Purchasing Directors’ Meeting April 18, 2013

Purchasing Directors’Meeting

April 18, 2013

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• Welcome Comments – Kelly Loll• Introductions – All• Transitioning VPM - Veronica• MatchMaker – Thad Fortune• MFMP – Kasey Bickley• Training – Veronica McCrackin• Legislative Update – Veronica McCrackin• New Contracts and Upcoming Solicitations –

Bureau Chiefs• Hot Topics – All

Agenda

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Welcome Comments• 2013 Prudential-Davis Productivity Award

Winners• STC Pipeline• Guidebook Update

– Forms– August Review

• Staffing Update

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Action Items: 1. Memorialize the contract review/renegotiation process

utilized by the Vendor Performance Management (VPM). Develop a document outlining the key steps, successful strategies and tips experienced with agencies during the original contract renegotiation initiative. This information may be useful for future revisions to the Procurement Guidebook as well as in the development of training curriculum for contract manager and the contract negotiator course work.

2. Complete the review and renegotiation of future contracts submitted by agencies for savings initiatives. Contract savings resulting from the initiatives will continue to be tracked and the tracking system will be managed by DMS, Office of Fiscal Integrity.

Transitioning VPM

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Transitioning VPM3. As requested by state agencies, including DMS, provide

assistance with the specification development and participate as an evaluation/selection team member for agency specific procurements.

4. Assist and advise the State Purchasing team members in the development of training curriculum for contract manager and contract negotiator course work, original certification classes, and recertification classes.

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MatchMakerNortheast Florida Regional MatchMaker• Attendance: 104• Agencies and Universities Participation: 15 Upcoming MatchMakers• May 1, 2013 – Tampa, Florida at the University of

South Florida• May 23, 2013 – Tallahassee, Florida at The Florida

State University’s Turnbull Center– Keith Bowers, Executive Director of Florida A&M’s

Small Business Development Center• June 6 or 7, 2013 – Ft. Myers, Florida at Florida Gulf

Coast University

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MFMP Utilization Agencies continue to make progress in utilization:

 PO and

Contract Utilizatio

n

Invoicing Utilizatio

n

Catalog Utilizatio

nReceiving Utilization

eQuote Utilization

October 15 Scorecard

 85.50% 57.98% 31.42% 69.23% 0.37%

March 15

Scorecard 85.25% 65.49% 68.06% 80.96% 11.30%

Utilization Changes -0.25%* 7.51% 36.64% 11.73% 10.93%

*Negative change due to blanket purchase orders issued at the beginning of the fiscal year

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MFMP Utilization• All five metrics on the MFMP Utilization

Scorecard are calculated on a fiscal year-to-date basis.

• On July 1, 2013 the numbers used to calculate the metrics will “reset.”

• This will allow a fresh start for agencies that have made positive utilization changes.

• This will not change the way that the metrics are calculated, which is detailed in the reference document distributed with the Scorecard.

• We will be reaching out to agencies to discuss process improvements/efficiencies gained through increased utilization.

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MFMP Training• We have heard feedback from agencies on the

need for MFMP training statewide and are planning on conducting trainings May 20, 21 and 23 in:– Orlando– Tampa– Ft. Lauderdale

• Registrations will be posted soon and we plan to focus on:– Invoicing– Contracts– eQuote for Buyers and Vendors

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MFMP Updates• Follow-up from last PD meeting:

– We are working on splitting our current eQuote event report by agency and posting to their Secure Reports website.

• Punchout Catalog:– We are currently in the process of testing a

punchout catalog with Mac Papers. We will send out a communication when they are ready to go live.

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• Advanced Negotiation Workshop for Florida Certified Contract Negotiator recertification, coordinated and delivered by the Florida Department of Management Services’ Division of State Purchasing.

Date: April 23-24, 2013Time: 8 a.m. to 5 p.m. dailyLocation: Betty Easley Conference Center - Room 166

• PMP Exam Power Prep for Project Management Professional initial certification coordinated by the Florida Department of Management Services’ Division of State Purchasing and delivered by ESI International.

Date: June 10-13, 2013Time: 8 a.m. to 5 p.m. dailyLocation: Betty Easley Conference Center - Room 166

Training – April UpdateUpcoming Training

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Legislative UpdateHouse Bills (HB) / Sponsor or Representative

HB 0719/ Pigman Florida Veteran Business Enterprise Opportunity Act – No ChangeHB 985/ Rogers Small Business Participating in State Contracting – No ChangeHB 1017/Fresen State Procurement – Second Committee Substitute

HB 1261/Diaz State Contracting – No ChangeHB 1309/Albritton Procurement of Commodities and Contractual Services – Engrossed Text Filed

Referred to Governmental Oversight and Accountability/Appropriations

HB 1311/Albritton Public Records / Direct Support Organization / Office of Supplier Diversity – No Change

HB 5401/GOAS Transparency in State Contracting

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SB 1152/Margolis Public Records/Financial Statements/Road Work – No Change

SB 1150/Benacquisto State Contracting – No ChangeSB 1142/Gibson Small Business Participation in State

Contracting – Temporarily Postponed

SB 1124/Altman Veterans Preference in State Purchasing – No ChangeSB 1118/Hays Public Contracting – No ChangeSB 0908/Ring State Technology

Companion SB 1762 – Engrossed Text Filed 4/10/13

Legislative UpdateSenate Bills (SB)/Sponsor or Senator

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Goods Bureau

• LP Gas contracts scheduled to be available for ordering by May 1

• Carpet ACS in place; new solicitation to be released next month

• Shredding procurement led by DOR• Bulk paper contract now provides for deeper

discounts for truckload quantities• Defibrillator contract has expired

– Being added to Medical and Dental Supply STC

• Office Consumables – Agencies need to consolidate small orders (<$10)

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Services and Special Projects BureauUpdates:• 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.

• Solicitations:– P-card – in development– Management Consulting and Auditing Services –

protest– Pharmaceutical GPO – protest

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IT-Telecom Bureau• IT Products and Services (US Communities)

(250-000-09-ACS) renewed through 4/30/2014– Tech Depot was not renewed by US Communities

• Network Infrastructure Equipment and Services (250-000-09-1) – expires 9/7/2013 (intend to renew)

• Mainframe and Other Software (252-500-09-1) – expires 5/13/2013 – renewal in progress

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Hot Topics

• Requests from purchasing directors:– Update from DivTel on cell phones and

OASIS system is scheduled for next purchasing directors’ meeting

– Next purchasing directors’ meeting• Open Discussion