1. Purchasing Directors’ Meeting January 20, 2011

2. 2 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

3. 3 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

4. DFS Form W-9 Verification System 3% Federal vendor withholding begins January 2012 Must know taxpayer information about our vendors, including: –Taxpayer identification numbers –Business entity types –Whether a vendor is subject to backup withholding DFS will need new Form W-9s on all vendors conducting business with the state 4

5. 5 DFS Form W-9 Verification System Beginning February 2011, vendors will be able to submit Form W-9s electronically: –https://flvendor.myfloridacfo.com/https://flvendor.myfloridacfo.com/

6. DFS Form W-9 Verification System Training and Outreach Audience: –Purchasing officers & staff – January 2011 –Agency finance and accounting staff – February 2011 –Vendors – beginning February 2011 Methods: –Web-based training –E-mail communications –Website communications –Presentations at meetings and conferences 6

7. DFS Form W-9 Contacts Molly Merry, Bureau Chief of Accounting E-mail: molly.merry@myfloridacfo.commolly.merry@myfloridacfo.com Phone: 850.413.3097 Debbie Evans, Financial Administrator E-mail: debra.evans@myfloridacfo.comdebra.evans@myfloridacfo.com Phone: 850.413.3537 3% Withholding E-mail: 3percent@myfloridacfo.com3percent@myfloridacfo.com 3% Withholding Website: http://www.myfloridacfo.com/aadir/IRS3Percent Withholding.htm 7

8. 8 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

9. State Purchasing Operations / MyFloridaMarketPlace Enhancements –Mass editing available for IR accounting details. –Customers can reset passwords. –Add voucher numbers and statewide document numbers to the payment update eForm. –Add contract numbers and commodity codes to the print version of purchase orders. –Adds buyer password complexity and security –Add edits to validate that the requisition start date is before the end date of the requisition. –Customers can designate a non-catalog item as “green” and/or recycled. 9

10. State Purchasing Operations / MyFloridaMarketPlace More Buyer 3.0 Improvements –Error messages: Detailed Ariba error messages with the number of errors. –Creating requisitions: Single step to create a requisition. –Buyer Dashboard: Customizable dashboard (similar to Analysis 3.0). http://dms.MyFlorida.com/mfmp_upgrades 10

11. A new customizable “Buyer Dashboard” similar to Analysis 3.0 State Purchasing Operations / MyFloridaMarketPlace Page - 11

12. Detailed Ariba error messages, including the number of errors State Purchasing Operations / MyFloridaMarketPlace

13. 13 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

14. Governance Rulemaking Update –Filed for adoption: o Repeal of rule 60A-1.012 (adjustments to purchasing categories). –Currently on-hold: o Proposed rule regarding the Conflict of Interest changes. o Changes related to SB 2386 and updates including changes to PUR forms 1000 and 1001. 14

15. Governance Other Issues –Executive Orders o 11-01: Rulemaking suspension/contract review by Governor’s Office. o 11-02: E-verify  Current language used by DMS: -Pursuant to the State of Florida, Office of the Governor, Executive Order Number 11-02 entered on January 4, 2011, Contractor will utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of: (a) all persons employed during the term of the Contract by Contractor to perform employment duties within Florida within 3 business days after the date of hire; and (b) all persons (including subcontractors) assigned by Contractor to perform work pursuant to the Contract with the Department within 90 calendar days after the date the Contract is executed or within 30 days after such persons are assigned to perform work pursuant to the Contract, whichever is later. 15

16. 16 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

17. 17 * Denotes contracts currently awaiting review and direction from the Office of Accountability and Regulatory Reform (OFARR). Bureau Contacts: Bureau A: Ellen Potts, Chief Ellen.Potts@dms.myflorida.comEllen.Potts@dms.myflorida.com or 488-2773 Bureau B: Lyle Hackett, Chief Lyle.Hackett@dms.myflorida.comLyle.Hackett@dms.myflorida.com or 487-8778 Bureau C: Kelley Scott, Chief Kelley.Scott@dms.myflorida.comKelley.Scott@dms.myflorida.com or 488-3049 Training & Certification Program: Kelley Scott Contract Updates

18. 18 Team 1 – Transportation & Energy P-Card Services –STC: Contract continued through January 6, 2013, or until new contract is ready for implementation (whichever is sooner). –ITN: Negotiations have resumed. Fuel Card Services –Reminder: Com Data contract ends March 15. –All agencies are engaged in transition. –Contact David Bennett with questions: 921-4072. Boat Motors –Pricing adjustments have been requested by contractors – in review. Bulk Fuel –Supplemental ITB for tank wagon delivery is in final stage of development. Bureau of Transportation, Facilities and Supplies (Bureau A)

19. 19 Team 2 – Institutional Furnishings & Supplies Office Furniture –Renewed STC through March 1, 2012. –Several contractors offered additional discounts at renewal: o DMI, La-Z-Boy, Nova & Herman Miller –ITB for new contract was launched in December. o Responses are due January 24. o We’ll cancel the existing STC when the new contract is ready for implementation. Library Furniture* –Expires February 20. Pursuing one year renewal. Bureau of Transportation, Facilities and Supplies (Bureau A)

20. 20 Team 3 – MRO & Law Enforcement Body Armor STC expires on February 2, 2011. Received 12 responses to the recent ITB. Posted Intent to Award on January 18. MRO Industrial Supplies (WSCA)* Amended ACS to be coterminous with WSCA contract (currently set to expire on February 28). WSCA has re-solicited and is reviewing responses. Award has not been posted yet. Batteries Reminder: this STC will expire on February 13. THIS STC WILL NOT BE RE-SOLICITED. Bureau of Transportation, Facilities and Supplies (Bureau A)

21. 21 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

22. Technology, Office Equipment, & Support Services Bureau (Bureau B) 22 Statewide and Global Courier Services* Contract Manager: Angela Caldwell, 488-4946 UPS and FedEx have signed contract Effective Date 1/31/2011 5-Year Contract Statewide annual cost savings/avoidance of $1 million - $2 million

23. Technology, Office Equipment, & Support Services Bureau (Bureau B) 23 Mail Processing Equipment* Contract Manager: Angela Caldwell, 488-4946 Pitney Bowes and Neopost Awarded Effective Date 2/21/2011 3-Year Contract An average of 25% savings vs. current contract

24. 24 Technology, Office Equipment, & Support Services Bureau (Bureau B) Other Happenings with Bureau B: PCs, Laptops and Monitors* – Renewal recommended Commodity Radios – ITB on the Street – Contract start date est. April 2011 Mail Services solicitation in near future Water Treatment Chemicals ITB – Looking to launch in Spring 2011

25. 25 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

26. Bureau of Services, Supplies, Insurance, and Special Programs (Bureau C) Team 6 – Services, Special Programs, & Insurance Insurance policies under review during next six months: ₋Accident (Camp) expires March 15, 2011 ₋Accident (UCF) expires April 1, 2011 ₋Fine Arts (indoor) expires April 1, 2011 ₋Nuclear Property expires June 1, 2011 ₋Bridge, Property, and Business Interruption expires May 24, 2011* ₋Electronic Data Processing Equipment expires June 5, 2011 Insurance policies recently renewed ₋Crime renewed January 1, 2011—savings of 16% o (working on agency requests for internet transaction coverage) ₋Fine Art (outdoor) renewed December 31, 2010—savings of 11% ₋Nuclear Liability renewed January 1, 2011 Insurance customer service projects –Training and FAQ’s on selected insurance topics –Contact Amber Montgomery with questions 26

27. Bureau of Services, Supplies, Insurance, and Special Programs (Bureau C) Team 6 – Services, Special Programs, & Insurance State term contracts under review during next six months: –Medical and Dental Temporary Employment Staffing—new contract –Computer Software Training (New Horizons)—expires January 22, 2011 o (This contract will expire and the TCC PAE will remain in effect) –Equipment Maintenance Management Services—expires April 15, 2011 –Household Moving ACS with DOC will expire April 13, 2011 –Online Legal Databases—expires August 18, 2011 New Purchasing Analyst and Purchasing Specialist –Amber Montgomery, Purchasing Analyst, Team 6 Services & Special Programs (488-7996 or Amber.Montgomery@dms.myflorida.com)Amber.Montgomery@dms.myflorida.com –Caprecia Murphy Mortimer, Purchasing Specialist, Team 6 Services & Special Programs (487-0417 or Caprecia.Mortimer@dms.myflorida.com) –Questions about state term contracts, contact Cliff Nilson (488-7804) –Questions about insurance, PRIDE, or RESPECT contact Amber Montgomery (488-7996) 27

28. Bureau of Services, Supplies, Insurance, and Special Programs (Bureau C) Team 7 – SPAs and Special Projects New Purchasing Specialist on Team 7—Frank Miller, (488-7516 or Frank.Miller@dms.myflorida.com) State Term Contracts under review during the next six months: –Lab and Safety Supplies and Equipment—expires April 30, 2012. –Paper: Tissues and Towels—expires July 31, 2011. –Potable Water and Food Grade Ice—expires August 2, 2012. –Recycling Services: End of Life Electronics Equipment—expires July 21, 2011. Other agreement and project updates: –New Recycling Services, Spent Lamps, End of Life Ballasts and Batteries (SPA)—effective January 7, 2011 through January 6, 2012. –Defibrillators, Related Equipment & Supplies (ACS)—extended until March 31, 2011. –Climate Friendly Products update for 1st Qtr FY2011 is ready to post. 28

29. Bureau of Services, Supplies, Insurance, and Special Programs (Bureau C) Team 7 – SPAs and Special Projects The state term contract No. 640-002-06-1, Tissue, Towels, Napkins and Disposable Wipes, will expire in July 2011. A meeting to determine state agencies’ and other eligible users needs for commodities and services to be included on a replacement contract will be conducted on January 27, 2011, 10:00 AM, at DMS, Suite 360K, 4050 Esplanade Way, Tallahassee Fl 32399-0950. A conference call number will be provided as an alternative to attending the meeting. Please contact Charles Day at Charles.Day@dms.myflorida.com or 410- 2426 if you plan to attend.Charles.Day@dms.myflorida.com This contract is to serve your needs and we encourage you to attend and be a part of this process. Please respond with any suggestions for improving this contract including product additions, quality considerations, estimated quantities for your agency, and any service related suggestions. 29

30. 30 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

31. November – January Certifications Florida Certified Contract Manager Florida Certified Contract Negotiator Kendal McAvoy – DCF 31 Christina Harrell – AWIMark Hernandez - DMS Monya Newmyer – DOEFrances Shewan – AWI Webster Dale Jermyn – FWCRosa Torres – FWC Stuart Cumberbatch – FWCRichard Glowniak – DMS Tamela Penrod – DOAHDemetrius Sherrod – DMS Karen Somerset – DOTJohn Irvine – DOT Floyd Webb – DOTNyla Davis - DFS

32. November – January Re-Certifications Florida Certified Contract Manager 32 David Bennett – DMSGloria Dixon – DOT Clark Rogers – DLASonya Avant – FDLE Edwin Valla – DBPRJohn Connor – FSDB Randy Chapman – FWCCarl McCallum – FDLE Patricia Ferriby – DORJeanie Fuller – FDLE Joseph Camit – DMADonna Smith - DMS

33. November – January Re-Certifications Florida Certified Contract Negotiator 33 Kathleen Hutchins –DOSDavid Bennett – DMS Carol McCallum – FDLEChristie Hutchinson – DOACS Edwin Valla – DBPRDiana Trahan – DMS Beth Sparkman – DORCaryn Burt – DOT Roger Masten – DOTLaura Jennings – AWI Maureen Livings – DOHSheree Merting – DOT Janice Brown – DOH

34. November – January Re-Certifications Florida Certified Purchasing Agent Florida Certified Purchasing Manager 34 David Bennett - DMSSonya Avant – FDLE William Spencer – FDLEJanice Pursley – DEP Carol McCallum – FDLE David Bennett – DMSWilliam Spencer – FDLE Sonya Avant – FDLESheree Merting – DOT Carol McCallum – FDLE

35. New- Project Management Professionals- PMP Passed the PMP exam in November 2010 Greg Hagler – Deputy Information Security Manager, AHCA Nick Johnson – Section Manager, FDLE Passed the PMP exam in December 2010 Jennifer Green – Project Manager, AHCA Jeff Groom – Senior Management Analyst Supervisor, DFS 35

36. Procurement Training Schedule 2010-2011 Negotiation Strategies and Techniques – January 24-27, 2011 Negotiation in Florida – January 28, 2011 Sourcing in the Public Sector – January 31-February 2, 2011 Contract Management in Florida – March 7, 2011 Contract Administration – March 8-10, 2011 Best Practices for Contract and Grant Management – March 11, 2011 Planning, Scheduling & Requirement Analysis – March 28-30, 2011 Developing and Managing RFP’s – April 4-6, 2011 CPPB Review – April 11-12, 2011 CPPO Review – April 13-14, 2011 Legal Aspects – May 23-25, 2011 To check for updates to the Training Schedule please go to: http://dms.myflorida.com/upcoming_procurment_training 36

37. PMP Training Schedule 2010-2011 Writing Statements of Work – Feb 8-10, 2011 PMP Exam Prep – March 1-3, 2011 PMP Exam Prep – May 2-4, 2011 Critical Thinking and Problem Solving – June 1-3, 2011 To check for updates to the Training Schedule please go to: http://dms.myflorida.com/upcoming_pmp_training 37

38. 38 Agenda W-9 Project Update State Purchasing Operations/MyFloridaMarketPlace Governance Bureau of Transportation, Facilities & Supplies Bureau of Technology, Office Equipment, Strategic Sourcing & Support Services Bureau of Services, Supplies, Insurance & Special Programs Training and Certification Reminder About Next Meeting Date Purchasing Directors’ Meeting January 20, 2011

39. 39 Purchasing Directors’ Meeting January 20, 2011 Next Meeting February 17, 2011 2:00 – 4:00 pm