development Chapter Procurement of Commodities and Contractual Services (formerly HB 1309ER) Amends , F.S. Contract document –Emergency procurements do not require certification but rather a written statement. Section (2), F.S. Creates Section , F.S., permitting the Chief Financial Officer to audit contracts for internal controls. –CFO will present report to agency head. –Agencies have 30 days after receipt of report to provide a response or rebuttal. 15

Governance & Professional Development Chapter Public-Private Partnerships (formerly HB85) Creates section , F.S. Creates an alternative procurement process and requirements for public-private partnerships to facilitate the construction of public- purpose projects. Creates a Partnership for Public Facilities and Infrastructure Act Guidelines Task Force to recommend guidelines for the legislature to consider for the purpose of creating a uniform process for establishing public-private partnerships. 16

Governance & Professional Development Professional Development Update: The calendar of professional development certifications for the fiscal year is being developed. The final Professional Development calendar will be published on our website by the end of August Be on the look out for the Professional Development survey. The first needs assessment will be sent to purchasing directors regarding Florida Certified Contract Managers in August. We are scheduling interviews for four professional development staff: two curriculum designers and two instructional and educational coordinators. 17

Governance & Professional Development Guidebook Update Guidebook revisions are scheduled for August. In preparation for the August 2013 revisions, please submit any suggested edits or changes to by Tuesday, July

IT/Telecom Bureau Contracts recently amended – Microsoft Licenses - The Enrollment for Education Solutions (EES) has been added to the contract under the Master Business Agreement ( ). Contracts to be renewed in next 6 months – Network Infrastructure ( ) Solicitations under development – Commercial Off-the-Shelf Software (COTS) to replace current ACS ( ACS) 19

Goods Bureau Recently Completed – Industrial Equipment & Tool Rental ACS ( ACS) – Auto Parts ACS signed this week – Punch-out catalog for bulk paper ( ) Upcoming Procurements – Live Capture Fingerprint Equipment – Natural Gas (Capacity Management) – Motor Vehicles – Carpet – Tires Upcoming Renewals – Medium & Heavy Trucks ( ) – Medical & Dental Supplies ( ) – Office Consumables ( ) 20

Services and Special Projects Bureau Updates Security Officer Services – Universal Protection Service has replaced Allegiance Security Group, LLC ( ) Review of IT Staff Augmentation Justification Form 21

Services and Special Projects Bureau Solicitations Under Development PCard Mail Services Security Officer Services Equipment Maintenance Management Services Contingent Labor – Temporary Staffing – Information Technology Staffing – Health Care Staffing 22

Services and Special Projects Bureau Solicitations Under Review Custodial Services Satellite Communications Disaster Management Services Solicitations Under Protest Management Consulting and Auditing Services Pharmaceutical GPO 23

Hot Topics Open Discussion 24