2007 DOT Purchasing Conference Department of Management Services Division of State Purchasing

1. 2007 DOT Purchasing Conference Department of Management Services Division of State Purchasing September 26, 2007

2. State Purchasing and MFMP Organization

3. State Purchasing Bureau A • New contract for Construction/Agricultural Equipment – anticipated for October 1, 2007 • Vehicle Contract – New Strategy • Strategy to combine some contracts into one e.g., Auto, Light Trucks and SUV • Angel Birriel has been involved in the new strategy discussions • To solicit in one month, contract in place by end of calendar year

4. State Purchasing Bureau A • Fuel Card – David Bennett is working closely with Angel Birriel and DOT Fleet group • To resolve the few remaining technical invoicing issues • To develop some DOT fueling stations for expanded use by other government entities per Executive Order 07-126 • Punchout sites for both uniform contract vendors are now available, VFI & Superior

5. State Purchasing Bureau B • IT Hardware – Tiered solicitation approach • PCS, Laptops, Monitors • Peripherals and other equipment • Servers • Collaboration with CITS for new SUNCOM contracts • Should have impact on contracting for VoIP, PBX, Key Systems • Live Scan Fingerprint solicitation – Vendor presentations this week, contract award by early October. • Travel Contracts – City Pairs yielded no bids form Airlines, considering Managed Travel Contract and/or ITN directly with Airlines. Also planning a SPA for Air Taxi Services • Avis Contract – Hybrids available by November 1st and negotiating for inclusion of GPS devices on contract

6. State Purchasing Bulletin BoardSign up for email notifications! PMP and Negotiation Training Courses are Postponed 09/21/2007 NEW! These courses have been postponed due to current budget restraints. Those who registered will be given the first opportunity to attend if these classes are rescheduled at a later date. Vendor’s...more 450-000-07-1, MRO Electrical Equipment & Safety Equipment 09/17/2007 Updated! Effective September 17, 2007, DMS State Purchasing has approved the website developed by Mayer Electric to be linked to the state term contract for the Electrical Supplies, Contract No. 450-000-07-1...more 268-000-04-1 MMCAP Pharmaceutical Renewal 09/17/2007 Updated! Please see the .PDF attachment for details. ...more 680-850-05-1, Body Armor State Term Contract-Revised Information for First Choice Armor 09/13/2007 First Choice Armor has updated their 2007 Product Lines, added “Apollo” vests and replaced two previous resellers with two new local distributors. They have maintained the 54.2% discount for all...more 475-000-05-1, Medical and Dental Supply RENEWAL 09/11/2007 RENEWAL NOTICE: STC #475-000-05-1 for Medical & Dental Supply will be renewed for the period of October 1, 2007 through September 20, 2010. The renewal will reflect a price increase...more 725-330-05-1,Text Messaging Charges under the Wireless Voices Services State Contract 09/06/2007 The Wireless Voice Services state term contract (725-330-05-1) presents a number of additional services on top of the basic voice offerings. One such feature includes text messaging through Verizon Wireless....more 310-000-07-1, Envelopes, Kraft and White Wove - MeadWestvaco order form and envelope gallery links added to the contract 09/01/2007 MeadWestvaco Order Form In an effort to streamline the ordering process for printed and non-printed envelopes, this form has been designed for your use. The form may be used by both...more

7. State Contracts OnlineLine item catalogs and Punchouts • Line Item Catalogs have been created for the following contracts: • Mail Processing Equipment (Contract Number: 600-760-07-1) • Protective Vests Body Armor contract (Contract Number: 680-850-05-1) • Envelopes, Kraft, White Wove and Others (Contract Number 310-000-07-1) • The following PRIDE contracts are now line item catalogs: • Office Furniture (Contract Number: 425-001-05-P) • Metal Lockers (Contract Number: 425-540-95-P) • Cleaning Chemicals & Supplies (Contract Number: 485-000-06-P) • Shelving Metal (Contract Number: 450-130-96-P) • Fencing (Contract Number: 535-000-00-P) • Signage (Contract Number: 550-000-00-P) • Traffic Paint (Contract Number: 630-550-97-P) • Park Furniture (Contract Number: 650-000-98-P) • Mattresses (Contract Number: 850-500-95-P) • Detention Clothing (Contract Number: 200-050-06-P) • The VF Imagewear (VFI) uniform catalog for the Department of Highway Safety and Motor Vehicles (HSMV) Florida Highway Patrol and the Department of Environmental Protection (DEP) officers is now available as a punch-out catalog through MyFloridaMarketPlace (MFMP) • Have begun working with PRIDE to implement e-Invoicing. • The new contract and awards for Automobile and Light Trucks is currently in the works.

8. GSA Schedule 70State Purchasing Memo No. 02 (2006-07) • Reaffirms the process from initial memorandum, April 12, 2006 and clarifies the ordering process when less than three Schedule 70 Quotes can be obtained • Ordering procedures for the RFQ process are provided in FAR subparts 8.405-1 and 8.405-2. Exhibit 1 to Memo No. 02 (2006-07)

9. GSA Schedule 70State Purchasing Memo No. 02 (2006-07) What if the required number of quotes are not available from Schedule 70 Vendors? • Procurement process authorized by section 287.057, Florida Statutes • Submit PUR 7102 to State Purchasing with evidence of Schedule 70 vendors and evidence that Schedule 70 pricing is best value (lower or equivalent to open market pricing) • Single Source process provided in 60A-1.045, F.A.C and s. 287057(5)(c), F.S. must not be circumvented by FAR 8.405-6

10. GSA Disaster Recovery Purchasing Same application as Schedule 70 IT process, but applies many GSA Schedules – This is basically a sourcing tool like the Emergency Supplier Network *Caution is advised due to FEMA reimbursement process- GSA working with Florida and other States on issues regarding FEMA reimbursements: Stay tuned! • Disaster Recovery PurchasingSection 833 of the National Defense Authorization Act allows state and local governments to purchase products and services to facilitate recovery from a major disaster. • Multi-Schedule Cooperative Purchasing

11. Emergency Supplier Network Networks to meet State and Local emergency needs for products and services during declared emergencies. Florida Emergency Supplier Network (FESN): Suppliers Florida Emergency Purchasing Network (FEPN): Volunteers Disaster Planning Information: State Emergency Response Team (SERT), Division of Emergency Management and County Emergency Management Listings Florida Emergency Network Web access: http://dms.myflorida.com/business_operations/state_purchasing/florida_emergency_network

12. Alternate Contract Source Process What’s New? • 250-001-07-ACS - GTSI/U.S. Communities Information Technology for products and services not on State Contract • DOR #06/07-36 - ACS - Scheduled and On Demand Mobile On-Site Document Shredding Services – 8 Vendors • Pending Contract for Moving Household Goods for Department Employees • “One-Off” process – Submit PUR 7102 • Please send us ideas prior to solicitation for contracts with multi-agency applications

13. SPA Agreements What’s New? • Quick Copy Services • FeDex Kinko • Express Printing • Expedia Copy • Modern Digital Imaging • Possible SPA’s under consideration • Air Taxi Services • Security Systems

14. Order of Tie Breakers60A-1.011, Florida Administrative Code Statute takes precedence over rule. “Certified” Minority business must be Florida domiciled. 60A-1.011 Identical Evaluations of Responses. (1) When evaluating vendor responses to solicitations, if the agency is confronted with identical pricing or scoring from multiple vendors, the agency shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority): 2 (a) The response is from a Florida-domiciled entity, as determined by the Department of State. 3 (b) If the response relates to manufactured commodities, the response provides for manufacturing such commodities within the state (in preference over any foreign manufacturer); 4 (c) If the response relates to manufactured commodities, the response provides for a foreign manufacturer that also has at least 200 employees working in the state (in preference over a foreign manufacturer with less than 200 employees working in the state); or 5 (d) The response certifies that a drug-free workplace has been implemented in accordance with Section 287.087, F.S. 1 (2) Section 287.057(12), F.S., states that “if two equal responses to a solicitation or a request for quote are received and one response is from a certified minority business enterprise, the agency shall enter into a contract with the certified minority business enterprise.” (3) If subsections (1) and (2) fail to resolve the identical evaluations, the agency shall award the contract to the respondent whose response is deemed by the agency to be in the best interests of the State, considering factors such as prior performance on state contracts or other governmental contracts. (4) In the event that the application of subsections (1), (2), and (3) fails to resolve the identical evaluations, the agency shall determine the award by a means of random selection (e.g., a coin toss or drawing of numbers). Specific Authority 287.042(12) FS. Law Implemented 287.082, 287.084, 287.087, 287.092 FS. History–New 2-6-68, Revised 5-20-71, Amended 7-31-75, 10-1-78, 8-6-81, 2-13-83, 10-13-83, 3-1-84, Formerly 13A-1.11, Amended 11-3-88, 4-10-91, Formerly 13A-1.011, Amended 1-10-05.

15. Status of Increasing Small Purchase Authority and Bid Threshold • Section 287.017(2): The department shall adopt rules to adjust the amounts provided in subsection (1) based upon a change of a nationally recognized price index. • Process is based on inflation as calculated by Federal Bureau of Labor and Statistics • During the next rule making session under consideration for increase

16. Pending Legislation and Rule Making • State Purchasing is not sponsoring any legislation for next session • Veterans Affairs is working on a establishing a certified disabled veterans program similar to OSD certifications; they intend to include a preference/price adjustment • Rule Making: Minor clean up in language (like the order of tie breaking) and adjust the thresholds

17. Vendor Bid System • New Infrastructure deployed • Performance of the System • Faster and More Stable • Drop down for advertisement selection now includes selection for announcing Public Meetings. • Should be less confusing for interested parties to distinguish from bids and relevance to their business interests

18. Town Hall Q&A What’s on your mind? Thank you for including State Purchasing in this process!