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Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference.

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Presentation on theme: "Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference."— Presentation transcript:

1 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 State Purchasing Team 2 Furnishings Floor Coverings Institutional Supplies

2 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Introductions Charles Covington, Chief Bureau of Commodities Sourcing Ellen Potts, CPPB, FCCM Purchasing Analyst Brenda Wells, ID #0002922 Purchasing Analyst

3 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Agenda State Purchasing – Who We Are & What We Do Office Furniture & Floor Covering Update Non-office Furniture Update Institutional Supplies Update Review & Wrap-Up

4 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 State Purchasing… Who We Are & What We Do Organizational Chart Strategic Sourcing Methodology and Process

5 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Director State Purchasing Chief of State Purchasing Operations Sr. Management Analyst I Bureau Chief of Purchasing Commodities - Transportation, Facilities & Supplies Administrative Assistant Operations Manager - Governance (Policy, Procedures, Bid Room, Legislation, P-Card) Operations Manager - Finance (Revenue, Budget, LBR, Audits, Metrics) Operations Manager - IT (Software, Hardware, Help Desk, Web Site, Training) Operations Manager - Customer & Vendor Satisfaction (CMBEs, Surveys, Disputes) Administrative Assistant Purchasing Specialist Purchasing Operations Operations Specialist - IT Special Projects & Transition Team Supervisor Special Projects Team Members Energy Furniture & Floor Coverings Food, Kitchen Supplies, & Food Services Operations Law Enforcement & Traffic Supplies Bureau Chief of Purchasing Commodities - Technology, Office & Services Administrative Assistant Transition Team Members SPURS Specialist Operations Specialist - VBS SPA Team Purchasing Analyst Purchasing Analyst Purchasing Specialist Purchasing Analyst Purchasing Analyst Purchasing Specialist Purchasing Analyst Purchasing Analyst Purchasing Specialist Purchasing Analyst Purchasing Analyst Purchasing Manager DMS Dept. Purchasing Purchasing Specialist - Facilities Related Goods & Services Purchasing Specialist - Non-Facilities Goods & Services DMS Dept. Purchasing DMS Administration Team 1 Team 2 Team 3 Team 4 Team 5 Team 6 Purchasing Analyst Purchasing Specialist Purchasing Analyst Purchasing Specialist Software, Consulting and Telecom Hardware, Software Training & Printers Office Consumables, Office & Copy Equipment,Paper, and Envelopes Staffing, Travel, and Courier Services, and Recycling Services Insurance PRIDE, RESPECT, P-Card, and Management Consulting MRO, Chemicals Building/Outdoor equipment, Facilities Services Automotive and Marine MRO, Chemicals, Building/Outdoor Equipment, Facilities and Services Purchasing Analyst

6 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Source: Accenture Best Practices Fast Track to Value Validate & Profile Category Conduct Industry Analysis Build Total Cost of Ownership Model Develop Category Strategy Conduct Supplier Analysis Build Supplier Selection Decision Matrix Conduct Auctions Complete Prepare Fact- Based Negotiation “Packages” Negotiate Value Propositions Category Profile Industry Profile TCO Model Category Strategy Value Propositions Benefits Realization Develop Measure Results & Trends High-Level Data Collection & Analysis Fast Track to Value Segment Purchases Validate & Profile Category Conduct Industry Analysis Build Total Cost of Ownership Model Develop Category Strategy Conduct Supplier Analysis Build Supplier Selection Decision Matrix Conduct Auctions Complete Prepare Fact- Based Negotiation “Packages” Negotiate Value Propositions Auctions Form Cross- Functional Sourcing Teams Develop Measure Results & Trends High- Data Collection & Analysis Fast Track to Value Segment Purchases Validate & Profile Category Conduct Industry Analysis Build Total Cost of Ownership Model Develop Category Strategy Conduct Vendor Analysis Build Vendor Selection Decision Matrix Conduct Auctions Complete ITB/ITN/ RFQ/RFP Develop Value Proposition Around Options Make Award Decision In-Scope Categories CFSTs (Cross-Functional Sourcing Teams) Selection Decision Matrix ITB/ITN/RFQ/RFP Continual Vendor Improvement Profile Internally & Externally Develop Strategy Screen Suppliers & Selection Factors Conduct Auctions & Shape & Negotiate Value Propositions Implement Agreements Assess Opportunities Profile Internally & Externally Develop Strategy Screen Suppliers & Selection Factors Conduct Auctions & Shape & Negotiate Value Propositions Kick-Off & Profile Internally & Externally Develop Strategy Develop Selection Factors & Screen Vendors Conduct Competitive Event Prepare Value Proposition & Award Implement Agreements Kick-Off & Assess Opportunities - Form Cross- Functional Sourcing Teams Develop Vendors Measure Results & Trends Tools Ariba Contracts Ariba Analysis Ariba Sourcing Ariba Contracts Ariba Analysis Award Decision (ITA) Ariba Analysis Typical Deliverables Key Worksteps - and / or - Strategic Sourcing Methodology

7 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE AND CARPET CONTRACTS CONTRACT MANAGER: BRENDA WELLS Office Furniture & Files Carpet & Flooring Materials Combined total of 79 contractors Produce $60 million in annual spend

8 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE AND CARPET CONTRACTS CONTRACT MANAGER: BRENDA WELLS Office Furniture & Files 69 contractors $50 million annual sales Carpet & Flooring Materials 10 contractors $10 million annual sales

9 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE & FILES STATE CONTRACT 425-001-01-1 Primary Customers Universities & Community Colleges Local Governments County School Boards DFS, DOS, DACS

10 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE & FILES STATE CONTRACT 425-001-01-1 Major Categories Covered in Scope Seating Wood, Metal & Laminate Office Furniture Technology/Risk Management Furniture Lateral & Vertical Files/Storage Open Office Systems Furniture Conference/Training Tables & Accessories Ergonomic Accessories

11 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE & FILES STATE CONTRACT 425-001-01-1 Important Dates & Info Effective through 03/31/05 Next Steps: Launch solicitation for new contract in January 2005 Award new contract as of April 1, 2005

12 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 OFFICE FURNITURE & FILES STATE CONTRACT 425-001-01-1 Focus Points of New Event & Contract Improvements Maintain GSA exclusivity with manufacturers Combine Conference/Public Area Furniture Industry influences More restrictive evaluation criteria for awards

13 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CARPET & FLOORING MATERIALS STATE CONTRACT 360-240-00-1 Primary Customers Universities & Community Colleges Local Governments County School Boards DOT, DCF Admin. Service Center

14 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CARPET & FLOORING MATERIALS STATE CONTRACT 360-240-00-1 Product Types Covered in Scope Level-loop Carpet Cut-pile Carpet Patterned Level-Loop Carpet Woven Carpet Vinyl-Cushion Backed Carpet Carpet Tiles Recycled Content Carpet

15 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CARPET & FLOORING MATERIALS STATE CONTRACT 360-240-00-1 Important Dates & Info Effective through 05/31/05 Next Steps: Launch Carpet Solicitation in December 2004 Evaluate Carpet Responses in January 2005 MFMP vendor training in January 2005 Carpet Negotiations in February and March 2005 MFMP catalog reviews in April 2005 Award New Contract as of June 1, 2005

16 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CARPET & FLOORING MATERIALS STATE CONTRACT 360-240-00-1 Focus Points of New Event & Contract Improvements Maintain manufacturer as contract holder Explore utilization of mandatory GSA contracts Partner with Department of Environmental Protection to explore development of recycled content & reclamation standards More restrictive evaluation criteria for awards

17 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 NON-OFFICE FURNITURE CONTRACTS CONTRACT MANAGER: ELLEN POTTS Educational/Institutional Furniture Library Furniture Conference/Public Area Furniture Combined total of 112 contractors Produce $32.5 million in annual sales 40% ($47M) average savings to customers

18 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 NON-OFFICE FURNITURE CONTRACTS CONTRACT MANAGER: ELLEN POTTS Educational/Institutional Furniture 59 Contractors; $18 million annual spend Library Furniture 28 contractors; $10 million annual spend Conference/Public Area Furniture 27 contractors; $4.5 million annual spend

19 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 EDUCATIONAL / INSTITUTIONAL FURNITURE STATE CONTRACT 420-420-02-1 Primary Customers Universities Community Colleges County School Boards DOT, DOC, DEP

20 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 EDUCATIONAL / INSTITUTIONAL FURNITURE STATE CONTRACT 420-420-02-1 Furniture Types Covered in Contract Scope DormitoryHealthcare ClassroomOutdoor CafeteriaLounge AuditoriumCorrections LaboratoryComputer Lab DisplayChildren’s

21 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 EDUCATIONAL / INSTITUTIONAL FURNITURE STATE CONTRACT 420-420-02-1 Important Dates & Info Effective through 02/20/2005 Next Steps: Renew existing contract through 02/20/2006 Launch new solicitation in Fall 2005

22 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 LIBRARY FURNITURE STATE CONTRACT 420-590-02-1 Primary Customers Universities Community Colleges Locally Funded Libraries County School Boards DOH, DOS

23 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 LIBRARY FURNITURE STATE CONTRACT 420-590-02-1 Furniture Types Covered in Contract Scope Metal shelvingWood shelving Circulation desks Metal bookcases Wood bookcasesCarrels Library tablesLibrary seating Mobile filing systemsCard catalogs Microfiche stationsComputer stations Map cabinetsMobile book carts Display furnitureChildren’s furniture

24 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 LIBRARY FURNITURE STATE CONTRACT 420-590-02-1 Important Dates & Info Effective through 02/20/2005 Next Steps: Renew existing contract through 02/20/2006 Launch new solicitation in Fall 2005

25 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CONFERENCE/PUBLIC AREA FURNITURE STATE CONTRACT 420-660-01-1 Primary Customers Universities Community Colleges Local Governments DCF, DACS

26 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CONFERENCE/PUBLIC AREA FURNITURE STATE CONTRACT 420-660-01-1 Furniture Types Covered in Contract Scope Conf. tablesConf. seating Conf. storageConf. accessories Reception desksCredenzas Reception seatingOccasional tables Display furnitureLecterns/podiums Lounge seatingFixed seating

27 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 CONFERENCE/PUBLIC AREA FURNITURE STATE CONTRACT 420-660-01-1 Important Dates & Info Effective through 03/31/2005 Next Steps: Allow expiration of current contract Include categories in new solicitation for Office Furniture

28 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 INSTITUTIONAL SUPPLIES Brenda Wells Air Conditioners Ice Making Machines Dietary Supplements Food Service Operations Ellen Potts Floor Maintenance Machines Appliances Park & Playground Equipment Lawn Equipment

29 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 INSTITUTIONAL SUPPLIES CONTRACT MANAGER: BRENDA WELLS Air Conditioners 2 Contractors $1.2 million annual sales Ice Making Machines 1 Contractor $700,000 annual sales Dietary Supplements & Vegetable Protein Dinners 7 Contractors $2 million annual sales Food Service Operations 3 Contractors $7.5 million annual sales

30 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 AIR CONDITIONERS STATE CONTRACT 030-040-03-1 Primary Customers Universities & Community Colleges Local Governments Department of Corrections Products Covered in Scope Room Type Window Air Conditioner Wall Mount Air Conditioner

31 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 AIR CONDITIONERS STATE CONTRACT 030-040-03-1 Important Dates & Info Effective through 06/17/2005 Next Steps: Renew contract through 06/17/2006

32 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 ICE MAKING MACHINES STATE CONTRACT 740-650-04-1 Primary Customers Universities & Community Colleges Department of Corrections Products Covered in Scope Ice Making Machines for Institutional Use

33 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 ICE MAKING MACHINES STATE CONTRACT 740-650-04-1 Important Dates & Info Effective through 07/29/2005 Next Step: Renew contract through 07/29/2006

34 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 DIETARY SUPPLEMENTS AND VEGETABLE PROTEIN DINNERS STATE CONTRACT 388-600-02-1 Primary Customers Local Governments Department of Health, WIC Program Products Covered in Scope Liquid & Powder Dietary Supplements and Vegetable Protein Dinners. Food Fortifying Supplements Pediatric Liquid & Powder Supplements/Formula Nutritional High Protein Drink & Bars Tube Feeding

35 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 DIETARY SUPPLEMENTS AND VEGETABLE PROTEIN DINNERS STATE CONTRACT 388-600-02-1 Important Dates & Info Effective through 06/26/05 Next Step: Conduct spend research and user analysis for possible agency reassignment (prior to June 2005)

36 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 FOOD SERVICES OPERATIONS STATE CONTRACT 991-340-02-1 Primary Customers Department of Children & Families Department of Juvenile Justice Department of Veteran Affairs Products/Services Covered in Scope Purchase, preparation and service of food

37 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 FOOD SERVICES OPERATIONS STATE CONTRACT 991-340-02-1 Important Dates & Info Effective through 12/31/07 Next Step: Conduct spend research and user analysis prior to March 2007

38 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 INSTITUTIONAL SUPPLIES CONTRACT MANAGER: ELLEN POTTS Floor Maintenance Machines 7 Contractors $500,000 Annual Spend Appliances, Household & Small Commercial 5 Contractors $500,000 Annual Spend Park & Playground Equipment 16 Contractors $3 Million Annual Spend Lawn Equipment 17 Contractors $5 Million Annual Spend

39 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 FLOOR MAINTENANCE MACHINES STATE CONTRACT 365-001-03-1 Primary Customers Local Governments Dept. of Corrections Products Covered in Scope of Contract Vacuums Floor Scrubbers Sweepers Shampoo Machines Parts & Access. Buffers/Polishers

40 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 FLOOR MAINTENANCE MACHINES STATE CONTRACT 365-001-03-1 Important Dates & Info Effective through 11/24/2004 Next Steps: Investigating customer needs Exploring renewal or allowed expiration

41 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 APPLIANCES, HOUSEHOLD & SMALL COMMERCIAL STATE CONTRACT 045-001-03-1 Primary Customers Local Governments DOC, DOE Products Covered in Scope of Contract Refrigerators Washing Machines Freezers Washer Extractors Ranges (Elec.) Dryers Microwaves

42 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 APPLIANCES, HOUSEHOLD & SMALL COMMERCIAL STATE CONTRACT 045-001-03-1 Important Dates & Info Effective through 04/24/2005 Next Steps: Renew existing agreement through 04/24/2006

43 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 PARK & PLAYGROUND EQUIPMENT STATE CONTRACT 650-001-04-1 Primary Customers Local Governments DCF, DEP Products Covered in Scope of Contract Park & Playground Equipment Surfacing Material Soil Amendment Shade Structures Bleachers (outdoor)

44 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 PARK & PLAYGROUND EQUIPMENT STATE CONTRACT 650-001-04-1 Important Dates & Info Effective through 07/31/2005 Next Step: Renew contract through 07/31/2006

45 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 LAWN EQUIPMENT STATE CONTRACT 515-630-03-1 Primary Customers Local Governments DOC, DMA, DEP Products Covered in Scope of Contract Lawn MowersBlowers & Vacuums EdgersChipper-Shredders TrimmersHedge-Trimmers

46 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 LAWN EQUIPMENT STATE CONTRACT 515-630-03-1 Important Dates & Info Effective through 05/20/2005 Next Step: Renew contract through 05/20/2006

47 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 In Review… New Contracts in 2005 Office Furniture Carpet & Floor Coverings Contracts Expiring in 2004/2005 Conference/Public Area Furniture Floor Maintenance Machines

48 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 In Review… Contract Customer Surveys Carpet & Flooring Materials Web surveys located on each contract home page Sign-up to receive this presentation via email

49 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Contracts on the Web www.myflorida.com Click on “Government” Click on “State Purchasing” Click on “State Term Contracts” http://www.myflorida.com/myflorida/business/learn/statecontracts.html

50 Department of Management Services Division of State Purchasing Florida State University Center for Professional Development Florida Government Conference 2004 Contact Us! Ellen Potts, CPPB, FCCM Purchasing Analyst 850-488-1985 or 850-488-5498 fax pottse@dms.state.fl.us Brenda Wells, ID #0002922 Purchasing Analyst 850-488-6904 or 850-488-5498 fax wellsb@dms.state.fl.us

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