Purchasing Directors` Presentation

Report
Purchasing Directors’ Meeting
July 18, 2013
Craig J. Nichols, Secretary
Agenda
• Announcements & Introductions – Kelley Scott
• MyFloridaMarketPlace – Kasey Bickley
• Governance & Professional Development – Veronica
McCrackin
• Bureau Updates
– IT/Telecom Bureau – Marjorie Rubenstein
– Goods Bureau – Richard Chatel
– Services and Special Projects Bureau – Cliff Nilson
• Hot Topics – All
2
Announcement and Introductions
• Announcements
– Kelley Scott was named Director of State Purchasing and
Chief Procurement Officer on July 1, 2013
• Introductions
– Judson Freeman - MFMP Sourcing Analyst
3
MyFloridaMarketPlace
• Team Changes
– Judson Freeman has joined the team in our Sourcing
Analyst role.
– Anne Rabon has left DMS; we are currently advertising
her role.
• Enhancement Updates: MFMP will be implementing
two enhancements at the end of July
– CR 180: Extend Buyer Timeout
– CR 185: Add Minority Code to Sourcing Vendor Search
4
MyFloridaMarketPlace
• MFMP Utilization Update
– Agencies continue to improve utilization of MyFloridaMarketPlace.
– Several large agencies showed great improvement on the June 15
scorecard:
o DCF is green in Metrics 1-4
o DOR is at 77% for Invoicing, up from 3% in October 2012
– Phase One and ongoing support agencies have reached their target
full utilization dates, and most are on target to be green in the
August 15 scorecard.
• MFMP Training
– July and August trainings have been posted to the MFMP website.
5
MyFloridaMarketPlace
• MFMP had another successful year-end:
– Processed more orders in a shorter timeframe than last fiscal
year.
– Marked 52,780 encumbrance lines as “carry forward,” a 12%
increase over fiscal year 2012-13.
– Processed 12,672 orders marked as “delay purchase until”
July 1, a 13% increase over last fiscal year.
– Processing took 10 ½ hours, more than a five hour savings
compared to last year.
– A 9% decrease in failed order processing.
– Brought the system back up at the start of business on July 2,
ahead of schedule.
6
MyFloridaMarketPlace
The Department of Management Services intends to sunset MarketView in
the coming fiscal year. We plan to sunset the system in two phases.
•
Phase One
–
–
•
Starting in September 2013, once the FACTS purchase order functionality
goes live, MarketView customers will be directed to FACTS for purchase
order information.
Historical PO information will no longer be available through MarketView;
however, agencies can access PO information using MFMP system search
features, MFMP Analysis or MFMP Secure Reports.
Phase Two
–
In July 2014, we will sunset the vendor search and commodity code
functionality of MarketView in conjunction with the implementation of
the commodity code restructuring project.
7
Governance & Professional Development
Legislative Changes - Summary
• HB1309ER- Procurement of Commodities and Contractual
Services, now Chapter 2013-054
• HB85ER – Public-Private Partnerships, now Chapter 2013-233
• Disclaimer: The following PowerPoint slides are a summation
of the respective bills and do not address every amendment
or change to the law. Review the actual law with legal counsel
to thoroughly understand the implications for your unit.
8
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Creates a new public record statute related to contracts, Section
119.0701, Florida Statutes. Each public agency contract for services
must include provisions that require contractors to comply with public
records.
9
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Amends Section 215.971, Florida Statutes regarding agreements funded
with state or federal assistance. Amends agency agreements that
provide state or federal financial assistance to include the following
additional provisions specifying that:
– the financial consequences that apply if the recipient or subrecipient fail to
perform the minimum level of service. Section 215.971(1)(c), F.S.
– a recipient or subrecipient may expend funds only for allowable costs resulting
from obligations incurred during the agreement period. Section 215.971(1)(d),
F.S.
– any balance of unobligated funds or funds paid in excess must be refunded to
the state agency. Section 215.971(1)(e)&(f), F.S.
10
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
•
Amends Section 287.012, F.S. by modifying existing definitions and defines a new
term.
– Amends the definitions for :
o Best value
o Electronic posting
o Extension
o Request for quote
– “Governmental entity” – a political subdivision or agency of this state or any
state of the United States, including, but not limited to state government,
county, municipality, school district, nonprofit public university or college,
single purpose or multipurpose special district, single purpose or multipurpose
public authority, metropolitan or consolidated government, separate legal
entity or administrative entity, or any agency of the federal government.
11
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Amends Section 287.057, F.S., for the procurement of commodities or
contractual services
– For invitation to bid adds that the “the contract shall be awarded to the
responsible and responsive vendor who submits the lowest responsive bid.”
Section 287.057(1)(a)4.,F.S.
– Deletes the requirements that the written determination for an emergency
procurement of commodities or contractual services must be certified under
oath. Section 287.057(3), F.S.
– Deletes the requirement for the Department of Management Services to
review and approve agency single source requests that exceed category four.
Section 287.057(3)(c), F.S.
12
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Amends Section 287.057, F.S., for the procurement of commodities or
contractual services
– Extension of contracts can also occur for commodities and the extension is
not only subject to the same terms and conditions of the initial contract
but also “any written amendments signed by the parties.” Section
287.057(12), F.S.
– Renewal of contracts are subject to the same terms and conditions of the
initial contract including “any written amendments signed by the parties.”
Agencies can also renegotiate lower pricing at renewal if the contract was
the result of a competitive solicitation. Section 287.057(13), F.S .
13
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Amends 287.057(14), F.S. Not effective until December 1, 2014.
• Grant and contract managers in charge of contracts in excess of
$100,000 annually must be Florida Certified Contract Managers (FCCM).
They must be certified within twenty-four months of the Department of
Management Services and Department of Financial Services
establishing FCCM requirements. Section 287.057(14)(b), F.S.
14
Governance & Professional Development
Chapter 2013-054 Procurement of Commodities and Contractual
Services (formerly HB 1309ER)
• Amends 287.058, F.S. Contract document
– Emergency procurements do not require certification but rather a written
statement. Section 287.058(2), F.S.
• Creates Section 287.136, F.S., permitting the Chief Financial Officer to
audit contracts for internal controls.
– CFO will present report to agency head.
– Agencies have 30 days after receipt of report to provide a response or
rebuttal.
15
Governance & Professional Development
Chapter 2013-233 Public-Private Partnerships (formerly HB85)
• Creates section 287.05712, F.S.
• Creates an alternative procurement process and requirements for
public-private partnerships to facilitate the construction of publicpurpose projects.
• Creates a Partnership for Public Facilities and Infrastructure Act
Guidelines Task Force to recommend guidelines for the legislature to
consider for the purpose of creating a uniform process for establishing
public-private partnerships.
16
Governance & Professional Development
Professional Development Update:
• The calendar of professional development certifications for the fiscal
year 2013-2014 is being developed. The final Professional Development
calendar will be published on our website by the end of August 2013.
• Be on the look out for the Professional Development survey. The first
needs assessment will be sent to purchasing directors regarding Florida
Certified Contract Managers in August.
• We are scheduling interviews for four professional development staff:
two curriculum designers and two instructional and educational
coordinators.
17
Governance & Professional Development
Guidebook Update
• Guidebook revisions are scheduled for August.
• In preparation for the August 2013 revisions, please submit any
suggested edits or changes to
[email protected] by Tuesday, July 23.
18
IT/Telecom Bureau
• Contracts recently amended
– Microsoft Licenses - The Enrollment for Education Solutions
(EES) has been added to the contract under the Master
Business Agreement (252-001-09-1).
• Contracts to be renewed in next 6 months
– Network Infrastructure (250-000-09-1)
• Solicitations under development
– Commercial Off-the-Shelf Software (COTS) to replace current
ACS (252-030-09-ACS)
19
Goods Bureau
• Recently Completed
– Industrial Equipment & Tool Rental ACS (518-410-13-ACS)
– Auto Parts ACS signed this week
– Punch-out catalog for bulk paper (645-120-10-1)
• Upcoming Procurements
–
–
–
–
–
Live Capture Fingerprint Equipment
Natural Gas (Capacity Management)
Motor Vehicles
Carpet
Tires
• Upcoming Renewals
– Medium & Heavy Trucks (070-700-11-1)
– Medical & Dental Supplies (475-000-11-1)
– Office Consumables (618-000-11-1)
20
Services and Special Projects Bureau
Updates
• Security Officer Services – Universal Protection Service has
replaced Allegiance Security Group, LLC (991-380-10-1)
• Review of IT Staff Augmentation Justification Form
21
Services and Special Projects Bureau
Solicitations Under Development
• PCard
• Mail Services
• Security Officer Services
• Equipment Maintenance Management Services
• Contingent Labor
– Temporary Staffing
– Information Technology Staffing
– Health Care Staffing
22
Services and Special Projects Bureau
Solicitations Under Review
• Custodial Services
• Satellite Communications
• Disaster Management Services
Solicitations Under Protest
• Management Consulting and Auditing Services
• Pharmaceutical GPO
23
Hot Topics
Open Discussion
24

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