Purchasing Directors’ Meeting October 20, 2008

Purchasing Directors’ Meeting October 20, 2008

Purchasing Directors’ MeetingOctober 20, 2008 • Agenda • Bureau A • Bureau B • Training and Certification • MFMP • Governance • Reminder About Next Meeting Date

Bureau A Contract Updates • New Contracts: • Ammunition & Officers’ Equipment, effective 9/30/08 • SPA for Pagers & Paging Services, effective 9/26/08 • Contracts in Development: • Floor Maintenance Machines: current STC expires on 11/24/08 • SPA for Reclaiming Mercury: current SPA expires 10/31/08 • MRO: expires 11/13/08 • Contract Expirations: • SPA for Portable Air Conditioners expired 10/02/08 • Solicitations in Development: • Motor Vehicles • Jim Den Bleyker, 488-8367

Bureau A Activity Updates • Energy & Transportation Team: • Gasoline & Bulk Fuel: temporary pricing adjustments update • Boat Motors: requested price adjustment for Yamaha products • Daimler Notice: Sterling products discontinued • Furnishings & Institutional Supplies Team: • Floor Machines: upcoming ITN • MRO & Law Enforcement Team: • Ammunition: product/posting issues • Can Liners: pricing adjustments • Uniforms: requested pricing adjustments • SPAs & Special Projects Team: • Green Products List: STC web page enhancements • Security Guard Services • GSA Schedule 84 approval

Bureau A Hot Topics • GSA Schedule 84 • Approval update • Next steps • Security Services & Systems • Results from the Purchasing Directors survey • ACS review of DMS contract • Next steps

Bureau A Hot TopicGSA Schedule 84 • Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response. • October 2008: the Local Preparedness Acquisitions Act (HB 3179) opened all Schedule 84 products and services to states & local governments as part of the GSA Cooperative Purchasing Program. • http://www.gsa.gov/cooperativepurchasing

Bureau A Hot TopicGSA Schedule 84 • Next Steps: • State Purchasing approval • State Purchasing Memorandum and guidelines for use

Bureau A Hot Topic Security Services and Systems • Results of Purchasing Director Surveys • ACS Review of DMS Security Guard Services contract • Next steps

Bureau A Hot Topic Security Services and Systems • Results of the Purchasing Directors Survey • Need Systems?: 90% say yes* • Need Unarmed Guards?: 90% say yes • Need Armed Guards?: 50% yes, 50% no • Need Consulting?: 90% say no • Interested in GSA 84?: 50% yes, 50% maybe *Varying levels of sophistication

Bureau A Hot Topic Security Services and Systems • What do the results point to? • Possibility for leverage in the Security Guards category • No leverage opportunities in the Consulting Services category • Definite common need for Security Systems, but varying sophistication needs may fragment leverage opportunities • GSA 84 may provide short-term or maybe long-term solutions

Bureau A Hot Topic Security Services and Systems • ACS Review of DMS Security Guard Services contract • Issues • Scope of DMS contract is tight • Vanguard will not extend DMS pricing to other entities

Bureau A Hot Topic Security Services and Systems • Next steps: • Security Guard Services • State Contract effort • Timeframe: begin November 2008 • Need agency reps for committee • Donna Smith, 488-8855 • Security Systems • Exploring resource capabilities for a STC • GSA 84 may provide a short-term remedy

Bureau A Hot Topic Security Services and Systems • GSA 84 Re-cap • Top 5 Florida vendors are awarded. • Sonitrol, Siemens, Honeywell, Simplex, ADT • FAR requires SOW and 3 quotes • .75% Industrial Funding Fee will be applied

Bureau B Contract Updates • New Contracts • PCs, Laptops and Monitors: 250-040-08-1 (Remember separate contracts/contract numbers for new IT Hardware contracts and differences in ordering process) • MAC-OS, Supplemental Award STC #250-040-08-1, PCs Laptops & Monitors • Ruggedized Supplemental: Pending award • IT Hardware Network Infrastructure: 250-000-09-1 • Mark Foss, 488-1086 • Telephony Contract, VoIP and Legacy Maintenance for PBX/Key: 730-000-09-1 • Mark Foss, 488-1086 – Nortel, Avaya, Cisco and Siemens (Nortel award was delayed) • Online Legal Database: Lexus/Nexus, West Law, D&B (single) report. • Ommet Mbiza, 488-7804 • Renewals • Avis Rental Vehicles: Pending Mgt. Approval

Bureau B Contract Updates • Contract Expirations • Old IT Hardware, July 31st (Printers temporarily to ACS) • BMC Software ACS: Extension until Software Phase 1 completed • IBM Software ACS: Extension until Software Phase 1 completed • Solicitations in Development • Audio/Visual ITN to replace current contract • Michelle MacVicar, 414-6131 • Microsoft Licensing • Lori Potts, 487-4196 • P-Card: Specs received from DFS, launch October 27th • Ommet Mbiza, 488-7804 • Quick Copy Services (was a SPA) • Gary McGee, 487-6592 • Mail Services • Gary McGee, 487-6592

Bureau B Activity Updates • Technology & Telecommunications Team • Software Phase 1: Mainframe – Responses are due October 21st • Software Phase 2: Distributed Network – Launch TBD • Lori Potts, 487-4196 • Software Phase 3: COTS Software – Early 2009 • NOTE: New Software Contracts could include full line of awardees’ software products if negotiations are successful • Profiling for Printers • Office Supplies & Equipment, Avis, Pharmaceuticals Team • DHL Zip Code tool online for service reduction • Reviewing an Enterprise ACS for FedEx via WSCA • Printing Services: internal/external profiling underway • MeadWestvaco Punchout will be ready before next PD Meeting (REALLY!) • Special Services, Property Insurance, PRIDE and RESPECT Team • IT Staff Augmentation (Project Area 4) to be separate STC from “Project Solutions” under IT Consulting Services (Project Areas 1, 2, and 3)

Training and Certification – August 2008 Florida Certified Contract Negotiator • Sheryl S. Bray, SJRWMD • Julie M. Lauder, DJJ • Vagillia F. Taylor, Seminole County • Linda Jeethan, City of Coconut Creek

Training and Certification – August 2008 Florida Certified Contract Manager • Delores D. Harper, DEP • Robert G. Farr, DCF • Carrie F. Woodell, City of Winter Park • Hawiane F. Tidwell, Marion County BOCC • Lisa J. Spillman, Seminole County BOCC • Katherine S. Kleehammer, DOR • Gloria M. Garcia-Foote, Seminole County • Carol S. Shoaf, City of Vero Beach • Fran Shewan, DMS State Purchasing • Rebecca J. Morrison, Hillsborough Community College • Penelope Burger, SFWMD • Rene Barnard, DeSoto School Board • Dee Fort, DMS

Training and Certification – August 2008 Florida Certified Purchasing Manager • Hawiane F. Tidwell, Marion County BOCC Florida Certified Purchasing Agent • Hawiane F. Tidwell, Marion County BOCC

Training and Certification – September 2008 Florida Certified Contract Negotiator • Spencer S. Kraemer, DMS • Holly A. Raphaelson, City of Sunrise • Catherine E. Richards, SFWMD • Nora W. Laudermilk, City of West Palm Beach • Mary L. Meier, SFWMD • Penelope Burger, SFWMD • Bernadette M. Harrison, SFWMD • Bonnie M. Batchelor, SFWMD

Training and Certification – September 2008 Florida Certified Contract Manager • Michele A. Staffieri, DCF • Alissa M. Slade, DOS • Jacqueline G. Pittman, DFS • Michele A. Rawlins, Polk County BOCC • Angela M. Hawkins, Polk County School Board • Andrea B. Simpson, DMS • David R. DiSalvo, DMS • John W. Stanley, DMS • Jane E. Hurley, City of Ocala • Terry L. Park, City of St Cloud • George A. Rozes, DFS • Pamela J. Martin, DFS • Mary L. Smith, DCF • Thomas G. Egler, DFS

Training and Certification – September 2008 Florida Certified Purchasing Manager • Carrie F. Woodell, City of Winter Park Florida Certified Purchasing Agent • Delores D. Harper, DEP • Richard J. Vojtas, SFWMD

ITFlorida Names DMS Government Technology Leadership Award Winner for MyFloridaMarketPlace • ITFlorida’s Mission is to “Make Florida A Leader in High Tech Advancement” Keynote by US Senator Bill Nelson The Government Technology Leadership Award recognizes an innovative IT initiative or solution for its contributions to a state or local government agency’s mission accomplishment, services to the public and cost effectiveness. On October 6, 2008, the 2008 IT Innovation Award for Public Service was awarded to the Department of Management Service’s state eProcurement system, MyFloridaMarketPlace. IT Florida said: DMS’ has the most sophisticated and extensive state eProcurement system in the nation. MyFloridaMarketPlace automates the entire procure-to-pay life cycle, making the system a “smarter, better, faster service.” DMS is transforming how Florida purchases goods and services. MyFloridaMarketPlace helps stimulate investment in new purchasing technologies and build business relationships, thereby enabling Florida to act as a single entity, ultimately reducing the costs of goods and services to the State.

MyFloridaMarketPlace Updates Training Update System Enhancement Updates Web Page Updates SPURS Sunset Update Reporting Initiative OPPAGA Study Questions / Open Discussion MyFloridaMarketPlace

Training Initiative • The DMS MFMP Team began conducting regularly scheduled training in August 2008. These training sessions are free of charge and intended to supplement ongoing training programs already in place at each agency • The following training is being offered monthly, in Tallahassee, through May 2009: • Analysis* • Approver • Invoicing* • New Requester* • Refresher Requester* • Secure Reports* • System Administration • Train the Trainer (under development) • Statewide training sessions are scheduled to be offered in the following cities through FY 08/09 : • Tampa (August 2008) COMPLETED • Ft. Lauderdale (October 2008) • Jacksonville (November 2008) • Orlando (January 2009) • Pensacola (March 2009) • Ft. Myers (April 2009) • Miami (May 2009) * Training sessions to be offered statewide To register for training, please visit the Training Opportunities Web page on the Buyer Toolkit at http://dms.myflorida.com/buyertoolkit

Agency Liaisons

System Enhancement Update Change Request 44 – Legislature Data Scoping The Legislature is now on MFMP! Customizations were made to MFMP to scope Legislature procurement and disbursement information so that it is not visible by executive agencies in MFMP Legislature will only be able to search and view their records Executive branch agencies will not be able to search or view Legislature records Legislature went “live” with MFMP September 29, 2008 Legislature issued their first purchase order on September 30, 2008

System Enhancement Update Change Request 45 – Service Disabled Veterans Business Enterprises Florida House Bill 687 states that service-disabled veteran businesses must be identified in the procurement process Changes will be made to the Vendor Registration, Buyer and eQuote applications so that vendors can be identified as a service-disabled Veteran Business Enterprise Two new business codes will be added to Vendor Registration: W = Service-Disabled Veteran Business Enterprise, Certified Y = Service-Disabled Veteran Business Enterprise, Non-Certified This change will be effective by November 11, 2008 and is on schedule A scope increase required by OSD and DVA (164 hours to 407 hours) was absorbed by DMS State Purchasing (no Contingency Budget funds used)

System Enhancement Update CR 36: Make the encumbrance number the direct order (DO) number The first encumbrance number assigned must be greater than the last DO number assigned so that DO numbers will not be duplicated. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, ….). When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number. Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers. This change will be effective in the third quarter of the fiscal year DEP, DOH, DJJ, and DEA make up the design approval team

System Enhancement Update • CR 47: Add PO line item description to SPURSView • MFMP does not send the line item description information to DMS to display in SPURSView. Since this is the public portal and vendors often use SPURSView to view DO information, it would be helpful if MFMP sent this data to DMS so it could be displayed with the rest of the DO information in SPURSView • This change request will not be retroactive • Before proceeding with these changes, the CRB will have to approve

Updates to Web Pages and Tools MFMP (General) New Training division home, with links to both buyer and vendor training opportunities Updated project information, contact information and page archiving Streamlined page navigation for all customers Buyer/Vendor portals off of DMS home page

Updates to Web Pages and Tools Buyer New Buyer home page, complete with Buyer training information New Training Opportunities page, with links to upcoming available trainings around the State Updated Buyer Toolkit, including archiving old documents and files, and updating the Job Aids

Updates to Web Pages and Tools Vendor New Vendor home page, complete with Vendor teleconference series information New comprehensive Vendor toolkit, including a communications bulletin board Updated Vendor FAQs, pertaining to individual common questions

Upcoming Plans Future Updates: Revise Buyer FAQs Utilize Training home page, posting all upcoming opportunities for customers Our goal in all these updates is to make it easier for you to get the information you want directly with fewer “clicks” Better to let your fingers do the walking!

SPURS Sunset Update SPURS Sunset Activities: Closing out of open SPURS POs was recently completedexcept DOAH, FSDB & OLS We have met with DFS to discuss the new application for entering payee information Follow up meeting was held on 9/24/08 This will be the replacement for SPURS vendor adds The new application should be available by the beginning of the new calendar year Spurs Sunset Group was held on 9/16. The results of that meeting will then be discussed with the CRB.

Reporting Initiative The DMS MFMP Team launched a Reporting Initiative to: Conduct research on the current reporting tools Identify agency customers’ reporting needs Educate customers on the available reporting tools Identify any shortcomings of the current state of reporting Identify reporting alternatives with the goal to identify and implement the optimal reporting tools for all MFMP customers

Reporting Initiative Secure Reports Training: Developed in an effort to keep customers educated on the current reporting tools available Several trainings have been conducted thus far Helps customers understand: What reports are used for How to access and use secure reports How to request additional reports Will lead to: Increased customer awareness Increased use of MFMP tools and resources Customers ability to perform day-to-day tasks more efficiently and effectively

Reporting Initiative MFMP Reporting Survey: Developed to identify agency customers’ reporting needs and expectations Was administered Monday, August 25, 2008, and ended Friday, October 3, 2008 Addresses each of the MFMP reporting tools: System Searches Analysis And Customer Requested Reports Results will lead to an increase in reporting training requests

Reporting Initiative What’s Next? Follow-up/data compilation Secure Reports Training feedback Analysis Reporting Training feedback Development of the MFMP Reporting website All MFMP and related Reporting tools in one location Located on the Buyer Toolkit Development of job aids/tutorials Reports Job Aid (update) System Searches Job Aid (update) Secure Reports module in OnDemand Training

MyFloridaMarketPlace • OPPAGA was charged with doing a study on the next generation of MFMP • BCP, International Ltd. (BCPI) was the consultant selected by OPPAGA to do the study • BCPI was charged to study MFMP and provide recommendations in five possible areas: • Consider continuation of current contract for 2 years • Consider replacement of contract with new contractor (dependent upon bid results) to run operation • Consider insourcing current operation • Consider hybrid approach of outsourcing some current activities and insourcing other activities • Consider a new approach • MFMP began providing information to BCPI about 9/8/08 • BCPI will be contacting users for interviews and MFMP will communicate in advance • Report due 2/1/09

Purchasing Directors’ Meeting October 20, 2008