Purchasing Directors’ Meeting October 21, 2010

2 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

3 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

4 Heather A. Williamson, M.S.W., Staff Director Governmental Affairs Policy Committee Florida House of Representatives Todd McKay Committee on Governmental Oversight and Accountability The Florida Senate Sarah Naf Committee on Governmental Oversight and Accountability The Florida Senate

5 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

Office of Supplier Diversity 6

MatchMaker Travel Approval MatchMaker Workshops 7 Office of Supplier Diversity

8 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

October Certifications Florida Certified Contract Manager Michael Signs - DCF Kelley Scott - DMS Lori Anderson - DMS Lysle Robinson - DMS Amy Zeigler - DMS Brandi Babb - DEP Lisa Mustain - DOAH Florida Certified Contract Negotiator Lori Anderson - DMS 9

October Re-Certifications Florida Certified Contract Manager Cherryl Biles - DJJ Charles Day -DMS Florida Certified Contract Negotiator Kelley Scott - DMS David Callaway - DOT Stu Potlock - NSRC Clark Rogers - OAG Sonya Avant - FDLE 10

October Re-Certifications Florida Certified Purchasing Agent Jessie Mosley - DOC Charles Day - DMS Cherryl Biles - DJJ Erin Lewis - DMA Florida Certified Purchasing Manager Jessie Mosley - DOC Charles Day - DMS 11

New- Project Management Professionals- PMP Passed the PMP exam in August 2010 Jim Spencer - Purchasing Specialist, DMS Amber Montgomery - Purchasing Specialist, DMS Michael Boll - Computer Systems Consultant, SSRC Passed the PMP exam in September 2010 Vonda Murray - OMC I, DOS Susan Chen - Data Analysis, APD Efrain Suarez - Data Processing Manager, DEP Barbara Rehwinkle - Systems Administrator, DOACS Passed the PMP exam in October 2010 Angela Willis-Clay - Program Administrator, DOR Adam Maul - GOC, DCF 12

Fiscal Year Legislative Funding Available FCCN Certification Negotiation Strategies and Techniques - January 24-27, 2011 Negotiations in Florida - January 28, 2011 Sourcing in the Public Sector - January 31 – February 2, 2011 PMP Prep Review Courses January 12-14, 2011 March 1-3,

Fiscal Year In Tallahassee Advanced Contract Management Workshop – November 4, 2010 Advanced Purchasing Workshop – November 5, 2010 Developing and Managing RFP’s – November 8-10, 2010 Legal Aspects – December 1-3, 2010 Negotiation Strategies and Techniques – January 24-27, 2011 Negotiation in Florida – January 28, 2011 Sourcing in the Public Sector – January 31 – February 2, 2011 Planning, Scheduling and Requirement Analysis – March 28-30, 2011 CPPB Review – April 11-12, 2011 CPPO Review – April 13-14,

Fiscal Year Outside Tallahassee Advanced Purchasing Workshop in Coconut Creek, November 5, 2010 Advanced Negotiation Workshop in Winter Park, November 15-16, 2010 Advanced Contract Management Workshop in Winter Park, November 17, 2010 Advanced Purchasing Workshop in Winter Park, November 18, 2010 Advanced Negotiation Workshop in Tampa, November 30 - December 1, 2010 Advanced Contract Management Workshop in Tampa, December 2, 2010 Advanced Purchasing Workshop in Tampa, December 3,

16 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

17 Team 1 – Transportation & Energy P-Card Services o ITN: Negotiations are in progress. Fuel Card Services o Weekly meetings will continue. Motor Vehicles o Launched ITB on October 5. Q&A posted on October 12. o Responses are due October 22. Intended awards to be posted on October 26. Medium & Heavy Trucks o New contract was executed on October 5. Contract was posted on October 15. Three year term. o Awarded to six vendors, including one certified minority (Hub City Ford). o Up to three awards per commodity item – customers are directed to contact lowest priced vendor first. Bureau of Transportation, Facilities and Supplies

18 Team 2 – Institutional Furnishings & Supplies Office Furniture STC: o Expires in March We plan to renew for one year while we re-solicit. o Thank you for your feedback on the current contract! Ice Machines: o Expires October 29 – we will do a short term renewal to cover the solicitation period. Floor Machines o Expires November 24. o Launched ITB on September 24. Posted Q&A on October 11. o Responses due October 22. Bureau of Transportation, Facilities and Supplies

19 Team 3 – MRO & Law Enforcement Ammunition & Officers’ Equipment STC: o Renewed both contract lots for one year, through September 28, o Three contractors did not renew: –Zero Ammunition –511 –ASP o Removed clothing from contract (to avoid conflict with Uniforms STC). Body Armor o Current STC is valid until February 2, o First meeting to discuss agency requirements is scheduled for October 27, 10:00 at DOC. o Agency user group will be developed following this meeting. o Please contact Mark Lovell ( ) to participate. Bureau of Transportation, Facilities and Supplies

20 Team 3 – MRO & Law Enforcement (cont’d) Tools: o Current STC is valid through January 29, o ITB: posted revised award on October 5. Received no protests, so we are finalizing contract documents for the new contract. o Contact Chuck Beall ( ) with any questions. MRO: o WSCA is soliciting for a new contract. WSCA has extended the existing agreement through February – we plan to mirror their extension. o We are exploring other ACS opportunities, just in case. o Current WSCA agreement is a single award to Grainger; the new solicitation anticipates a multiple award. Bureau of Transportation, Facilities and Supplies

21 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services 22 Office Consumables STC: STC Start Date 10/18/2010 o ACS Terminated 10/17/2010 Posted on STC Website 10/18 ContractorRegion Gulf Coast Office ProductsWest Region Only Office DepotStatewide StaplesStatewide

23 Office Consumables STC: Discount Rate Comparison Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

24 Office Consumables STC: Searchable Catalog Files * Only on-contract items listed Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

25 Office Consumables STC: State Objectives Plan Highlights Diversity: Office Depot – participates in the State of Florida’s Mentor Protégé program and partners with CMBE businesses to provide delivery services in many areas of the state. Staples – Plan to increase Staples Diversity Two program by attending the upcoming MatchMaker conference with the goal of finding matches to partner with to service the state. GCOP – Provided list to SP of several minority/woman owned suppliers that they promote product for. These items are marked in catalog as MBE or WBE. Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

26 Office Consumables STC: State Objectives Plan Highlights RESPECT and PRIDE: Office Depot – Within 90 days will meet with RESPECT and PRIDE to identify products that potentially could be added to the contract. Staples – Has met with RESPECT and proposes to find qualified RESPECT vendors to identify on their State of Florida website so that both MFMP and StaplesLink users will be able to increase spend with these companies. GCOP – Catalog currently contains items manufactured through National Industries for the Blind (NIB). Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

Mail Processing Equipment: o ITB launched 9/23/2010 o Responses due 12/3/2010 Vehicle Maintenance ACS: o Vendor has signed contract Water Treatment Chemicals: o ITB on the street 27 Other Happenings within Bureau B Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services

28 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

Bureau of Services, Supplies, Insurance and Special Programs Team 6 – Services, Special Programs, & Insurance Insurance policies under review during next six months: o Accidental Death—expires November 1, 2010—renewal in progress o Crime—expires January 1, 2011 o Nuclear Liability—expires January 1, 2011 o Excess Property-Broker of Record—expires May 25, 2011 o Bridge, Property, and Business Interruption—May 25, 2011 State term contracts under review during next six months: o Medical and Dental Temporary Employment Staffing—new contract o Live Capture Electronic Fingerprint Equipment—expires November 28, 2010 (Currently developing renewal recommendation and trying to achieve savings) o Computer Software Training (New Horizons)—expires January 20, 2011 o Equipment Maintenance Management Services—expires April 15, 2011 Advertising for Purchasing Analyst and Purchasing Specialist o Questions about state term contracts, contact Cliff Nilson ( ) o Questions about insurance, contact Amber Montgomery ( ) 29

Bureau of Services, Supplies, Insurance and Special Programs Team 7 – SPAs and Special Projects Medical and Dental Supplies: o Settlements with Sun Surgical and American Medical Depot are complete. Supplemental posting effective October 19. State Term Contracts under review during the next six months: o Lab and Safety Supplies and Equipment– expires April 30, 2012 o Paper: Tissues and Towels – expires July 31, 2011 o Recycling Services: End of Life Electronics Equipment – expires July 21, 2011 Other agreements under review during the next six months: o Recycling Services, Spent Lamps, End of Life Ballasts and Batteries (SPA) – expires January 7, 2011 o Defibrillators, Related Equipment & Supplies (ACS) - expires December 31, Oklahoma is rebidding this contract. o We will seek agency feedback in solicitation development. Survey for Medical and Chemical waste pickup o Not included in initial survey last year o Request from FDLE to survey for these services in the future to determine need 30

31 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

32 Successful VBS Release 1.0 Implementation on 10/11/10 Enhancements include: o New “Advertisement Console” o Users can now remove ads and related attachments from public view o New date selection tool o New explanation box State Purchasing Operations / MyFloridaMarketPlace

33 Issued a Release 1.1 Hotfix o “Begin Date” amendment –The begin date now defaults to today’s date when versioning an advertisement (vs. tomorrow’s date previously) o “System Date/Time Stamp” amendment –VBS now auto-stamps a “Last Modified” date and time at the top of the advertisement –Attachments and addendums also receive a time stamp at the bottom of the advertisement State Purchasing Operations / MyFloridaMarketPlace

34 VBS Upgrade Timeline State Purchasing Operations / MyFloridaMarketPlace Scheduled ReleaseEnhancement Focus Target AudienceEstimated Implementation Date Release 2.0Security/system administration VBS system admins; agency security admins December 2010 Release 3.0Search capabilities/ search filters All VBS users, including agencies and Florida vendors March 2011 Release 4.0User Interface (UI) and advertisement life cycle All VBS users, including agencies and Florida vendors June 2011

35 VBS Training Vehicles o –VBS Tips & Tricks –VBS Guide –VBS Bulletin Board o –VBS Training Tours –Office Hours –Enhancement lists State Purchasing Operations / MyFloridaMarketPlace

36 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

Governance Rulemaking Update o Notices posted in FAW: –For repeal of rule 60A (adjustments of purchasing categories). –Workshop for Conflict of Interest proposed rule November 10 from 2-4. –Public Hearing for changes related to SB2386 scheduled for November 16 from 2-4 (notice will post in October 22 edition of FAW). 37

Governance Other Issues o RESPECT/PRIDE purchasing o Preferred pricing clause in PUR form 38

39 Agenda Legislative Staff Discussion – DRAFT DOCUMENT – Reenactment of Public Records & Public Meeting Exemptions Under Review Office of Supplier Diversity Training and Certification Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting October 21, 2010

40 Purchasing Directors’ Meeting October 21, 2010 Next Meeting December 16, :00 – 4:00 pm