Purchasing Directors’ Meeting - DMS€¦ · [email protected] David Copa (850) 413-0018...

Chad Poppell, Secretary

Purchasing Directors’ Meeting

March 19, 2015

Agenda

• Introductions & Welcome Comments – Roz Ingram

• Procurement Assistance Workgroup – Office of Fiscal Integrity Updates – Li Liu

• MFMP – Cliff Chroust and Judson Freeman

• Professional Development, Governance and Rules –Veronica McCrackin

• Bureau Chiefs - New Contracts, Renewals, and Upcoming Solicitations

• Hot Topics – All

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Statewide Enterprise Efficiency Initiatives

Procurement Assistance Workgroup

Office of Fiscal Integrity (OFI) UpdatesMarch 2015



• Reporting December 2014 Outcomes

• SharePoint Access

• SharePoint Contracts with no Financial Outcome

Reporting

SharePoint


Procurement Assistance Workgroup (PAW) scorecards are prepared

quarterly and shared with:

• Executive Management

• Governor’s Agency Head Meetings

• Governor’s Chiefs of Staff Meetings

• Governor’s Office of Policy and Budget

Reporting

SharePoint



Notifications are sent two weeks in advance by OFI to agency contacts to

give them adequate time to review and update their information on

SharePoint. Please keep your contacts up to date, to ensure delivery of

these reminders.

Maintaining up to date, accurate and complete contract data in SharePoint

will ensure that the Secretary’s Office and the Governor’s Office of Policy

and Budget (OPB) views the most reliable and useful data at the time of

their review.

Reporting

SharePoint



Reporting

SharePoint


Reporting

Period

Contracts to

Renegotiate /

Reprocure

Contracts

Started

Contracts

Completed

December 2014 248 180 153

September 2014 245 179 148

July 2014 226 161 127

April 2014 228 150 116


Reporting

SharePoint


Reporting Period FY 2013 / 14 FY 2014 / 15 FY 2015 / 16

through

contract end

December 2014 $27,335,630 $18,900,715 $25,135,665

September 2014 $27,328,511 $18,611,654 $25,135,665

July 2014 $27,518,934 $14,173,846 $21,339,307

April 2014 $23,077,292 $ 9,295,923 $15,578,574


Reporting

SharePoint


Savings Cost

Avoidance

Internal

Redirect

Value

Added

Total

December

2014

$16,180,829 $21,791,774 $31,104,531 $2,294,877 $71,372,011

September

2014

$16,180,829 $21,495,593 $31,104,531 $2,294,877 $71,075,830

July 2014 $12,630,633 $15,292,659 $32,813,939 $2,294,877 $63,032,087

April 2014 $ 7,103,827 $ 8,547,409 $30,002,555 $2,297,997 $47,951,788


Reporting

SharePoint


Log-in Help

Please contact DMS Office of Fiscal Integrity for assistance in gaining

access to the PAW SharePoint website.

OFI Contact Information:

Li Liu (850) 487-0015

[email protected]

David Copa (850) 413-0018

[email protected]

mailto:[email protected]



Reporting

SharePoint


Contracts that have completed with no financial outcome are noted on the

Contract Review Roster in the box highlighted below.



OFI Contact Information:

Li Liu (850) 487-0015 [email protected]

David Copa (850) 413-0018 [email protected]



MFMP Utilization

• As of November 2014, full utilization has been achieved (80% or greater) for Purchase Orders/Contracts, Invoicing, Catalogs and Receiving.

• Average agency eQuote utilization continues to exceed the 50% target set for December 2014, measuring 58% for the January Scorecard.

• The MFMP team continues to reach out to agencies with lower utilization.

• Quarterly Scorecard delivery

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MFMP Enhancements

CRs Implemented Dec. 18, 2014

CR # Description Hours

186Add PO Start/End Dates to

Analysis Included in

Amendment I

212Flag IR’s reassigned by DFS

auditors240

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MFMP Enhancements

CR # Description Estimated HoursEstimated

Implementation

266Support DFS Object Code

Conversion 736

Release 9.21.1April 9, 2015

268Requisition Mass Edit of

Vendor Location144


270Add a new Contract Type

value to the Contract module

No cost (under 40 hours)


273

Scope Object Code Chooser and Support Non-

encumbered conversion of Req./PO

244Release 9.21.1April 9, 2015

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MFMP Vendors

Annual Vendor Inactivation

• On Feb. 26, 2015, MFMP completed the annual vendor inactivation process.

− 41,571 locations inactivated

• In order to be inactivated, these locations have not had:

− A purchase order in MFMP

− A payment in FLAIR

− Or made any account updates in the past two fiscal years

Vendors who were inactivated can re-register their account with updated information at: https://Vendor.MyFloridaMarketPlace.com

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https://vendor.myfloridamarketplace.com/

Vendor Engagement Initiative

The MFMP vendor team will re-engage our vendor community through a multi-faceted approach, including:

• Increased vendor communications− Updated welcome email− Vendor surveys and feedback− Social media presence

• New Vendor Training− MFMP TV – short YouTube trainings− Expanded online trainings

• Increased Vendor Utilization− eInvoicing campaign− Catalog expansion

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DFS Object Code Standardization

• MFMP will work with DFS to support agencies with the object code conversion.

• Manual updates to MFMP POs can be completed by initiating a change order and updating the object code. - MFMP users with the CO No Workflow permission can update

the object code field without re-generating the PO approval flow.

- A change order job aid for this conversion project is available at

http://www.dms.myflorida.com/object_code_standardization.

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http://www.dms.myflorida.com/object_code_standardization


MFMP will coordinate with DFS to convert the remaining encumbered MFMP POs with agency unique object codes.

• MFMP will use the file DFS provides of the “A” encumbrances converted in FLAIR and update the object code including:

Encumbrance number Encumbrance line number

Agency unique object code “New” statewide object code

OCA External Category

External Object External General Ledger

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To further assist agencies in their conversion, MFMP has identified a way to support agencies with a large number of unencumbered POs. • At the agency’s request, MFMP will update the agency unique

object code to the “new” statewide object code on unencumbered POs and associated requisitions for the current fiscal year.− MFMP will extract agency mapping from FLAIR via MRE and

leverage that map for the unencumbered Req/PO conversion

• The only field that can be systematically converted through this option is object code. Other fields like OCA, External Category, External Object and External GL cannot be updated through this conversion.

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• If your agency wishes to participate in the unencumbered order and requisition conversion, the purchasing or F&A director needs to:- Send an email to the MFMP inbox,

[email protected], requesting MFMP convert these files.

• Updates will be made during the same planned MFMP downtime used to convert encumbered POs.

• Existing invoice reconciliation (IR) line items will need to be manually changed. New IR’s will default the object code based upon the respective order or contract details.

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Professional DevelopmentProfessional Development Certifications – FCCM• Jan. 27, 2015 - Official launch of initial FCCM

• Feb. 19, 2015 - Certificates for Q2FY14-15 were distributed to purchasing directors. In the future, certificates will be distributed at the meetings.

• March 1, 2015 - invitations for Q4FY14-15 were transmitted using Event Brite.

• Working with DFS to establish calendar for Q1FY15-16. Continuing to work on curriculum for FCCM - Recert. The division is extending the certification expirations dates of Florida Certified Contract Managers to allow for continued curriculum development.

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Florida Certified Contract Manager Certifications

Expired or Expiring by: Extended to:

June 30, 2015 Dec. 31, 2015

Professional Development

Professional Development Certifications –Initial FCCM Statistics*

Invitations sent by Quarter

*The chart includes all classes from October 2014 to February 2015.

Third Quarter

Fourth Quarter

Total Invitations

257 642 899

Total Invited

Total Attendees

Total "No Shows"

Seat Utilization

Total Certifications

Pass Percentage

303 266 37 87.8% 266 100.0%

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Professional Development Certifications – FCCM Invitation and Registration Process

• PDs are provided a proposed invitation list prior to beginning of a quarter for review and changes.

• During the review period, unlimited changes may occur.

• After final roster is submitted to DMS, only changes for employees who are leaving the agency are accepted.

• For quarterly updates, only changes to that quarter’s roster should be provided.

• Changes to the master roster will be completed on an annual basis (next needs assessment will be July 2015).

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Professional Development Certifications – FCCM Invitation and Registration Process

Sample Invitation• Quarterly invites using Event

Brite• Invitees are given 30 days to

register for a class during a respective quarter

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Professional Development Certifications – FCCN & PMP

• FCCN pilot and beta sessions occurred in January and February 2015, and the team is now focused on improving the course based on feedback.

• The next PMP class will convene in April 2015. Candidates identified and invitations sent on March 19, 2015.

• Mandatory orientation for participants will occur on March 27, 2015, from 10:00 am - 12:00 pm.

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Services and Special Projects Bureau

Solicitations

• P-Card– Negotiations phase

• Rental Vehicles ITN– ITN launched in August– Four responses received– Negotiations phase

• Broker of Record for Excess Property Insurance– ITN launched Feb. 10, 2015– Responses due April 24, 2015

• Broker of Record for Bridge, Property, and Business Interruption– ITN launched Feb. 10, 2015– Responses due March 10, 2015

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Updates

• Postal Mail Services (80141800-15-01)– Executed Jan. 1, 2015– Ends Dec. 31, 2017

• Security Officer Services (92121500-14-01)– Executed Dec. 15, 2014– Ends Dec. 15, 2016

• Custodial Services (76111500-15-ACS)– Executed Dec. 23, 2014– Ends Jan. 31, 2019

• Online Legal Database Services (81111902-15-ACS)– Previous STC expired Feb. 18, 2015– DMS established a new enterprise ACS agreement for investigations– Executed Feb. 19, 2015; ends Dec. 21, 2018– DMS did not procure a new STC for online legal research

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Updates

• Management Consulting (973-000-14-1)– Vendor reports show widely varying numbers of RFQs received– Low reported number – 17; Highest – 87– Contract requires RFQs be sent to all vendors

• Financial & Performance Audits (973-000-14-2)– Vendor reports show widely varying numbers of RFQs received– Low reported number – 2; Highest – 16– Contract requires RFQs be sent to all vendors

• Fuel Card Services (973-163-10-1)– The contract expires Aug. 5, 2015 – Five years of renewals are available

• Telephonic Interpretation Services– DMS is working with WSCA on procurement– DMS may establish a new enterprise ACS agreement if results favorable

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IT/Telecom Bureau

Updates• Microsoft License, Maintenance & Services (252-001-09-1)

– Extended for six months– Expiration date now Sept. 30, 2015

• IT Research and Advisory Services (973-501-12-ACS)– Renewal in progress

• Miscellaneous IT Equipment (250-WSCA-10-ACS)– NetApp Inc. added to the contract– Minnesota is extending contracts with the current vendors through Sept.

30, 2015

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IT/Telecom Bureau

Updates• Data Communications Products and Services (43220000-WSCA-14-ACS)

– Mitel Business Systems has been added– Waiting on a Participating Addendum from Avaya Inc.

• Audio and Video Equipment and Accessories (880-000-09-1)– Renewed for two additional years– Expiration date now Feb. 18, 2017

• Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies and Services (600-000-11-1)– Renewal in process for two additional years– New expiration date will be Aug. 3, 2017

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IT/Telecom Bureau

Solicitations

• Licensing Solutions Providers of Microsoft Software and Services (07-43230000-L)

– In the evaluation stage of the solicitation process

Under Review

• IT Disaster Recovery (991-268-11-1)

– Contract expires Aug. 8, 2015

– Five years of renewals available

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Goods Bureau

Solicitations

• Pest Control ITB released Feb. 25, 2015.

• Tires – STC extended until Aug. 28, 2015– ACS with WSCA being reviewed

• Construction, Industrial, Agricultural and Lawn Equipment– Solicitation anticipated release in March 2015– Two separate ITBs, one week apart

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Updates

• Library Furniture Contract (56121000-15-1) in effect from Feb. 20, 2015, through Feb. 19, 2019, with seven contractors awarded.

• PRIDE contract (94131608-15-P) renewed for one year effective Feb. 22, 2015.

Goods Bureau

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Next Meeting

• Every other month

• Successes/challenges

• Additional agency presentations

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Hot Topics

Open Discussion

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Purchasing Directors’ Meeting - DMS€¦ · [email protected] David Copa (850) 413-0018...

Documents

Transcript of Purchasing Directors’ Meeting - DMS€¦ · [email protected] David Copa (850) 413-0018...