Transcript Purchasing Directors’ Meeting June 8, 2006 Purchasing Directors’ Meeting June 8, 2006 Agenda • • • • • • • • Staff Changes Wireless Voice & Data Review of GSA Training & Policy State.

Purchasing Directors’ Meeting
June 8, 2006
Purchasing Directors’ Meeting
June 8, 2006 Agenda
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Staff Changes
Wireless Voice & Data
Review of GSA Training & Policy
State Purchasing Bureau Reports
Contract Management Initiative
MFMP update
Whip Around
Next meeting Thursday July 13, 2 PM
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Staff Changes
• Stephanie Dennard will be the new Chief of
Operations, dropping “Interim” from her title
• Sarah Hamilton will be the new IT Team lead in
Operations, dropping “Interim” from her title
• Gary McGee from DOL is coming to Ron Brown’s
Customer Satisfaction team in Operations on June
30, as a Purchasing Specialist
• We are recruiting an IT Sourcing Team Purchasing
Specialist, and an Institutional Furnishings & Supplies
Team Analyst
• We anticipate recruiting to fill Sarah’s former position
on the IT Team (Computer Programmer Analyst I)
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
•
•
•
•
•
•
•
•
Staff Changes
Wireless Voice & Data
Review of GSA Training & Policy
State Purchasing Bureau Reports
Contract Management Initiative
MFMP update
Whip Around
Next meeting Thursday July 13, 2 PM
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
Wireless Voice & Data, Purchasing Memo No. 3:
1. Verizon is the only voice provider on SP or EITS Contract
2. Voice contract exceptions must be documented in
accordance with 60A-1.044(3)
3. Acquisition can then be by any 287.057 method, or
alternate contract source
4. Other than Nextel voice, ACS requires SP approval caseby-case
5. Order Voice & Blackberry through MFMP or P Card, Air
Cards/VPN WECM Services by CSA, payable to EITS
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
•
•
•
•
•
•
•
•
Staff Changes
Wireless Voice & Data
Review of GSA Training & Policy
State Purchasing Bureau Reports
Contract Management Initiative
MFMP update
Whip Around
Next meeting Thursday July 13, 2 PM
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
• Policy: Use GSA Schedule 70 without
additional SP approval for most software and
some other items not on STC; request ACS
approval case-by-case for documented
contract exceptions
• Approx. 24 agencies and 80 persons
participated in GSA training May 4
• In response to demand, another group of
sessions was held May 30. Twenty three
attended. Demand satisfied for now?
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
•
•
•
•
•
•
•
•
Staff Changes
Wireless Voice & Data
Review of GSA Training & Policy
State Purchasing Bureau Reports
Contract Management Initiative
MFMP update
Whip Around
Next meeting Thursday July 13, 2 PM
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BUREAU UPDATES
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Ellen Potts, Chief, Bureau A,
Transportation, Facilities & Supplies
• Charles Covington, Chief, Bureau B,
Technology, Office Equipment & Services
• Stephanie Dennard, Chief, Purchasing
Operations
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Purchasing Operations
• VBS attachments should be 2.5MB or less. Multiple
attachments can be loaded for an advertisement if it is
necessary to split up a document.
• The DMS & State Purchasing websites are being
reorganized so links/info may move around. There will be
a new look and feel in the near future.
• We have approximately 85 suppliers registered for the
FESN. Currently, eight volunteers have signed up for the
Emergency Purchasing Network, need more...
• Reminder to check our website for State Term
Contracts. Please don't take a vendor's word the vendor
has a contract.
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Purchasing Operations
• Currently working on informal audit of agency use of procurement
method codes. Part of our effort to monitor generally how codes are
used, not picking on any agency whose coding we may audit! Ron
Brown, Customer Satisfaction Mgr, sends results to the agency
Purchasing Director on an FYI basis.
• Remind agency employees, particularly P-card holders, of SPA's,
especially the Quick Copy SPA with Kinko's and Modern Digital
Imaging.
• 60A-1, Florida Administrative Code, rulemaking initiated. Notice of
Proposed Rulemaking published in the June 2, 2006, issue of the
Florida Administrative Weekly. Public hearing scheduled for 1 pm on
June 23, 2006 (this is provided in the published notice). See
http://faw.dos.state.fl.us/fawframes.html, June 2, 2006 issue, pg 2511
if needed.
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STATE PURCHASING PERFORMANCE
MEASURES
ECONOMY MEASURE:
• Savings from STCs and SPAs through April
30:
$457,916,963, 35.87%
• (FY 05 total was $458.4MMM, 31.35%. We
appear to be on track to strongly exceed both
last year’s savings rate and absolute dollars
saved.)
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PERFORMANCE MEASURES
EFFECTIVENESS MEASURE:
• Year-to-Date Total Purchases
• $ 1,070,660,191
• Year-to-Date State Term Contracts/ SPA/
Purchase Orders $ 508,159,219
• Percent State Term Contracts/SPA
purchases to total purchases 47%
• (FY 05 was $473.5MM, 32% of PO spend.)
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PERFORMANCE MEASURES
EFFICIENCY MEASURES
• Year-to-Date State Purchasing Operating Budget:
$3,100,031.26
• Year-to-Date Cost of State Purchasing in respect to
STC/ SPA Purchase Order spend: .61%
• (FY 05 was .85%.).
• For Every Dollar Spent Operating State Purchasing,
the return was: $147.71, R.O.I. 14,771%
• (FY 05 was 11,400% ROI. Again, strong improvement.)
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CUSTOMER SURVEY
– Customer Satisfaction Survey Results (56 received)
– Are we failing?
– We have taken on the 16 hour goal for escalation,
and…e.g. survey by team, telephone logs?
– Any suggestions from the floor?
• Initial responses show sub-7 ratings
• Primary complaints and primary satisfactions on
same issues, e.g. responsiveness
• Little confidence in savings
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
• Wireless Voice & Data
• Review of GSA Training & Policy
• Recent Legislative Action: Negotiations, FL Efficient
Govt. Act
• State Purchasing Bureau Reports
• Contract Management Initiative
• MFMP update
• Whip Around
• Next meeting Thursday July 13, 2 PM
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CONTRACT MANAGEMENT INITIATIVE
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CONTRACT MANAGEMENT HISTORY
Roadmap to Excellence in Contracting, 6/2003
State Term Contract Survey Tool
Revision of Complaint to Vendor, and website
Vendor Performance Tracking in MFMP
Learning Ariba Analysis
From STC management by exception to
scheduled management review using the new
tools
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Deanne's Office Supply
6
5
Score
4
3
Series1
Linear (Series1)
2
1
0
22-Feb-06
4-Mar-06
14-Mar-06
24-Mar-06
3-Apr-06
13-Apr-06
23-Apr-06
3-May-06
Dates
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5/3/2006
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4/23/2006
4/13/2006
4/3/2006
3/24/2006
3/14/2006
3/4/2006
2/22/2006
VPT Score
Superior
5
4
3
2
VPT Scores by Date
Linear (VPT Scores by Date)
0
Date
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
• Wireless Voice & Data
• Review of GSA Training & Policy
• Recent Legislative Action: Negotiations, FL Efficient
Govt. Act
• State Purchasing Bureau Reports
• Contract Management Initiative
• MFMP update
• Whip Around
• Next meeting Thursday July 13, 2 PM
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MyFloridaMarketPlace
• System Performance
• Change Review Board Approvals
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Purchasing Directors’ Meeting
June 8, 2006 Agenda
• Wireless Voice & Data
• Review of GSA Training & Policy
• Recent Legislative Action: Negotiations, FL
Efficient Govt. Act
• State Purchasing Bureau Reports
• Contract Management Initiative
• MFMP update
• Whip Around
• Next meeting Thursday July 13, 2 PM
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