August 21, 2014 - Purchasing Directors` Meeting

Report
Purchasing Directors’ Meeting
August 21, 2014
Craig J. Nichols, Secretary
Agenda
• Introductions & Welcome Comments – Kelley Scott
• MFMP – Kasey Bickley
• Professional Development and Governance – Veronica
McCrackin
• Bureau Chiefs - New Contracts, Renewals, and Upcoming
Solicitations
• Hot Topics – All
2
MFMP Utilization Update
• Agencies continue to improve their utilization of MFMP,
especially in the eQuote metric.
• The following agencies are green:
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Department of Education
Department of Revenue
Department of State
Department of Children and
Families
Department of Citrus
Department of Corrections
Florida Lottery
Agency for Healthcare
Administration
Agency for Persons with Disabilities
– Department of Business and
Professional Regulation
– Division of Emergency Management
– Department of Environmental
Protection
– Department of Highway Safety and
Motor Vehicles
– Department of Juvenile Justice
– Department of Veteran’s Affairs
– Department of Management Services
3
Commodity Code Standardization
• State term contract and enterprise alternate contract source
numbers are related to the commodity code of the applicable
goods/services available on the contract.
• The new UNSPSC format will be reflected in STC and ACS
contracts executed on or after July 1, 2014.
• The new format will be:
State Term Contract
xxxxxxxx-YY-VV
x=UNSPSC Code
Y=Year
V=Version
Alternate Contract Source
xxxxxxxx-YY-ACS
x=UNSPSC Code
Y=Year
Ex. 80101508-14-ACS
Ex. 80101508-14-01
4
VBS Survey
• The MFMP team sent the VBS survey to 476 people who
were agency or advertisement administrators.
• The survey ended on July 25, 2014. We received 103
responses from 35 different entities including state agencies,
community colleges, and water management districts.
• We appreciate your participation and received great
feedback. We are analyzing and compiling the results and
plan to share more at the September meeting.
5
Method of Procurement
• In Amendment 1 of the MFMP contract, executed in February
2014, four system enhancements were included at no cost.
• One of those enhancements was to incorporate changes to the
Method of Procurement field as part of the monthly Operational
Data Update (ODU) process.
• This will be implemented on August 28 as part of the 9.15
release.
• The MFMP team is working with agencies that have submitted
CRs for MOP updates and conducting a thorough review of the
entire MOP list. Updates will be queued for implementation as
part of ODUs over the next several months.
6
Vendor Performance Tracking
• Vendor Performance Tracking (VPT) is the tool agency customers use to
enter and monitor vendor performance on a per transaction level.
• MyFloridaMarketPlace (MFMP) generates a survey after an invoice
reconciliation (IR) moves to ‘Paid’ in MFMP. With increased utilization,
more surveys are being generated.
• Surveys generate for the following transactions:
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State Term Contracts (STC)
State Purchasing Agreements (SPA)
Agency Term Contracts
Other transactions equal to or above $2,500 (including governmental entities)
• VPT surveys can be accessed at any time through the Common Actions
section of your dashboard.
• Surveys are visible and available until submitted or for 30 days.
7
FCCM/FCCN Needs Assessment Update
The table below shows the results of the July 14, 2014, needs assessment
survey to all state agencies requesting an update on the reporting of the
number of agency employees designated as contract or grant managers and
contract negotiators who will require initial or renewal certification training.
As of August 11, 2014, the response rate is 92%.
Certification
Employees
Reported
11/2013
Employees
Reported
7/2014
% Change
from
11/2013
Existing employees needing renewal as
Florida Certified Contract Managers
184
201
9%
Existing employees needing renewal as
Florida Certified Contract Negotiators
112
121
8%
Employees needing Contract Manager
Certification
1,737
2,302
33%
211
258
22%
Employees needing Contract Negotiator
Certification
8
FCCM/FCCN Program Implementation
Updated needs assessment resulted in changes to the planned
schedule of course offerings for the initial 24 month
implementation period
Total Offerings Through December 2016
Total
Sessions
Offered
Total
Seats
Requested
Total
Seats
Offered
Percentage
of
Need Met
Florida Certified Contract Manager INITIAL
79
2,302
2,765
120%
Florida Certified Contract Manager RENEWAL
7
201
245
122%
Florida Certified Contract Negotiator INITIAL
19
258
304
118%
Florida Certified Contract Negotiator RENEWAL
9
121
144
119%
9
FCCM Sessions
• Online procurement component
– Can be completed at your leisure, approximately two hours
to complete eight modules (15 minutes each)
• DMS two-day instructor led course
– Class of 35 participants
– Betty Easley Center, Room 166
10
Services and Special Projects Bureau
Solicitations
• PCard
– Negotiations phase
Upcoming Solicitations
• Rental Vehicles
– ITN launch late August
• Security Officer Services
– RFP launch planned for September
• Postal Mail Services
– RFP launch planned for September
11
Services and Special Projects Bureau
Updates
• IT Consulting Services (973-561-10-1)
– Contract is being renewed for one year
• Online Legal Database Services (991-150-09-1)
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Current contract has been extended to February 18, 2015
DMS plans to procure new STC for investigations
DMS does not plan to procure new STC for online legal research
Agency input regarding online legal research is welcome
• Custodial Services
– Enterprise ACS under development
– Anticipate availability in January 2015
• Temporary Employment Staffing Services (991-460-07-1)
– Current contract has been extended and expires November 17, 2014
– Contracting with Knowledge Services for a pilot project enterprise ACS
– Knowledge Services will contact agencies to set up meetings
12
IT/Telecom Bureau
Updates
• 600-000-11-1 Multifunction Products
– Renewed through 8/3/2015
• 250-000-09-1 Network Infrastructure
– Expires on 9/7/2014
– Will be replaced with the WSCA Data Communications
contract
13
IT/Telecom Bureau
Updates
• 250-WSCA-10-ACS Miscellaneous IT Equipment
– Extended through 12/31/2014
– New WSCA IT contract agreement in process
• SUNCOM Telephony Equipment and Services (STEPS) (730000-09-1)
– Contract has been extended through 3/1/2015
– New solicitation in development (20-730-000-S)
14
IT/Telecom Bureau
Commercial Off-the-Shelf (COTS) Software ITB
• Protest has been resolved
• Awarded vendors:
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Carahsoft Technology Corporation
o Oracle, VMware, Application Software, Server/Mainframe Software/Tools,
Computer Programming Software/Tools and Value-added services
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CDW Government
o CommVault, Symantec, VMware, Application Software, Server/Mainframe
Software/Tools, and Value-added services
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Insight Public Sector
o Adobe, CommVault, NetMotion, Application Software, Server/Mainframe
Software/Tools, Computer Programming Software/Tools, and Value-added
services.
• Continue to use GSA Schedule 70 until new contract is in place
15
Goods Bureau
Solicitations
• 2015 Model Motor Vehicle ITB to be posted late August/early
September
Updates
• Renewing Commercial Paper (640-002-12-1) through November 2015
• Renewing Office & Educational Consumables (618-000-11-1) through
October 2016
• Renewing Floor Maintenance Machines (365-001-11-1) through
November 2018
• Renewing Ammunition and Less Lethal Products (680-050-12-1)
through September 2016
16
Goods Bureau
Updates
• Medical/Dental Supplies & Equipment (475-000-11-1)
– Renewing through September 2015
– Punchout catalogs in place for 4 of 6 vendors
• Seeking approval to renew Body Armor (680-850-11-1), expires
January 2015
• Researching Library Furniture (420-590-07-1), expires February 2015
• Reviewing a product update on Mail Processing Equipment (600-76011-1)
• Maintenance Repair and Operation (MRO) (450-000-11-ACS) —
established new market basket for paint (Benjamin Moore)
• Pest Control Request for Information (RFI) in development
– Exploring integrated pest management
17
Hot Topics
Open Discussion
18

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