Chad Poppell, Secretary Purchasing Directors’ Meeting March 19, 2015

Agenda Introductions & Welcome Comments – Roz Ingram Procurement Assistance Workgroup – Office of Fiscal Integrity Updates – Li Liu MFMP – Cliff Chroust and Judson Freeman Professional Development, Governance and Rules – Veronica McCrackin Bureau Chiefs - New Contracts, Renewals, and Upcoming Solicitations Hot Topics – All 2

MFMP Utilization  As of November 2014, full utilization has been achieved (80% or greater) for Purchase Orders/Contracts, Invoicing, Catalogs and Receiving.  Average agency eQuote utilization continues to exceed the 50% target set for December 2014, measuring 58% for the January Scorecard.  The MFMP team continues to reach out to agencies with lower utilization.  Quarterly Scorecard delivery 3

MFMP Enhancements CRs Implemented Dec. 18, 2014 CR # Description Hours 186 Add PO Start/End Dates to Analysis Included in Amendment I 212 Flag IR’s reassigned by DFS auditors 240 4

MFMP Enhancements CR #DescriptionEstimated Hours Estimated Implementation 266 Support DFS Object Code Conversion 736 Release April 9, Requisition Mass Edit of Vendor Location 144 Release April 9, Add a new Contract Type value to the Contract module No cost (under 40 hours) Release April 28, Scope Object Code Chooser and Support Non- encumbered conversion of Req./PO 244 Release April 9,

MFMP Vendors Annual Vendor Inactivation On Feb. 26, 2015, MFMP completed the annual vendor inactivation process. −41,571 locations inactivated In order to be inactivated, these locations have not had: −A purchase order in MFMP −A payment in FLAIR −Or made any account updates in the past two fiscal years Vendors who were inactivated can re-register their account with updated information at: 6

Vendor Engagement Initiative The MFMP vendor team will re-engage our vendor community through a multi-faceted approach, including: Increased vendor communications −Updated welcome −Vendor surveys and feedback −Social media presence New Vendor Training −MFMP TV – short YouTube trainings −Expanded online trainings Increased Vendor Utilization −eInvoicing campaign −Catalog expansion 7

DFS Object Code Standardization MFMP will work with DFS to support agencies with the object code conversion. Manual updates to MFMP POs can be completed by initiating a change order and updating the object code. -MFMP users with the CO No Workflow permission can update the object code field without re-generating the PO approval flow. -A change order job aid for this conversion project is available at ion. ion 8

DFS Object Code Standardization MFMP will coordinate with DFS to convert the remaining encumbered MFMP POs with agency unique object codes. MFMP will use the file DFS provides of the “A” encumbrances converted in FLAIR and update the object code including: Encumbrance numberEncumbrance line number Agency unique object code“New” statewide object code OCAExternal Category External ObjectExternal General Ledger 9

DFS Object Code Standardization To further assist agencies in their conversion, MFMP has identified a way to support agencies with a large number of unencumbered POs. At the agency’s request, MFMP will update the agency unique object code to the “new” statewide object code on unencumbered POs and associated requisitions for the current fiscal year. −MFMP will extract agency mapping from FLAIR via MRE and leverage that map for the unencumbered Req/PO conversion The only field that can be systematically converted through this option is object code. Other fields like OCA, External Category, External Object and External GL cannot be updated through this conversion. 10

DFS Object Code Standardization If your agency wishes to participate in the unencumbered order and requisition conversion, the purchasing or F&A director needs to: -Send an to the MFMP inbox, requesting MFMP convert these files. Updates will be made during the same planned MFMP downtime used to convert encumbered POs. Existing invoice reconciliation (IR) line items will need to be manually changed. New IR’s will default the object code based upon the respective order or contract details. 11

Professional Development Professional Development Certifications – FCCM Jan. 27, Official launch of initial FCCM Feb. 19, Certificates for Q2FY14-15 were distributed to purchasing directors. In the future, certificates will be distributed at the meetings. March 1, invitations for Q4FY14-15 were transmitted using Event Brite. Working with DFS to establish calendar for Q1FY Continuing to work on curriculum for FCCM - Recert. The division is extending the certification expirations dates of Florida Certified Contract Managers to allow for continued curriculum development. 12 Florida Certified Contract Manager Certifications Expired or Expiring by:Extended to: June 30, 2015Dec. 31, 2015

Professional Development Professional Development Certifications – Initial FCCM Statistics* Invitations sent by Quarter *The chart includes all classes from October 2014 to February Third Quarter Fourth Quarter Total Invitations Total Invited Total Attendees Total "No Shows" Seat Utilization Total Certifications Pass Percentage % % 13

Professional Development Professional Development Certifications – FCCM Invitation and Registration Process PDs are provided a proposed invitation list prior to beginning of a quarter for review and changes. During the review period, unlimited changes may occur. After final roster is submitted to DMS, only changes for employees who are leaving the agency are accepted. For quarterly updates, only changes to that quarter’s roster should be provided. Changes to the master roster will be completed on an annual basis (next needs assessment will be July 2015). 14

Professional Development Professional Development Certifications – FCCM Invitation and Registration Process Sample Invitation Quarterly invites using Event Brite Invitees are given 30 days to register for a class during a respective quarter 15

Professional Development Professional Development Certifications – FCCN & PMP FCCN pilot and beta sessions occurred in January and February 2015, and the team is now focused on improving the course based on feedback. The next PMP class will convene in April Candidates identified and invitations sent on March 19, Mandatory orientation for participants will occur on March 27, 2015, from 10:00 am - 12:00 pm. 16

Services and Special Projects Bureau Solicitations P-Card – Negotiations phase Rental Vehicles ITN – ITN launched in August – Four responses received – Negotiations phase Broker of Record for Excess Property Insurance – ITN launched Feb. 10, 2015 – Responses due April 24, 2015 Broker of Record for Bridge, Property, and Business Interruption – ITN launched Feb. 10, 2015 – Responses due March 10,

Services and Special Projects Bureau Updates Postal Mail Services ( ) – Executed Jan. 1, 2015 – Ends Dec. 31, 2017 Security Officer Services ( ) – Executed Dec. 15, 2014 – Ends Dec. 15, 2016 Custodial Services ( ACS) – Executed Dec. 23, 2014 – Ends Jan. 31, 2019 Online Legal Database Services ( ACS) –Previous STC expired Feb. 18, 2015 –DMS established a new enterprise ACS agreement for investigations –Executed Feb. 19, 2015; ends Dec. 21, 2018 –DMS did not procure a new STC for online legal research 18

Services and Special Projects Bureau Updates Management Consulting ( ) – Vendor reports show widely varying numbers of RFQs received – Low reported number – 17; Highest – 87 – Contract requires RFQs be sent to all vendors Financial & Performance Audits ( ) – Vendor reports show widely varying numbers of RFQs received – Low reported number – 2; Highest – 16 – Contract requires RFQs be sent to all vendors Fuel Card Services ( ) – The contract expires Aug. 5, 2015 – Five years of renewals are available Telephonic Interpretation Services –DMS is working with WSCA on procurement –DMS may establish a new enterprise ACS agreement if results favorable 19

IT/Telecom Bureau Updates Microsoft License, Maintenance & Services ( ) – Extended for six months – Expiration date now Sept. 30, 2015 IT Research and Advisory Services ( ACS) – Renewal in progress Miscellaneous IT Equipment (250-WSCA-10-ACS) – NetApp Inc. added to the contract – Minnesota is extending contracts with the current vendors through Sept. 30,

IT/Telecom Bureau Updates Data Communications Products and Services ( WSCA-14-ACS) – Mitel Business Systems has been added – Waiting on a Participating Addendum from Avaya Inc. Audio and Video Equipment and Accessories ( ) – Renewed for two additional years – Expiration date now Feb. 18, 2017 Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services ( ) – Renewal in process for two additional years – New expiration date will be Aug. 3,

IT/Telecom Bureau Solicitations Licensing Solutions Providers of Microsoft Software and Services ( L) – In the evaluation stage of the solicitation process Under Review IT Disaster Recovery ( ) – Contract expires Aug. 8, 2015 – Five years of renewals available 22

Goods Bureau Solicitations Pest Control ITB released Feb. 25, Tires –STC extended until Aug. 28, 2015 –ACS with WSCA being reviewed Construction, Industrial, Agricultural and Lawn Equipment –Solicitation anticipated release in March 2015 –Two separate ITBs, one week apart 23

Updates Library Furniture Contract ( ) in effect from Feb. 20, 2015, through Feb. 19, 2019, with seven contractors awarded. PRIDE contract ( P) renewed for one year effective Feb. 22, Goods Bureau 24

Next Meeting Every other month Successes/challenges Additional agency presentations 25

Hot Topics Open Discussion 26