1 / 48

Purchasing Directors’ Meeting January 15, 2009

Purchasing Directors’ Meeting January 15, 2009. Purchasing Directors’ Meeting January 15, 2009. Agenda Pitney Bowes Presentation Bureau A Bureau B MFMP Governance Reminder About Next Meeting Date. Purchasing Directors’ Meeting January 15, 2009. Agenda Pitney Bowes Presentation

rana-langley
Télécharger la présentation

Purchasing Directors’ Meeting January 15, 2009

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Purchasing Directors’ Meeting January 15, 2009

  2. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  3. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  4. STATE OF FLORIDAWSCA FedEx Contract and USPS Certified Mail Expense Review

  5. STATE OF FLORIDA EXPEDITED CARRIER EXPENSE December 07 – December 08 $6,257,000? USPS Certified Return Receipt Service $5,320,000?

  6. STATE OF FLORIDAExpedited Carrier Expense • Average Cost Per Package: $6.00 • Average Number of Packages per Year: 1,042,834 • 50% (521,417) of packages shipped to another State Agency • 5% (26,071) of these packages use hand written ship form • 30% (7,821) Illegible Address – Subject to Address Correction Charge • 50% (521,417) of packages sent to customers • 30% (156,425) of Customer Addresses have Errors – Subject to Address Correction Charge *Information based on PB historical data and independent studies

  7. FED EX ACCESSORIAL CHARGES • Address Correction $6.00 • Delivery Area Surcharge $1.50 • Residential Surcharge $2.30 • Wrong or Missing Account # $10 • Hazardous Material $20 • Fuel Surcharge 7% Overnight • Fuel Surcharge 6.75% Ground

  8. STATE OF FLORIDAEXPEDITED CARRIER EXPENSE ADDRESS CORRECTION EXPENSE Total Number of Address Corrections: 164,246 164,246 X $6.00= $985,476 Annual Total Revenue Wastage: $985,476

  9. Distribution Solutions SendSuite™ Shipping Certified/Return Receipt Processing Capability Overview

  10. Mail Center Processing • Interactive Address Verification • RDI – Residential Delivery Indicator • Generates multi-carrier routing and rate processing • Automates Customer Carrier Preferences • Compares service options and saves money without compromising the delivery requirements • Intelligent route, carrier and service selection • Multi-carrier processing for mail, express, and parcel • Supports FedEx Air and Ground, UPS, and USPS • Desktop laser printed carrier labels (FedEx, UPS, USPS) • Email Shipment Notification

  11. Sample Shipping Screen

  12. Address Verification

  13. Delivery Options

  14. SendSuite Shipping Rate Shopping

  15. SendSuite Shipping Rate Shopping

  16. FedEx Sample Laser Printed Labels UPS Sample Use for low volume shipping locations or print from the desktop DHL Sample

  17. Email Notification Send to as many as 3 recipients via 3 separate email addresses

  18. Track Shipments From Your Desk • Current Shipment Status • Carrier Performance

  19. STATE OF FLORIDAUSPS Certified Letter Processing • Estimated Annual Spend: $5,395,000 (1 million pieces) • USPS Certified Electronic Return Receipt Savings • $ 1.20 per Letter ANNUAL eRR POTENTIAL SAVINGS $ 1,200,000

  20. Overview: Electronic Return Receipt • What is it? • An alternative option for senders to obtain recipient signatures from the USPS as proof of delivery • Customers receive PDF files from the USPS • It’s an electronic copy of a Return Receipt that can be accessed online • This can eliminate the need to attach a green card to the envelope • Used today in conjunction with Certified Mail™ (and some other special services) • Customers can choose Electronic Return Receipt or Return Receipt (form 3811), $1.00 vs. $2.20!

  21. SendSuite™ ShippingCertified Letter Processing Screen SendSuite Shipping supports both PB pre-printed and blank Certified Labels Print Ship Request at the desktop, process in mail center Once a Certified package is delivered, view confirmation of delivery Cover page for Double Window envelope Flexibility in selection of special services Print Certified Label

  22. Favorable Case For Using Certified Mail™ With Electronic Return Receipt • The 2007 USPS Rate Case created an even more favorable case for using Certified Mail with Electronic Return Receipt Postage Certified Return Receipt Total Postage

  23. SendSuite™ Detail ScreenDelivery Information Detail Screen Includes CustomerName & Tracking Number Delivery information and ability to view USPS Signature page

  24. Electronic Return Receipt Document • File returned to SendSuite history file for storage and printing • Certified Tracking Number is matched with data from SendSuite™ • Receiver’s name is displayed • Tracking is completed and loop is closed through SendSuite • Viewable from: • Shipping Screen • Delivery Info Screen • Return Receipt Summary Information Screen Reference Number: 14785236978965

  25. Reporting • Web Client Reporting based upon single location or enterprise wide consolidated data • Wide variety of Transportation Management reports • Customer-defined report generation • CPA Carrier Performance Analysis – Track small parcel carrier on-time performance for guaranteed service • Consolidates all site and account activity • Generates comprehensive reporting of order and shipment status

  26. QUESTIONS

  27. STATE OF FLORIDANext Logical Step • Implementation of Enterprise SendSuite Shipping Solution • Implementation of Shipping Business Rules • Implementation of SendSuite eRR Solution State of Florida Potential Annual Revenue Savings: $2,185,476

  28. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  29. Bureau A Contract Updates • Contract Renewals: • Drug Screening Testing Devices renewed through 1/31/10. No pricing changes. • Comprehensive Energy Strategy (Natural Gas) renewed through 12/31/13. Renewed with a 15% price reduction. • New Contracts: • ACS: WSCA contract for MRO (Grainger) effective 11/14/08. • ACS: GSA Schedule 84 effective 11/21/08. • SPA: Reclaiming Mercury effective 1/7/09. • STC: MRO Lamps (Marpan Supply) effective 1/9/09.

  30. Bureau A Contract Updates • STCs and SPAs in Development • MRO Air Filters • Medium & Heavy Trucks • Tires • Solicitations in Progress: • Motor Vehicles • MRO Testing Equipment (in evaluation) • Solicitations in Development: • Security Guard Services. Customer meeting on 1/23/09. (Donna Smith 488-8855)

  31. Bureau A Activity Updates • Energy & Transportation Team: • Medium & Heavy Trucks: Sterling products have been removed. • Tire: valve stem recalls. (Chris Walker 488-7540) • Furnishings & Institutional Supplies Team: • Carpet: removed the RFQ requirement 11/24/08. • MRO & Law Enforcement Team: • Welcome new Purchasing Specialist, Greg Hill. • Ammunition: multiple amendments to product listings. • Uniforms: re-organization at Superior Uniform Group. • SPAs & Special Projects Team: • Quarterly update to Green Products List • HIRE contract: added Ahura Scientific effective 12/01/08.

  32. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  33. Bureau BContract Updates • New Contracts: • ACS for FedEx through the WSCA Contract. Negotiating with FedEx as second to DHL on the previous State Term Contract. • REMINDER about the new IT Hardware Contracts: Separate Contracts and Contract Numbers. PCs Laptops Monitors, including Ruggedized and MAC OS (250-040-08-1) and Network Infrastructure (250-000-09-1). Please reinforce with your staff to use the correct contract numbers and some FEINs that associate certain vendors with the specific contract. These practices are crucial for us to track contract spend and product usage. • Renewals: • Recommending MAC Papers for renewal for Paper: Office, Virgin and Recycled Content Contract #645-120-04-1 • BMC Software ACS: Extension until Software Phase 1 completed • IBM Software ACS: Extension until Software Phase 1 completed

  34. Bureau BContract Updates • Solicitations in Development: • P-Card. Specs received from DFS, launch January 19th. Ommet Mbiza, 488-7804 • IT Staff Augmentation (Project Area 4) to be separate STC from “Project Solutions” under IT Consulting Services (Project Areas 1, 2, and 3). • Management Consulting to take similar approach to IT Consulting Contract. Same timeframe. • Printing Services and Quick Copy Services (was a SPA). Fran Shewan 488-4946 • Mail Services currently with Pitney Bowes. Gary McGee 487-6592 • Rental Vehicles. Avis will not be renewed in favor of a new solicitation. Gary McGee 487-6592 • Printers and multi-function copiers to be combined in pending solicitation. Mark Foss 488-1086

  35. Bureau BActivity Updates • Technology & Telecommunications Team: • Audio/Visual ITN to replace current contract. Evaluation ended Friday, entering negotiations with promoted vendors (Michelle MacVicar, 414-6131) • Microsoft Licensing. Responses due Tuesday, January 13th (Lori Potts, 487-4196) • Software Phase 1: Mainframe – Re-solicitation to launch this week. (Lori Potts, 487-4196) • Software Phase 2: Distributed Network – Launch TBD (Lori Potts, 487-4196) • Software Phase 3: COTS Software – Early 2009 and possible ACS with NASPO Southern Regional solicitation. • NOTE: New Software Contracts (except COTS) could include full line of awardees’ software products if negotiations are successful

  36. Bureau BActivity Updates • Office Supplies & Equipment, Avis, Pharmaceuticals Team: • Revisiting travel services for possible state contract • Re-working price structure of Office Depot ACS to account for rebates • Welcome Shameka Smith to Team 5! • Special Services, Property Insurance, PRIDE and RESPECT Team: • Computer Software Training. TCC to take over Leon County/North Florida Region from FSU. Working with three to five more universities to cover the rest of the State. Recommending New Horizons to remain on contract for online course offerings. Universities to also offer online courses. • Help in a tough economy: Review the Equipment Maintenance Management Services contract to cut your current equipment maintenance costs, especially with Information Technology hardware. Also look at Recycling, End of Life Electronics prior to replacing old equipment.

  37. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  38. eQuotes in MyFloridaMarketPlace The current threshold above which state agencies must do a formal competitive procurement is $25,000 for Category 2 procurements (FS 287.017) The threshold was last increased in 1999 from $15,000 A survey of other states and the Federal Government indicates that most governments have a discretionary threshold of $50,000 to $100,000 Cost of procurement: A recent informal, non-scientific analysis shows the cost of procurement to be about $9,000 (281 hours per procurement x $32.00/hr. = $8,992)

  39. eQuotes in MyFloridaMarketPlace Who would like to see the discretionary threshold raised from $25,000 to $50,000 or more? It is not an easy sell

  40. Office of Program Policy Analysis and Governmental Accountability (OPPAGA) • OPPAGA July 8, 2008 Audit Report of State Purchasing Report No. 08-43 stated: • “Many services are still exempted from competitive bidding requirements. However, while the bulk of the dollar value of procurements is subject to competitive processes, most purchases are not made through such processes because the state makes many purchases that cost less than the statutory thresholds for competition ($25,000) or are statutorily exempt. In Fiscal Year 2006-07, over half (51%) of non-construction related acquisitions by state agencies were exempted from competitive processes. Specifically, $205 million in goods and services (45% of all purchases), were not required to be competitively bid because their value was below the cost threshold of $25,000.” 10 • 10 Agencies may have used informal competitive processes, such as soliciting telephone quotes, for purchases that are below the cost threshold for competition.

  41. eQuotes in MyFloridaMarketPlace The Legislature wants to see competition To raise the threshold the Legislature has to be convinced that competition is not lost How do we as an enterprise and as a state demonstrate that competition under the Category 2 discretionary threshold level still exists? A) Written letter quotes attached to purchase orders B) Telephone quotes C) eQuotes THE ANSWER IS “C” eQuotes

  42. Benefits of eQuotes Enterprise and agency level purchasing documentation MFMP is developing new reporting capabilities, by agency, to document use of eQuotes for purchases under $25,000 and for STCs Documentation for audit purposes: State Term Contracts: Many STCs require obtaining a quote. Without eQuote, an agency would have to create special tracking and reporting of STC purchases with a quote and would have to produce letter quotes manually for each PO issued. With eQuote, reports can be run and data captured over time. Purchases below the threshold of Category Two require written documentation of quotes as per rule 60A-1.002 (2)(3). Similar to STCs, reports can be run and data captured over time.

  43. Benefits of eQuotes eQuotes can be directed to known suppliers or you can search for suppliers by their category of commodity/services provided eQuotes, on average, take 15 to 30 minutes to complete in MFMP (compare to 281 hours for a formal bid procurement) eQuote facilitates the post quote purchasing process. The requisition is processed as normal, however the eQuote responses are viewable electronically (vs. as an attachment) and feed into your requisition/purchase order once you award the eQuote. Letter or telephone quotes do not. Since eQuotes are an electronic version of a quote, there is no need to scan written documentsand attach them to the requisition/purchase order

  44. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  45. GovernanceLegislative Update • SB 44-A – CS for Sen. Alexander’s Bill – • Limit travel to activities critical for the agency’s mission • Renegotiate all existing and proposed contracts to achieve better savings • OPPAGA will consult with DMS regarding issuance and use of state-owned cell phones, PDA’s and other elec. devices • Review to ensure agencies are receiving maximum amount of federal funds based on services • HB 137 – Rep. Anderson – Establishes 11 member Advisory Committee on State Procurement to evaluate the state procurement process. This bill requires a $5 million appropriation. • SB 542 – Sen. Fasano – Similar to Rep. Anderson’s bill except it establishes a 13 member Advisory Committee and requires a $4 million appropriation.

  46. GovernanceActivity Update • Secretary South decided to postpone the Chapter 287 Revision Project for this legislative session • However, the Secretary is in discussions with Rep. Anderson and Sen. Fasano to possibly include some of the ideas from the 287 project in their Procurement Advisory Committee bills. One idea is to expand CEG to review procurement. • DMS is considering legislation to fix issues raised by JAPC. • Rule 60A-1.044 – Exceptions to use of STC • Rule 60A-1.025/PUR 7722 – State Purchasing Agreements (SPA) • DMS will engage in rulemaking to address several issues in Chapter 60A, F.A.C. • SP is also working on internal Policies and Procedures.

  47. Purchasing Directors’ MeetingJanuary 15, 2009 • Agenda • Pitney Bowes Presentation • Bureau A • Bureau B • MFMP • Governance • Reminder About Next Meeting Date

  48. Purchasing Directors’ MeetingJanuary 15, 2009 Next Meeting February 19, 2009 2:00 – 4:00 pm

More Related