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Purchasing Directors’ Meeting July 18, 2013

Purchasing Directors’ Meeting July 18, 2013. Agenda Announcements & Introductions – Kelley Scott MyFloridaMarketPlace – Kasey Bickley Governance & Professional Development – Veronica McCrackin B ureau U pdates IT/Telecom Bureau – Marjorie Rubenstein Goods Bureau – Richard Chatel

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Purchasing Directors’ Meeting July 18, 2013

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  1. Purchasing Directors’ Meeting July 18, 2013

  2. Agenda • Announcements & Introductions – Kelley Scott • MyFloridaMarketPlace – Kasey Bickley • Governance & Professional Development – Veronica McCrackin • Bureau Updates • IT/Telecom Bureau – Marjorie Rubenstein • Goods Bureau – Richard Chatel • Services and Special Projects Bureau – Cliff Nilson • Hot Topics – All

  3. Announcement and Introductions • Announcements • Kelley Scott was named Director of State Purchasing and Chief Procurement Officer on July 1, 2013 • Introductions • Judson Freeman - MFMP Sourcing Analyst

  4. MyFloridaMarketPlace • Team Changes • Judson Freeman has joined the team in our Sourcing Analyst role. • Anne Rabon has left DMS; we are currently advertising her role. • Enhancement Updates: MFMP will be implementing two enhancements at the end of July • CR 180: Extend Buyer Timeout • CR 185: Add Minority Code to Sourcing Vendor Search

  5. MyFloridaMarketPlace • MFMP Utilization Update • Agencies continue to improve utilization of MyFloridaMarketPlace. • Several large agencies showed great improvement on the June 15 scorecard: • DCF is green in Metrics 1-4 • DOR is at 77% for Invoicing, up from 3% in October 2012 • Phase One and ongoing support agencies have reached their target full utilization dates, and most are on target to be green in the August 15 scorecard. • MFMP Training • July and August trainings have been posted to the MFMP website.

  6. MyFloridaMarketPlace • MFMP had another successful year-end: • Processed more orders in a shorter timeframe than last fiscal year. • Marked 52,780 encumbrance lines as “carry forward,” a 12% increase over fiscal year 2012-13. • Processed 12,672 orders marked as “delay purchase until” July 1, a 13% increase over last fiscal year. • Processing took 10 ½ hours, more than a five hour savings compared to last year. • A 9% decrease in failed order processing. • Brought the system back up at the start of business on July 2, ahead of schedule.

  7. MyFloridaMarketPlace The Department of Management Services intends to sunset MarketViewin the coming fiscal year. We plan to sunset the system in two phases. • Phase One • Starting in September 2013, once the FACTS purchase order functionality goes live, MarketView customers will be directed to FACTS for purchase order information. • Historical PO information will no longer be available through MarketView; however, agencies can access PO information using MFMP system search features, MFMP Analysis or MFMP Secure Reports. • Phase Two • In July 2014, we will sunset the vendor search and commodity code functionality of MarketView in conjunction with the implementation of the commodity code restructuring project.

  8. Governance & Professional Development Legislative Changes - Summary • HB1309ER- Procurement of Commodities and Contractual Services, now Chapter 2013-054 • HB85ER – Public-Private Partnerships, now Chapter 2013-233 • Disclaimer: The following PowerPoint slides are a summation of the respective bills and do not address every amendment or change to the law. Review the actual law with legal counsel to thoroughly understand the implications for your unit.

  9. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Creates a new public record statute related to contracts, Section 119.0701, Florida Statutes. Each public agency contract for services must include provisions that require contractors to comply with public records.

  10. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends Section 215.971, Florida Statutes regarding agreements funded with state or federal assistance. Amends agency agreements that provide state or federal financial assistance to include the following additional provisions specifying that: • the financial consequences that apply if the recipient or subrecipient fail to perform the minimum level of service. Section 215.971(1)(c), F.S. • a recipient or subrecipient may expend funds only for allowable costs resulting from obligations incurred during the agreement period. Section 215.971(1)(d), F.S. • any balance of unobligated funds or funds paid in excess must be refunded to the state agency. Section 215.971(1)(e)&(f), F.S.

  11. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends Section 287.012, F.S. by modifying existing definitions and defines a new term. • Amends the definitions for : • Best value • Electronic posting • Extension • Request for quote • “Governmental entity” – a political subdivision or agency of this state or any state of the United States, including, but not limited to state government, county, municipality, school district, nonprofit public university or college, single purpose or multipurpose special district, single purpose or multipurpose public authority, metropolitan or consolidated government, separate legal entity or administrative entity, or any agency of the federal government.

  12. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends Section 287.057, F.S., for the procurement of commodities or contractual services • For invitation to bid adds that the “the contract shall be awarded to the responsible and responsive vendor who submits the lowest responsive bid.” Section 287.057(1)(a)4.,F.S. • Deletes the requirements that the written determination for an emergency procurement of commodities or contractual services must be certified under oath. Section 287.057(3), F.S. • Deletes the requirement for the Department of Management Services to review and approve agency single source requests that exceed category four. Section 287.057(3)(c), F.S.

  13. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends Section 287.057, F.S., for the procurement of commodities or contractual services • Extension of contracts can also occur for commodities and the extension is not only subject to the same terms and conditions of the initial contract but also “any written amendments signed by the parties.” Section 287.057(12), F.S. • Renewal of contracts are subject to the same terms and conditions of the initial contract including “any written amendments signed by the parties.” Agencies can also renegotiate lower pricing at renewal if the contract was the result of a competitive solicitation. Section 287.057(13), F.S .

  14. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends 287.057(14), F.S. Not effective until December 1, 2014. • Grant and contract managers in charge of contracts in excess of $100,000 annually must be Florida Certified Contract Managers (FCCM). They must be certified within twenty-four months of the Department of Management Services and Department of Financial Services establishing FCCM requirements. Section 287.057(14)(b), F.S.

  15. Governance & Professional Development • Chapter 2013-054 Procurement of Commodities and Contractual Services (formerly HB 1309ER) • Amends 287.058, F.S. Contract document • Emergency procurements do not require certification but rather a written statement. Section 287.058(2), F.S. • Creates Section 287.136, F.S., permitting the Chief Financial Officer to audit contracts for internal controls. • CFO will present report to agency head. • Agencies have 30 days after receipt of report to provide a response or rebuttal.

  16. Governance & Professional Development • Chapter 2013-233 Public-Private Partnerships (formerly HB85) • Creates section 287.05712, F.S. • Creates an alternative procurement process and requirements for public-private partnerships to facilitate the construction of public-purpose projects. • Creates a Partnership for Public Facilities and Infrastructure Act Guidelines Task Force to recommend guidelines for the legislature to consider for the purpose of creating a uniform process for establishing public-private partnerships.

  17. Governance & Professional Development • Professional Development Update: • The calendar of professional development certifications for the fiscal year 2013-2014 is being developed. The final Professional Development calendar will be published on our website by the end of August 2013. • Be on the look out for the Professional Development survey. The first needs assessment will be sent to purchasing directors regarding Florida Certified Contract Managers in August. • We are scheduling interviews for four professional development staff: two curriculum designers and two instructional and educational coordinators.

  18. Governance & Professional Development • Guidebook Update • Guidebook revisions are scheduled for August. • In preparation for the August 2013 revisions, please submit any suggested edits or changes to PURGuidebook@dms.myflorida.com by Tuesday, July 23.

  19. IT/Telecom Bureau • Contracts recently amended • Microsoft Licenses - The Enrollment for Education Solutions (EES) has been added to the contract under the Master Business Agreement (252-001-09-1). • Contracts to be renewed in next 6 months • Network Infrastructure (250-000-09-1) • Solicitations under development • Commercial Off-the-Shelf Software (COTS) to replace current ACS (252-030-09-ACS)

  20. Goods Bureau • Recently Completed • Industrial Equipment & Tool Rental ACS (518-410-13-ACS) • Auto Parts ACS signed this week • Punch-out catalog for bulk paper (645-120-10-1) • Upcoming Procurements • Live Capture Fingerprint Equipment • Natural Gas (Capacity Management) • Motor Vehicles • Carpet • Tires • Upcoming Renewals • Medium & Heavy Trucks (070-700-11-1) • Medical & Dental Supplies (475-000-11-1) • Office Consumables (618-000-11-1)

  21. Services and Special Projects Bureau Updates • Security Officer Services – Universal Protection Service has replaced Allegiance Security Group, LLC (991-380-10-1) • Review of IT Staff Augmentation Justification Form

  22. Services and Special Projects Bureau Solicitations Under Development • PCard • Mail Services • Security Officer Services • Equipment Maintenance Management Services • Contingent Labor • Temporary Staffing • Information Technology Staffing • Health Care Staffing

  23. Services and Special Projects Bureau Solicitations Under Review • Custodial Services • Satellite Communications • Disaster Management Services Solicitations Under Protest • Management Consulting and Auditing Services • Pharmaceutical GPO

  24. Hot Topics Open Discussion

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