Purchasing Directors` Meeting - Department of Management Services

Report
Purchasing Directors’ Meeting
September 15, 2011
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
2
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
3
2011 MatchMaker Conference & Trade Show
• November 16-18, 2011
• To help all small minority, women and service disabled veteran
business enterprises connect with state government spenders,
the Office of Supplier Diversity (OSD) hosts the MatchMaker
Conference & Trade Show each year.
• The 2011 MatchMaker will be held at the Buena Vista Palace
Hotel & Spa in Orlando.
• The agenda will be packed with events, offering attendees
numerous opportunities to enhance their business skills and
provide opportunities for small businesses to network with
leading corporations, as well as state and local government
purchasing officials.
44
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
5
Transportation, Facilities and Supplies
Team 1 – Transportation & Energy
• Motor Vehicles (ITB No. 02-071-000-S)
― ITB issued September 7, 2011; new STC on schedule for
November 1, 2011.
― If you have any questions, please contact Christopher Walker
at 850-488-7540 or [email protected]
6
Transportation, Facilities and Supplies
Team 2 – Institutional Furnishings & Supplies
• Office Furniture and Files (STC ITB #17-425-001-F)
― ITB award recommendation pending executive review and
approval. Anticipate October review.
― Current contract is in effect until March 1, 2012.
• Library Furniture (STC #420-590-07-1)
― Working on next contract action recommendation. Current
contract is in effect until February 20, 2012.
• Carpet and Flooring Materials (STC #360-240-06-1)
― Anticipate new solicitation in 2012. Current contract is in
effect until May 31, 2012.
Purchasing Analyst, Brenda Wells: 850-488-6904
7
Transportation, Facilities and Supplies
Team 3: Public Safety & MRO
• Ammunition & Less-Lethal: 680-050-12-1
New Contract Pending
― ITB Issued and Closed, August 2011
― Award Recommendation on September 21, 2011
Purchasing Analyst: Mark Lovell, 850-487-2304
―
• MRO (WSCA) ACS: 450-000-11-ACS
Contract Signed September 2, 2011
Purchasing Analyst: Greg Hill, 850-922-1214
―
8
Transportation, Facilities and Supplies
MRO ACS Benefits: # 450-000-11-ACS
• Negotiated a dynamic Florida Market Basket (FL MB) consisting of
aggressively priced high volume items based off agency and OEU spend
• FL MB will be updated quarterly to obtain best value on high volume items
• Access to WSCA's MB of over 1400 competitively priced core items
• Additional 3% discount applied to the18 categories under the WSCA bid
― e.g., HVAC 15% 18%, Safety 20% 23%, Cleaning 30% 33%
― “all other” categories Grainger Catalog/ Grainger.com: 10% 13%
• Over 900,000 SKUs available for next day ground deliver y
• MFMP Punchout catalog available by end of September
• Webinar to follow by end of October
MRO STCs Rolling Up Once Expired
• Lamps & A/C Filters (STC# 450-000-09-1): Expires 01/08/2012
• Electrical Equipment (STC# 450-000-07-1): Expires 11/13/2012
• Can Liners (STC# 485-080-07-1): Expires 12/31/2012
9
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
10
Technology, Office Equipment & Support Services
STC Renewals
• PCs, Laptops, and Monitors
Contract No. 250-040-08-1
― Expires 2/29/2012
• IT Network Infrastructure
Contract No. 250-000-09-1
― Expires 9/7/2012
Contract Manager: Joel Atkinson, 850-487-4196
11
Technology, Office Equipment & Support Services
STC Update
• Rental Vehicles - Avis
― New CCOC pick-up/drop-off location
o DOR Parking Lot – effective 9/8/2011
― Avis office still located in Building 4030
o Visit STC Website for details
Contract Manager: Shameka Smith, 850-414-6740
12
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
13
Services, Supplies, Insurance & Special Programs
Team 6 – Services, Special Programs, & Insurance
• State Term Contracts/ACS
– Online Legal Database Services - Renewed effective August 18, 2011. Please note
new instructions on how to use the contract. OPPAGA currently reviewing agency
use of this contract.
• Insurance Policies
― Aviation Insurance ― Expires September 28, 2011. Intent to award posted
September 12, 2011.
― Boiler and Machinery Insurance ― Expires October 1, 2011. Renewal in progress.
― Automobile Insurance ― Expires October 20, 2011. Renewal in progress.
• Special Projects
– Pharmaceutical solicitation in progress and will be on the street by November 1,
2011. All affected agencies are participating. Please contact Cliff Nilson (4887804) with questions.
•
New Staff on Team 6
– Corina Chiorescu ― Purchasing Specialist. Previously managed health services
contracts for the Department of Corrections. Will assist in procurement and 14
management of all contracts assigned to team.
Services, Supplies, Insurance & Special Programs
Team 7 – SPA/Special Projects/Emergency Purchases
• Paper: Tissues and Towels ― Solicitation document is in final review.
Expected launch before October 1.
• Recycling Services: End of Life Electronics Equipment ― Renewal is
complete. The new agreement expires July 21, 2014.
• Potable Water and Food Grade Ice ― Expires August 2, 2012. Draft
solicitation will be ready for management review by October 1, 2011.
• Reclaiming Mercury from Spent Lamps, Batteries ― Expires
January 6, 2012. Please contact Frank Miller (488-7516) with feedback
about this agreement.
15
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
16
Training and Certification Program
Procurement Training Schedule (Tallahassee)
• Contract Administration – October 10-12
• Contract Management in Florida – October 13
• Advancing Accountability: Best Practices for Contract and Grant
Management – October 14
• Legal Aspects – November 7-9
To check for updates to the training schedule please go to:
http://dms.myflorida.com/upcoming_procurment_training
17
Training and Certification Program
Procurement Training Schedule (Outside Tallahassee)
• Advanced Negotiation Workshop located in Ft. Lauderdale –
October 20-21
• Advanced Negotiation Workshop located in Sanford –
November 7-8
To check for updates to the training schedule outside Tallahassee
please go to:
http://dms.myflorida.com/outside tallahassee training
18
Training and Certification Program
PMP Training Schedule
•
Developing a Business Case – September 27-28
•
Foundations of Business Analysis – November 1-3
•
PMP Exam Prep – December 6-8
To check for updates to the training schedule please go to:
http://dms.myflorida.com/upcoming_pmp_training
19
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
20
Governance
Chapter 2011-47, Laws of Florida
Implementing 2011-2012 General Appropriations Act
New requirement:
Section 80 of the law requires agencies to report to the Senate President and
Speaker of the House by June 30, 2012, with a list of products purchased
from a source other than PRIDE when a comparable product could have been
obtained from PRIDE. The report must include an explanation of why the
product was not purchased from PRIDE. Signed into law, effective July 1,
2011.
UPDATE:
– DMS Departmental Purchasing created a spreadsheet to capture this data.
– A report of all purchase orders can be run in MFMP Analysis where
agencies select all of PRIDE’s commodity codes and deselect PRDIE as a
vendor. State Agencies would still have to provide justification for each
purchase, but this report would help identify the relevant purchases.
21
Governance
Chapter 2011-64, Laws of Florida
SB 2152: Transportation
New requirement:
Requires that all state agencies develop and adopt assessment protocols for
evaluating and determining whether equipment, machinery, or other
inventory needs repair or restored before a request to replace the item is
approved. Signed into law, effective July 1, 2011.
UPDATE:
– DMS Division of Real Estate Management created a decision tree in
response to this requirement.
22
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
23
State Purchasing Operations/MyFloridaMarketPlace
MFMP upgraded on September 6, 2011
https://Buyer.MyFloridaMarketPlace.com/Buyer/Main
Delivering the change our customers requested 24
State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 Week One Review
• Record usage levels Day One
― 260 concurrent users, average is 75
― 333 at peak, which was 50 percent more than ever before
• Brief mid-day unavailability Wed., Sept. 7
― Technical changes made before close of business
o Database configuration change
o Applied Ariba-recommended indexes
o Additional tuning
― Immediate performance improvement
― Monitoring and tuning continue for the next four weeks
― Customers should see continuous improvement
25
State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 includes Sourcing 3.0 eQuote
• Use for informal quotes
― Purchases < $35,000 or Requests for Quote (RFQ) off state term
contracts
• Create one Sourcing event to reach multiple vendors
• Process is 100 percent electronic
― Receive and track vendor responses in Sourcing 3.0
― Vendors can offer product substitutions or provide other
decision-making information
• Faster informal quote procurement-to-pay process
• Learn more in our upcoming webinars, Sept. 21 and 29
26
State Purchasing Operations/MyFloridaMarketPlace
MFMP 3.0 Customer Support
• “What’s New in MFMP 3.0” webinars
― This week and next
• “Office Hours” webinars each Friday in September
• Exclusive MFMP recorded training “tours”
― “What’s New in MFMP 3.0” series
― Usual functional series
• Resume regular fall workshop training schedule in October
http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_buyers/myflorida
_marketplace_toolkit/buyer_training_opportunities/tallahassee_training_sessions
• Week One Kit, Daily Tips and updated manuals
http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_bu
yers/myflorida_marketplace_toolkit/mfmp_upgrades/mfmp_3_0_go_live_resources
27
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
28
Procurement Process
Improvement Plan (PPIP)
Project Overview
Sept 15, 2011
Purchasing Director’s Meeting
PPIP Project Overview
The PPIP Project is a DMS-led initiative aimed at
improving the processes and efficiencies of State
Purchasing’s business operations.
• The project team will leverage best practices to
standardize and streamline its sourcing processes while
providing valuable cost savings and contract
management to the state.
• The project team will also support the roll-out of
Enterprise-wide sourcing best practices.
30
PPIP Team
• State Purchasing CPO, Bureau Chiefs, and
Purchasing Professionals
• State Agency Purchasing Directors and Contract
Administrators
• Accenture Project Manager and MFMP Team
• Input and feedback from stakeholders, including
you!
31
PPIP Project Management Documents
• Project Charter
– Defines purpose, objectives and scope
• Project Management Overview
– Used to market and promote PPIP
• Project Workplan
– Detailed 16 month project plan for the PPIP with a timeline, milestones and
deliverables
– Project Workstream
•
•
•
•
•
•
PPIP Management
Communications
Strategic Sourcing/Competitive Procurement - Phase 1
Non-Competitive/Exempt Procurement – Phase 2
Florida Best Practices Assessment – Phase 3
Adoption and Project Success Management – Phase 4
32
Project Charter
“Ultimately, the team intends to identify and implement sourcing
best practices which will result in increased utilization of MFMP
Sourcing and lead to more effective, lower cost contracts and
quicker sourcing through the standardization of processes. These
best practices will provide the framework to State Purchasing who
will provide support and guidance to all state agencies and other
eligible users enabling each user to adapt the 7-Step Sourcing
Methodology to its unique position. The team will also develop
measures to judge the success of the project.”
33
7-Step Strategic Sourcing Methodology
Kick-Off
- &
Kick-Off
&
Explore
Assess
Opportunities
Opportunities
Conduct
Level
High
High-Level
Opportunity
Analysis
Key
Worksteps
Develop
Internal Profile
Form
Engage
Internal
Team
Create
Workplan
Typical
Deliverables
Profile
Profile
Internally&&
Internally
Externally
Externally
High-Level
Opportunity
Analysis
Workplan
Develop
Conduct
External
Industry
Profile
Analysis
Develop
Develop
Strategy
Strategy
Build TCO
Model
Create
Preliminary
Business Case
Engage
External Team
Finalize
Scope
/
Strategy
Strategy
Internal Profile
TCO Model
External Profile
Preliminary
Business Case
Scope / Strategy
Develop
Screen
Vendor
Vendors &
Selection
Selection
Factors
Factors
Establish
Mandatory
Criteria
Conduct
Conduct
Competitive
Auctions &
Event
Develop
Solicitation
Prepare
Shape &
Value
Negotiate
Proposition
Value
& Award
Propositions
Prepare
- Fact
Develop
Based
Value
Negotiation
Proposition
“Packages”
Make Award
Decision
Develop
Evaluation
Vendor
Questions
Analysis
Vendor
Selection
Factors
Conduct
Solicitation
ITB/ITN/RFP
Negotiation
Plan (if ITN)
Implement &
Implement
Manage
Agreements
Agreements
Execute
Communication
Plan
Implement
Agreement
Document
Savings
Manage
Agreement
Value
Propositions
Communication
Plan
Intent to
Award (ITA)
Implementation
Plan
Save Sheet
34
Key Objectives
The primary goals of the PPIP are to:
• improve the effectiveness and efficiency of sourcing
through establishing processes and procedures that
reflect best practices,
• better leverage the MyFloridaMarketPlace (MFMP)
Sourcing module, and
• develop a continuous improvement protocol to better
monitor and actively manage sourcing activities.
35
Project Timeline
The PPIP Project will work with key stakeholders across all State
Agencies throughout the initiative.
Project Workstream
Timeline
9/11
10/11
11/11
12/11
1/12
2/12
3/12
4/12
5/12
6/12
7/12
8/12
9/12
10/12
11/12
12/12
1/13
Procurement Process Improvement Project
(PPIP) Management
Communications Workstream
Strategic Sourcing / Competitive Procurement
Workstream - Phase 1
Non-Competitive / Exempt Procurement
Workstream - Phase 2
Florida Best Practices Assessment - Phase 3
Adoption and Project Success Management
Workstream – Phase 4
36
Major Deliverables
The deliverables created during this initiative will redefine how the
State of Florida sources goods and services.
• State Purchasing Sourcing Policies and Procedures
Manual will provide detailed information on how to use a
7-step sourcing methodology in sourcing statewide agreements
• Training for all State Agency procurement professionals
on how to apply the new policies and procedures, including
demonstrations of the MFMP Sourcing tool, for use in future
sourcing events
• Florida Sourcing Best Practices which will capture the new
ways of working, the nuances of sourcing in the State of Florida,
and a description of the new sourcing solution
37
Benefits to the State of Florida
The State of Florida will benefit from this initiative by aligning and standardizing its sourcing
activities to Best Practices.
•
•
•
•
•
•
•
•
•
Increases control and management of spend
Increases focus on strategic sourcing and category management to drive bottom line savings for
the State
Increases competition, visibility, and transparency of the goods and services that the State
purchases
Enables the procurement function to better adapt to customer needs by having a well-defined
structure with standardized processes and procedures
Fosters collaboration across entities to streamline key processes to better meet customer and
supplier needs
Optimizes the utilization of MFMP, while increasing efficiency, visibility and transparency of the
goods and services that the State purchases.
Provides Florida-specific competency training to procurement employees including daily work
processes and job aids
Leverages 7-Step Sourcing Methodology as project management tool for State procurement
professionals
Improves monitoring of procurement performance and promotes continuous improvement
38
Benefits to Purchasing Directors or Contract Administrators
• Policies and Procedures Manual can be used to develop best
practice agency policies and procedures
• Training to ensure that users of the system are properly
equipped to know their environment and are confident enough
to adopt the structure for their next sourcing event
• Best Practices will increase transparency of agency sourcing
strategies to allow for sharing and adoption of new models
• Project Management allows for key managerial insight into
scope, tracking, resourcing and accountability
• Electronic Environment for document tracking, editing,
storage, and retrieval provides for a total desk top solution to
file management
39
Related Projects
• Sourcing Status Report
– With PPIP driving towards full adoption of the MFMP Sourcing Tool for
sourcing events, these status reports will provide management-level
visibility to sourcing and contract management activities within State
Purchasing (state agencies in the future).
• Catalog Focus Initiative
– This initiative aims to ensure the best catalog strategy is in place for all
state managed contracts.
• Procurement Balanced Scorecard
– This scorecard is intended to provide better visibility to the health of the
procurement function. The scorecard includes four quadrants that
provide a comprehensive indication of the procurement function's
performance.
40
Contact Us
To find out more about the PPIP Project, please contact us:
– Tim Gibney, CPO and Director of State Purchasing
[email protected]
850.921.7874
– Kelly Loll, Project Lead
[email protected]
850.488.2773
– Linda McDonald, Marketing & Communication Lead
[email protected]
850.363.0628
Whether you want to better understand the project scope, stay in touch
through our communication channels, or get involved, we’d be happy to
hear from you.
41
Purchasing Directors’ Meeting – 9/15/11
•
Agenda
•
2011 MatchMaker Conference & Trade Show
•
Bureau of Transportation, Facilities & Supplies
•
Bureau of Technology, Office Equipment & Support Services
•
Bureau of Services, Supplies, Insurance & Special Programs
•
Training and Certification
•
Governance
•
State Purchasing Operations/MyFloridaMarketPlace
•
Procurement Process Improvement Plan (PPIP)
•
Reminder About Next Meeting Date
42
Purchasing Directors’ Meeting – 9/15/11
Next Meeting
October 20, 2011
2:00 – 4:00 pm
43

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