FLORIDA DEPARTMENT OF HEALTH ANNUAL WORKSHOPOrlando, FloridaNovember 21, 2003 UPDATE ON STATE PURCHASING Russ Rothman, CPPO Chief Purchasing Operations Officer Florida Dept of Management Services firstname.lastname@example.org
TOPICS • ROAD MAP TO EXCELLENCE IN CONTRACTING • STATE PURCHASING ORGANIZATION • STATE PURCHASING MISSION • EPROCUREMENT • STRATEGIC SOURCING • NEW APPROACH TO EQUITY IN CONTRACTING & OTHER OBJECTIVES • THE FUTURE OF SNAPS • ETHICS AND THE LAW
ROAD MAP TO EXCELLENCE IN CONTRACTINGInspector General Derry Harper, 6/03 • Need legislative and regulatory changes to address inadequacies and inconsistencies in statutes and rules • DMS should accept and implement theleadership role required by Florida Statute • develop formal procedures for needs assessments, standard formats for contracts • foster user groups to share best practices and common problems. • Undertake a statewide training initiative, and include incentives to encourage professionalism and certification. • Include training in contract negotiation and contract management. • Create a uniform vendor rating system to include links to websites, closeout evaluations, and a method for other agencies to access performance evaluations. • Propose legislation to enact a law similar to the federal Truth in Negotiating Act.
DMS shortcomings in leading contract management • Inadequate management of contracts by agencies due to abdication of leadership. • No collection of information on contractor performance. • Failure to share information on contractor performance among agencies. • Missed opportunity to use performance information in contracting decisions.
UNIFORM VENDOR RATING SYSTEM Performance Measures under consideration: • Deliverables, Tasks orRequirements • Outputs - a definite or indefinite quantity/quality of goods to be delivered and/or services to be performed, and • Outcomes - goals, objectives or purpose to be attained. Outcomes can also apply to schedule, budget and customer service. • Schedule - milestones, completion • Budget - Contract delivered within original budget. Accuracy, adequacy and timeliness of invoices. • Customer Service - Communication, reliability, flexibility, problem resolution, change order negotiation, exceptions, complaints
TRAINING PROGRAMS UNDER CONSIDERATION: In cooperation with NIGP, • General Purchasing, Purchasing Management, Contract Negotiation & Contract Management, eProcurement • A combination of NIGP and Florida-specific course content, leading to NIGP and Florida certification. Examples of Fla. content
STATE PURCHASING ORGANIZATION
STATE PURCHASING ORGANIZATION Since June, 2003 – 75% NEW LEADERSHIP 25% NEW CONTRACTING STAFF
75% NEW LEADERSHIP • Fred Springer, Director of Purchasing – Attorney for State Purchasing 18 months • Russ Rothman, CPPO, Chief Purchasing Operations Officer – founding member of NIGP Tallahassee Chapter, 22 years purchasing experience. • Elaine Atwood –Bureau Chief leading Teams 1-3. Eight years state contracts/purchasing and supervisory experience with two different agencies.
25% New Contracting Staff • Stu Potlock, B.S., CPPB – new Purchasing Analyst. Eight years state experience, seven in purchasing, with two different agencies. • Mark Lovell, B.S., CPPB – new Purchasing Analyst. Five years state purchasing experience. Thirteen years private sector management experience. • Ommet Mbiza, M.B.A – new Purchasing Specialist. Has started and managed business in Africa and the U.S. FSU COB, with emphasis on Purchasing & Materials Management • Renee Gregory – new Purchasing Specialist. Six years state purchasing experience with three different agencies. • Chris Kincaid, B.S. – new Purchasing Specialist. Graduate of FSU COB with emphasis on Purchasing & Materials Management
Contracting staff reorganized • Director’s Office & Operations Team • Two contracting bureaus • Team concept for customer focused service delivery • Seven teams of three • Lead purchasing analyst, purchasing analyst, purchasing specialist
STATE PURCHASING MISSION
Our Mission at State Purchasing flows from the Governor’s top priorities: • Reducing Violent Crime and Drug Use • Creating a Smaller, More Effective, and Efficient Government • Building Economic Opportunity for All • Helping the Most Vulnerable • Improving Quality of Life and the Environment • Improving Student Achievement
And From Our Secretary Bill Simon’s Mission: To become a customer focused agency providing effective and efficient services in order to better enable state agencies and employees to deliver the Governor’s priorities to the people of Florida.
Director of Purchasing Fred Springer’s Mission: To gladly deliver useful and innovative purchasing services in order to become a customer focused agency providing effective and efficient customer services.
Chief Purchasing Operations Officer Russ Rothman’s Mission: To deliver effective and efficient support services, governance processes and professional training to State Purchasing and agency purchasing staffs in order to deliver useful and innovative purchasing services.
What Do These Missions Mean? For DMS and State Purchasing, we see our role as driving down both your administrative costs and the prices you pay for goods and services by delivering…
DELIVERING… • (1)Purchasing statutes, rules and policies that support economical, efficient and effective purchasing on behalf of the State and its subdivisions. • (2)An effective and efficient electronic purchasing system, MyFloridaMarketPlace.
DELIVERING (continued)… • (3)State term contracts, strategically sourced, administratively easy to use, with the best value (prices, item/service quality, terms and conditions) obtainable by a customer of our stature.
DELIVERING (continued)… (4)Training and support to State Purchasing, state agency and subdivision purchasing professionals in key skills, including general purchasing, contract negotiation, contract management, eProcurement and management of purchasing operations.
MyFloridaMarketPlace will help to streamline the processes for doing business with the State. What’s Different? • Electronic creation, routing, and review or requisitions and issuance of e-purchase orders • Electronic quotes and bids, including reverse auctions • Online vendor registration • Ability for vendors to maintain company information online
MyFloridaMarketPlace will help to streamline the processes for doing business with the State (continued). What is to some extent the same? • Vendors relationship with agencies • Use of contracts • Subject to same purchasing statutes and rules
Moving to advanced business technology benefits all vendors. The MyFloridaMarketPlace system provides: • Quick and easy access to marketing opportunities: single portal, email notifications • Opportunity to shorten order-to-cash cycle and improve cash flow
Initial Users – Pilot Agencies (July – August 2003)1. Department of Transportation 2. Department of Management Services 3. State Technology Office Initial Users – Executive Branch Agencies (September – April 2004) Department of Children and Families Department of Education Department of Health Department of Citrus Department of Corrections Department of Law Enforcement Department of Juvenile Justice Department of Military Affairs Department of Environmental Protection Department of Revenue Department of Business & Professional Reg. Agency for Workforce Innovation Department of Lottery Department of Community Affairs Agency for Health Care Administration Executive Office of the Governor Department of Highway Safety & Motor Vehicles Department of Veteran’s Affairs Department of Elder Affairs
Other Eligible Users (beginning May 2004) Legislature Educational Institutions (K-12, State Univ.) Judicial Local Governments
Project Highlights • 27,000 vendors registered in MyFloridaMarketPlace, including over 8,000 minority business enterprises • Over 3,000 Purchase Orders for over $60,000,000 to date
Completed Activities • Continued Vendor Information Sessions combined with targeted phone calls • Developed Sourcing toolkit • Completed Model Office Sessions • Office Supplies Reverse Auction (32% savings) • MRO Supplies(13.2% savings)
Upcoming Activities • Continued Vendor Information Sessions combined with targeted phone calls • Continue to monitor MyFloridaMarketPlace activities of DOT, DMS, and STO • Provide post-implementation support to Citrus, DOAH and DOH • Continue support for next wave of agencies, DJJ, DOC, DCF • Began testing FLAIR on 10/1 • Online encumbrance and disbursements go-live in November
New Strategy: STRATEGIC SOURCING • INTERNAL PROFILE: Analyze where significant funds are spent, by whom, on what, and what are the usage trends • EXTERNAL PROFILE: Analyze industry trends & vendors • SOURCING STRATEGY: Determine what procurement method, what to include, contract terms, evaluation criteria
INTERNAL PROFILE This includes a review of data from state systems, including FLAIR and SPURS, and surveys of agencies and eligible users
EXTERNAL PROFILE This includes surveys of vendors, and review of information available on the Internet, such as from industry associations, Bureau of Labor Statistics (PPI), and business sites, Requests for Information.
SOURCING STRATEGY This includes what items to list in a solicitation, and how to group them, the type of solicitation (ITB, RFP, ITN, reverse auction), the terms and conditions, including contract length, evaluation criteria, and use of price indexes.
NEW APPROACH EQUITY IN CONTRACTING (ONE FLORIDA) AND FOUR OTHER STATE OBJECTIVES
REQUIRE PLAN ADDRESSING STATE OBJECTIVES BIDDERS/RESPONDENTS INCLUDE PLAN ADDRESSING • EQUITY IN CONTRACTING • RECYCLED CONTENT & POLLUTION CONTROL • PRIDE • RESPECT • DRUG FREE WORKPLACE
PLAN • MUST BE INCLUDED FOR BID/PROPOSAL TO BE CONSIDERED RESPONSIVE • SUBJECT TO RENEGOTIATION PRIOR TO CONTRACT SIGNING • INVOLVES NO PRICE PREFERENCE OR POINTS
THE FUTURE OF SNAPS (State Negotiated Agreements and Price Schedules)
HISTORY OF SNAPS • DEVELOPED IN 1996-97 TO FACILITATE CONTRACTING WITH INNOVATIVE TECHNOLOGY VENDORS, AND FOR ENVIRONMENTALLY FRIENDLY COMMODITIES AND SERVICES • SEEN AS POSSIBLE INCUBATOR FOR FUTURE STATE TERM CONTRACTS
HISTORY OF SNAPS (continued) • LIMITED TO PURCHASES UP TO $25,000 (CATEGORY 2) PER TRANSACTION AND $150,000 (CATEGORY 4) PER CONTRACT, PER AGENCY, PER YEAR • AUTHORITY IN 287.042 and 287.056, Florida Statutes, although the term “SNAPS” is not used in either section, and 60A-1.008(2), Florida Administrative Code.
HISTORY OF SNAPS (continued) • SNAPS AGREEMENTS HAVE BEEN RELATIVELY EASY TO GET • STATE PURCHASING WORK LOAD IS SUBSTANTIAL, WITH HUNDREDS OF SNAPS AGREEMENTS PROCESSED • SAVINGS ARE QUESTIONABLE, AS SNAPS AGREEMENTS ARE NEGOTIATED, NOT COMPETED • AGENCIES FREQUENTLY BEAT SNAPS PRICES THROUGH INFORMAL BIDS
HISTORY OF SNAPS (continued) • FIVE SNAPS AGREEMENTS BECAME STATE CONTRACTS • MANY SNAPS AGREEMENTS ARE NEVER USED
PRINCIPAL CONCERNS WITH SNAPS • MOST AGREEMENTS ARE VENDOR-DRIVEN, THAT IS, RATHER THAN PROCEEDING FROM AN IDENTIFIED GOVERNMENT REQUIREMENT, THEY PROCEED FROM VENDOR DESIRES FOR A MARKETING TOOL • EXAMPLE: OF 800 CURRENT SNAPS AGREEMENTS, MORE THAN HALF REFLECT NO REPORTED PURCHASES
PRINCIPAL CONCERNS WITH SNAPS (continued) • PRICING FOR MANY PURCHASES IS NOT COMPETITIVE • PROCESSING WORKLOAD IS HEAVY • MANY AGENCIES AND ELIGIBLE USERS WILL NOT USE SNAPS FOR SIGNIFICANT PURCHASES
SNAPS POSSIBILITIES • CONTINUE WITH SNAPS “AS IS” • DISCONTINUE SNAPS ALTOGETHER • ALLOW SNAPS TO CONTINUE, BUT RESTRICT USE TO AGENCIES AND ELIGIBLE USERS NOT ONLINE WITH MYFLORIDAMARKETPLACE AND ITS “EQUOTE” CAPABILITY • RE-ENGINEER TO MAKE SNAPS PRICE-COMPETITIVE AND BUYER (NOT VENDOR) DRIVEN
LEADING “SNAPS III” CONCEPT ISSUANCE OF A SNAPS AGREEMENT WILL BE CONTINGENT UPON: 1. REQUEST FOR AN AGREEMENT BY A BUYER (AN AGENCY OR OTHER ELIGIBLE USER), WITH AN INTENTION TO MAKE A PURCHASE OF A COMMODITY OR SERVICE NOT ON STATE TERM CONTRACT 2. SPECIFICATIONS/STATEMENT OF WORK PROVIDED BY THE REQUESTING BUYER,
LEADING “SNAPS III” CONCEPT (continued) 3. THE REQUESTING BUYER WILL BE ENCOURAGED TO IDENTIFY ANY KNOWN VENDORS WHO COULD MEET THE NEED 4. THE DMS SNAPS TEAM WILL ATTEMPT TO REGISTER ANY NON-REGISTERED SOURCES IDENTIFIED, AND WILL CONDUCT A COMPETITIVE SOLICITATION USING THE “EQUOTE” TOOL IN MYFLORIDAMARKETPLACE
LEADING “SNAPS III” CONCEPT (continued) • 5. AGREEMENTS WILL BE ESTABLISHED FOR A TWELVE MONTH PERIOD WITH NO RENEWAL. IF A SPECIFIC NEED JUSTIFYING A SNAPS AGREEMENT IS IDENTIFIED AFTER THAT TIME, ANOTHER EQUOTE COMPETITIVE SOLICITATION WILL BE CONDUCTED
LEADING “SNAPS III” CONCEPT (continued) • 6. SNAPS PURCHASES PER CONTRACT WILL BE REVIEWED QUARTERLY, WITH A VIEW TO ESTABLISHING A STATE TERM CONTRACT WHERE $1 MILLION SNAPS PURCHASES COMBINED WITH OTHER NON-STATE-TERM-CONTRACT PURCHASES OF LIKE ITEMS COULD YIELD SAVINGS >$100K ANNUALLY