Purchasing Directors’ Meeting July 21, 2011

2 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

3 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

4 Bureau of Transportation, Facilities & Supplies New Bureau Chief – Kelly Loll, C.P.M. Team 1 – Transportation & Energy Tires (STC # ) –Goodyear Tire & Rubber Company request for a 9.0% price adjustment effective August 1, 2011 has been approved: o The request is compliant with the contract requirements, specifications, terms, and conditions. o The requested 9.0% increase (with select Net Down product) is 4.5% below the PPI increase of 13.5% (and trending significantly upward, see preliminary index points). o The request is comparable to other states/cooperatives who have GBPLs older than 03/01/2010 (newer lists are non-comparable). Motor Vehicles (Sourcing) ―Preparations have begun for model year STC sourcing. ―For questions or to provide feedback, please contact Christopher Walker at or

5 Bureau of Transportation, Facilities & Supplies Team 2 – Institutional Furnishings & Supplies Ice Making Machines (STC # ) ―Renewed through April 29, STC accessible for 2011 hurricane and storm season. Office Furniture and Files (Solicitation ITB # F) ―ITB award recommendation pending executive review and approval. ―Current contract is in effect until March 1, Educational/Institutional Furniture (STC # ) ―Oshkosh Industries, Inc. dba as The Buckstaff Company, has been removed from the contract effective June 1, 2011.

6 Team 3 – MRO & Law Enforcement Ammunition and Less-Lethal Products (STC ITB # O) ―New ITB will be issued in August and will replace over 90% of the items currently on the Ammunition and Officers’ Equipment STC. Body Armor (STC # ) ―Added new products and lowered prices for PACA and Point Blank Body Armor. MRO Industrial Supplies (Sourcing via WSCA) ―Greg Hill presented award recommendations at the Procurement Review meeting on July 14, Intent to Award will be posted in the next few weeks. Greg Hill ―Promoted to Purchasing Analyst after Chuck Beall retired. ―Received his CPPB. Bureau of Transportation, Facilities & Supplies

7 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

Bureau of Technology, Office Equipment & Support Services 8 New State Term Contract: Mail Services ―Contract effective 7/1/2011 ―Vendor – PBMS ―Contract Term – 2 Years ―Lower pricing from the previous ITN BAFO ―Removes Management Fees to gain Enterprise Pricing

Bureau of Technology, Office Equipment & Support Services 9 New State Term Contract: Land Mobile FM or PM Comms Equipment ―Contract effective date 7/20/2011 ―A total of 9 x vendors awarded ―Public Safety Radio Equipment o Radio Equipment that is not covered by Statewide Law Enforcement Radio System State Term Contract

Bureau of Technology, Office Equipment & Support Services 10 Upcoming Solicitation: PCs, Laptops, and Monitors ―AEIT developed standard configurations ―Contractors periodically compete during contract term based off updated configurations ―Currently obtaining additional feedback from OEUs

11 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

Bureau of Services, Supplies, Insurance & Special Programs 12 Team 6 – Services, Special Programs, & Insurance State Term Contracts/ACS Under Review During the Next Six Months ―Online Legal Database Services ― expires August 18, Working on next action recommendation. OPPAGA currently reviewing agency use of this contract. Insurance Policies Under Review During the Next Six Months ―Aviation Insurance ― Expires September 28, Solicitation in development. ―Rail Corridor (Sun Rail) coverage for FDOT ― Solicitation in progress. Special Projects –Beginning pharmaceutical solicitation per legislative language. Solicitation will be on the street by November 1, Requesting affected agency participation. Please contact Cliff Nilson ( ) with questions. –Multiple agency workgroup developing Food/Food Services solicitation. Please contact Mark Hernandez ( ) with questions. New Staff on Team 6 –Jim Spencer ― Purchasing Analyst –Jill Soderberg ― Purchasing Analyst and Insurance Coordinator

Bureau of Services, Supplies, Insurance & Special Programs 13 Team 7 – SPAs and Special Projects State Term Contracts under review during the next six months: –Paper: Tissues and Towels ― expires July 31, o Finalizing solicitation. o Contractor will hold current pricing through August 31. –Recycling Services: End of Life Electronics Equipment ― expires July 21, Renewal in process. –Potable Water and Food Grade Ice ― expires August 2, Finalizing draft solicitation. –Reclaiming Mercury from Spent Lamps, Batteries ― expires January 6, Please contact Frank Miller with feedback about this agreement. Other agreement and project updates: –Defibrillators, Related Equipment & Supplies ― All vendors agreed to Florida terms. ACS approval is complete. –Hazardous Incident Response Equipment (HIRE) ACS ― Two new vendors added to the contract: Hagemeyer North America and MBF Industries. –Security Officer Services ― Renewal is complete. New expiration is December 15, 2014.

14 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

Training and Certification Program 15 Procurement Training Schedule Negotiation Strategies and Techniques – August 29 – September 1 Negotiation in Florida – September 2 Sourcing in the Public Sector – September 7-9 CPPO Review – September 8-9 CPPB Review – September Developing and Managing RFP’s – September Virtual Advanced Contract Management Workshop – September 28 Virtual Advanced Purchasing Workshop – September 29 Advanced Negotiation Workshop – October 6-7 To check for updates to the Training schedule please go to:

Training and Certification Program 16 PMP Training Schedule PMP Exam Prep – October 3-5 To check for updates to the Training schedule please go to:

17 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

State Purchasing Operations/ MyFloridaMarketPlace 18 Less than two months to MFMP 3.0 upgrade “go-live”! –Development and testing on schedule –UAT schedule is on target –We posted the training schedule o More than 700 registered as of July 8

State Purchasing Operations/ MyFloridaMarketPlace 19 MFP 3.0 Upgrade training registration is online at our website. – –12 pre-upgrade webinars and 8 seminars –6 post-upgrade webinars –4 post-upgrade “office hours” webinars –3 day-long seminars starting in October

State Purchasing Operations/ MyFloridaMarketPlace 20 MFMP 3.0 Upgrade Communications –Sample Messages and Poster – s from MFMP –MFMP Website and online Bulletin Board –“Florida DMS” o Facebook o Twitter –MFMP Minute

State Purchasing Operations/ MyFloridaMarketPlace 21 W-9 Verification Project Status (as of 7/11) Active Vendors in the FLAIR Statewide Vendor file259,120 Registered MFMP142,982 All vendors with valid W-97,909 MFMP vendors with a valid W-96,661 DMS Outreach Next Steps: Distribute another targeted communication in August Hold another round of vendor training sessions in September

22 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

Governance 23 Chapter , Laws of Florida HOUSE BILL 7223/ SENATE BILL 2090: OGSR/Competitive Solicitations (Open Government Sunset Review required in 2011) The bill amends section , F.S. to expand the public records exemption for competitive solicitation documents until an intended decision or until 30 days after bid opening or receipt of final replies. Section , F.S. is also modified and expanded to include an exemption from the public meeting requirements for negotiation with vendors, meetings where a vendor is making oral presentations or answering questions about their sealed responses to solicitations. All meetings must be recorded in full. The recordings of such meetings are exempt from disclosure under public record requests until a decision or intended decision is posted or until 30 days after the responses are opened, whichever occurs earlier. The section is further expanded to provide an exemption for portions of meetings wherein solicitation team members are gathering to strategizing for the solicitation. Signed into Law, effective June 2, 2011.

Governance 24 Chapter , Laws of Florida HOUSE BILL 441/SENATE BILL 444: Scrutinized Companies The bill creates section , Florida Statutes, and prohibits a company on the Scrutinized Companies with Activities in Sudan List or on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1 million or more with a state agency or local governmental entity. Signed into law, effective July 1, Summary of new requirements: Requires vendors to certify with any bid or proposal submitted to an agency for a contract over $1 million that they are not on either of the Lists. DMS has created a certification form but use of the form is voluntary. Requires agencies to include, in any contract over $1 million, a provision allowing cancellation of the contract if the agency discovers a vendor has submitted a false certification or been placed on one of the Lists.

Governance 25 Chapter , Laws of Florida SENATE BILL 1314/HOUSE BILL 939: State Financial Matters The law requires that all agencies submit with any legislative budget request a description of each contract over $10 million in which the part of the consideration paid to an agency is part of the vendor’s revenue. The bill also creates section , F.S., and prohibits any state official from two branches of government, judicial and executive, from entering into contracts over $5 million for services or tangible personal property unless the contract itself identifies the specific appropriation used to pay for the contract, unless expressly authorized by the Legislature. The bill amends section , F.S., and removes conflicting Language which clarifies that agency use of state term contracts is mandatory. Signed into law, effective May 26, Summary of new requirements: For contracts over $5,000,000, agencies must the specific appropriation for the expenditure. For contracts over $10,000,000, a description of the contract is required in an LBC request if agency is paid from vendor’s revenue.

Governance 26 Chapter , Laws of Florida Implementing 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, Chapter , 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.

Governance 27 Other issues: Convicted/Suspended Vendor Lists Governance Project –PROJECT SCOPE o Overall examination of SP functions and identification of improvements o The efforts will include designing, building and implementing a phased approach  Phase 1 - review and update of all Sourcing forms and templates for MFMP  Phase 2 - review and update of SP’s operational forms and templates  Phase 3 - rewrite and update SP’s Policy and Procedure Manual (runs concurrent with Phases 1 & 2)  Phase 4 – develop a plan for to promote adoption of and compliance with the forms and the Policy and Procedure Manual

Governance 28 –PROJECT BUSINESS OBJECTIVES o Fully leverage MFMP functionality while establishing standard procurement best practices for all procurement activities, including Strategic Sourcing methodology o Utilize a single, state eProcurement solution for electronic sourcing o Review and update standard forms and templates used for ease of use, consistency and compliance with law o Rewrite of Policy and Procedure Manual to provide guidance on established best practices o Generate savings and process efficiencies o Provide training statewide to promote consistent utilization of tools and understanding of best practices o Monitor compliance with policies and procedures o Establish appropriate metrics and consistent measurement process to measure success of this project

29 Agenda Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification State Purchasing Operations/MyFloridaMarketPlace Governance Reminder About Next Meeting Date Purchasing Directors’ Meeting July 21, 2011

30 Purchasing Directors’ Meeting July 21, 2011 Next Meeting August 18, :00 – 4:00 pm