Chad Poppell, Secretary Purchasing Directors’ Meeting June 1, 2015

Agenda Introductions & Welcome Comments – Roz Ingram Professional Development – Daniel May MFMP – Judson Freeman Services and IT Bureau– Cliff Nilson Goods Bureau– Dick Chatel Tallahassee Area Chapter of the NIGP – Donna Smith Rules - Bruce Conroy, Special Counsel DOAH – Roz Ingram Hot Topics – All 2

Professional Development Florida Certified Contract Manager (FCCM) In mid-2014, the Department of Financial Services became collaborators with DMS on the FCCM course. Participants meet requirements for both Advancing Accountability (AA) and Florida Contract Manager training. The course, co-facilitated by DMS and DFS instructors, was fully implemented on January 27, Course Structure: 8 online modules 2-day instructor-led session Final assessment (must score at least 80%) Curriculum revised FY Q2 Pilot/Beta testing completed 01/27/2015 FCCM launched

Professional Development Florida Certified Contract Manager (FCCM) Agency undertook legal review and resulting opinion is Chapter (14), Florida Statutes applies specifically to state agency employees. Professional development unit working on process for local/municipal employees to join a waitlist. All current certifications extended through December 31, DMS has nominated the FCCM course for a NASPO Cronin Award.

Professional Development Florida Certified Contract Manager Statistics Projected State Agency Employees Trained by December 31, 2015: 1,678 Certifications to Date Future Projections Fiscal Year Quarter Employees Certified Fiscal Year Employees Certified Q2 (Oct – Dec) Q4 (May - June) Q3 (Jan – Mar) Q1 (Jul – Sept) Q4 (Apr – May) Q2 (Oct – Dec) 424 TOTAL 651 TOTAL 1,027 Percentage of Total Requiring Certification 30.6% Percentage of Total Requiring Certification 48.2%

Professional Development Florida Certified Contract Negotiator (FCCN) Working on revisions and enhancements to the course. Anticipated implementation late Recertification courses offered in June and September 2015 for current FCCNs Jan. – Feb. Pilot/Beta sessions FCCN Initial June Recertification session* September Recertification session* *For those expiring between June 30, 2015 and July 1, 2016

Professional Development Project Management Professional 16 state agency employees selected for PMP Exam Preparation Course held April Later this month, DMS will be offering PDU subscriptions for current PMPs to maintain their credential. Program changed slightly this year: 20 PDUs is maximum subscription offered. This change allows more employees to take advantage of the PDU subscription program.

MFMP Utilization  As of the Third Quarter Scorecard, full utilization has been achieved (80% or greater) for Purchase Orders/Contracts, Invoicing, Catalogs and Receiving.  Average agency eQuote utilization continues to exceed the 50% target set for December 2014, measuring 57% for the Third Quarter Scorecard.  The MFMP team continues to reach out to agencies with lower utilization.  The next Quarterly Scorecard will be available in mid-July. 8

Vendor Engagement Initiative The MFMP team kicked off a new training forum for vendors on April 16 th. Increased vendor communications −Updated welcome −Vendor surveys and feedback (2,308 vendors) −Social media presence New Vendor Training −MFMP TV – short YouTube trainings −Expanded selections for online trainings Increased Vendor Utilization −eQuote campaign −eInvoicing campaign −Catalog expansion 9

DFS Object Code Standardization DFS and MFMP conversion activities are going well. The 1 st conversion was successfully completed on April 24 th The 2 nd conversion was successfully completed on May 6 th The 3 rd conversion was successfully completed on May 21 st Final MFMP conversion window is June 4 th. MFMP will convert encumbered purchase orders and related requisitions based on the file received from DFS. MFMP will convert unencumbered purchase orders and associated requisitions, upon agency request. 10

Services and Special Projects Bureau Solicitations P-Card – Negotiations phase Rental Vehicles – Negotiations phase Broker of Record for Excess Property Insurance – Entering negotiations phase 11

Services and Special Projects Bureau Updates Fuel Card Services ( ) – The contract expires Aug. 5, 2015 – Five year renewal in progress Telephonic Interpretation Services –DMS worked with WSCA on procurement –DMS may establish a new enterprise ACS agreement Temporary Employment Staffing ACS ( ACS) –Knowledge Services is contracted vendor –Providing training and assistance for transition from expiring P.O.’s 12

IT/Telecom Bureau Updates Microsoft License, Maintenance & Services ( ) – Existing Enterprise Licensing Agreement extended through July 31, 2015, while a new long-term Enterprise Licensing Agreement is negotiated IT Research and Advisory Services ( ACS) – Renewed through 4/30/16 – 2015 price list approved as of May 20, 2015 (use 2014 price list for all orders prior to May 20) Miscellaneous IT Equipment (250-WSCA-10-ACS) – Minnesota extended contracts with the current vendors through Sept. 30,

IT/Telecom Bureau Updates Data Communications Products and Services ( WSCA-14-ACS) – Waiting on a Participating Addendum from Avaya Inc. Audio and Video Equipment and Accessories ( ) – Renewed for two additional years – Expiration date now Feb. 18, 2017 Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services ( ) – Renewed for two additional years – Expiration date now Aug. 3,

IT/Telecom Bureau Solicitations Licensing Solutions Providers of Microsoft Software and Services ( L) – In the negotiations stage of the solicitation process Under Review IT Disaster Recovery ( ) – Contract expires Aug. 8, 2015 – Renewal in progress 15

Goods Bureau Updates Pest Control Services ( ) - Contract was executed with three vendors and became effective on 05/03/2015 Construction and Industrial Equipment -Notice of Intent to Award posted 05/26/2015 -Contracts will be fully executed and posted to SP website in early June

Solicitations Agricultural and Lawn Equipment -Bids received 5/19/2015 -Notice of Intent to Award Scheduled for 6/9/2015 Defense Product -ITB posted 5/19/2015, Bids due 7/7/2015 -Notice of Intent to Award scheduled for 7/28/2015 Bulk Paper -Scheduled for release mid July 2015 Goods Bureau 17

Goods Bureau Other Actions Commercial Paper to be renewed through 11/1/2016 Tools Contract to be renewed through 11/16/2016 Pursuing an ACS for Tires through NASPO Valuepoint -Utah contracts -Projected to start 8/28/2015 -Goodyear, Bridgestone, and possibly Michelin 18

Tallahassee Area Chapter of the National Institute of Governmental Purchasing NIGP Mission: To develop, support and promote the public procurement profession. NIGP’s goal: recognition and esteem for the government procurement profession and its dedicated practitioners. Chartered in August 1983 as the 35th chapter of local and regional chapters of the national association.

Membership Membership Benefits: – Educational opportunities – monthly meetings. – Professional development – procurement training during semi-annual seminars. – Professional networking – Reverse Trade Show. – Volunteering opportunities – various committees.

Educational Scholarships Ed Judge Scholarship (NIGP Core Courses) Certification/Recertification Fees Executive Certificate Scholarship Program (reimbursement 75% of course fees) College Coursework Scholarship (reimbursement 75% of course fees. For current Florida State University students the Chapter offers the annual John J. Hittinger Scholarship ($1,000).

Office of Special Counsel Introductions & Welcome Comments Team Members Pending Bureau Projects 22

Office of Special Counsel Purchase Order Terms & Conditions (Revised 2015) Rules – 60A Single Source Purchases60A Single Source Purchases PUR 7776 PUR 7778 – 60A Emergency Purchases of Commodities or Contractual Services PUR

DOAH A spectacular learning arena 24

Hot Topics Open Discussion 25

Next Meeting July 16, 2015 To PUR or not to PUR – That is the question. Please send suggestions regarding what you would like to talk about. 26