Purchasing Directors’ Meeting April 19, 2007

Purchasing Directors’ Meeting April 19, 2007

Purchasing Directors’ MeetingApril 19, 2007 Agenda • Introductions • Volunteer Florida Foundation-Liza McFadden • DMS 2007 Priorities-Charles Covington • MFMP Update-Scott Rainey/Buffie Rodri • Commodity Bureau Update-Ellen Potts • IT Bureau Update-Stu Potlock • Governance/Legislature Update-Spencer Kraemer • Next Meeting-May17, 2007

DMS VISION AND MISSION • Service Motto • We Serve Those Who Serve Florida • Service Vision • Engaged Employees; Satisfied Customers. • Service Mission • Providing Smarter, Better, Faster Services

DMS SERVICE PROMISE • Communicate Concerns Immediately • Listen, Learn and Grow together • Act with Integrity and Honor • Strive for Greatness • Serve with a Servant’s Heart I promise to serve with Class …

DMS 2007 PRIORITIES • Implement best practices to create a workplace of choice that fosters recruitment, development, recognition and reward • Improve our contract management capabilities • Create robust strategic plans for each major program and service area • Focus on the process and procedures of our core competencies to create a springboard for world-class performance

DMS 2007 PRIORITIES Cont. • Increase the brand awareness of our programs and services to our customers • Develop Human Resource practices that encourage a resilient workforce with the ability and desire to serve in an emergency or natural disaster • Measure what matters and continually improve the quality of services delivered to our customers

MyFloridaMarketPlace 2.0 Update Technical Infrastructure Plan Design Build Test Train Deploy 4/2/07

MyFloridaMarketPlace 2.0 UpdateScorecard Initiative • Objective of the scorecard is to provide the agencies and the MFMP Team with data to support the identification of process and system improvements that can be made to maximize productivity in each of the target areas • Will initially evaluate 4 key MFMP metrics by agency • Requisition to Purchase Order Cycle time: The elapsed time between a requisition being initially submitted and finally approved and issued as a purchase order to the vendor • Contract Spend %: The percentage of overall agency spend allocated to State Term and Agency contracts • Agency Invoice Approval Cycle Time: The elapsed time between an invoice being received and approved within an Agency (excluding DFS audit time) • Prompt Payment Invoice %: The percentage of total MFMP agency invoices that are approved within the agency within a 20 day window

MyFloridaMarketPlace 2.0 UpdateScorecard Initiative • Each metric will be supported by detailed data so that the overall metric results can be analyzed and understood • Individual agency data will be provided to the owning agency for FY07 Q3 and FY07 Q4 • FY07 Q3 data will be distributed by the end of April to each agency (Admin Director, Purchasing Director and F&A Director) • An all-agency scorecard will be produced starting FY08 Q1 • It is expected that the scorecard metrics will evolve and hopefully grow over time

Team 1 UpdatesTransportation & Energy • Contract Activity • Fuel Card: Still exploring option to offer Fuel Card for rental vehicles. In discussions with DFS on that issue. (David Bennett 921-4072) • Medium & Heavy Trucks: New contract was posted March 28. • Auto & Light Trucks: Watch bulletin board and STC home page for cut-off notices. (Christopher Walker 488-7540) • Solicitations • Comprehensive Energy/ESCO: Launched ITN on March 26. Responses are due April 24. Working closely with DFS, DEP, and DMS program area. (David Bennett 921-4072) • Construction/Industrial Equipment: Working with DMS Fleet Management to finalize specifications. Plan to launch by the end of the month. (Christopher Walker 488-7540)

Team 1 UpdatesTransportation & Energy Energy & Transportation Related Legislation: • HB 271: relating to ESCO contracts. We’re monitoring with DMS Real Estate Management. • Passed through House committees. • Companion Senate bill 1164 is still moving through committees. • Similar bill, SB 2666, may also make it through for a Senate vote. • Fleet Contracts & Fuel Issues: • Monitoring with DMS Fleet • Pending Legislation: PCB ENRC 07-1 • Sets standards for state fleet biodiesel usage - “subject to availability”. Requires annual DMS report to Legislature. DMS Fleet is working to postpone or at least better define this reporting requirement.

Team 1 UpdatesTransportation & Energy • Fleet Review Steering Committee: • Draft reports from Mercury Associates delivered to DOT and DMS in early April. • Recommends major legislative funding to begin the fleet replacement process and define a process to maintain adequate levels of funding over an extended period. • Other recommendations include: • Investigate a State Contract for service & maintenance • Change statute to allow vehicle purchases through Sept. 30 • Improve salvage determination process • Replace EMIS • The steering committee intends to continue an active forum. Committee plans to meet regularly with DMS Fleet and State Purchasing representatives to discuss on-going fleet related issues.

Team 2 UpdatesFurnishings & Institutional Supplies • Contract Activity • Non-Office Furniture contracts: Experiencing contractor web site issues. We’re working to get all of those links and information finalized. • Floor Maintenance Machines: • Recent revisions to Sanitaire product offering and pricing. • Will begin renewal/re-bid analysis next month. Mina will be reaching out to primary customers for input. (Mina Barekat 488-1985) • Office Furniture & Files: Reviewing applications from over 40 manufacturers for addition to contract. Expect adjustments in May. • Carpet & Installed Flooring: We will be reviewing manufacturers for addition to contract. Expect adjustments in July. (Brenda Wells 488-6904)

Team 3 UpdatesMRO & Law Enforcement • Contract Activity • Ammunition: We have requested feedback on a potential renewal. Major users have been contacted directly, but all input is welcome. • Uniforms: Pursuing punch-out sites with Superior Uniform Group and VF Imagewear. • Body Armor: Recent product additions and price reductions. (Mark Lovell 487-2304) • Can Liners: Finishing up revised catalogs in MFMP. • MRO: Refining Mayer Electric web site issues. (Chuck Beall 487-0635)

Team 7 UpdatesSPA & Special Services • State Purchasing Agreements (SPAs): • Preparing e-quote for Print on Demand services. Should launch next week. • Preparing e-quote for Quick Copy services. Current agreement expires in June. • We’re reviewing boilerplate terms and conditions, as well as special conditions, for update. Input is welcome! (Gary McGee 410-2426) • Contract Activity: • Training ITN: Signed contract for Fundamentals of Public Purchasing (with NIGP) on April 11. Complete contract is on the STC website. (Cyndee Sams, 921-0266)

Team 4 UpdatesIT & Telecommunications Jeff Rackley – Lead Purchasing Analyst 487-4196 jeff.rackley@dms.myflorida.com Jon Yeaton – Purchasing Analyst 488-1086 jon.yeaton@dms.myflorida.com Michael Bailey – Purchasing Specialist 487-0417 (Transitioning to Team 6) michael.bailey@dms.myflorida.com

Team 4 UpdatesIT & Telecommunications • Progress on Leased & Purchased Copier Hard Drive and embedded memory content • BMC Software Alternate Contract Source now in place • Live Scan Electronic Fingerprint Stations • Delayed to include Leasing T’s & C’s • New Wireless Voice/Data Solicitation • Working with EITS to develop technical specifications • Working with Gartner to assist in development of IT Hardware Solicitation. Jeff Rackley will lead and will recruit Agency Team Members for specifications and evaluation by this summer.

Team 5 Welcome New State Purchasing Team Members! • Earl Campos Team 5 Lead Analyst • Fran Shewan Team 5 Analyst

Team 5 Earl Campos Purchasing Analyst, Lead Starts 3/16/07 Tel: 850.487.6592Email: Earl.Campos@dms.myflorida.com Fran ShewanPurchasing Analyst Tel: 850.488.4946Email: Fran.Shewan@dms.myflorida.com Beverly ButlerPurchasing Specialist Tel: 850.414.6740Email: Beverly.Butler@dms.myflorida.com

Team 5 Contract Updates Mail Processing Equipment • USPS will raise rates estimated 5/7/07, affecting hundreds of machines across the State • Rates will now be based on weight, size, and thickness • Models affected are: • Pitney Bowes DM800, DM900, DM1000 • Modular Mailing Hasler PowerPost and Neopost IJ105 • Contract now includes upgrade pricing

Team 5 Contract Updates New Contracts Library Materials • New contract with 49 vendors effective 3/1/07 • Average savings of 15% off MSRP • Supplemental ITB to add additional vendors • Contract will be amended at conclusion of Supplement to include % range pricing and annual addition/deletion of vendors. Air Travel Contract

Team 6 UpdatesSpecial Programs • Contract for Broker of Record for Bridge, Property and Business Interruption for FDOT – Awarded to Arthur J. Gallagher, Florida. • New Temporary Employment Staffing ITB – Intended Award to be posted 4/23/07 Expanded Staffing Positions including Medical Staff (Non-Mandatory use for Medical Staffing only) • Computer Software Training contract (expiring 07/19/2007) • Will recommend renewal • Electronic Data Processing Equipment Insurance - Q&A was posted 4/13/2007. Responses due: May 8, 2007 @ 2:00 P.M. Contact Information: Donna Smith – 488-8855 – Donna.Smith@dms.myflorida.com Ommet Mbiza – 488-7804 – Ommet.Mbiza@dms.myflorida.com Michael Bailey – 487-0417 – Michael.Bailey@dms.myflorida.com

Legislative Update • HB 300 • HB399 / SB 986 • HB 999 / SB 1810 • HB 1129 / SB 2362 • SB 1976 / HB1451

Legislative Update HB 300 • Statewide goal for each state agency to award no less than 3-percent of spend for certain categories of services and commodities to disabled-veteran business enterprises. • Certification by the Department of Management Services similar to OSD process. • Quarterly reporting by agencies to DMS, annual reporting by DMS to the Legislature. Status: • In Governmental Operations since 2/21/07 • Favorable vote by Military Affairs and Domestic Security • No companion bill.

Legislative Update HB 399 • Preference for purchasing “environmentally preferable cleaning products” • DMS and agencies to eliminate procedures and specifications which discriminate against environmentally preferable cleansing products. • Amendment requires DEP to test products. Status: • In Government Efficiency & Accountability Council since 3/15/07. • Favorable vote by House Audit and Performance • SB 986 (identical prior to HB amendment). • Referred to Governmental Operations; Environmental Preservation and Conservation; General Government Appropriations on 2/13/07.

(Rep. Adams/Harrell) HB 999 • Florida Security & Immigration Compliance Act • Prohibits public employers from entering contracts for the physical performance of services unless the contractor and its subcontractors register and participate in a federal work authorization program. Requires DBPR to establish a certification process during procurement. • Favorable vote from House Committee on Homeland Security & Public Safety Status: • On Safety & Security Council agenda for 4/18/07 • Favorable vote by Homeland Security & Public Safety • Similar SB 1810 • Referred to Military Affairs and Domestic Security; Governmental Operations; Criminal Justice; General Government Appropriations on 3/7/07

Legislative Update HB 1129 • Establishes the Advisory Committee on State Procurement for the purpose of evaluating the state procurement process and to promote economy, efficiency and effectiveness in the procurement of goods, services and facilities. • Advisory Committee will study and investigate laws, policies, rules, procedure and practices. • Final report to Legislature by July 2, 2009 and interim reports as appropriate. Status: • In Government Efficiency & Accountability Council since 3/21/07 • Favorable vote by Audit & Performance • Similar SB 2362 – in Governmental Operations since 3/14/07

Legislative Update SB 1976 • An agency must procure by competitive solicitation a contract that authorizes a contractor to use governmental authority to provide a service to public or private entities or authorizes a contractor to use government property for the purpose of selling goods or services. • When estimated revenue exceeds category two • Unless a specific provision of 287.057(5) makes the procurement not subject to competitive-solicitation. Status: • On Senate floor this morning • Favorable votes from Governmental Operations and General Government Appropriations • Similar HB 1451 with amendments

Legislative Update HB 1451 (cont.) • Favorable votes by Audit & Performance and Government Efficiency & Accountability Council • Was on Policy & Budget Council agenda but temporarily postponed • Amendment authorizes DMS to establish a public notice website for all public notices not requiring personal service or service by registered mail. • Single subject issue raised in staff analysis. • CS/HB 1451 may be susceptible to a single subject challenge under Article III, Section 6 of the Florida Constitution. • A reviewing court applying the current single subject analysis to this bill would ultimately have to determine whether the broadly applicable public notice provision contained in section three of the bill, is properly connected with the title of “procurement of personal property and services.” • Another amendment relates to CCNA.

Discussion: Multiple Award Contracts • 60A-1.002(1)—Agencies are delegated the conditional authority to purchase commodities or contractual services. • 287.042 (13)—If the department determines in writing that it is in the best interest of the state, to award to multiple suppliers contracts for commodities and contractual services established by the department for use by all agencies. . . Agencies may award contracts to a responsible and responsive vendor on a statewide or regional basis. • 60A-1.047(3)—The Department shall independently identify term contract or requirements contracts awarded by other governmental entities, and approve such alternate contract sources for use by agencies. • The contract must contain specific language or other legal authority authorizing third parties to make purchases from the contract with the vendor’s consent.

Purchasing Directors’ Meeting April 19, 2007