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Purchasing Directors’ Meeting August 15, 2013

Purchasing Directors’ Meeting August 15, 2013. Agenda Introductions & Welcome Comments – Kelley Scott Division of Telecommunications – Ed Peters MFMP – Cliff Chroust Training and Governance – Veronica McCrackin New Contracts, Renewals, and Upcoming Solicitations – Bureau Chiefs

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Purchasing Directors’ Meeting August 15, 2013

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  1. Purchasing Directors’ Meeting August 15, 2013

  2. Agenda • Introductions & Welcome Comments – Kelley Scott • Division of Telecommunications – Ed Peters • MFMP – Cliff Chroust • Training and Governance – Veronica McCrackin • New Contracts, Renewals, and Upcoming Solicitations – Bureau Chiefs • Hot Topics – All

  3. Introductions and Welcome Comments • Introductions • Ed Peters, Deputy Director, DMS Division of Telecommunications • Jonathan Rakestraw , Operations Management Consultant Manager over the Contract & Project Management Office, DMS Division of Telecommunications

  4. Division of Telecommunications • Mobile Communications Services (MCS) • DMS-10/11-008A (ATT Mobility) • DMS-10/11-008B (Sprint Solutions) • DMS-10/11-008C (Verizon Wireless) • Availability • Aircards (Order through SUNCOM now) • Cell phones (Order through MFMP in a few weeks)

  5. Division of Telecommunications • Employee Discounts (Activation Fees Waived) • AT&T Mobility: 17% on service, 25% on accessories • Sprint: 18% on service • Verizon Wireless: 19% on service, 25% on accessories • Rates (Sample of lowest) • Unlimited = $51.50 monthly • Per Minute = $ 0.05 e

  6. Division of Telecommunications • Resources • Raghib Qureshi, Product Managerraghib.qureshi@dms.myflorida.com(850) 413-0319 • Jonathan Rakestraw, Contract Managerjonathan.rakestraw@dms.myflorida.com(850) 921-0857 http://www.dms.myflorida.com/suncom/suncom_products_and_pricing/mobile_communication_services

  7. MyFloridaMarketPlace Commodity Code Restructuring Project Update: • DMS will be implementing the United Nations Standard Products and Services Code (UNSPSC) commodity code structure currently in use by most private sector organizations and a growing number of public sector entities including several states.

  8. Governance and Training • Section 119.0701, Florida Statutes creates a new public record statute related to contracts. Each public agency contract for services must include provisions that require contractors to comply with public records. • When does it apply? • A contract for services • Contractor is acting on behalf of the public agency per section 119.011(2), F.S. The courts have relied on “two general sets of circumstances” in determining when a private entity is “acting on behalf of ” a public agency and must therefore produce its records under Ch. 119, F.S. • Totality of factors test • Delegation test Government in the Sunshine Manual, Pages 61-65

  9. Governance and Training • What must state agencies do? • Include similar provisions in your contracts: • Keep and maintain public records that ordinarily and necessarily would be required by the Department in order to perform the service. • Provide the public with access to public records on the same terms and conditions that the Department would provide the records and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes. • Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed. • Meet all requirements for retaining public records and transfer, at no cost, to the Department all public records in possession of the Contractor upon termination of the contract . . . all records stored electronically must be provided to the Department in a format that is compatible with the information technology systems of the Department.

  10. Governance and Training Training Update • The calendar of Professional Development certifications for the fiscal year 2013-2014 is being developed. The updated Professional Development calendar will be published on our website by the end of August 2013. • We completed interviews for the two Curriculum Designers and hope to make offers in the near future. We are still interviewing for the Instruction and Education Coordinator positions. Guidebook Update • The Guidebook is being revised and is no longer posted on the website. It will be posted again in September after revisions are complete.

  11. Governance and Training Attestation • Memorandum No. 01 (2013-2014) • For a copy of the memo, go to the State Purchasing website. • Effective October 1, 2013, executive agency heads will be required to execute a contract attestation as a condition precedent for the execution of any contract or purchase order which meets all of the following criteria: • Funded by the state or federal government. • Results in anticipated expenditures of $1 million dollars or more during the term of the contract. • Procured in accordance with Chapter 287, Florida Statutes. • Completed attestation form: • Maintain with the contract file. • State Purchasing to publish the form for agency use on September 3. • Executive agencies have until October 1 to incorporate this document into their procurement process.

  12. IT/Telecom Bureau Contracts being renewed • Network Infrastructure (250-000-09-1) Solicitations to be Released – September 2013 • Commercial Off-The-Shelf Software (COTS) to replace current ACS (252-030-09-ACS)

  13. Services and Special Projects Bureau Updates • Mail Services (991-530-12-1) – Pitney Bowes Management Services is being acquired by Apollo Global Management LLC • WEX Fuel Card (973-163-10-1) – Addition of Florida Department of Transportation bulk fuel sites • Security Officer Services (991-380-10-1) – Universal Protection Service Transition Status • Information Technology (IT) Consulting Services (973-561-10-1)– Currently being renewed for one year through August 31, 2014 • Management Consulting and Auditing Services – Solicitation in progress

  14. Services and Special Projects Bureau Solicitations Under Development: Progress Update • PCard • Mail Services • Security Officer Services • Temporary Staffing

  15. Services and Special Projects Bureau Projects Under Review • Custodial Services • Satellite Communications • Disaster Management Services • Equipment Maintenance Management Services • Contingent Labor Solicitations Under Protest • Pharmaceutical GPO

  16. Goods Bureau Upcoming Solicitations • Capacity Management & Natural Gas • ITB Release –September 2013 • Award Projected – November 2013 • Live Capture Fingerprint Equipment • ITB Release –September 2013 • Award Projected – November 2013 • Motor Vehicles • ITB Release –September 2013 • Award Projected – November 2013 • Carpet & Floor Coverings • ITN Release – September 2013 • Award Projected – April 2014

  17. Goods Bureau Renewals In Process • Medical & Dental Supplies (475-000-11-1) – September 2013 • Medium & Heavy Trucks (070-700-11-1) – September 2013 • Ammunition & Less-Lethal Equipment (680-050-12-1) – September 2013 • Office Consumables (618-000-11-1) – October 2013

  18. Hot Topics Open Discussion

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