1. Purchasing Directors’ Meeting January 19, 2012

2. 2 Introductions – All State Purchasing team MFMP 3.0 Sourcing eQuote demo – Ron Leggett MFMP discussion items – Danielle Kosberg PPIP survey results – Hal Houston Training – Dick Chatel Short listing – Dick Chatel PD meeting focus and attendees – Kelly Loll Hot topics - All Agenda

3. 3 State Purchasing Team Update from new State Purchasing team members Thad Fortune, MBE Administrator Office of Supplier Diversity Mike McClure, Bureau Chief Fleet Management & Federal Property Assistance

4. 4 MyFloridaMarketPlace MFMP 3.0 Sourcing eQuote demo eInvoicing Vendor inactivation Reluctant vendor Commodity codes cleanup

5. 5 PPIP Stage 1 and 2 Survey Results Overview DMS released the Stage 1 and 2 PPIP survey in mid-December to request input about each state agency’s typical procurement process and lessons learned. A big thank you to all individuals who participated in the survey process, we will incorporate your feedback into the PPIP process moving forward Brief summary of our key findings: Total survey responses received – 33 –50 percent of agencies represented (19 agencies) 96 percent of participants identified their agencies as following a standardized and documented procurement process for every procurement 93 percent follow a standard process for contract renewals most or all of the time

6. 6 PPIP Stage 1 and2 Survey Results (cont.) Perceived Benefits of a Standard Sourcing Process: 48 percent of participants are “unsure” if their agency would benefit from a standard (statewide) sourcing process Survey Quotes: “Standardized forms would be appreciated.” “….with the option for the agency to add agency specific docs and language would be very beneficial.” “consider each agency's different requirements and statutory authority.” Current Procurement Processes and Areas of Focus: 70 percent believe their agencies could benefit if their Procurement Office were involved earlier in the procurement process. With regard to the use of formal procurement documents, the following documents are used by the corresponding percentage: Project Timeline / Workplan – 71 percent Procurement DecisionTree – 42 percent Business Case – 32 percent Near-Term Goals of the PPIP: Provide standard process and communication tools encouraging early involvement by the Procurement Office Refine and provide consistent procurement tools for common-use across the state

7. 7 PPIP Stage 1 – 2 Survey Results (cont.) Next Steps: The PPIP Team will continue to keep stakeholders engaged through ongoing surveys, purchasing director presentations, and focus groups. State Purchasing / MFMP updating bi-monthly newsletter will include PPIP news ­ Will send regular e-mails with information and continue purchasing director meeting updates

8. 8 Training Certifications available Current status Short-term solutions Long-term solutions

9. 9 Certifications Available Certified Professional Public Buyer (NIGP) Bachelor’s degree, college or seminar training in purchasing Two years of public purchasing experience Examination Funded by candidate Candidates apply directly to NIGP

10. 10 Certifications Available Certified Public Purchasing Officer (NIGP) Bachelor’s degree, college or seminar training in purchasing Three years total purchasing experience Examination Funded by candidate Candidates apply directly to NIGP

11. 11 Certifications Available Florida Certified Purchasing Agent (SP) Public Purchasing in Florida seminar (SP) 12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions Funded by candidate or agency Candidates apply directly to DMS Recertification –Current Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification –Certificate of completion of advanced purchasing workshop –12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions

12. 12 Certifications Available Florida Certified Purchasing Manager (SP) Public Purchasing in Florida seminar (SP) 3 years experience in a full-time purchasing position (one year must be in a Florida public purchasing management position) Funded by candidate or agency Candidates apply directly to DMS Recertification –Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification –Advanced purchasing workshop –Three years experience in a full-time purchasing position (at least one year must be in a Florida public purchasing management position)

13. 13 Certifications Available Florida Certified Contract Manager (SP) Contract Management or Contract Administration seminar (NIGP) Contract Management in Florida seminar (DMS) Best Practices for Contract and Grant Management in Florida (DFS) 12 months experience in a full time purchasing or 12 months cumulative experience managing one or more contracts Funded by candidate or agency Candidates apply directly to DMS

14. 14 Certifications Available Florida Certified Contract Manager (SP) Recertification in five years –Contract Management or Contract Administration seminar (NIGP) –Contract Management in Florida seminar (DMS) –Advancing Accountability: Best Practices for Contract and Grant Management in Florida (DFS) –12 months experience in a full time purchasing position, or –12 months cumulative experience managing on or more contracts for a Florida state agency

15. 15 Certifications Available Florida Certified Contract Negotiator (SP) Required on ITNs exceeding $1 million General Public Procurement or Sourcing in the Public Sector seminars (NIGP) Negotiation Strategies & Techniques seminar (ESI ) or approved equivalent Negotiation in Florida seminar (DMS) Training funds previously provided to DMS for agency training 12 months in a full-time purchasing, contract management, or contract administration, or

16. 16 Certifications Available Florida Certified Contract Negotiator (SP) Candidate may have worked as political subdivision agency attorney whose duties included providing legal counsel to an agency’s purchasing or contracting staff. The candidate must have led a team through at least one procurement through negotiation, or served on at least three federal, state, or local government negotiation teams. Or

17. 17 Certifications Available Florida Certified Contract Negotiator (SP) M.B.A. (or similar graduate degree) who has: –Led a government negotiation team through a negotiated procurement or served on at least government negotiation teams –Completed either a semester-long business school or graduate level class on negotiation –Negotiation Strategies & Techniques seminar (ESI) or approved equivalent –Negotiations in Florida or approved equivalent (DMS) –General Public Procurement or Sourcing in the Public Sector seminar(NIGP) –Worked a minimum of 12 months for the State of Florida or one of its political subdivisions

18. 18 Certifications Available Florida Certified Contract Negotiator (SP) Recertification (five years) –16 hours of recertification training courses –Led one or participated in three negotiated procurements during the preceding five years –Employed in governmental position that requires negotiations in the position description

19. 19 Certifications Available Project Management Professional (PMI) Bachelor’s degree or the global equivalent 4,500 hours leading and directing projects 35 hours of project management classroom training Examination required Required for ITNs exceeding $10 million Funds previously provided to DMS for agency training Recertification IAW PMI guidelines

20. 20 Current Status Funding for FCCN and PMP no longer provided Agencies must fund from expense budget; results in lower participation Minimum class size requirement eliminated course offerings Secretary suspended certification programs State Purchasing re-examining approach to training and certification

21. 21 Short-Term Solution Request class size amendment from vendors for negotiation and PMI training Lack of funding will necessitate a shift from purchased training to organic training SP pilot program: focus on PPIP process –Basic training considers stage process and job responsibilities o 7 Stage Overview +  Process/MFMP  Category Manager  Contract Manager

22. 22 Short-Term Solution Advanced Training at Application Level –Phase training (in-depth) –Data analytics –Market analysis –Negotiation –Forms and templates –Pricing –Contract management functions

23. 23 Long-Term Solution Request additional positions for Fiscal Year 2013-14 Request central funding for procurement related training Use agency trainers with periodic assessment by DMS Develop central certification examination system We Welcome Your Suggestions!!!

24. 24 Short Listing Section 287.057(1)(c)(4), Florida Statutes, authorizes the use of Competitive Range (short list). Competitive Range (short listing) is a decision which requires posting. Each decision (posting) incurs a protest window. Once a firm is eliminated (excluded from the competitive range), negotiations with that firm are prohibited. Agencies may negotiate with firms in the competitive range. –Repetitive rounds of negotiation are permitted. –Consult your General Counsel regarding resubmittal/clarification of proposal information

25. 25 Meeting Focus and Attendees Audience – Purchasing Directors –Invite your staff as necessary; limited seating Frequency – bi-monthly –Continue two hour meetings Format – continue with dialogue / open format –Welcome input and presentations from agency purchasing directors Other

26. 26 Hot Topics Open Discussion