1. Purchasing Directors’ Meeting September 20, 2012

2. 2 Welcome Comments – Kelly Loll Introductions – All CPO Updates – Kelly Loll Procurement Legal Issues – Brittany Long PPIP, Training and Legislative Updates – Wayne Mitchell MyFloridaMarketPlace Updates – Anne Rabon Office of Supplier Diversity Update – Kevin Brown State Purchasing Sourcing Events – Kelly Loll Hot topics - All Agenda

3. 3 Introductions Welcome to our new State Purchasing employees: Allison Norman, Category Manager, Goods Bureau Tami Neel, Training and Communications Review Specialist

4. 4 CPO Updates MyFloridaMarketPlace Usage MFMP Module Number of Agencies Currently Using MFMP Buyer Purchase Order32 Invoice28 Receiving29 On-line Catalog20 Contract Compliance7 Analysis29 Sourcing including eQuote7

5. 5 CPO Updates Enterprise Strategic Sourcing Initiative Action Items: Strategy 1 – Spend Visibility 1.Provide log-in access to State Purchasing for agency level FLAIR data by Oct. 1, 2012. Submit to Cliff Chroust at Cliff.Chroust@dms.MyFlorida.com.Cliff.Chroust@dms.MyFlorida.com 2.Put contracts, purchase orders and corresponding invoices for all goods and services (prioritize spend under Chapter 287, Florida Statutes) through MyFloridaMarketPlace by Oct. 1, 2012. Strategy 2 – Conduct Sourcing Event 1.Identify and commit agency staff support for sourcing events by Dec. 3, 2012: – Project Management Professionals (PMP) – Florida Certified Contract Negotiators (FCCN) – Evaluators – Subject matter experts – Legal counsel

6. 6 CPO Updates Enterprise Strategic Sourcing Initiative Action Items: Strategy 3 – Standardize Process 1.Utilize the standard processes and forms that will be referenced in the Procurement Guidebook by Jan. 1, 2013. 2.Participate in procurement training by Nov. 15, 2012. Strategy 4 – Use and Compliance 1.Analyze current procure-to-pay processes and fully adopt MyFloridaMarketPlace “best practices” and current applications (e.g., contracts, purchase order, catalog purchases, invoicing) by Oct. 1, 2012 (prioritize spend under Chapter 287, Florida Statutes). 2.Establish an agency MyFloridaMarketPlace training program by Oct. 1, 2012. 3.Fully utilize all state term contracts and alternate contract source contracts by Oct. 1, 2012. Strategy 5 – Administrative Efficiency 1.Develop implementation plan for expanded use of MyFloridaMarketPlace eQuote by Jan. 1, 2013. 2.Use MyFloridaMarketPlace eQuote for soliciting quotes by March 1, 2013.

7. 7 CPO Updates Enterprise Procurement Meeting Cabinet Meeting Room – Sept. 26, 2012 – 9 a.m. 1.Identify agency purchasing directors, purchasing staff, and administrative services directors by noon on Friday, Sept. 21. Send their names and e-mail addresses to Pam Donaldson at Pam.Donaldson@dms.MyFlorida.com.Pam.Donaldson@dms.MyFlorida.com What items would you like to discuss? If you have any questions about these initiatives contact Linda McDonald at (850) 922-9867 or Linda.McDonald@dms.MyFlorida.com.Linda.McDonald@dms.MyFlorida.com

8. 8 Procurement Legal Issues ITN Template Outline I.Introduction II.ITN Process III.Response Instructions IV.Selection methodology Attachment A: Contract (general terms) Attachment B: Scope of Work Brittany Long, Assistant General Counsel Department of Management Services

9. 9 PPIP, Training and Legislative Updates State Purchasing Guidebook The MFMP team completed draft version one and is editing that now based on feedback from PPIP team members and State Purchasing. The MFMP team will complete draft version two for review by agency purchasing directors by Oct. 1, 2012. We are looking at a roll out date of Nov. 15, 2012. How agency purchasing offices can help with the Guidebook Your agency’s experience and best practice considerations are what will help to bring the Guidebook “to life” and make it relevant to your staff’s day to day work. Think about scenarios you have encountered during your sourcing practices in years past…Think about being a novice to this whole process…What would be helpful for new team members to learn from your good experience?

10. 10 PPIP, Training and Legislative Updates Training: Advanced Negotiation Workshop Primary Focus – Recertification of FCCNs Developed by State Purchasing – blend of several previous presentations 17 completed the course Sept. 6-7 in Orlando Offered in Tallahassee – Sept. 25-26 Cost – $350 The FSU registration site is up and running. The State Purchasing training website provides a direct link to the registration. http://www.dms.myflorida.com/business_operations/state_purchasing/florida_s_public _purchasing_training_and_certification/upcoming_training_schedule

11. 11 PPIP, Training and Legislative Updates Contract Management Curriculum Need training to support recertification of FCCMs FCCM certifications are beginning to expire No curriculum is ready for presentation FAPPO requested presentation on Nov. 9, 2012, for FCCM recertification New development process 1.Start with topic breakout defined in previous meetings 2.Divide topics into basic and advanced categories 3.Order topics into logical sequence 4.Break each topic down into smaller parts 5.Prepare PowerPoint slides for each topic 6.Two to three test questions per topic 7.Talking points for each slide 8.Some topics may be broad enough to become a course of their own

12. 12 PPIP, Training and Legislative Updates Contract Management Curriculum Need volunteers to help create the certification curriculum materials Please contact Jennifer Prime if you are interested Jennifer Prime Jennifer.prime@dms.MyFlorida.com (850) 488-8366

13. 13 PPIP, Training and Legislative Updates Basic Overview Contract Formation –Risk Management –Patents/Copyrights Contract Management Plan Reports and Deliverables Invoicing Changes/Amendments Closeout Ethics File Management Advanced Recap of Basic Contract Management Performance Measures Intellectual Property Disputes Audits Risk Management Property Management Negotiation –Elements of Pricing Best Practices Reminder: Areas in Process for Contract Management

14. 14 PPIP, Training and Legislative Updates Legislative: Purchasing Thresholds Chapter 287.017, Florida Statutes – Purchasing categories, threshold amounts. The following purchasing categories are hereby created: –Category One: $20,000 –Category Two: $35,000 ($50,000-$100,000 suggested range) –Category Three: $65,000 (suggested range to be determined) –Category Four: $195,000 (suggested range to be determined) –Category Five: $325,000 (suggested range to be determined)

15. 15 PPIP, Training and Legislative Updates Exceptions to the use of competitive solicitation requirements under 287.057(3)(e), (f), Florida Statutes, include: (e). Prescriptive assistive devices for the purpose of medical, developmental, or vocational rehabilitation of clients…. Artistic services Academic program reviews Lectures by individuals Legal services Health services (includes substance abuse/mental health services) Services provided to persons with mental or physical disabilities by not-for-profit corporations Medicaid services delivered to an eligible Medicaid recipient Family placement services Prevention services related to mental health/substance abuse/child abuse Training and education services for injured employees Contracts entered into pursuant to s. 337.11. (designated road/highway contracts). Services or commodities provided by governmental agencies. Statewide public service announcement programs provided by a Florida statewide nonprofit corporation under s. 985 501(c)(6) of the Internal Revenue Code, with a guaranteed documented match of at least $3 to $1.

16. 16 MyFloridaMarketPlace Updates Reconciling an IR for Services History of Approving Services or Receiving Commodities Chapter 215.422, Florida Statutes –Approval and inspection of goods or services shall take no longer than five working days unless the bid specifications, purchase order, or contract specifies otherwise. What is considered a service in MyFloridaMarketPlace? MyFloridaMarketPlace indicates a services by the commodity code ­ Commodity codes beginning with “9” are considered a service ­ All other commodity codes are for commodities or tangible products

17. 17 MyFloridaMarketPlace Updates MFMP routes PO to vendor Vendor Provides Service Agency receives invoice & enters into MFMP MFMP routes IR to requester Requester approves IR MFMP routes IR to F&A to complete Reconciling an IR for Services

18. 18 MyFloridaMarketPlace Updates Reconciling an IR for Services How do I approve a service? When customers or vendors enter an invoice into MyFloridaMarketPlace, the system routes it based on the commodity code. –Route service invoices, those beginning with a ‘9’ series commodity code, to the requester or the “On Behalf Of” for the requisition –Route commodity invoices, all other commodity codes, to the Finance and Accounting Exception Handler or Invoice Gatekeeper

19. 19 MyFloridaMarketPlace Updates Upcoming Trainings September Sessions –Hot Topic Office Hours Webinar, Sept. 21, 1:30-2:30 p.m. –System Administrator Workshop, Sept. 27 (currently full) October Sessions ­ Requesting ­ Receiving ­ Creating Invoices ­ Reconciling and Approving November Sessions ­ Requesting and Receiving ­ Creating and Invoice, Reconciling & Approving Register at MyFloridaMarketPlace Buyer Toolkit Buyer Training Opportunities Buyer Training Opportunities

20. 20 MyFloridaMarketPlace Updates Contract Numbers in MyFloridaMarketPlace March 2012 release (9.4.0) included a key enhancement that improves contract spend tracking across all agencies Requires customers to select a contract number –Method of Procurement (MOP) A, B, C, D Requires customers to enter contract number when selecting –MOP H, H1, I, I1, J, or J1

21. 21 Contract Numbers in MFMP Change orders that reference expired contract –Select the new state term contract –Select the new alternate contract source MFMP implemented new process for agency alternate contract source numbers –When you request approval from State Purchasing, State Purchasing forwards to MFMP to enter into the system –This is a monthly update –MFMP will notify agency when number is added MyFloridaMarketPlace Updates

22. 22 Office of Supplier Diversity Update MatchMaker Event –Annual event moved to Spring 2013 –Vendors, agencies and sponsors sent e-mail notifications –Working with FSU and UCF to provide event planning –Steering Group to remain intact and continue with monthly meetings Agency/University Small Business Utilization Plans Events –CFO Small Business Forum, Sept. 9-7 –Minority Enterprise Development (MED) Week Conference, Tallahassee, Sept. 24-28 –Palm Beach County MatchMaker, Nov. 9 Working Group Meeting (Sept. 21)

23. 23 Current Sourcing Events Strategic Sourcing Provider MyFloridaMarketPlace Pharmaceutical GPO Food Products and Delivery Carpet and Flooring Management Consulting and Auditing Services Motor Vehicles PCard

24. 24 Anticipated Sourcing Events Food Management Pharmaceutical Wholesaler Emergency Ice and Water

25. 25 Hot Topics Open Discussion