Chad Poppell, Secretary

Purchasing Directors’ Meeting

January 20, 2017

Agenda

• Welcome – Roz Ingram

• Introduction of New Staff

• Division of Specialized Services – Mike Weber

• Rule Repeals and Amendments – Bruce Conroy

• Office of Supplier Diversity – Hue Reynolds & Donna Williams

• Professional Development Updates – Daniel May

• MyFloridaMarketPlace – Betsy Chance

• Hot Topics – All

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Welcome

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Introduction of New Staff

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State Agency for Surplus PropertyPurchasing Directors Brief

- SASP provides various types of property that are excess to the Federal Government and can be transferred to State Agencies for a small service fee

- Florida SASP enables agencies to have equipment they may otherwise not have the resources to purchase

- The acquisition of federal surplus property and equipment by eligible organizations results in sizable cost avoidance in asset procurement, which saves tax dollars

- Examples of SASP property available can be seen on the left

Desks

Cubicles

Copiers

Dust Mops

Searching/Screening for Property- The SASP term for product searching is “Screening”

- Most customers will use GSAxcess.gov to screen for property

- SASP Warehouse in Starke, Florida (approximately 145miles) and has 20,000+ products onsite and can been viewed online at:

- http://ams5.incircuit.com/eams3/f?p=1014:1500

- Any State Employee can screen, but only authorized representativeswithin each division can request products

- It is import to remember that property screened at GSAXcess can be located in any of the 50 states and 3 territories, customers are responsible for coordination and cost of shipping

- Always screen the SASP warehouse first, then Florida and local states

Forklifts

Pallet jacks

Handheld radios & GPS

VOIP phones

RULE REPEALSState Purchasing

I. 60A-1.005 – Eligible Users – Definition moved to 60A-1.001II. 60A-1.030 – MFMP Vendor Registration – Consolidated with 60A-1.033III. 60A-1.032 – MFMP Transaction Fee Exceptions – Consolidated with

60A-1.031IV. 60A-1.046 – Emergency Purchases – Consolidated with

60A-1.045 - Single Source Purchases V. 60A-1.047 – Alternate Contract Sources – Consolidated with

60A-1.045 - Single Source Purchases

RULE REPEALSOffice of Supplier Diversity

I. 60A-9.0062 – RevocationII. 60A-9.007 – Administrative Hearings

RULE REPEALSRESPECT

• 60E-1.005 – Procurement Requirements and Procedures – Consolidated with 60E-1.004

RULE AMENDMENTSState Purchasing

I. 60A-1.002 – Purchase of Commodities or Contractual Services

II. 60A-1.006 - Vendor Default, Removal, and Reinstatement

Office of Supplier Diversity

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Supplier Diversity Exchange

• Registration now open

– Pensacola: February 7, 2017, www.PensacolaExchange.eventbrite.com

– Jacksonville: March 2, 2017, www.JacksonvilleExchange.eventbrite.com

Trainings for 2017

• Florida State University - Feb. 15 at Betty Easley

• University of Florida – April 20

Mentor Protégé and Loan Mobilization

Professional DevelopmentFlorida Certified Contract Manager (FCCM)

• End of year status:

• Since January 2015, over 3,700 employees certified.

• Reached 99.6% of the target audience identified in 2014.

• 2017 Schedule posted and training dates are available through June 2017.

• Constant Contact—would like your employee’s feedback this year.

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Professional DevelopmentFlorida Certified Contract Negotiator

• FCCN initial course is in active development

• Plan to pilot and test early 2017

• Conducted pre-pilot again in December, and overall successful.

• Course will likely be 2.5 – 3 days when fully implemented.

• FCCN Re-certification course

• Will offer recertification in South Florida (West Palm Beach), Feb 27-28

• Next will be in May in Tallahassee

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MFMP Training

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• All third quarter training (Q3) registrations are available on the MFMP University website.

• Upcoming state-wide trainings:

o March 14th-15th in Panama City

o April 18th-19th in Lake City

• The MFMP team has developed a new Reporting Manual to assist in creating custom reports in MFMP Analysis and it is available on the MFMP U website.

Punchout Audit Update

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• MFMP has fully enabled punchout audit for the Dade Paper punchout catalog.

• MFMP is currently working with the Office Supplies contracted vendors.

• MFMP plans to target the PRIDE contract/vendors next.

MFMP Utilization Scorecard

The Second Quarter Scorecard is available on the MFMP website.

Utilization for both Catalogs and Receiving have increased from last quarter.

Average agency eQuote utilization is under 50%.

Agencies can request MFMP Utilization Support by contacting the MFMP team, via this link.

EXAMPLE:

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IT and Special Projects BureauUpcoming New State Term Contract

• 80101507-SA-15-1, IT Staff Augmentation, Exp. Date 2/28/19

Expiring State Term Contracts• 680-850-11-1, Body Armor, Exp. Date 1/29/17

- replaced with 46151504-NASPO-17-ACS, NASPO Body Armor ACS start date 1/30/17• 880-000-09-1, Audio and Video Equipment and Accessories, Exp. Date 2/18/17

- replaced with State of New York’s Audio Visual ACS start date 2/19/17

Terminated for Convenience State Term Contract• 43230000-14-01, Commercial Off-The-Shelf (COTS) Software, Termination Date 1/17/17

New Alternate Contract Source• 43230000-NASPO-16-ACS-SVAR, NASPO Software Value Added Reseller (SVAR), Exp. Date 06/04/18

Upcoming New Alternate Contract Source• 423230000-NASPO-16-ACS, NASPO Cloud Solutions

Upcoming Renewals • 43211500-WSCA-15-ACS, Computer Equipment, Peripherals & Services, Exp. Date 3/31/17• 82121500-NASPO-16-ACS, Managed Print Services, Exp. Date 4/14/17

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Goods and Services Bureau

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Feature Old Contract No. 618-000-11-1 New Contract No. 44111513-17-01

Term: 3yr w/ 3yr renewals Expires: 4/17/17 5yr w/5yr renewals Begins: 4/18/17

Coverage: 1 Statewide Contractor – Office Depot

1 Statewide Contractor – Staples

1 Regional Contractor – Gulf Coast Office Products

4 Statewide Vendors

-Office Depot

-Gulf Coast Office Products

-Staples

-Elite Business & Office Solutions

Catalog Punch-out (contract and non-contract items) Punch-out (contract items only)

Products 10,000 Minimum

24 Categories (Core & Non-Core, Generic & Name Brand)

10,000 minimum

7 Product Categories (Core, Generic & Name Brand)

Off Contract

Purchases

Allowed Not Allowed

Promotional

Items

Quarterly Anytime

Audit 3rd Party Audit Monthly for Price Compliance 3rd Party Audit Quarterly

MFMP Audit Continuously

Price/Product

Adjustments

Allowed quarterly Allowed quarterly

Contract Manager Abraham Alvarado, (850) 922-1214 Abraham Alvarado, (850) 922-1214

Office Supplies

Goods and Services Bureau

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Awarded Solicitation • Mail Processing Equipment ITB – awarded to Neopost and Pitney Bowes. Offers 36, 48 and 60

month leases and purchase options.

Active Solicitation • Medical and Dental Supplies RFP re-procurement (expires 3/20/2017)

Upcoming Alternate Contract Sources • Tools: Hand Held and Hand Held Power Tools and MRO: Facilities Maintenance Supplies –

combine contracts and adopt new NASPO contract. • Library Materials – Allow current STC to expire on 2/28/2017. Recommending to adopt NY

contract which includes hard books, electronic books and periodicals. • Online Auction Services – Adopt NASPO agreement with GovDeals, Inc. Offers online auction

services for surplus property.

Goods and Services Bureau

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Completed Renewal• Mobile On-Site Shredding Services ACS – recommending renewal based on Dept. of Revenue

master agreements.

Upcoming Renewals• Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies

and Services STC – recommending one year renewal.• Industrial Equipment and Tool Rental ACS – recommending two year renewal.• Agriculture and Lawn Equipment – recommending three year renewal.

Contract Management BureauPrice Updates

• Office Consumables• Library Materials• Motor Vehicles (all classes)• Lab Supplies & Equip

Extensions• Library Materials through 2/28/2017

Name Confusion Hewlett Packard HP Inc

• HP Inc -->HP Enterprise Company (HPE): Front Office • HP Enterprise Services (HPES): Back Office/Consulting

Startups (Set up Website & Kickoff)• IT Staff Augmentation Partially Replacing IT Consulting• Software Value Added Reseller (SVAR) replacing COTS• Office Supplies• Document Management• Courier Services

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Contract Management Bureau

Vacancy • Contract Management Supervisor Selected – Carla McBride• Reported Dec 2016

• Contract Manager FTE – on hold

Vendor Sales Reports• New Format Includes Actual Savings• Documented Process• Overall Savings – 59.7% (target 28%)

Patterson Dental Punch-out Catalog • Not fully compatible with Internet Explorer

• Products visible• Can not bring cart into MFMP Buyer

• (Work-around) access through Firefox and Chrome

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Hot Topics

Open Discussion

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Next Meeting

• March 16, 2017

• Please send suggestions regarding what you would like to talk about.

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