Transcript July 17, 2014 - Purchasing Directors` Meeting

Purchasing Directors’ Meeting
July 17, 2014
Craig J. Nichols, Secretary
Agenda
• Introductions and Welcome Comments – Kelley Scott
• Cost Savings Tracking Update – Ann Reeves
• State Purchasing Operations – Cliff Chroust
• MyFloridaMarketPlace – Kasey Bickley
• Professional Development, Governance and Rulemaking –
Veronica McCrackin
• Bureau Chiefs - New Contracts, Renewals, and Upcoming
Solicitations
• Hot Topics – All
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Introductions and Welcome Comments
• Introductions
– Jerilyn Bailey, Associate Category Manager on the Fleet,
Energy & Law Enforcement Team in the Goods Bureau
– Lisa Eaton, Instruction & Education Coordinator on the
Professional Development Team
– Anne Rabon, Business Analyst on the MFMP Team
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State Purchasing Operations
2013-2014 Customer Satisfaction Survey
• Annual survey distributed at the close of each year to state
agencies and other users of our services
• Intended to gauge satisfaction with the services provided by the
Division of State Purchasing exclusive of MFMP
• MFMP customer satisfaction survey distributed separately
• Contains general questions about the respondent to understand
their job function and use of statewide agreements and specific
questions about the types of agreements used and quality of
services provided
• Thank you for participating!
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MFMP Year-End Overview
• This year-end we processed 15,234 purchase orders with a
“Delay Purchase Until” of July 1.
– 4,803 unencumbered requisitions (compared to 3,434 last year)
– 10,431 encumbered requisitions (compared to 9,776 last year)
– Only 343 failed orders that were all resolved by July 2
• MFMP Buyer, VIP and Sourcing were available a full
business day sooner than anticipated.
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MFMP Utilization Update
• Agencies continue to improve their utilization of MFMP,
especially in the eQuote metric.
• The following agencies are green in all five metrics:
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Department of State
Department of Citrus
Department of Environmental Protection
Department of Juvenile Justice
Department of Management Services
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Commodity Code Standardization
• CR 155, an enhancement to standardize the State of Florida’s
commodity codes, was implemented the week of June 30 – July 3,
converting the Florida specific commodity codes (FLID) to the United
Nations Standard Products and Services Code (UNSPSC) in all MFMP
applications and VBS.
• All requisitions with a “Delay Purchase Until” of July 1 and open MFMP
commodity level contracts were converted to the new code set.
• Available training on MFMP U:
– Four webinars were conducted for agency customers beginning in June and
concluding on July 15.
– A job aid for agency customers including tips for locating commodity codes,
order processing in MFMP, and reporting using the new commodity code set.
– An online training for vendor customers covering how to select UNSPSC
commodity codes.
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VBS/MarketView Update
• MarketView has been officially sunset as of June 30, 2014.
– Vendor data previously available through MarketView is now
available on the MFMP Vendor Information Portal (VIP).
– MFMP U has a new online training available for agency customers
on how to search for vendors in VIP.
– Commodity code information is available through the UNSPSC
website (www.unspsc.org) or through MFMP Buyer.
• Open VBS advertisements had their commodity codes converted
the night of June 30.
• The URL for the VBS search advertisements page has changed.
We recommend updating any saved “favorites” to reflect the VBS
home page.
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VBS/MarketView Update
The updated commodity code search in VBS allows agencies to
search for codes by description or number within the VBS
application.
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VBS/MarketView Update
Additionally, a new screen has been added to the “Create
Advertisement” process allowing the user to upload files, edit
the advertisement, or view the completed advertisement.
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VBS/MarketView Update
• State Purchasing is looking for feedback on the Vendor Bid
System.
• On July 11, State Purchasing distributed a survey to all VBS
advertisement administrators and agency VBS
administrators.
• Deadline for responses is July 25.
• Please encourage your teams to complete the survey. Your
feedback is very valuable.
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Professional Development
Verifications and Updating of Needs Assessment Survey/Data
• Responses to last year’s needs assessment survey have been
emailed to purchasing directors. Please verify and update the
data that was emailed to you.
• Please be sure to add the city where each person on the list
works to help with locating resources and coordinating training
around the state in the future.
• A column has been added to provide you with the option to
prioritize some or all of your staff.
• Response is due by close of business Monday, July 21.
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Professional Development
Course Development
• Florida Contract Manager and Negotiator courses will be pilot
and beta tested from August through October.
• Both courses are designed using a blended learning concept to
reduce the amount of time staff is away from their office. The
courses each consist of online modules to be completed prior to
the course and a two-day face-to-face classroom course.
• To successfully complete the Florida Contract Manager and
Florida Contract Negotiator courses, students must pass an end
of course examination covering the content in both the online
modules and classroom course.
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Professional Development
Registration
• There are enough sessions to meet all agency needs, as currently
identified on the needs assessment survey, before December
2016.
• Seats are being allocated based on agency need and the number
of sessions to ensure fair representation of all agencies.
• Each quarter, registration will be opened to a specified or limited
number of the individuals identified on the agency needs
assessment survey.
• Registration will be processed electronically on a quarterly basis.
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Governance
• Chapter 2014-135, Relating to State Contracting (formerly
HB 953)
– Signed by the Governor on June 13, 2014
– Amends section 287.057, F.S., it adds subsection (1)(b)3.d. &
amends(1)(c)3
– Requires that request for proposals and invitations to
negotiate include in the evaluation criteria the prior relevant
experience of a vendor
• Guidebook revisions
– In preparation for the August 2014 revisions, please submit
any suggested edits or changes to
[email protected].
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Rulemaking
• The annual regulatory plan included all purchasing rules in
Chapter 60A-1 and General Regulation Rules 60E-1.003 and
60E-1.004.
• The Division of State Purchasing and the Office of Special
Counsel (OSC) are currently reviewing the following rules:
Rule Number
Rule Title
60A-1.045
Single Source Purchases of Commodities or Contractual Services
60A-1.046
Emergency Purchase of Commodities or Contractual Services
60A-1.048
Renewal and Extension
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Services and Special Projects Bureau
Solicitations
• PCard
– Preparing for negotiations
Upcoming Solicitations
• Rental Vehicles
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Current contract ends September 2014
Anticipate one-year renewal through September 2015
Rental trucks will not be renewed
Customer survey, focus group, industry meeting held in May
ITN launch planned for September 2014
• Security Officer Services
– New solicitation under development
– RFP launch planned for late July or August 2014
• Postal Mail Services
– RFP launch planned for late July or August 2014
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Services and Special Projects Bureau
Updates
• Custodial Services
– Enterprise ACS under development
– Anticipate availability in September 2014
• Temporary Employment Staffing Services (991-460-07-1)
– Current contract expires November 17, 2014
– Negotiating a pilot project enterprise ACS
– Expect ACS to be in place before current contract expires
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Online Legal Database Services (991-150-09-1)
– Customer survey completed in June
– Current contract expires August 17, 2014
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IT/Telecom Bureau
Updates
• Miscellaneous IT Equipment (250-WSCA-10-ACS)
– Contract has been extended through December 31, 2014
– New WSCA contract in negotiations; more details next month
• Network Infrastructure (250-000-09-1)
– Contract will expire on September 7, 2014
– Plan to replace contract with WSCA Data Communications as an
ACS; more details next month
• Multifunction Products (600-000-11-1)
– One-year renewal in process through August 31, 2015
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IT/Telecom Bureau
Solicitations
• SUNCOM Telephony Equipment and Services (STEPS) (730-00009-1)
– Contract will be extended through March 1, 2015
– New solicitation in development (20-730-000-S)
• Commercial Off-the-Shelf Software (COTS)
– 19-252-035-M currently under protest
– Use GSA Schedule 70 (252-GSA) for purchases until protest is
resolved.
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Goods Bureau
Updates
• Natural Gas (405-215-14-1) awarded to Infinite Energy effective July 1,
2014
• Bulk Fuel (405-000-10-1) renewed through June 2016
– Seven vendors renewed
– 2009 transportation prices still in effect
• Ammunition and Less-Lethal Products (680-050-12-1) will be renewed
through September 2016
• Office Consumables (618-000-11-1) will be renewed through October
2016
• We recently released surveys on motor vehicles and body armor. We
appreciate the feedback from all of you who responded!
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Goods Bureau
Updates
• Recycling End of Life Electronics Equipment (991-705-09-1) will expire July 20
– Recommend use of P-Card
– Additional information available on the DEP website
o “How to Select an Electronics Recycler”
http://www.dep.state.fl.us/waste/quick_topics/publications/shw/electronics
/ElectronicsRecyclerProcurementRecommendations_13Sep12.pdf
o 28 Recycling Vendors identified on DEP website
http://www.dep.state.fl.us/waste/quick_topics/publications/shw/electronics
/Recylist_11Jun14.pdf
• Uniforms (200-050-05-1) will expire October 2014
– Orders can still be placed against existing contract until expiration
– Products available through Alternate Contract Sources
o GSA Schedule 84
o Fish and Wildlife Conservation Commission
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Hot Topics
Open Discussion
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