Purchasing Directors’ Meeting March 21, 2013

2 Welcome Comments – Kelly Loll Introductions – All Minority Spend on Statewide Agreements – Kevin Brown and Cliff Chroust MFMP Utilization Support Update – Kasey Bickley Training – Veronica McCrackin Bill Analysis – Veronica McCrackin New Contracts and Upcoming Solicitations – Bureau Chiefs Hot Topics – All Agenda

3 Welcome Comments March is Purchasing Month FAPPO Annual Conference & Trade Show – May – Daytona Beach State Term Contract Pipeline

4 Introductions Welcome to our new State Purchasing employees: Veronica McCrackin, Governance Manager Dineen Cicco, Category Manager, Commercial Services Congratulations to: Mina Barekat, Associate Category Manager, Software & Services Team

5 Minority Spend on Statewide Agreements Primary Vendor Payments to Minority Subcontractors Krueger International$17,382,062 Office Depot$6,872,484 Grainger$1,789,876 National Office Furniture$633,798 Goodyear$70,194 Xio Tech$44,625 Gulf Coast$20,927 Payments to Minority Subcontractors & Resellers Contract Non Diversity Vendors MBE Vendors Reported MBE Sales FY Information and Technology (IT) Consulting Services159126$42,179, Principal Technology: Microsoft Licenses11$33,144, ACS Commercial off the Shelf Software (COTS)01$6,332, Bulk Fuel, Gasoline and Diesel74$5,604, Furniture: Educational / Institutional644$5,415, Temporary Employment Staffing79$4,172, IT Hardware: Network Infrastructure262$3,322, Medical & Dental Supply42$2,987, Management Consulting Services3733$2,622, Medium & Heavy Trucks42$1,840, Diversity Flagged VendorsReported Sales FY12 SHI International, Inc.$39,477, Kyra InfoTech Inc.$10,130, Information Systems of Florida, Inc.$5,768, Krueger International, Inc.$5,511, Hayes e-Government Resources, Inc.$4,713, L. V. Hiers. Inc.$3,469, Advanced Systems Design, Inc.$3,191, Presidio Networked Solutions, Inc$3,058, Keystaff, Inc.$2,846, Global Information Services, Inc.$2,457, Top 10 Diversity Certified & Non-Certified MBE Suppliers on STC Top 10 Diversity STC’s ranked by the sum of Certified & Non-Certified MBE Spend

6 Minority Spend on Statewide Agreements OSD Actions: Monthly planning session with State Purchasing to review spend. Identify non-certified businesses that should become certified, and prime vendors of state term contracts that could subcontract with minority businesses. Assure all State Purchasing solicitations include outreach to CMBEs. Analyze F.S. 287 spend in MFMP and FLAIR by business location in Florida, commodity code, and dollar amount with both certified and non-certified businesses to determine if there are areas to increase spend. Individual agency visits to see what OSD can do to assist in improving spend with certified businesses and to identify businesses that should become certified. Identify agencies’ top 10 non-certified business spend, determine if they are certified by other Florida governmental entities, and assist them in becoming state certified. MFMP team is working with Accenture to determine the cost to have an icon in our vendor list established through eQuote that identifies certified minority and women businesses. Have agencies send notification of an eQuote to at least two minority vendors. Work with agencies to provide regional eQuote training to their local suppliers. Present agency report card on minority spending at monthly purchasing directors’ meeting. Five regional MatchMaker events throughout Florida and one annual MatchMaker in Orlando. Deliver eQuote presentation at every regional and annual MatchMaker event electronically or in person.

7 MFMP has conducted utilization support kickoff meetings with: –AHCA –DCF –DC –Citrus –DMA We are working on scheduling follow-up utilization preparation discussions with the Phase One agencies this week. We are targeting the beginning of April for Phase Two agency kickoff presentations and late April for Phase Three agencies. Phase Two agencies should be receiving requests for available time soon. MFMP Utilization Support Update

8 Why training is important: Improved contract writing and monitoring. “Contract personnel who lack training are more likely to enter into poorly written contracts and overlook key monitoring tasks.”. (Office of the Inspector General, “State of Florida Contract Management,” July 2012) Improved customer service through annual needs assessment, curriculum development, and specialized training. Improved efficiency and effectiveness through professional development and certification. Improved utilization of MyFloridaMarketPlace. “Though agency use of the system has increased, not all functionality is being used, mostly due to lack of awareness, lack of refresher training or lack of policies or procedures.” (Office of Program Policy and Analysis and Government Accountability (OPPAGA) by BSP International Limited, “MyFloridaMarketPlace, the State of Florida’s eProcurement system,” January 2009) Training

9 Procurement Professional Program Project Management Professional (Project Management Institute) –185 total certifications issued –Initial three-year certification –Renewal certification –Statutorily required Florida Certified Contract Negotiator –184 total certifications issued to state employees –Initial five-year certification –Renewal certification –Statutorily required Florida Certified Contract Manager –311 total certifications issued to state employees –Initial five-year certification –Renewal certification –Statutory requirement currently being proposed Florida Certified Purchasing Manager –47 total certifications issued to state employees –Initial five-year certification –Renewal certification Florida Certified Purchasing Agent –61 total certifications issued to state employees –Initial five-year certification –Renewal certification Current resource shortages have slowed or stopped training for both initial and renewal certifications. Training

10 Training Key Duties and Responsibilities of the Team Researches, develops, and evaluates new methods and techniques of training in support of training and certification goals and initiatives. Compiles, maintains, and reports on statistical data relating to the training and certification programs. Assessment of training and certification needs. Development of training and certification plans. Coordination and delivery of training and certification programs. Development of programs syllabi, curricula, and lesson plans. Coordination of program and training schedules. Evaluates the effectiveness of training and certification programs. Provides training and certification related support for procurement professionals.

Legislative Session House Bills (HB)/Sponsor or Representative HB 0719/PigmanFlorida Veteran Business Enterprise Opportunity Act HB 985/RogersSmall Business Participation in State Contracting HB 1017/FresenState Procurement HB 1261/DiazState Contracting HB 1309/AlbrittonProcurement of Commodities and Contractual Services HB 1311/AlbrittonPublic Records/Direct Support Organization/Office of Supplier Diversity Senate Bills (SB)/Sponsor or Senator SB 1152/MargolisPublic Records/Financial Statements/Road Work SB 1150/BenacquistoState Contracting SB 1142/GibsonSmall Business Participation in State Contracting SB 1124/AltmanVeterans Preference in State Purchasing SB 1118/HaysPublic Contracting SB 0908/RingRelating to State Technology

12 Goods Bureau State Term Contract Renewals: Library Furniture – – expires 2/20/15 Library Materials – – expires 2/28/14 Boat Motors – – expires 2/28/14 Bulk Paper – – expires 3/31/14 Tires – – expires 4/30/14 Mail Services – – expires 6/30/14 (transferring to Services Bureau) New Alternate Contract Sources : Floor Coverings with Related Supplies, Equipment and Services – NJPA - effective 1/18/13 – expires 3/19/16 Auto Parts – planned Rental Equipment – planned Solicitations: Liquefied Petroleum Gas – ITB in process Floor Coverings with Related Supplies, Equipment and Services – planned ITN Mobile Shredding Services – planned ITB

13 Services & Special Projects Bureau Dineen Cicco – New Category Manager for Commercial Services Reduced rates for Avis contract: Effective March 15, 2013, Avis rental vehicle in-state and out-of-state pricing shall be reduced by 4.9% across all car classes. All rentals continue to include unlimited mileage. New State Term Contract: –Emergency Ice and Water – – effective 3/1/13 – 5 year contract Solicitations: –P-card – in development –Management Consulting and Auditing Services – protest –Pharmaceutical GPO – protest

14 IT/Telecommunications Bureau State Term Contract Renewals: Audio & Video Equipment and Accessories – – expires 2/8/15 Commercial Off-The-Shelf Software (COTS) (AR) – ACS – expires 5/1/14 Microsoft License, Maintenance, & Services – – expires 3/31/15

15 Hot Topics Open Discussion