Chad Poppell, Secretary

Purchasing Directors’ Meeting

November 17, 2016

Agenda

• Welcome – Roz Ingram

• Introduction of New Staff

• AST – Dustin Stroud

• 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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Office of Supplier Diversity

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Supplier Diversity Exchange

• Tallahassee and Orlando

• Dates for 2017

– Pensacola: February 7, 2017

– Jacksonville: March 2, 2017

Business Participation Plans

• Status

Trainings for 2017

• University of Florida

• Florida State University

Professional DevelopmentFlorida Certified Contract Manager (FCCM)

• End of 2016

• 2017 Schedule posting

• Opening course to other employees

• Recertification

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Professional DevelopmentFlorida Certified Contract Negotiator

• FCCN initial course is in active development

• Plan to pilot and test early 2017

• Will send out request to update FCCN Needs Assessment in December

• FCCN Re-certification course

• Conducted November 15-16, 2016

• Will offer quarterly

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MFMP Contract Update

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• The MFMP contract (Contract #: DMS 11/12-030) has been extended until June 30, 2017.

• The MFMP Contract was renewed effective July 01, 2017 through June 30, 2021.

• Agencies will not be impacted by the contract extension.

• As of February 1, 2017, MFMP will no longer send purchase orders to vendors via fax.

MFMP Utilization Scorecard

The First Quarter Scorecard is available on the MFMP website.

Utilization for Purchase Orders/Contracts and Invoicing continue to exceed 80%.

Utilization for Catalogs and Receiving have dropped below 80%.

Average agency eQuote utilization has dropped below 50%.

The MFMP team distributed best practices last January to assist agencies with utilization.

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

The next Quarterly Scorecard will be available in mid-January.

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MFMP Training

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• All third quarter training registrations are available on the MFMP U website.

• The MFMP team will be offering in-person training in the FL panhandle in the early spring.

• The MFMP team is in the final stages of developing a new Reporting Manual to assist in creating custom reports in MFMP Analysis.

Annual Vendor Inactivation

• MFMP will be performing the annual vendor inactivation process on November 17, 2016.

– This will remove all inactive vendors from MFMP Buyer and Sourcing.

• Upon request, MFMP will provide administrative access to VIP where approved customers can view vendor FEINs or SSNs.

– System Administrators can request unique VIP access for customers as needed. All requests must be approved by a System Administrator.

– Please contact the Customer Service Desk to deactivate accounts when a customer has left the agency or is no longer in that role.

• In conjunction with the November vendor inactivation, MFMP will inactivate administrative VIP accounts that have not been accessed since May 28, 2016.

– This will provide increased controls over vendor data.

– This will be an ongoing annual activity.

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Punchout Audit Update

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• The Punchout Audit Pilot has concluded with the Medical and Dental Supplies contract. MFMP continues to monitor discrepancies on this contract and gather statistics.

• MFMP is currently working to implement punchout audit for the following contracts/vendors:

Paper: Office, Virgin and Recycled Content – Mac PapersCommercial Paper and Other Facility Items – Dade Paper

• The Office and Consumables contract is the next targeted contract for punchout audit.

United Nations Standard Products and Service Codes

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• MFMP updated the current MFMP commodity code set to the latest version of the United Nations Standard Products and Services Code (UNSPSC v19) on November 16th.

• As part of this project, a governance group was established consisting of agency customers with the goal of reviewing the new codes and making recommendations on which codes to activate in MFMP.

• The latest UNSPSC code release focused on medical diagnoses services and dental/medical products.

-The governance group reviewed about 4,000 codes and recommended the activation of 187 new codes.

• The new MFMP commodity code set has 17,081 total codes.

IT and Special Projects BureauActive Solicitations

• IT Staff Augmentation Rebid RFP - Awards made to 258 vendors- Anticipated contract start date 3/1/17- IT Consulting Contract extended to 2/28/17

Procurements in Development• IT Project Services

Upcoming New Contract• NASPO Cloud Solutions

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

- replaced with 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

Recently Renewed • 3141800-14-ACS, Temporary Employment Staffing Services ACS, Exp. Date 11/17/18• 92121500-14-01, Security Officer Services STC, Exp. Date 12/15/19• 973-000-14-01, Management Consulting Services STC, Exp. Date 1/14/20• 973-000-14-02, Financial and Performance Audits STC, Exp. Date 1/14/20

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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Recently Awarded Solicitation • Office Supplies RFP (expires 4/17/2017)

- Awarded to 5 vendors (Office Depot, Staples, Gulf Coast Office Products, Capital Office Products, and Elite Office & Business Solutions)

- All vendors offer statewide coverage- Product catalogs offer a minimum of 10,000 products - MFMP Punch-out Catalog requirement - New Office Supplies contract has an anticipated effective date of 4/18/2017

Active Solicitations •Medical and Dental Supplies RFP re-procurement (expires 3/20/2017)•Mail Processing Equipment ITB (expires 2/19/2017)

Expiring Contract • Automotive Parts ACS – low usage. Allow to expire on 6/27/2017.

Goods and Services Bureau

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Upcoming Alternate Contract Sources • Courier Services – recommending to adopt new NASPO contract. • 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. • Telephone Based Interpreter Services – Allow current ACS to expire on 3/4/2017.

Recommending to adopt TX contract with Language Line Services, Inc. which includes telephone and on-site interpretation, document translation and training services.

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

and Services STC – recommending one year renewal.• Mobile On-Site Shredding Services ACS – recommending renewal based on Dept. of Revenue

master agreements.• Industrial Equipment and Tool Rental ACS – recommending two year renewal.

Contract Management BureauExtensions

• IT Consulting (Project Areas 1-3) through 2/28/2017• Library Materials through 2/28/2017• Tools through 5/14/2017

Change of Name Agreements• IT Consulting

• Consulting Solutions International CSI IT, LLC.• URS Corporation Southern, Inc. AECOM Technical Service, Inc. • Technisource, Inc. Randstad, Inc.• Information Systems of Florida, Inc. ISF, Inc.

• Mail Processing Equipment• Modular Mailing Systems, Inc. LLC. Neopost USA, Inc.

• Motor Vehicles• Moore Family Management DBA: Roundtree Moore Chevrolet, Cadillac, Nissan

• Lake City N Automotive Management, LLC DBA Roundtree Moore Nissan• Lake City G Automotive Management, LLC DBA Roundtree Moore Chevrolet,

Cadillac• Moore Family Management DBA: Roundtree Moore Chevrolet, Toyota

• Lake City T Automotive Management, LLC DBA Roundtree Moore Toyota

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Contract Management Bureau

Vacancy • Greg Bunn – Contract Management Supervisor• Anticipate fill by mid- late December

MRO Florida Marketbasket refreshed• Updated Products• Updated Prices

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

Super Duty Ford Spec Change/Pricing

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Hot Topics

Open Discussion

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Next Meeting

• January 12, 2017

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

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