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Florida Purchasing Directors' Meeting Agenda - January 19, 2012

This document outlines the agenda for the Florida Purchasing Directors’ meeting held on January 19, 2012. Key topics included introductions, a demonstration of MFMP 3.0 Sourcing eQuote by Ron Leggett, discussions on MFMP items, and a presentation of PPIP survey results by Hal Houston. The meeting also addressed training opportunities and feedback on the procurement process across state agencies, highlighting areas for improvement and next steps for stakeholder engagement in the purchasing community.

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Florida Purchasing Directors' Meeting Agenda - January 19, 2012

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  1. Purchasing Directors’ Meeting January 19, 2012

  2. Agenda • Introductions – All • State Purchasing team • MFMP 3.0 Sourcing eQuote demo – Ron Leggett • MFMP discussion items – Danielle Kosberg • PPIP survey results – Hal Houston • Training – Dick Chatel • Short listing – Dick Chatel • PD meeting focus and attendees – Kelly Loll • Hot topics - All

  3. State Purchasing Team Update from new State Purchasing team members • Thad Fortune, MBE AdministratorOffice of Supplier Diversity • Mike McClure, Bureau ChiefFleet Management & Federal Property Assistance

  4. MyFloridaMarketPlace • MFMP 3.0 Sourcing eQuote demo • eInvoicing • Vendor inactivation • Reluctant vendor • Commodity codes cleanup

  5. PPIP Stage 1 and 2 Survey Results Overview • DMS released the Stage 1 and 2 PPIP survey in mid-December to request input about each state agency’s typical procurement process and lessons learned. • A big thank you to all individuals who participated in the survey process, we will incorporate your feedback into the PPIP process moving forward Brief summary of our key findings: • Total survey responses received – 33 • 50 percent of agencies represented (19 agencies) • 96 percent of participants identified their agencies as following a standardized and documented procurement process for every procurement • 93 percent follow a standard process for contract renewals most or all of the time

  6. PPIP Stage 1 and2 Survey Results (cont.) • Perceived Benefits of a Standard Sourcing Process: • 48 percent of participants are “unsure” if their agency would benefit from a standard (statewide) sourcing process • Survey Quotes: • “Standardized forms would be appreciated.” • “….with the option for the agency to add agency specific docs and language would be very beneficial.” • “consider each agency's different requirements and statutory authority.” • Current Procurement Processes and Areas of Focus: • 70 percent believe their agencies could benefit if their Procurement Office were involved earlier in the procurement process. • With regard to the use of formal procurement documents, the following documents are used by the corresponding percentage: • Project Timeline / Workplan – 71 percent • Procurement DecisionTree– 42 percent • Business Case – 32 percent • Near-Term Goals of the PPIP: • Provide standard process and communication tools encouraging early involvement by the Procurement Office • Refine and provide consistent procurement tools for common-use across the state

  7. PPIP Stage 1 – 2 Survey Results (cont.) • Next Steps: • The PPIP Team will continue to keep stakeholders engaged through ongoing surveys, purchasing director presentations, and focus groups. • State Purchasing / MFMP updating bi-monthly newsletter will include PPIP news • Will send regular e-mails with information and continue purchasing director meeting updates

  8. Training • Certifications available • Current status • Short-term solutions • Long-term solutions

  9. Certifications Available Certified Professional Public Buyer (NIGP) • Bachelor’s degree, college or seminar training in purchasing • Two years of public purchasing experience • Examination • Funded by candidate • Candidates apply directly to NIGP

  10. Certifications Available Certified Public Purchasing Officer (NIGP) • Bachelor’s degree, college or seminar training in purchasing • Three years total purchasing experience • Examination • Funded by candidate • Candidates apply directly to NIGP

  11. Certifications Available Florida Certified Purchasing Agent (SP) • Public Purchasing in Florida seminar (SP) • 12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions • Funded by candidate or agency • Candidates apply directly to DMS • Recertification • Current Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification • Certificate of completion of advanced purchasing workshop • 12 months experience in a full-time purchasing position for the State of Florida or one of its political subdivisions

  12. Certifications Available Florida Certified Purchasing Manager (SP) • Public Purchasing in Florida seminar (SP) • 3 years experience in a full-time purchasing position (one year must be in a Florida public purchasing management position) • Funded by candidate or agency • Candidates apply directly to DMS • Recertification • Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) certification • Advanced purchasing workshop • Three years experience in a full-time purchasing position (at least one year must be in a Florida public purchasing management position)

  13. Certifications Available Florida Certified Contract Manager (SP) • Contract Management or Contract Administration seminar (NIGP) • Contract Management in Florida seminar (DMS) • Best Practices for Contract and Grant Management in Florida (DFS) • 12 months experience in a full time purchasing or 12 months cumulative experience managing one or more contracts • Funded by candidate or agency • Candidates apply directly to DMS

  14. Certifications Available Florida Certified Contract Manager (SP) • Recertification in five years • Contract Management or Contract Administration seminar (NIGP) • Contract Management in Florida seminar (DMS) • Advancing Accountability: Best Practices for Contract and Grant Management in Florida (DFS) • 12 months experience in a full time purchasing position, or • 12 months cumulative experience managing on or more contracts for a Florida state agency

  15. Certifications Available Florida Certified Contract Negotiator (SP) • Required on ITNs exceeding $1 million • General Public Procurement or Sourcing in the Public Sector seminars (NIGP) • Negotiation Strategies & Techniques seminar (ESI ) or approved equivalent • Negotiation in Florida seminar (DMS) • Training funds previously provided to DMS for agency training • 12 months in a full-time purchasing, contract management, or contract administration, or

  16. Certifications Available Florida Certified Contract Negotiator (SP) • Candidate may have worked as political subdivision agency attorney whose duties included providing legal counsel to an agency’s purchasing or contracting staff. • The candidate must have led a team through at least one procurement through negotiation, or served on at least three federal, state, or local government negotiation teams. Or

  17. Certifications Available Florida Certified Contract Negotiator (SP) • M.B.A. (or similar graduate degree) who has: • Led a government negotiation team through a negotiated procurement or served on at least government negotiation teams • Completed either a semester-long business school or graduate level class on negotiation • Negotiation Strategies & Techniques seminar (ESI) or approved equivalent • Negotiations in Florida or approved equivalent (DMS) • General Public Procurement or Sourcing in the Public Sector seminar(NIGP) • Worked a minimum of 12 months for the State of Florida or one of its political subdivisions

  18. Certifications Available Florida Certified Contract Negotiator (SP) • Recertification (five years) • 16 hours of recertification training courses • Led one or participated in three negotiated procurements during the preceding five years • Employed in governmental position that requires negotiations in the position description

  19. Certifications Available Project Management Professional (PMI) • Bachelor’s degree or the global equivalent • 4,500 hours leading and directing projects • 35 hours of project management classroom training • Examination required • Required for ITNs exceeding $10 million • Funds previously provided to DMS for agency training • Recertification IAW PMI guidelines

  20. Current Status • Funding for FCCN and PMP no longer provided • Agencies must fund from expense budget; results in lower participation • Minimum class size requirement eliminated course offerings • Secretary suspended certification programs • State Purchasing re-examining approach to training and certification

  21. Short-Term Solution • Request class size amendment from vendors for negotiation and PMI training • Lack of funding will necessitate a shift from purchased training to organic training • SP pilot program: focus on PPIP process • Basic training considers stage process and job responsibilities • 7 Stage Overview + • Process/MFMP • Category Manager • Contract Manager

  22. Short-Term Solution • Advanced Training at Application Level • Phase training (in-depth) • Data analytics • Market analysis • Negotiation • Forms and templates • Pricing • Contract management functions

  23. Long-Term Solution • Request additional positions for Fiscal Year 2013-14 • Request central funding for procurement related training • Use agency trainers with periodic assessment by DMS • Develop central certification examination system We Welcome Your Suggestions!!!

  24. Short Listing • Section 287.057(1)(c)(4), Florida Statutes, authorizes the use of Competitive Range (short list). • Competitive Range (short listing) is a decision which requires posting. Each decision (posting) incurs a protest window. • Once a firm is eliminated (excluded from the competitive range), negotiations with that firm are prohibited. • Agencies may negotiate with firms in the competitive range. • Repetitive rounds of negotiation are permitted. • Consult your General Counsel regarding resubmittal/clarification of proposal information

  25. Meeting Focus and Attendees • Audience – Purchasing Directors • Invite your staff as necessary; limited seating • Frequency – bi-monthly • Continue two hour meetings • Format – continue with dialogue / open format • Welcome input and presentations from agency purchasing directors • Other

  26. Hot Topics Open Discussion

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