Purchasing Directors’ Meeting March 19, 2009

2 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

3 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

Commodity Sourcing and Contracting Bureau Contract Updates Contract Renewals –Tires (through April 30) –Batteries, Dry Cell & Rechargeable (through 2/13/10) New Contracts –MRO Air Filters (effective 01/26/09) –Motor Vehicles (effective 2/24/09) Solicitations in Development –Security Officer Services –Tires –Medium & Heavy Trucks –Construction, Industrial, Agricultural & Lawn Equipment –Gasoline & Fuel Oil 4

Commodity Sourcing and Contracting Bureau Activity Updates Team 1 – Energy & Transportation Team –David Bennett will manage the P-card solicitation. Team 2 – Furnishings & Institutional Supplies –Plan to merge lawn equipment into the new construction equipment contract; will pursue short term renewal for lawn equipment. –Working with DOH to transition management of dietary supplements STC. Team 3 – MRO & Law Enforcement –Pricing decreases for two body armor contractors. –Drug screening services survey Team 7 – SPAs & Special Projects –Quarterly update to Green Products List posted 2/10/09 –New contract management duties for: Donna Smith: Medical & Dental Supplies, Lab Equipment, ACS Defibrillators Charles Day: Office Paper, Tissues & Towels Trey Collins: Pharmaceuticals 5

Commodity Sourcing and Contracting Bureau Hot Topic – NASPO Stimulus Website NASPO has developed a web resource for states relating to federal stimulus spending efforts. See state websites, OMB guidelines and updates, national organization communications, and updates. 6

7 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Contract Updates Contract Renewals –None To Report New Contracts –Audio/Visual Equipment Michelle MacVicar Solicitations in Development –Client/Server Software –Printing and Multi-Function Copying Devices –IT Consulting Services –Management Consulting Services –Rental Vehicles –Mail Services (Mail Room) –P-Card Services 8

Team 4 – Information Technology and Telecommunications –Posted award for Microsoft Reseller: Currently under protest. Will extend current contract if necessary –Posted evaluation and rankings for mainframe software ITN –Team 4 will handle IT consulting Team 5 – Office Equipment and Services –Under evaluation for additional vendors on library materials contract –Contract Assignments: Two paper contracts to Charlie Day Lab and Med/Dental Supplies to Donna Smith MMCAP Pharmaceutical to Trey Collins Fran Shewan to take contracts from Gary McGee. Will transition in next 60 days. Team 6 – Property Insurance & Program Services –Ommet Mbiza has left DMS to work for Citizen’s Insurance –Michael Bailey accepted a scholarship to University of Florida Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau - Activity Updates

10 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

11 SPURS Sunset We’ve come a long way with sunsetting SPURS –No agencies are purchasing through SPURS –All agency permissions in SPURS removed except for P-Card vendor adds –SPURS access reduced from 2,237 to 293 There is no funding for SPURS after July 1, 2009

12 SPURS Data When SPURS is shut down, SPURS data will no longer be available Option: –DMS will create a MS Access database and place on CD for each agency (offers searching capability)

13 SPURS Sunset – DFS Statewide Vendor File DMS/DFS MOU: –DMS and DFS have been working very hard over the last few months to transition the vendor maintenance from SPURS to FLAIR –MOU addresses commitment between DMS and DFS to transition the Statewide Vendor file to FLAIR –Employee Interchange Agreement – staff being hired –The FLAIR Statewide Vendor file will contain edits/enhancements required by DFS to meet Internal Revenue Service requirements and prepare for the 3% withholding law (Note: Federal stimulus delayed implementation date to January 1, 2012, but did not remove requirements)

14 SPURS Sunset – DFS Statewide Vendor File DFS will provide communication concerning the transition in April DFS will publish policies and procedures for the transition in May DFS will meet with agencies as needed by June 15 The transition should be completed by July 1

15 SPURS Sunset – DFS Statewide Vendor File Phase I: –Development of a batch interface between MFMP and FLAIR for the addition and update of MFMP registered vendors to the FLAIR Statewide Vendor file –Development of a FLAIR online application for vendor maintenance Allows agencies to: –Add/update vendors which will be used only in the FLAIR Purchasing Card subsystem –Add/update confidential vendors Allows DFS / Accounting and Auditing (A&A) to add and edit vendors in the Statewide Vendor file –Development of an annual process for Central FLAIR to provide MFMP with information to inactivate “B” notice vendors (Note: first annual “B” notice process successfully completed in December 2008)

16 SPURS Sunset – DFS Statewide Vendor File Phase II: –Development of an on-line W-9 form within the MFMP Vendor Registration System –Enhancement to the batch interface between MFMP and FLAIR to: Transmit the W-9 data Set MFMP vendors to a “pending” status until a W-9 has been received and validated by DFS/ A&A –Non-MFMP vendors: Set to a “pending” status until a W9 has been received and validated by DFS/ A&A –Enhance FLAIR to prevent processing vendor payments when the Statewide Vendor record is in “pending” status Phase III: –Enhancement to standardize and validate address format: For MFMP Vendor Registration System FLAIR Statewide Vendor file (online and batch interface)

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18 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

Governance Proposed rule change for Rule 60A-1.044, F.A.C. Rule development workshop held March 17 to discuss proposed language Next steps: –Review comments and suggestions from workshop –Revise language, if necessary –File final version with F.A.W. 19

20 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

Training & Certification Purchasing Certification’s will be five years old on August 19, State Purchasing is in the process of creating on-line training for the required recertification seminars. All Purchasing Certifications between August 19, 2009, and August 18, 2010, will be renewed for a one year period. 21

Training & Certification Requirements –Currently employed with the state or a political subdivision –Current CPPB/CPPO where previously required –Led one or participated in three or more federal, state or local government negotiated procurements during the proceeding five (5) year certification period –Training will not be required for this one year period –An application will be sent to all expiring certifications for this one year period 22

23 Agenda Commodity Sourcing and Contracting Bureau Technology, Office Equipment and Special Programs Sourcing and Contracting Bureau MyFloridaMarketPlace Governance Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting March 19, 2009

24 Purchasing Directors’ Meeting March 19, 2009 Next Meeting April 16, :00 – 4:00 pm