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State Purchasing Purchasing Directors’ Meeting October 18, 2007

State Purchasing Purchasing Directors’ Meeting October 18, 2007. Purchasing Directors’ Meeting October 18, 2007. Agenda Office of Supplier Diversity-Patricia West MFMP-Walt Bikowitz MyGreenFlorida-Jim Bard Key Messages-David Bennett Key Messages-Stu Potlock Training Update-Cyndee Sams

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State Purchasing Purchasing Directors’ Meeting October 18, 2007

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  1. State Purchasing Purchasing Directors’ Meeting October 18, 2007

  2. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  3. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  4. Office of Supplier DiversityPurchasing Directors’ Meeting October 18, 2007 Department of Management Services Linda South , Secretary

  5. Our Mission To promote equity in contracting for Certified Minority/Women Business Enterprises.

  6. Our Values Integrity, Respect, Quality Customer Service and Team Work.

  7. Our Vision To become a one-stop resource center for Minority/Women Business Enterprises (M/WBEs) which facilitates equity in contracting while ensuring diverse participation in the procurement process by providing excellent customer service.

  8. The Benefits of Certification? Certification With The State of Florida

  9. State Certification • Is Florida’s premier stamp of approval for minority and women business entrepreneurs. Across the State of Florida, the validation of Minority/Women Business Enterprises is most widely accepted in the private sector as well as cities, counties, school districts, hospital and water management districts and other quasi governmental entities is provided by state government certification. • Additionally, the state certification application is one of the most “user-friendly” applications in the State of Florida.

  10. RE-CERTIFICATION Is simplified for vendors who have registered in MyFloridaMarketPlace and completed the certification process. Annually, all that is required is a signed affidavit for re-certification in order to reduce duplicated efforts.

  11. REFERRALS Are given to minority and women-owned businesses that are certified by the state. This means they are “referred” to state agencies seeking to include supplier diversity as a part of their purchase order and contract opportunities.

  12. STRATEGIC ALLIANCES With major corporations are encouraged as a part of the Office of Supplier Diversity’s (OSD) “Matchmaking” efforts. Vendors certified as minority vendors by the state of Florida have “preference” as OSD strives to assist in developing business relationships, which hopefully will lead to contract opportunities.

  13. THE MENTOR-PROTÉGÉ PROGRAM This program is available to minority and women-owned businesses (MWBE) certified by the state of Florida to enhance the capability of MWBEs to compete more successfully for state government contracts. The program expands the OSD’s efforts to identify and respond to the developmental needs and requirements of state-certified MWBEs.

  14. THE LOAN MOBILIZATION PROGRAM This program assists state- certified minority business enterprises in obtaining funding when starting a state-funded project. The loans made through participating banks are designed to enhance relationships between the banking community and CMWBEs.

  15. ON-LINE DIRECTORY On the MyFlorida website lists only state-certified minority and women business enterprises. The directory makes certified MWBEs available by alpha and commodity listings to state and local governmental entities, as well as the general public and private-sector corporations.

  16. SPECIAL E-MAILS And other information are disseminated to vendors who appear in the state’s database as certified minority and women-owned businesses. This information could vary from contract opportunities to special events, networking activities and technical assistance training. Examples: Invitations to Bid, MatchMaker, Roundtables and Business Workshops

  17. VENDOR IN THE SPOTLIGHT Is designed to highlight certified minority and women-owned businesses by industry to a target audience of purchasing agents and decision makers. In the IT arena certified vendors make presentations at the quarterly CIO Council meeting which allows CMWBEs to introduce their companies and capabilities to several state entities at one time.

  18. SPECIAL DISCOUNTS Including gratis admission to events may be offered to state-certified minority and women-owned businesses who participate in educational, outreach and matchmaking activities put on by state government and/or the Office of Supplier Diversity. These activities could include regional workshops and seminars, the Governor’s corporate roundtable and the annual Matchmaker Conference.

  19. Certified Minority Business Spending OSD will: • Monitor overall minority spending. • Report agency compliance to the Executive Office of the Governor, Cabinet and other State Leaders. • Assist to create overall minority spending.

  20. Certified Minority Business SpendingFiscal Year 2006-2007 Increase of 45% • Total includes Judicial Branches, Legislature, Public Service Commission, and State Board of Administration.

  21. New Program & Initiatives • Large State Comparative Studies • Optical Imaging Initiative for Certification Process • Creation of a Two-Year Certification Process • Grant-writing for MBE Activities • Other Economic Development Activities

  22. Web Site References • MyFlorida • http://www.myflorida.com/ • DMS • http://dms.myflorida.com/ • OSD • http://osd.dms.state.fl.us/ • MyFloridaMarketPlace • http://dms.myflorida.com/purchasing/myfloridamarketplace

  23. Office of Supplier Diversity 4050 Esplanade Way, Ste 380 Tallahassee, FL 32399-0950 Main Line: (850) 487-0915 Fax: (850) 922-6852 Helpdesk: osdhelp@dms.state.fl.us

  24. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  25. MyFloridaMarketPlace MyFloridaMarketPlace: Connecting Florida’s Buyers and VendorsPurchasing Directors Meeting 10/18/07

  26. Flair Gap Analysis • Comparison of MyFloridaMarketPlace (MFMP) and Florida Accounting Information Resource system (FLAIR) for FY 2006 & 2007shows 209 vendors, including 32 State Term Contractors (STC) with discrepancies greater than $10,000. • Total discrepancy exceeds $18 Million! • MFMP notifying vendors via e-mail starting 10/11/07 • Wave 1: STCs >$10,000 and non-STCs >$100,000 (approx. 59 vendors) • Wave 2: non-STCs between $25,000 and $100,000 (approx. 78 vendors) • Wave 3: non-STCs between $10,000 and $25,000 (approx. 72 vendors) • Waves will be spaced 60 days apart to accommodate for vendor response time

  27. PUR 3776 – Reporting 1% Transaction Fee • Current form has its foundation in the paper world • Our intent is to make better use of web tools to facilitate vendor submittal of 1% transaction fee • Enhancements include: • Adding link to vendor payment history • For non-STC vendors, reduce number of required fields • Replace manual math calculations with auto-calculations • For STC limit data entry fields (line B&C), auto-calculate • Enhance error text to specify error type

  28. E-Invoicing • Currently only 10% of vendors e-invoice • E-invoicing saves agencies and vendors time • We are working diligently with PRIDE to initiate e-invoicing • MFMP plans a ½ day vendor meeting to connect with about 30 to 50 specific targeted vendors to increase e-invoicing in the MFMP We need your help! What vendors do you want us to target? Please e-mail Danielle.Morton@dms.myflorida.com

  29. Hot Topics • MFMP 2.0 Training has been updated with production data current through the end of September, 2007 https://learning.myfloridamarketplace.com/Buyer/Main • New On-Demand Buyer Training 2.0 released 10/10/07 http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/training • Hot Topics Bulletin Board in the MFMP Toolkithttp://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/communications/myfloridamarketplace_hot_topics The Bulletin Board is on the far right and is dynamically updated when new articles are added to the Hot Topics Web page.

  30. Hot Topics • MFMP User Queue Analysis – Change Request 32 All data should be loaded and reports available in Analysis under the MFMP Public Reports folder by October 31, 2007 • MFMP “A” Encumbrance “Update” Original notification “Effective August 31, 2007, edits will be reinstalled in FLAIR that will prohibit updating encumbrances originating in MyFloridaMarketPlace directly thru FLAIR.” Based on the latest meeting with DFS, this has been postponed to December 1, 2007. This date is dependent upon initiating fixes in FLAIR and MFMP. • Vendor Training and Reorganization of vendor web site by 12/31/07 • My Green Florida

  31. Want to talk further? Contact Us! Walter Bikowitz Chief of State Purchasing Operations Division of State Purchasing Department of Management Services 4050 Esplanade Way, Suite 360 Tallahassee, FL 32399-0950 Phone:  850-488-7809 Fax:  850-414-6122 E-mail:  Walt.Bikowitz@dms.myflorida.com "We Serve Those Who Serve Florida"

  32. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  33. Executive Order 07-126 Requirements Source: Governor Crist’s ExecutiveOrder 07-126, dated July 13, 2007

  34. Florida Climate Friendly Products List – Green Labels / Standards During the development of the initial Florida Climate Friendly Products List, DEP applied five established assessment criteria to DMS requested green product labels / standards and approved 19 for use in Florida.

  35. Florida Climate Friendly Products List Over 6,680 products on current state term contracts from 53 vendors were included on the initial Florida Climate Friendly Products List.

  36. Florida Climate Friendly Products List DMS requests that Purchasing Directors inform their agency’s buyers that the Florida Climate Friendly Products List is available on the State Purchasing website.

  37. GHG Emissions Baseline Assessment – Development Process DMS and DEP used the Greenhouse Gas (GHG) Protocol methodology and a structured, 7-step process to build the GHG Emissions Baseline Assessment in two months. Confirm Organizational Boundaries Confirm Baseline Period Confirm Operational Boundaries Identify Activity Data Needed Collect Activity Data Populate GHG Protocol Templates Prepare Baseline Assessment Document Assumptions and Gaps The GHG Protocol Initiative methodology, developed by the World Business Council for Sustainable Development, is the most widely used framework globally for measuring GHG emissions and is also aligned with the International Organization for Standardization (ISO) standard for GHG emissions measurement, ISO 14064. For more information about the GHG Protocol Initiative, please see their website at www.ghgprotocol.org.

  38. GHG Emissions Baseline Assessment – Participants The initial Baseline Assessment included 34 Florida governmental entities.

  39. GHG Emissions Baseline Assessment – Final Report DMS and DEP has submitted the proposed GHG Emissions Baseline Assessment to the Governor’s Office for their review and approval. • Table of Contents • Executive Summary • GHG Emissions Measurement Methodology • Baseline Assessment • Conclusion • Key Contacts • Appendix: • GHG Protocol Methodology • Major Assumptions GHG Emissions Baseline Assessment July 1, 2006, through June 30, 2007 prepared by Florida Department of Management Services Florida Department of Environmental Protection October 1, 2007

  40. Rental Car State Term Contract – Update DMS State Purchasing worked with Avis to have them bring in hybrid vehicles to Tallahassee rental car market starting November 1st.

  41. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  42. Bureau ACommodity Sourcing Update Construction, Industrial & Agricultural Equipment • New contract effective 10/12/07 (Christopher Walker) Liquefied Propane (LP Gas) • New contract to be effective by 10/31/07 (David Bennett) Motor Vehicles Solicitation • To be launched this month (Christopher Walker) Team 3 (MRO & Law Enforcement) Vacancy • Mark Lovell’s Purchasing Analyst position, specializing in law enforcement supplies. Chuck Beall and Charles Day will cover Mark’s contracts in the interim.

  43. Bureau ALegislative Update Team 1 is working with DEP, DOT and DMS Fleet on five initiatives related to Executive Order 07-126: • Approve new vehicles with the greatest fuel efficiency in a given class. • Use biodiesel and ethanol fuels when locally available. • Determine feasibility of opening state-owned alternative fuel facilities to public and private fleets. • Future solicitation for B20 and E10

  44. Bureau ALegislative Update • Redesign the motor vehicles and equipment state term contracts • Broadening our specifications (details and quantity) to allow more representative models to meet the specifications • Including more environmentally friendly motor vehicles Proposed Legislation: SB 316 and SB 412 - Relating to Energy, Biodiesel and Ethanol Fuels/State Fleet Usage

  45. Bureau ALegislative Update Team 1 is working with DFS, DEP and DMS on the ESCO ITN. • Current ESCO contract expires 12-31-07 • Developing a framework on how to use the new contract • DMS and DFS will provide directives and training Proposed Legislation: SB 308 and SB 312

  46. Purchasing Directors’ MeetingOctober 18, 2007 • Agenda • Office of Supplier Diversity-Patricia West • MFMP-Walt Bikowitz • MyGreenFlorida-Jim Bard • Key Messages-David Bennett • Key Messages-Stu Potlock • Training Update-Cyndee Sams • Purchasing Director’s Meetings Path Forward • Next Meeting-Thursday January 17, 2008

  47. Purchasing Directors’ MeetingOctober 18, 2007 State Purchasing welcomes Allison Norman, Purchasing Specialist to Team 5, Special Services, Property Insurance, PRIDE & RESPECT Allison will support Ommet Mbiza and Michael Bailey Contact Allison at: Allison.Norman@dms.myflorida.com 850-414-5790

  48. Purchasing Directors’ MeetingOctober 18, 2007 State Purchasing welcomes Fredrick Ross, Purchasing Analyst to Team 4, Technology and Telecommunications Team 4: Lead Analyst, Jeff Rackley, Analyst Fredrick Ross, supported by Specialist Thomas Ashby Contact Fredrick at: Fredrick.Ross@dms.myflorida.com 850-488-1086

  49. Purchasing Directors’ MeetingOctober 18, 2007 Air Travel Survey Recently issued survey to collect data on state agency travel practices and approach to obtaining airline tickets • Looking for frequency of air travel, from what locations and how travel is handled in each agency, i.e. centralized or decentralized Please forward the survey link around your agency to target the correct people who arrange travel http://www.surveymonkey.com/s.aspx?sm=jbJt7%2bMWTZEEe87ADqV49w%3d%3d

  50. Purchasing Directors’ MeetingOctober 18, 2007 Office Depot Contract Contract is provided by State Purchasing as the best value method for acquisition office consumables This is the only contract approved by State Purchasing for office consumables The contract is an Alternate Source Contract, via U.S. Communities, approved for use by all eligible users. While not mandatory at this time, agencies must weigh the cost of time and effort of comparing pricing to other sources. Be reminded that purchases not made under this ACS contract are subject to the requirements in Chapter 287, i.e., $25,000 for a class and group in a one year period.

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