Purchasing Directors’ Meeting July 15, 2010

2 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

3 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

4 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

5 Recycled Materials Reporting State Purchasing Change – Addition of Bureau D – Departmental Purchasing (6) Reporting

6 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

Governance Chapter , Laws of Florida (a/k/a SB 2386 – State Financial Matters) RULEMAKING to incorporate changes in new law has started. MAJOR CHANGES: Requires all contracts, including purchases from an STC, to have an agreement with scope of work and verifiable units of deliverables. 7

Governance Chapter , Laws of Florida (a/k/a SB 2386 – State Financial Matters) continued… Substantially amended s , F.S., relating to procurement methods. – Creates a new subsection one for all competitive procurement methods. – The requirements for Invitations to Bid, Requests for Proposals and Invitations to Negotiate were revised. – Before using an RFP or an ITN, an agency must document why an ITB is not practicable. 8

Governance Chapter , Laws of Florida (a/k/a SB 2386 –State Financial Matters) continued… New section added: Agencies, as defined in s , F.S., are required to review existing contract renewals and reprocurements in an effort to reduce contract payments by 3%. –The level and quality of services must not be affected. –Each agency shall renegotiate and reprocure contracts consistent with this section. 9

Governance Chapter , Laws of Florida (a/k/a SB 2386 –State Financial Matters) continued… New section added: Agencies required to review contracts for a “preferred pricing clause” – where the state is offered the most favorable price that contractor offers to any client. –Agencies with any contract that contains a preferred pricing clause will require an affidavit from an authorized representative of the vendor. –Affidavit must be submitted by vendor annually. –Failure by vendor to submit an affidavit may be grounds for termination of the contract. 10

Governance Chapter , Laws of Florida (a/k/a SB2386 –State Financial Matters) continued… New section added: –For the fiscal year any entity spending funds in excess of $5 million that are provided in the General Appropriations Act shall give preference, the extent allowed under any state or federal law, to vendors or businesses that have a principle place of business in the State of Florida. –These vendors must also commit contractually to maximize use of state residents, products, and other Florida-based businesses in fulfilling duties under the contract. –Agencies are required to identify and report on contracts subject to this section to the Agency for Workforce Innovation by March 1,

12 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

13 Team 1 – Transportation & Energy P-Card Services –STC: Extended through January 6, –ITN: Two remaining respondents: CitiBank and Bank of America. Fuel Card Services –STC: Amendments in process to update agreement with TransMontainge and extend contract through March 12, –ITN: Protest was withdrawn on June 18. Finalizing new contract with Wright Express. Medium & Heavy Trucks –STC: Expires September 30, –ITB: Launched on July 6. Solicitations in Development –Motor Vehicles (expires September 30) –Bulk Fuel: Tank Wagon Deliveries Bureau of Transportation, Facilities and Supplies

14 Team 2 – Institutional Furnishings & Supplies Office Furniture STC –Numerous GSA modifications are in process. Please verify correct pricing via the STC website. –Pricing decreases for Global Industries & The Hon Co. (through 12/31/10). Educational/Institutional Furniture STC –New STC was posted on June vendors. –Price sheets (showing approved price list and discounts) are now available on the STC website. Price lists (showing item pricing) are available through the contractor sites. –Pricing decrease for Global Industries (through 12/31/10). Ice Machines –STC: Expires July 29; will be renewed through October 29, –ITB: New solicitation will be launched in July. Solicitations in Development –Floor Machines Bureau of Transportation, Facilities and Supplies

15 Team 3 – MRO & Law Enforcement Mail Services ITN –Negotiation team is working to clarify issues in Pitney Bowes’ response. –Reminder: We cannot yet define a timeframe for completed negotiations and resulting contract (if any). Please work with your agency counsel to determine next action on your expiring SLAs. Can Liners STC –Pricing increases have been approved for all vendors effective June 1. Tools –STC: Expires July 29, –ITB: Launched June 10; received 8 responses; scheduled to post award on July 19. Solicitations in Development –Officers’ Equipment Bureau of Transportation, Facilities and Supplies

16 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

Team 4 – Information Technology Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services –Current contract extended until 11/22/2010 –New contract will be effective 8/1/2010 and supersede current contract IT Disaster Recovery Services –Intent to Award will be posted NLT 7/16/2010 –New contract effective date estimated for July/August 2010 –New and current contract will overlap thru 2/1/2011 IT Research & Advisory Services (Gartner) ( ACS) –Renewed 5/28/ Technology, Office Equipment, Strategic Sourcing & Support Services Bureau

Team 5 – Office Equipment, Travel, & Support Services Courier Services –Intent to Award anticipated in July –Current contract expires 8/14/2010 Office Consumables –Office Depot Restrictions o Memo directing users of ACS to use ACS for IT products now being handled by Tech Depot. 18

Strategic Sourcing Services Team Office Consumables ITN –Currently in first round of negotiations with: o Gulf Cost Office Products o Leitz Office Products o Office Depot o Staples Food Delivery Prime Vendor Services –Executed ACS 6/28 (Dept. of Corrections, U.S. Foodservice) o Mark Hernandez is Contract Manager 19 Technology, Office Equipment, Strategic Sourcing & Support Services Bureau

Strategic Sourcing Services Team In The Works: Water Treatment Chemicals ITB Vehicle Maintenance ACS 20 Technology, Office Equipment, Strategic Sourcing & Support Services Bureau

21 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

Bureau of Services, Supplies, Insurance & Special Programs Team 6 – Services, Special Programs, & Insurance Solicitations in Development –New state term contract for temporary medical, dental and nursing positions. Thank you to focus group participants for great feedback. Insurance: –EDPE insurance renewed. –Contractor’s Equipment Insurance ITB—awarded to Arthur J. Gallagher. Invoices sent July 12. –Nuclear Property Insurance renewed. –Ocean Marine Insurance renewed. –Miscellaneous Property Insurance ITB in progress. Bids due July 16. Central Non-Profit Agency RFP –Awarded to RESPECT. Computer Software Training –Renewed with New Horizons. IT Consulting Services –Contract number on State Purchasing website updated to mirror contract number in MFMP. 22

Bureau of Services, Supplies, Insurance & Special Programs Team 7 – SPAs and Special Projects Medical and Dental Supplies –Launched RFP on Tuesday, July 13. Bids due August 18. –Need two evaluators for “Qualifications” portion. –Please contact Donna Smith if interested. Tissues and Towels –Contract renewal effective August 1, –Achieved additional 4.88% savings through renewal. Pricing will be updated on the State Purchasing website July 30, Potable Water and Food Grade Ice –All renewals except Lipsey and IAP Worldwide are complete. Climate Friendly Products List –Quarterly update complete. Contains 20,860 items. 23

24 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

MyFloridaMarketPlace – SB 2386 Impacts Areas Impacted: –Terms of Use (hand out) –Purchase Order Terms and Conditions (hand out) –Methods of Procurement (hand out) –Management Level Changes (hand out) –Section 45 unclear impact Good news - text changes - hot fix Timing: 4 to 8 weeks after approval 25

MyFloridaMarketPlace 2010 Year-End: Review The past three years, MFMP was taken down on July 1 to complete the “Certified Forward” and “Delay Purchase Until” process. Customers are notified of the systems availability through communications. Following the June 30/July 1 year-end processing activities, the Customer Service team worked through the purchase orders that required intervention (resends required because of inaccurate vendor data, etc). These reductions in time assisted in a successful year-end process. 26

Analysis Upgrade/ VBS and SPURSView Analysis Upgrade: –Current go-live date: July 26, 2010 –Conversion over July – We’ll be offering WebEx training sessions o Nine sessions over three weeks o July 12-30, Monday/Wednesday/Friday – That’s all folks! 27

28 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

June Certifications Florida Certified Contract Manager Carroll Kissam – DMA Margaret Munsey – DOE Jonathan Rakestraw – DMS Cameo Collins - DJJ Florida Certified Contract Negotiator Janet McMahan – DCF Cameo Collins - DJJ 29

June Recertifications Florida Certified Contract Negotiator Stuart Potlock – DMS Florida Certified Purchasing Agent Charles Day – DMS Brenda Wells – DMS Florida Certified Purchasing Manager Brenda Wells – DMS Charles Day – DMS 30

July Certifications Florida Certified Contract Negotiator Marilyn Rine – DCF Florida Certified Contract Manager Cynthia Godbey – DFS Florida Certified Purchasing Agent Christopher Walker – DMS Florida Certified Purchasing Manager Christopher Walker – DMS 31

Project Management Professional George Thomas- DFS Lois Admire- DCF Julianne Chester- HSMV Jay Weinberg- DOH Robin Kinney, AHCA Roger Masten - DOT **5 additional FREE (1 hour/1PDU) ESI webinars have been added to the DMS training website. We now have a total of 18 FREE ESI webinars available 32

Training Schedule – In Tallahassee Negotiation Strategies and Techniques – July 26-29, 2010 Negotiation in Florida – July 30, 2010 Public Purchasing in Florida – Aug 10-13, 2010 CPPB Review – Aug 30-31, 2010 CPPO Review – Sept 1-2, 2010 Planning, Scheduling and Requirement Analysis – Sept 7-9, 2010 Contract Administration – Oct 4-6, 2010 Contract Management in Florida – Oct 7, 2010 Best Practices for Contract and Grant Management – Oct 8, 2010 Developing and Managing RFP’s – Nov 8-10, 2010 Legal Aspects – Dec 1-3,

Training Schedule – Outside Tallahassee Negotiation in Florida – Broward County – July 23, 2010 (Full) Contract Management in Florida – Winter Park, FL – Aug 26, 2010 (Full) Best Practices for Contract and Grant Management – Winter Park, FL – Aug 27, 2010 (Full) 34

Recertification Workshops In Tallahassee Training: Advanced Contract Management in Florida Workshop – August 5, 2010 Advanced Public Purchasing in Florida Workshop – August 6, 2010 Advanced Negotiation in Florida Workshop – September 13-14, 2010 Advanced Negotiation in Florida Workshop – November 2-3, 2010 Advanced Contract Management in Florida Workshop – November 4, 2010 Advanced Public Purchasing in Florida Workshop – November 5,

Recertification Workshops Outside Tallahassee Training: Advanced Negotiation in Florida Workshop – Winter Park, FL – October 4-5, 2010 Advanced Contract Management in Florida – Winter Park, FL – October 6, 2010 Advanced Public Purchasing in Florida – Winter Park, FL – October 7, 2010 Advanced Public Purchasing in Florida Workshop – Coconut Creek, FL - October 22, 2010 Advanced Negotiation in Florida Workshop – Winter Park, FL – November 15-16, 2010 Advanced Contract Management in Florida – Winter Park, FL – November 17, 2010 Advanced Public Purchasing in Florida – Winter Park, FL – November 18,

Recertification Requirements Florida Certified Contract Negotiator: –Complete the Advanced Negotiation workshop. Include a copy of your certificate of completion with your recertification application. –Must have led one (1) or participated in three (3) or more federal, state or local government negotiated procurements during the preceding five (5) year certification period and currently be employed in a state or local government position for which the job description includes contract negotiation responsibilities. Submit a copy of your current position description. –Include the recertification application. 37

Recertification Requirements Florida Certified Contract Manager: –Complete the Advanced Contract Manager workshop. Include a copy of your certificate of completion with your recertification application. –Currently employed in a state or local government full time purchasing position for the State of Florida or one of its political subdivisions, or twelve (12) months cumulative experience managing one or more contracts for a Florida state agency or political subdivision. Submit a copy of your current position description. –Complete Best Practices for Contacts & Grant Management. Include a copy of your certificate of completion. –Include the recertification application. 38

Recertification Requirements Florida Certified Purchasing Agent: –Complete the Advanced Purchasing workshop. Include a copy of your certificate of completion with your recertification application. –Provide a copy of your current official position description that verifies that you have been in a purchasing related position for 12 months. –Include the recertification application. –Provide proof that your CPPB or CPPO is current. Florida Certified Purchasing Manager: –Complete the Advanced Purchasing workshop. Include a copy of your certificate of completion with your recertification application. –Provide a copy of your current official position description that verifies that you have been in a purchasing related position for three years, one of which was in a purchasing management position. –Include the recertification application. –Provide proof that your CPPB or CPPO is current. 39

40 Agenda Department of Financial Services Purchasing Director’s Update Governance 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 Training & Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting July 15, 2010

41 Purchasing Directors’ Meeting July 15, 2010 Next Meeting August 19, :00 – 4:00 pm