Purchasing Directors’ Meeting March 20, 2014

Craig J. Nichols, Secretary

Purchasing Directors’ MeetingMarch 20, 2014

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Agenda• Introductions & Welcome Comments – Kelley Scott• MFMP • Professional Development• Bureau Chiefs - New Contracts, Renewals, and Upcoming

Solicitations • Hot Topics – All

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2014 Utilization Support Activities

• The MFMP team will continue to provide operational training to all agencies to support all five metrics. In 2014, we will focus support activities on catalog and eQuote utilization.

• Catalog Utilization– We will conduct a Catalog Focus Group with agency customers in April to

discuss the use of and areas of improvement for catalogs.

• eQuote Utilization– The MFMP team will establish a new bi-monthly eQuote Utilization Focus

Group comprised of all agencies to continue discussing support for increasing utilization.

– We will also hold bi-monthly eQuote support conference calls to allow agencies to ask eQuote related questions.

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MFMP Enhancements

• A CRB meeting was held on February 13, 2014, where the team provided updates on recent and upcoming enhancements.

• CR 210 (Update to Sourcing Invite Email) was implemented on January 28, 2014.

• CR 215 (Auto Populate MOP on Catalog Items) was implemented on February 27, 2014.

• CR 205 (Solicitation Contact in VIP) is targeted for implementation in spring 2014.

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Commodity Code Standardization Update

• CR 155 (Commodity Code Standardization) is still in progress and on schedule for implementation at the end of the fiscal year. – The list of UNSPSC codes and mapping from current FLID to UNSPSC was posted to the

DMS website. – The MFMP team is hosting bi-weekly conference calls with agency system

administrators to address impacts to workflows.

• VBS Implementation– DMS IT will be converting all “open” VBS advertisements to the new commodity code

set. Historical advertisements will not be converted.– Agencies/vendors will be able to search using the new codes for new advertisements

and the old codes for historical advertisements.– VBS will be unavailable during conversion, beginning the evening of

June 30 through July 1. VBS will be available the morning of July 2. – Please take the downtime into account when planning your solicitation timelines.

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Commodity Code Standardization Communications

Agency Customers• Agencies will continue to receive updates at the Customer Roundtable, Change Review Board and

purchasing director meetings. – If you miss a meeting, meeting minutes are posted on the MFMP website under Agency

Customers, Meeting Materials.• The MFMP team will continue to update the MFMP website with new information. • In the coming months, we will continue to communicate to agencies through email and the newsfeed

on the MFMP Buyer Dashboard.

Vendors• We have already begun reaching out to vendors with line item and punch out catalogs regarding this

change.• In the coming months, we will communicate to vendors through:

– Social media– Direct emails– VBS website– Trainings– MFMP website

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MFMP Website Changes

• The MFMP team implemented changes to the MFMP website on March 5, 2014, and reviewed the changes at the March 6 Customer Roundtable meeting.

• Changes include:– Consolidated training materials including registrations, manuals, job aids, and

training materials for both agencies and vendors into one central location under MFMP University.

– Removed the “in-between” landing pages before the agency customer and vendor home pages.

– Updated and streamlined the look and feel of the website by using buttons rather than links.

– Added links to MFMP systems on the right side of each home page.– Reviewed and updated all website content.– Archived historical information for reference.

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Professional DevelopmentFlorida Certified Contract Manager (FCCM)

Number of

PersonnelPercentage

of TotalNumber in

Range Name

Range 1 (0-25) 86 4 17Citrus, DBPR, DEM, DLA, DMA, DOAH, DOE, DVA, EOG, FPC, FSDB, JAC, LEG, NSRC, PSC, SCS, SSRC

Range 2 (26-50) 228 11 7 APD, DJJ, DOC, DOR, DOS, FDLE, LOT

Range 3 (51-100) 406 21 6 CPIC, DEA, DEO, HSMV, DMS, FWC

Range 4 (101-150) 372 18 3 AHCA, DCF, DOACS

Range 5 (151-200) 346 17 2 DFS, DOH

Range 6 (201-300) 216 11 1 DEP

Range 7 (>300) 371 18 1 DOT

Identified the need for 2,025 FCCMs

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Professional DevelopmentFlorida Certified Contract Negotiator (FCCN)

Number of

PersonnelPercentage

of TotalNumber in

Range Name

Range 1 (1-5) 37 11 22Citrus, DBPR, DEA, DEM, DEP, DLA, DMA, DOACS, DOAH, DOS, DVA, EOG, FPC, FSDB, FWC, JAC, LEG, LOT, NSRC, PSC, SCS, SSRC

Range 2 (6-10) 29 8 4 DEO, DOE, DOH, FDLE

Range 3 (11-15) 37 11 3 AHCA, CPIC, HSMV

Range 4 (16-20) 72 21 4 APD, DJJ, DOC, DOR

Range 5 (21-50) 64 18 2 DOT, DMS

Range 6 (>50) 107 31 2 DCF, DFS

Identified the need for 346 FCCNs

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IT/Telecom Bureau

Solicitations • Commercial Off-the-Shelf Software ITB (#19-252-035-M)

– Launched February 4, 2014– Anticipated start date: April 28, 2014

• Network Infrastructure ITB (#15-250-000-X)– Launched February 11, 2014– Anticipated start date: April 29, 2014

• Telephony Equipment and Services (#20-730-000-S)– Will replace SUNCOM Telephony Equipment Premises Services (STEPS) – Anticipated launch date: April 22, 2014

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IT/Telecom Bureau

Renewals • IT Research and Advisory Services (Gartner) 973-501-12-ACS

– To be renewed through April 29, 2015

• IT Products and Services (U.S. Communities) 252-000-09-1– To be renewed through September 7, 2016

• Land Mobile FM or PM Communications Equipment 725-500-12-1– To be renewed through June 29, 2015

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Goods Bureau

Actions Completed • Tires (863-000-10-1) renewed through February 2015

• Bulk Paper (645-120-10-1) renewed through February 2016

• Laboratory Supplies and Safety Equipment ACS (490-000-12-ACS) extended to December 31, 2014

• Food Delivery Prime Vendor Services ACS (387-000-10-ACS) renewed through April 2015

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Goods Bureau

Upcoming Actions• Capacity Management and Natural Gas ITB will be posted March

or April 2014• Heavy Equipment Rental ACS being established through March

2017• Shredding ACS being established through April 2017• Educational and Institutional Furniture (420-420-10-1) being

renewed through 2016• Live Capture Fingerprint Equipment (680-370-07-1) will expire

May 2014 – future purchases through GSA schedule 70

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Services and Special Projects Bureau

Solicitations• PCard

• Pharmacy GPO– Finalizing contract

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Services and Special Projects Bureau

Upcoming Solicitations • Mail Services

– RFP launch in late March or early April

• Temporary Staffing– Working on proposed solutions– Continuing to seek customer feedback– Current contract expires May 17, 2014

• Security Officer Services– New solicitation under development

• Online Legal Database Services– Working on proposed solutions– Continuing to seek customer feedback– Current contract expires August 17, 2014

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Services and Special Projects Bureau

Updates• Management Consulting/Financial & Auditing Services

(973-000-14-01 and 973-000-14-02)– RFQ process

• Custodial Services– ACS under development in collaboration with Division of Real

Estate Development and Management– Anticipate ACS being effective June 1, 2014

• Equipment Maintenance and Management Services (477-860-08-1)– Contract will be extended for six months expiring October 15, 2014

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Hot Topics

Open Discussion