Purchasing Directors’ Meeting December 11, :00 P.M. State Purchasing

2 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

3 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

4 New Office Consumables Contract Contract Status Contract Contract Current contract utilizing 5 different vendors Contract is set to expire 12/30/03 Users may continue to use this contract right up to the expiration date New contract utilizing 1 vendor (Office Depot) Contract is currently effective in tandem with Users originally using Office Depot on are now using the new contract * Users currently not using Office Depot will need to begin registering accounts with them in order to use the contract after the December 30 th date.

5 New Office Consumables Contract Registering with Office Depot Users currently registered with Office Depot All established State accounts will remain unchanged. The only difference you will see upon logging in will be drastically reduced prices. Users not currently registered with Office Depot Users will need to register accounts with Office Depot. To start the registration process you will need to fill out and return the registration form found on the contract website. Office Depot will then contact you if further information is required. Users currently registered with Office Depot Established MFMP accounts will transfer the required information over to Office Depot whenever the punch-out site is used. No separate registration is required. Users not currently registered with Office Depot Non-MFMP Users MFMP Users

6 New Office Consumables Contract Purchasing from Office Depot Status of AgencyProcess of Purchasing Not implemented in MFMP Continue to use the Office Depot contract website to do your purchasing. All State accounts are in the process of being updated with the new contract pricing. Log in using your existing information and begin purchasing. Implemented in MFMP Simply do a search for the item you wish to purchase and the punch-out link for Office Depot will appear. Click on the link to be taken into the punch-out site. Once inside purchase your items and checkout. Upon checkout you will be taken back into MFMP where the item information will be captured within your PO.

7 New Office Consumables Contract Office Depot’s One Florida Commitment It is the policy of the State of Florida that Minority and Woman-owned Business Enterprises (MWBE), as outlined in One Florida, Equity in Contracting, have the maximum practicable opportunity to participate in performing contracts let by any State agency. The Contractor agrees to carry out this policy in the awarding of subcontracts and other business opportunities to the fullest extent consistent with efficient Contract performance. In particular, the Contractor commits to the following: Contractor shall purchase sufficient product from Florida certified MWBEs and make such products available for re-sale to users of the Contract to a degree that these products, if purchased by the users, will equal or exceed the previous year’s spend with certified MWBEs under the Contract. Such products will be available for purchase by users no later than January 1, Contractor shall partner with Florida certified MWBEs for other services, including but not limited to delivery services. Such services shall be purchased and utilized no later than January 1, Contractor shall provide the Department with monthly reports by agency of its payments to MWBEs for goods and services provided in servicing users of the Contract. Contractor’s commitment is intended to have a positive economic impact for the community, the Department, and the participating MWBEs.

8 New Office Consumables Contract Contact Information DMS Steve Poole, Contract Analyst or Renee Gregory, Contract Specialist or Office Depot Morrie Norwood, Senior Account Manager x7111

9 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

10 IT Consulting Services What’s the Solution? [EXPO slide] Understand role of various contract vehicles We are NOT seeking to replicate GSA Schedule 70 model Buy wisely –Competitive Solicitation (open market) –Particular state term contract –Alternative contract sources (GSA? or other) –Sole source (least favored but sometimes justified)

11 GSA – Cooperative Purchasing DMS Authority ( (16), F.S.) (a) To evaluate contracts let by the Federal Government, another state, or a political subdivision for the provision of commodities and contract services, and, when it is determined in writing to be cost- effective and in the best interest of the state, to enter into a written agreement authorizing an agency to make purchases under a contract approved by the department and let by the Federal Government, another state, or a political subdivision. (b) For contracts pertaining to the provision of information technology, the State Technology Office, in consultation with the department, shall assess the technological needs of a particular agency, evaluate the contracts, and determine whether to enter into a written agreement with the letting federal, state, or political subdivision body to provide information technology for a particular agency.

12 GSA – Cooperative Purchasing DMS Authority (60A-1.008(3), F.A.C.) (a) Sources of Supply to be Certified to the Agencies – After sources of supply have been established by contract or price agreement for commodities or contractual services, they shall be certified to the agencies which shall issue purchase orders for all supplies, contractual services, materials, and equipment required by them from the sources of supply so certified. It shall be unlawful to purchase any supplies, contractual services, materials or equipment on term contract from sources other than those certified on term contracts by State Purchasing. (b) Alternate Sources of Supplies and Contractual Services – Contracts established by other governmental entities which have been determined and certified by State Purchasing to be cost effective may be considered for use by agencies.

13 GSA – Cooperative Purchasing GSA Authority What is Cooperative Purchasing? Section 211 of the E-Government Act of 2002 (the Act) amended the Federal Property and Administrative Services Act, to allow for “Cooperative Purchasing.” Cooperative Purchasing allows for the Administrator of General Services to provide States and localities access to certain items offered through the GSA’s Federal Supply Schedule 70, Information Technology (IT) and Corporate Schedule contracts, containing IT Special Item Numbers (SINs). The information technology available to state and local governments includes automated data processing equipment (including firmware), software, supplies, support equipment, and services. Can State and local governments purchase from all Federal Supply Schedules? No. Section 211 of the Act only allows for State and local government entities to purchase from Federal Supply Schedule 70, Information Technology, and Corporate Schedule contracts, containing IT SINs. State and local government entities may not purchase information technology from any other GSA schedule.

14 GSA – Cooperative Purchasing Further Information GSA’s FAQs available under “Purchasing Directors’ Meeting Materials” link on MyFloridaMarketPlace main project page under “Buyers” (

15 GSA – Cooperative Purchasing Vendor Resources Florida Procurement Technical Assistance Centers ( Florida Small Business Development Center Network ( GSA Expo -- Orlando, May 12, 2004

16 GSA – Cooperative Purchasing GSA Federal Supply Service (FSS) Representatives IT Acquisition Center Robin Bourne Deputy Center Director Tom Corcoran Business Management Specialist Marketing Specialists Calvin Stevens, Atlanta Linda Hosey, Jacksonville Wayne Carter, Pensacola Todd Angel, Pensacola

17 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

18 Operational Issues Elaine’s Departure – best wishes! Punchouts (Fisher Scientific, Office Depot, Grainger) Rules SNAPS Training Program

19 Operational Issues Rules Vendor Registration Rule (60A-1.030) – December 8 JAPC meeting Rule Development Workshop –January 9, 2004, 9:30 a.m. DMS Room 301 –Revised drafts will be on MFMP site

20 Operational Issues SNAPS SNAPS II phasing out effective Dec 31 New purchasing agreement program effective Jan 1 New program will leverage e-quote Related materials on website

21 Operational Issues Training Program Training and certification program for Florida public purchasing professionals First seminar, General Public Procurement –January 7-9, 2004, Betty Easley Center –$415 per participant (28 limit) –Complete and return registration form to DMS by Dec 22 (forms on website)

22 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

23 Purchasing Directors’ Meeting December 11, 2003 Agenda  Welcome / Meeting Overview  New Office Consumables Contract  GSA Schedule 70 Contracts – Cooperative Purchasing  Operational Issues  Open Floor / New Issues  Next Meeting Location / Time

24 Purchasing Directors’ Meeting Next Meeting Subject:Performance Based Contracting and Competitive Outsourcing Time:9:00 a.m. to 5:00 p.m. Date: Friday, January 16, 2004 Location:STO Video-Conference Room 4030 Esplanade Way (plus remote links in Ft. Lauderdale, Orlando, and Tallahassee(?))