1. Purchasing Directors’ Meeting
September 18, 2008

2. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

3. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

4. Bureau A Contract Updates
Contracts in Development:
Ammunition & Officers’ Equipment. Current STCs expire on 10/01/08 & 12/22/08.
Floor Maintenance Machines. Current STC expires on 11/24/08.
SPA for Pagers & Paging Services.
Contract Expirations:
SPA for Portable Air Conditioners expires 10/02/08.
Solicitations in Development:
Motor Vehicles (expires 09/30/08)
Jim Den Bleyker,
MRO (expires 11/13/08)
Chuck Beall,

5. Bureau A Activity Updates
Energy & Transportation Team:
Aviation Fuel project update
Gasoline & Bulk Fuel: temporary pricing adjustments
Boat Motors: price adjustment for Mercury products
Natural Gas Supply: STC expires December 31, 2008
Furnishings & Institutional Supplies Team:
Lawn Equipment: price adjustment for Toro products
Dietary Supplements: product updates; Nestle acquisition of Novartis
New Purchasing Specialist: Claudia Cooper
SPAs & Special Projects Team:
Florida Climate-Friendly Preferred Products List (updated 9/11/08)
Reviewing the DMS Departmental contract for Security Guard Services
New HIRE contractor: American Innovation
Investigating GSA Schedule 84
Investigating the Security Services category

6. Bureau A Hot Topics GSA Updates Security Systems Category Analysis
Disaster Recovery Program
Schedule 84
Security Systems Category Analysis

7. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

8. Bureau B Contract Updates
New Contracts:
Online Legal Database Services: Lexis/Nexus, Westlaw, Dunn & Bradstreet
Ommet Mbiza,
IT Hardware Network Infrastructure
Mark Foss
Telephony Contract, VoIP and Legacy Maintenance for PBX/Key
Mark Foss (Still under contract negotiations with one vendor)
MAC-OS, Supplemental Award STC # , PCs Laptops & Monitors
Renewals:
Misc. Property Insurance Policy
Hydrogen Vehicles and Fueling Stations Insurance Policy
Contract Expirations:
Old IT Hardware, July 31st (Printers temporarily to ACS)
BMC Software ACS: Will expire in favor of Software Phase 1
IBM Software ACS: Extension until Software Phase 1
Solicitations in Development:
Software Phase 1: Mainframe – Launched Sept. 12 (Lori Potts, )
Software Phase 2: Distributed Network – Launch TBD
Software Phase 3: COTS Software – January 2009
Accidental Death and Dismemberment Insurance Policy
P-Card. Specs received from DFS, agency input week of 9/22 and launch target for October.

9. Bureau B Activity Updates
Technology & Telecommunications Team:
Ruggedized Supplement to PCs, Laptops: Award by end of September
Profiling for AV Contract replacement is ongoing
Profiling for Printers (peripherals)
Office Supplies & Equipment, Avis, Pharmaceuticals Team:
Office Depot: DMS IG Office is still conducting an analysis
DHL Zip Code tool online for service reduction
Houston Billing Center was damaged by Hurricane Ike
Printing Services: Just beginning internal/external profile
Surveyed to add foreign language media to the Library STC
Avis CCOC Office: Parking moved to behind 4030 Esplanade Way
Special Services, Property Insurance, PRIDE and RESPECT Team:
IT Staff Augmentation (Project Area 4) to be separate STC from “Project Solutions” under IT Consulting Services (Project Areas 1, 2, and 3)
PRIDE agreement to include Digital Imaging Services (Scanning, microfiche conversion, document destruction)

10. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

11. Training and Certification
Florida Certified Contract Negotiator
Robert V. Maiden, DOH
Rhonda R. Cummings, Collier County
Rene E. Akins, DCF
Hawiane F. Tidwell, Marion County BOCC
Linda J. Roberts, DOT
Gabriel Ocasio-Davila, SFWMD
Karen L. Thomas, Clay County BOCC
Wendy R. Cauthen, DOT

12. Training and Certification
Florida Certified Contract Manager
Dexter L. Harrell, DJJ
Cheryl Howard, DJJ
Latrice M. Covington, DJJ
Sandra L. Hammerstein, SFWMD
Raleigh R. Close, DFS
Lori L. Potts, DMS State Purchasing
Shannon C. Segers, DFS

13. Training and Certification
Florida Certified Purchasing Manager
Robert L. Hunter, Seminole County
Diane J.C. LeRay, City of Lauderdale Lakes
Laura I Jennings, AWI
Bridget E. Pell, City of St. Cloud
Gloria M. Garcia-Foote, Seminole County
Wendy Geltch, Polk Community College

14. Training and Certification
Florida Certified Purchasing Agent
Gloria M. Garcia-Foote, Seminole County
Jessica J. Flathmann, SFWMD
Diane J.C. LeRay, City of Lauderdale Lakes
Laura I Jennings, AWI
Bridget E. Pell, City of St. Cloud
Wendy Geltch, Polk Community College
Lori A. Matthews, DOH

15. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

16. Governance Single Source Process
Want to ensure compliance with statutes and rules and encourage competitive purchasing whenever possible
State Purchasing’s role is to approve the single source process and not justify the validity of the single source purchase (i.e. whether the purchase is a “true single source”)

17. Governance

18. Governance Alternate Contract Source (Two Types)
If State Purchasing finds a contract let by the Federal Government, another state, or a political subdivision that "makes sense" and is a good value for agency use, State Purchasing has the authority to approve that contract as an Alternate Contract Source for agency use
Examples include Office Depot and GTSI
Authorized by s (16)(a), F.S.

19. Governance Alternate Contract Source (Two Types)
State Purchasing also authorizes an agency initiated ACS.  This approval is authorized for a single contract transaction.
Agencies must submit PUR 7102 for State Purchasing approval.
The solicitation document must put the vendors on notice that the scope was larger than of that single procurement (IDIQ). There is language required in rule 60A-1.047(5), F.A.C.
“Bid borrowing” is not the same and is not legal.  
The criteria for this approval is found in rule 60A-1.047, F.A.C.

20. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

21. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

22. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

23. Survey Distribution / Demographics
The Customer Satisfaction survey was sent to 1,414 customers from all agencies currently utilizing MyFloridaMarketPlace
The distribution list included purchasing and F&A customers, targeting the most active system customers with a focus on proportional representation from each active agency
345 customers responded to the survey (~24% response rate)
Respondent Statistics by Audience:
Respondent Statistics by Geography:
Tallahassee represented the greatest number of responses by geographical area
More than 70 locations across the state were represented

24. Survey Distribution / Demographics
76% of purchasing respondents and 71% of F&A respondents used MFMP for more than 2 years

25. Trending (from 2006-2008) Year Purchasing F&A Overall 2006 84% 77%
80.5%
2007
89%
94%
91%
2008
90%
93%

26. Key Findings
Overall, Customer satisfaction with MyFloridaMarketPlace is increasing, with a combined ‘Overall Satisfaction’ result for July 2008 of 93%
In comparison to the August 2007 survey, the July 2008 survey showed increases in nearly all areas surveyed
5% increase in Purchasing Satisfaction:  94% of respondents are ‘moderately to very satisfied’ with the purchasing tool. This is up from 89% in August 2007
4% decrease in F&A Satisfaction:  90% are ‘moderately to very satisfied’ with the invoicing tool.  This is a change from 94% in August Specific areas that decreased in satisfaction included responses around ‘Communication Effectiveness’ and ‘CRB Effectiveness.’ MFMP will take steps to address these concerns.

27. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

28. Training Initiative
The DMS MFMP Team began conducting regularly scheduled training in August These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency
The following training is being offered monthly, in Tallahassee, through May 2009:
Analysis*
Approver
Invoicing*
New Requester*
Refresher Requester*
Secure Reports*
System Administration
Train the Trainer (under development)
Statewide training sessions are scheduled to be offered in the following cities through FY 08/09 :
Tampa (August 2008) COMPLETED
Ft. Lauderdale (October 2008)
Jacksonville (November 2008)
Orlando (January 2009)
Pensacola (March 2009)
Ft. Myers (April 2009)
Miami (May 2009)
* Training sessions to be offered statewide
To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at

29. Training Schedule
A “hands-on” Train the Trainer session is being developed and slated for delivery February Our plan includes establishing a workgroup to assist us in creating this training tool. The Train the Trainer session will include:
Analysis
Experienced Requester
Invoicing
Secure Reports
System Administration
The DMS MFMP team has developed a training survey to assess our customers’ needs. The expected date of distribution is October 1, Our training plan will be adjusted based on the responses received.
Agency-specific training may be provided on a case-by-case basis, time permitting. Please contact your Agency Liaison** for additional information
** Please see the next page for liaison information

30. Agency Liaisons Kasey Bickley
Attorney General & Legal Affairs
Children & Families
Citrus
Education
Financial Services
Legislature
Lottery
Persons With Disabilities
State Courts
Veterans Affairs
Debbie Gries
Agency for Health Care Admin
Business & Professional Regulations
Corrections
Division Of Admin Hearings
Fish & Wildlife
Florida Parole Commission
Florida School For Deaf & Blind
Highway Safety
Management Services
Military Affairs
Revenue
Audrey Hughes
Transportation
Rachael Lieblick
Environmental Protection
Anne Rabon
Agency For Workforce Innovation
Community Affairs
Elder Affairs
Executive Office Of The Governor
Health
Juvenile Justice
Law Enforcement
Public Service Commission
State

31. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

32. System Enhancement Update
Change Request 44 – Legislature Data Scoping
The Legislature is the remaining customer of SPURS and this change request will support the sunset of SPURS activities
Customizations are being made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by other agencies in MFMP
Legislature will only be able to search and view their records
Executive Branch agencies will not be able to search or view Legislature records
MFMP Training is scheduled for the Legislature September 15-16, 2008
User Acceptance Training is scheduled for September , 2008
Legislature is scheduled to “Live” with MFMP by September 30, 2008

33. System Enhancement Update
Change Request 45 – Service Disabled Veterans Business Enterprises
Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement process
Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise
Two new business codes will be added to Vendor Registration:
W = Service-Disabled Veteran Business Enterprise, Certified
Y = Service-Disabled Veteran Business Enterprise, Non-Certified
This change will be effective by November 11, 2008

34. System Enhancement Update
CR 36: Make the encumbrance number the direct order (DO) number
The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated.
Once the encumbrance number reaches , alpha characters will be assigned (for example: A00000, A00001, ….).
When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.
Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.
This change will be effective in the third quarter of the fiscal year

35. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

36. Vendor Outreach Vendor Teleconferences (Fireside Chats): 
DMS MFMP Team launched the program in May The intent of this initiative is to assist vendors in knowing how to do business with the State of Florida and to knowing how to use MFMP
Past Topics:
06/25: "Keeping Accounts Updated"
07/09: "Solicitations"
07/16: "Solicitations" (repeat of 7/09)
07/23: "Keeping Accounts Updated"
08/20: Transaction Fee Processing & Reporting
8/27/08:  Certified Minority Business Enterprise (CMBE) Vendor Overview
9/10/08:  Importance of Keeping Accounts Updated

37. Vendor Outreach Vendor Teleconferences (Fireside Chats):
MFMP is excited to announce two additional Vendor teleconference sessions this fall:
10/1/08:  Solicitations
10/15/08: Transaction Fee Processing & Reporting
For additional information about online training opportunities, please visit the Vendor Toolkit:

38. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

39. Updates to Web Pages and Tools
MFMP (General)
New Training division home, with links to both buyer and vendor training opportunities
Updated project information, contact information and page archiving
Streamlined page navigation for all customers
Buyer/Vendor portals off of DMS home page

40. Updates to Web Pages and Tools
Buyer
New Buyer home page, complete with Buyer training information
New Training Opportunities page, with links to upcoming available trainings around the State
Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids

41. Updates to Web Pages and Tools
Vendor
New Vendor home page, complete with Vendor teleconference series information
New comprehensive Vendor toolkit, including a communications bulletin board
Updated Vendor FAQs, pertaining to individual common questions

42. Upcoming Plans Future Updates: Revise Buyer FAQs
Utilize Training home page, posting all upcoming opportunities for customers
Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks”
Better to let your fingers do the walking!

43. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

44. SPURS Sunset Update SPURS Sunset Activities:
Closing out of open SPURS POs was recently completed
Removal of SPURS for accounts older than 6 months was completed on 8/29/08
Updated lists of users who have accessed SPURS in less than 6 months are scheduled to go out in September
We have met with DFS to discuss the new application for entering payee information
Follow-up meeting is scheduled for 9/15/08
This will be the replacement for SPURS
The new application should be available by the beginning of the new calendar year
SPURSView: Line item detail
Executive Order to post contracts being developed
DFS developed a survey
POs are included to be posted
MFMP and CITS estimates because SPURSView may be best vehicle to post POs
Spurs Sunset Group is scheduled for 9/16. The results of that meeting will then be discussed with the CRB

45. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

46. Reporting Initiative
The DMS MFMP Team launched a Reporting Initiative to:
Conduct research on the current reporting tools
Identify agency customers’ reporting needs
Educate customers on the available reporting tools
Identify any shortcomings of the current state of reporting
Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers

47. Reporting Initiative Research conducted to determine where we are:
Project Charter
Identifying initiative goals, objectives, scope, etc.
Gap Analysis
Identifying functional requirements that are currently not resident in the MFMP reporting environment
Alternative Analysis
Identifying application alternative solutions to agency customer reporting needs

48. Reporting Initiative MFMP Reporting tools: Secure Reports
Designed with an emphasis on finance & accounting
Analysis
Currently contains mostly purchasing data / information
Buyer System Searches
Can be used by customers at any system level
Report Requests
Can be submitted by agency customers anytime there is a business need for a (secure) report that does not exist

49. Reporting Initiative Secure Reports Training:
Developed in an effort to keep customers educated on the current reporting tools available
First training conducted August 14, 2008, in Tampa, FL
Helps customers understand:
What reports are used for
How to access and use secure reports
How to request additional reports
Will lead to:
Increased customer awareness
Increased use of MFMP tools and resources
Customers ability to perform day-to-day tasks more efficiently and effectively

50. Reporting Initiative MFMP Reporting Survey:
Developed to identify agency customers’ reporting needs and expectations
Was administered Monday, August 25, 2008, and will end Friday, October 3, 2008
Addresses each of the MFMP reporting tools
Results will lead to an increase in reporting training requests

51. Reporting Initiative What’s Next? Follow-up/data compilation
Secure Reports Training feedback
Reporting Training feedback
Development of the MFMP Reporting website
All MFMP and related Reporting tools
Located on the Buyer Toolkit
Development of job aids/tutorials
Reports Job Aid (update)
System Searches Job Aid (update)
Secure Reports module in OnDemand Training

52. MyFloridaMarketPlace
MyFloridaMarketPlace Updates
Customer Satisfaction Survey Results
Training Update
System Enhancement Updates
Vendor Outreach Initiatives
Web Page Updates
SPURS Sunset Update
Reporting Initiative
Questions / Open Discussion

53. Contact Us If we can assist you in any way, please email
or please feel free to contact us directly:
Walt Bikowitz
Chief, State Purchasing
(850)
Rachael Lieblick
Operations Manager
(850)
Debbie Gries
Process Manager
(850)    
Eric Swanson
Vendor Manager
(850)
Amy Smyth
Communications
Specialist
(850)
Audrey Hughes
Reporting
(850)
Kasey Bickley
Purchasing Process Specialist
(850)
Anne Rabon
Finance and Accounting Process Specialist
(850)
Customer Service Desk (CSD)
CSD
(866) 53

54. Purchasing Directors’ Meeting September 18, 2008
Agenda
Bureau A
Bureau B
Training and Certification
Governance
MFMP
Reminder About Next Meeting Date

55. Purchasing Directors’ Meeting September 18, 2008
Next Meeting
October 16, 2008
2:00 – 4:00 p.m.