Craig J. Nichols, Secretary Purchasing Directors’ Meeting August 15, 2013

Agenda Introductions & Welcome Comments – Kelley Scott Division of Telecommunications – Ed Peters MFMP – Cliff Chroust Training and Governance – Veronica McCrackin New Contracts, Renewals, and Upcoming Solicitations – Bureau Chiefs Hot Topics – All 2

Introductions and Welcome Comments Introductions – Ed Peters, Deputy Director, DMS Division of Telecommunications – Jonathan Rakestraw, Operations Management Consultant Manager over the Contract & Project Management Office, DMS Division of Telecommunications 3

Division of Telecommunications Mobile Communications Services (MCS) – DMS-10/11-008A (ATT Mobility) – DMS-10/11-008B (Sprint Solutions) – DMS-10/11-008C (Verizon Wireless) Availability – Aircards (Order through SUNCOM now) – Cell phones (Order through MFMP in a few weeks) 4

Division of Telecommunications Employee Discounts (Activation Fees Waived) – AT&T Mobility: 17% on service, 25% on accessories – Sprint: 18% on service – Verizon Wireless:19% on service, 25% on accessories Rates (Sample of lowest) – Unlimited = $51.50 monthly – Per Minute = $ 0.05 e 5

Division of Telecommunications Resources – Raghib Qureshi, Product Manager (850) – Jonathan Rakestraw, Contract Manager (850) mobile_communication_services 6

MyFloridaMarketPlace Commodity Code Restructuring Project Update: DMS will be implementing the United Nations Standard Products and Services Code (UNSPSC) commodity code structure currently in use by most private sector organizations and a growing number of public sector entities including several states. 7

Governance and Training Section , Florida Statutes creates a new public record statute related to contracts. Each public agency contract for services must include provisions that require contractors to comply with public records. When does it apply? – A contract for services – Contractor is acting on behalf of the public agency per section (2), F.S. The courts have relied on “two general sets of circumstances” in determining when a private entity is “acting on behalf of ” a public agency and must therefore produce its records under Ch. 119, F.S. a)Totality of factors test b)Delegation test Government in the Sunshine Manual, Pages

Governance and Training What must state agencies do? –Include similar provisions in your contracts: a)Keep and maintain public records that ordinarily and necessarily would be required by the Department in order to perform the service. b)Provide the public with access to public records on the same terms and conditions that the Department would provide the records and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes. c)Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed. d)Meet all requirements for retaining public records and transfer, at no cost, to the Department all public records in possession of the Contractor upon termination of the contract... all records stored electronically must be provided to the Department in a format that is compatible with the information technology systems of the Department. 9

Governance and Training Training Update The calendar of Professional Development certifications for the fiscal year is being developed. The updated Professional Development calendar will be published on our website by the end of August We completed interviews for the two Curriculum Designers and hope to make offers in the near future. We are still interviewing for the Instruction and Education Coordinator positions. Guidebook Update The Guidebook is being revised and is no longer posted on the website. It will be posted again in September after revisions are complete. 10

Governance and Training Attestation Memorandum No. 01 ( ) For a copy of the memo, go to the State Purchasing website. Effective October 1, 2013, executive agency heads will be required to execute a contract attestation as a condition precedent for the execution of any contract or purchase order which meets all of the following criteria: – Funded by the state or federal government. – Results in anticipated expenditures of $1 million dollars or more during the term of the contract. – Procured in accordance with Chapter 287, Florida Statutes. Completed attestation form: –Maintain with the contract file. –State Purchasing to publish the form for agency use on September 3. –Executive agencies have until October 1 to incorporate this document into their procurement process. 11

IT/Telecom Bureau Contracts being renewed Network Infrastructure ( ) Solicitations to be Released – September 2013 Commercial Off-The-Shelf Software (COTS) to replace current ACS ( ACS) 12

Services and Special Projects Bureau Updates Mail Services ( ) – Pitney Bowes Management Services is being acquired by Apollo Global Management LLC WEX Fuel Card ( ) – Addition of Florida Department of Transportation bulk fuel sites Security Officer Services ( ) – Universal Protection Service Transition Status Information Technology (IT) Consulting Services ( )– Currently being renewed for one year through August 31, 2014 Management Consulting and Auditing Services – Solicitation in progress 13

Services and Special Projects Bureau Solicitations Under Development: Progress Update PCard Mail Services Security Officer Services Temporary Staffing 14

Services and Special Projects Bureau Projects Under Review Custodial Services Satellite Communications Disaster Management Services Equipment Maintenance Management Services Contingent Labor Solicitations Under Protest Pharmaceutical GPO 15

Goods Bureau Upcoming Solicitations Capacity Management & Natural Gas –ITB Release –September 2013 –Award Projected – November 2013 Live Capture Fingerprint Equipment –ITB Release –September 2013 –Award Projected – November 2013 Motor Vehicles –ITB Release –September 2013 –Award Projected – November 2013 Carpet & Floor Coverings –ITN Release – September 2013 –Award Projected – April

Goods Bureau Renewals In Process Medical & Dental Supplies ( ) – September 2013 Medium & Heavy Trucks ( ) – September 2013 Ammunition & Less-Lethal Equipment ( ) – September 2013 Office Consumables ( ) – October

Hot Topics Open Discussion 18