Purchasing Directors Meeting May 11, 2017

Transcription

1 Purchasing Directors Meeting May 11, 2017 Erin Rock, Interim Secretary

2 Agenda Welcome Roz Ingram Introduction of New Staff Office of Supplier Diversity Update Donna Williams Professional Development Updates Daniel May MyFloridaMarketPlace Updates Betsy Chance RSS Feeds Judson Freeman IT and Special Projects Bureau Updates Jerilyn Bailey Hot Topics All 2

3 Welcome 3

4 Introduction of New Staff 4

5 Office of Supplier Diversity Supplier Diversity Exchange Fort Lauderdale: August 25, 2017 Register at Tallahassee and Orlando later this fall Trainings for 2017 OSD & FSU Wednesday Workshop Series for Small Businesses - May 17 at FSU Training Center (GSA focused) OSD & FSU Wednesday Workshop Series for Small Business - August 16 University of Florida Small Business Workshop in Gainesville September 28 5

6 Professional Development Florida Certified Contract Manager (FCCM) Final class for fiscal year June 6-8. Modifications to course will be made June-July (content revisions). July classes begin next fiscal year. Project Management for Professionals (PMP) Selected candidates were notified. May 16, 2017 will be orientation. Classes have been modified to provide more time for participants. 6

7 Professional Development Florida Certified Contract Negotiator FCCN offered in April and May. Last initial class for fiscal year is next week. Will begin sessions again in new fiscal year. FCCN Re-certification course May class offered next week (May 18-19). Next will be in August (exact dates TBD). Procurement Operations Prep (POP) Course is ready for piloting Pilot groups to be conducted in June. 7

8 MFMP Updates PUNCHOUT AUDIT: MFMP has fully enabled punchout audit for the Office Supplies contract punchout catalog Up Next-MFMP plans to target RESPECT in June CATALOG UPDATE: 15 total catalogs in development UTILIZATION SCORECARD: The Third Quarter Scorecard is available on the MFMP website -Utilization for Purchase Orders/Contracts, Invoicing, and Receiving continue to exceed 80% -Utilization for Catalogs surpassed 80% this quarter -Average agency equote utilization has almost reached 50% Check out our Utilization Support Webpage 10

9 MFMP Updates YEAR-END ACTIVITIES: -MFMP Buyer will be down for year-end processing between June 30 th and July 1 st. Specific times will be communicated in early June -MyFloridaMarketPlace year-end processing includes: Delay Purchase Until (DPU) orders and the carry forward process DPU Orders: The Delay Purchase Until date field allows requesters to create and submit requisitions to move through the approval flow process and, once approved, remain queued until the Delay Purchase Until date arrives. After midnight on the Delay Purchase Until date, MFMP automatically sends: -Transaction to FLAIR (encumbered orders only) -The purchase order to the vendor Carry Forward Process: Two options 1. Utilize the Department of Financial Services (DFS) automated process of marking encumbrances as Carry Forward Note: If no changes are made, the current year request will be the same as last year s request 2. Manually mark encumbrances in MFMP as Carry Forward. 9

10 YEAR-END ACTIVITIES (CONT D): MFMP Updates IMPORTANT DATES: Deadline: Monday, June 19, PM -Agencies should submit invoices through MFMP to Auditing by deadline -MFMP Payments can be made directly in FLAIR after the deadline -Agencies must enter the payment information into MFMP Deadline: Friday, June 30, PM -Last day to use the CF function to choose/opt out of automatic CF marking RESOURCES: -The MFMP University Website contains various job aids on year-end topics 10

11 RSS Feeds Allows Purchasing Director s and others users the ability to be notified of STC/ACS newly added and updated contracts Allows agencies to receive a notification the moment the bulletin board is updated instead of waiting for an to be sent from SP 11

12 IT Procurement Roundtable IT and Special Projects Bureau The IT Procurement Roundtable meetings provide an opportunity for agency IT procurement professionals to discuss IT contracts and related industry information with their peers and staff of AST and DMS. The following are excerpts from the IT Procurement Roundtable meetings held March 22, 2017 and April 27, 2017: DMS is working with AST to establish an enterprise agreement with Oracle to level set reseller pricing for Florida. DMS encouraged agencies to go back and negotiate lower pricing from IT vendors and IT manufacturers when a written quote is received. DMS asked agencies for volunteers to work with DMS to establish an IT RFQ/SOW template that all agencies could utilize. The following meeting attendees volunteered to participate: Dan Hauversburk (FWC), Lisa Baxter (DOE), Mark Hernandez (AST), John Mallette (DOT), and Shandra McGlohon (DOEA). Agencies in attendance of the April meeting agreed to move meetings from monthly to quarterly. For more information on the IT Procurement Roundtable meetings please contact Jerilyn Bailey at Jerilyn.bailey@dms.myflorida.com or

13 IT and Special Projects Bureau In Process - Market Analysis and Procurement Strategy: Fingerprinting Temp Health Employment Services Process Serving Court Reporters West Law Upcoming New Alternate Contract Source NASPO-16-ACS, NASPO Cloud Solutions Upcoming Extension , Land Mobile FM or PM Communications Equipment, Exp. Date 6/30/ ACS, VITA IT Research and Advisory Services (Gartner), Exp. Date 10/30/17 13

14 IT and Special Projects Bureau General Services Administration (GSA) GSA Facts: Agencies can only do business with vendors on GSA Schedule 70 and 84 that have the COOP Purch icon: Agencies are not obligated to use the GSA ACS contracts. Agencies do not have to submit a PUR 7102 form in order to use GSA. GSA is not mandatory for IT vendors. GSA should cost a vendor no more than $ to join. Since December 2016 DMS has provided GSA training to the following: 145 state personnel within 31 different agencies 109 vendors with 91 different companies Upcoming GSA Trainings: Please register at the links below: State Agency Training July 27, 2017, 8:30 am to 12:00 pm: July 27, 2017, 1:30 pm to 5:00 pm: Vendor Training July 28, 2017, 8:00 am to 12:00 pm: July 28, 2017, 1:00 pm to 5:00 pm: State Purchasing s GSA Concierge Team can be reached at: PUR_GSA_INFO@dms.myflorida.com 14

15 Goods and Services Bureau Active Solicitation Medical and Dental Supplies ITB current STC expires 9/21/2017. Upcoming Solicitation Commercial Paper ITB current STC expires 11/1/2017. Upcoming Alternate Contract Source Library Materials current STC expires on 8/28/2017. Adopting New York contracts which include: books, electronic books, periodicals/serials and online databases. Executed Contract Online Auction Services Adopted NASPO agreement with GovDeals, Inc., providing online auction services for surplus property. Contract valid until 8/19/2018. Four renewal years available. Upcoming Renewals Mail Services STC current STC expires 12/31/2017. Renewal period: 1/1/ /31/2020. Language Interpretation, Translation and Ancillary Services current ACS expires 5/15/2017. Renewal period: 5/16/2017-5/15/2018. Expiring Contract Auto Parts ACS Expires 6/27/

16 Contract Management Bureau Personnel Contract Manager recruiting in process Cyd Metcalf Rental Vehicles ( ) Extensions MRO & Tools to Contractors for Signature Medical/ Dental Supplies Kick-offs Office Supplies (started 18 April) Kickoff 4/5 Oracle ACS Business Review Meetings Body Armor Office Consumables Motor Vehicle Assignment Peacock Ford (formerly Don Reid Ford) no longer doing business with State Transferring open orders to Garber Ford and Duval Ford at Peacock Ford prices Assignment Amendment to Contractors for signature Duval and Garber are proceeding to fill outstanding orders now Duval Ford Contact Matt Forte ( ) Garber Ford Contact - Todd Brandt ( ) 16

17 Hot Topics 17

18 Next Meeting July 20, 2017 Please send suggestions regarding what you would like to talk about. 18