department of management services

The Administrative and Operations Arm

of Florida’s Government

Department of ManagementDepartment of ManagementSERVICESSERVICES

STATE PURCHASING TEAM 5•Charles Day

•[email protected]

•Tel. 850-488-4946

•Susan Barr


•Tel. 850-487-6592

•Renee Gregory


•Tel. 850-414-6740

mailto:[email protected]



Office Equipment and Office Equipment and Support ServicesSupport Services

• Team 5 contracts provide commodities Team 5 contracts provide commodities and services to assist agency and services to assist agency personnel in performing day-to-day personnel in performing day-to-day operations in the office environment operations in the office environment and to meet program goals and and to meet program goals and requirements. These contracts also requirements. These contracts also provide support services to facilitate provide support services to facilitate agency non-core operations. agency non-core operations.


Contact: Charles DayContact: Charles Day

CONTRACT TITLE NUMBER START ENDOffice Consumables 618-001-04-1 12/31/2003 12/31/2006

Paper: Office, Virgin and Recycled 645-120-01-1 3/28/2004 3/27/2007Copying Equipment, Multifunctional & Specialty Applications Devices 600-340-01-1 5/30/2003 5/29/2005

Office Equipment: Facsimile Machines 730-100-03-1 10/22/2002 9/30/2005Envelopes, Kraft and White Wove 310-000-03-1 10/24/2002 10/9/2005Courier Services 991-160-00-1 10/1/2004 9/31/2007


Contact Susan BarrContact Susan Barr

CONTRACT TITLE NUMBER START ENDScheduled Aircraft 991-840-02-1 11/15/2001 11/14/2004Rental Vehicles 518-020-05-1 7/1/2004 6/30/2009Temporary Employment 991-460-02-1 5/17/2004 5/16/2007Mailing Services 991-530-04-1 10/24/2003 9/30/2006Mailing Processing Equipment600-760-00-1 2/21/2000 2/20/2005Laboratory Supplies 490-000-03-1 5/1/2003 4/30/2006Medical Supplies 475-000-05-1 TBD TBDPrime Vendor (DOH lead)268-000-98-2 10/1/1998 9/30/2008

COURIER SERVICESCOURIER SERVICESNo. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 20072007

• DHL is the State of Florida's Sole DHL is the State of Florida's Sole Overnight & Ground Small Parcel Overnight & Ground Small Parcel CarrierCarrier

COURIER SERVICESCOURIER SERVICESUPS 2003 U.S. Domestic AccessorialsUPS 2003 U.S. Domestic Accessorials

• Additional Handling Additional Handling • Address Corrections- Ground Address Corrections- Ground • Address Corrections- Air Address Corrections- Air • Chargeback for Consignee Billing Shipments Chargeback for Consignee Billing Shipments • C.O.D.s C.O.D.s • Delivery Area Surcharge Delivery Area Surcharge • Delivery Confirmation Response Delivery Confirmation Response • Delivery Confirmation Response - Signature Delivery Confirmation Response - Signature

Required Required • Delivery Confirmation Response - Adult Signature Delivery Confirmation Response - Adult Signature

Required Required • Dimensional Weight Factor Dimensional Weight Factor • Early AM Out of Territory Early AM Out of Territory • Early AM Premium Early AM Premium • Excessive Tracking, Tracing, & Refund Requests Excessive Tracking, Tracing, & Refund Requests • Hazardous Materials Surcharge, Air Hazardous Materials Surcharge, Air • Hazardous Materials Surcharge, Ground Hazardous Materials Surcharge, Ground • Insured Value Insured Value • Missing/Invalid Account # Charge Missing/Invalid Account # Charge • Oversize 1 Oversize 1 • Oversize 2 Oversize 2 • Pickup Charge - Ground ARS Pickup Charge - Ground ARS • Proof of Delivery- (Fax or Mail) Proof of Delivery- (Fax or Mail) • Quantum View Notify Quantum View Notify • Residential Differential Residential Differential

• Saturday PickupSaturday Pickup • Saturday Delivery Saturday Delivery • Ship Notification (fax) Ship Notification (fax) • UPS Returns: Print Return Label UPS Returns: Print Return Label • UPS Returns: Electronic Return Label (new in UPS Returns: Electronic Return Label (new in

Sept, 2001) Sept, 2001) • UPS Returns: Print & Mail Return Label UPS Returns: Print & Mail Return Label • UPS Returns Plus: 1 UPS Pickup Attempt UPS Returns Plus: 1 UPS Pickup Attempt • UPS Returns Plus: 3 UPS Pickup Attempts UPS Returns Plus: 3 UPS Pickup Attempts • UPS Returns Plus: Call Tag UPS Returns Plus: Call Tag • Verbal Confirmation of Delivery Verbal Confirmation of Delivery • Weekly Service Charge ($0 - $14.99 Billed) Weekly Service Charge ($0 - $14.99 Billed) • Weekly Service Charge ($15.00-$59.99 Billed) Weekly Service Charge ($15.00-$59.99 Billed) • Weekly Service Charge ( $60+ Billed) Weekly Service Charge ( $60+ Billed) • International Rate International Rate • Bill Duty/Tax & Shipping Charges to Shipper Bill Duty/Tax & Shipping Charges to Shipper • Certificate of Origin Certificate of Origin • Currency Conversion Rate Currency Conversion Rate • Delivered Duty Paid, V.A.T. Unpaid Delivered Duty Paid, V.A.T. Unpaid • Dimensional Weight Factor Dimensional Weight Factor • Extended Area Surcharge Extended Area Surcharge • Freight Collect Refusal - International Freight Collect Refusal - International • Saturday Delivery Saturday Delivery • Worldwide Express Plus SurchargeWorldwide Express Plus Surcharge

COURIER SERVICESCOURIER SERVICESDHL U.S. Domestic AccessorialsDHL U.S. Domestic Accessorials

Table 1: Allowable Charges i Bodily Fluid Shipments Fees $0.75ii C.O.D. Collection Fee $6.00iii Biohazardous Cleanup Fee* $200 large packages, $20 small packagesiv Declared Value .35 cents per $100 v Dimensional Weight DM X 194vi Exceptional Handling Charge $5.00vii Fuel Surcharge See contract documentsviii Hazardous Materials Surcharge, Air $15.00ix Hazardous Materials Surcharge, Ground $10.00x Saturday Pickup/Delivery $10.00

*Biohazardous shipments where shipper failed to pack the shipment properly and cleanup resultsSmall packages = Letter and and PaksLarge Packages = Other than that defined above as small packages

COURIER SERVICESCOURIER SERVICESNo. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 20072007

TO SET UP NEW ACCOUNTTO SET UP NEW ACCOUNT

• Agency CONTACTAgency CONTACT• Phone NumberPhone Number• E-mail AddressE-mail Address• AgencyAgency• Billing Address (If Different Than Pick-up Address) Billing Address (If Different Than Pick-up Address) • DepartmentDepartment• Pickup AddressPickup Address• CityCity• StSt• ZipZip

[email protected]@dhlsales.com or call or call 1-866-277-2592.1-866-277-2592.


COPYING EQUIPMENTCOPYING EQUIPMENT No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, No. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 20072007

• Lease Terms and ConditionsLease Terms and Conditions– governed by the contract and attendant governed by the contract and attendant

purchase orderspurchase orders

• InsuranceInsurance– General Condition 3.43General Condition 3.43

• Ordering InstructionsOrdering Instructions• How To UseHow To Use

– Asses Your NeedsAsses Your Needs– Limited Multiple AwardsLimited Multiple Awards

OFFICE MACHINESOFFICE MACHINESNo. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, No. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 20052005

Specified ProductSpecified Product

• Many of the machines that retail "Cash & Carry" Many of the machines that retail "Cash & Carry" offer would not have been awarded. offer would not have been awarded.

• The current Contract placed a premium on "cost to The current Contract placed a premium on "cost to use". Therefore Laser based faxes were awarded. use". Therefore Laser based faxes were awarded.

• Ink-jets, and thermal based plain paper Ink-jets, and thermal based plain paper systems were researched for a lower machine systems were researched for a lower machine purchase price however the cost of supplies were purchase price however the cost of supplies were prohibitive. prohibitive.

OFFICE MACHINESOFFICE MACHINESNo. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, No. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 20052005

Current Contract Offers the Following Differences vs. Cash Current Contract Offers the Following Differences vs. Cash & Carry& Carry

Contract price includes:Contract price includes:

• DeliveryDelivery• One year on Site Service (fix or immediate replacement)One year on Site Service (fix or immediate replacement)• Minimum Service Response; 6 hoursMinimum Service Response; 6 hours• Guaranteed Service Renewal Price up to 2 years after Contract Guaranteed Service Renewal Price up to 2 years after Contract

TerminationTermination• Guaranteed Supply Pricing up to 2 years after Contract TerminationGuaranteed Supply Pricing up to 2 years after Contract Termination• Guaranteed replacement of discontinued machines at equal or better Guaranteed replacement of discontinued machines at equal or better

specs; equal or better price.specs; equal or better price.• Installation & Training in Categories 4B, 5A, 5B and 6.Installation & Training in Categories 4B, 5A, 5B and 6.• Full Supplies (not starter supplies) in all delivered machinesFull Supplies (not starter supplies) in all delivered machines• Availability to deliver within 14 daysAvailability to deliver within 14 days• Indemnification of the State for Risk, InsuranceIndemnification of the State for Risk, Insurance• Vendor insurance related to service on-site up to $1,000,0000Vendor insurance related to service on-site up to $1,000,0000

OFFICE CONSUMABLESOFFICE CONSUMABLESNo. 618-001-04-1 / Effective: Dec. 31, 2002 through Dec. 30, No. 618-001-04-1 / Effective: Dec. 31, 2002 through Dec. 30, 20062006

What have you done for me lately?What have you done for me lately?

• P-card UseP-card Use

• E-InvoicingE-Invoicing

• Core vs. Non-CoreCore vs. Non-Core

• Accounts PayableAccounts Payable

PAPER & ENVELOPESPAPER & ENVELOPESNo. 645-120-04-1 / Effective: Mar. 28, 2004 through Mar. 27, No. 645-120-04-1 / Effective: Mar. 28, 2004 through Mar. 27, 20072007No. 310-000-00-1 / Effective: Oct. 24, 2002 through Oct. 9, No. 310-000-00-1 / Effective: Oct. 24, 2002 through Oct. 9, 20052005

• PricesPrices

• DeliveryDelivery

• Ordering InstructionsOrdering Instructions

RENTAL VEHICLESRENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, No. 518-020-05-1 / Effective: July 1, 2004 through June 30, 20092009

Major Changes:Major Changes:• Fuel Reimbursement is through your agency instead of AvisFuel Reimbursement is through your agency instead of Avis• Do not pay a per mile fuel mileage charge Do not pay a per mile fuel mileage charge • Gasoline price is based on the Energy Information Administration Gasoline price is based on the Energy Information Administration

(EIA) for Florida, published each Monday(EIA) for Florida, published each Monday• Refueling Service Charge is a convenience for the service of Refueling Service Charge is a convenience for the service of

refueling the vehicle upon return (.10/gal)refueling the vehicle upon return (.10/gal)• Personal Use: must use your own insurance or buy it from Avis Personal Use: must use your own insurance or buy it from Avis • Same charges as in previous contract except lower rates Same charges as in previous contract except lower rates

– ↓ ↓ Rental Daily RateRental Daily Rate– ↓ ↓ Hourly RateHourly Rate– ↓ ↓ Additional per/mile rate after 200 miles Additional per/mile rate after 200 miles

• If you do not use your P-Card or other approved payment methods If you do not use your P-Card or other approved payment methods that are billed directly to the agency by Avis or a credit card that are billed directly to the agency by Avis or a credit card company, YOU WILL BE CHARGED company, YOU WILL BE CHARGED TAXESTAXES AND A AND A $2.00$2.00 PER DAY PER DAY SURCHARGE.SURCHARGE.


• Changes and AdvantagesChanges and Advantages– Eliminated Fuel Mileage Charge ($ 0.07- $ 0.085)Eliminated Fuel Mileage Charge ($ 0.07- $ 0.085)– Lower Net Rates Avg. -9%Lower Net Rates Avg. -9%– Lower Late Charges Avg.-32%Lower Late Charges Avg.-32%– Lower Excess Mileage Charges Avg. -27%Lower Excess Mileage Charges Avg. -27%– Fuel Prices Float with EIA U.S. Retail Gasoline Fuel Prices Float with EIA U.S. Retail Gasoline

PricesPrices

• SavingsSavings – Savings off List PriceSavings off List Price : : 52%52%

– Estimated Difference Previous Contract: -21%Estimated Difference Previous Contract: -21%


IMPORTANTIMPORTANTUnder the provisions of Section Under the provisions of Section 212.08(6)212.08(6), Florida Statutes, rental , Florida Statutes, rental vehicle use not paid vehicle use not paid directlydirectly by a governmental organization is by a governmental organization is taxable.taxable.

Only in-state rentals Only in-state rentals that are billed directly to the agencythat are billed directly to the agency are tax are tax exempt by use of any of the following approved payment methods:exempt by use of any of the following approved payment methods:

• Avis Credit CardAvis Credit Card

• Avis issued Company Travel Order (ACTO)Avis issued Company Travel Order (ACTO)

• State of Florida Purchasing Card orState of Florida Purchasing Card or

• Pre approved Direct Bills using Purchase OrdersPre approved Direct Bills using Purchase Orders


• Save on Sales TaxSave on Sales Tax– Only in-state rentals Only in-state rentals

that are billed directly that are billed directly to the agencyto the agency by use of by use of an Avis Credit Card, an Avis Credit Card, Avis issued Company Avis issued Company Travel Order (ACTO), Travel Order (ACTO), State of Florida State of Florida Purchasing Card, pre Purchasing Card, pre approved Direct Bills approved Direct Bills using Purchase Orders, using Purchase Orders, are tax exempt.are tax exempt.

• Save on Use TaxSave on Use Tax– exemption from use tax exemption from use tax

is not available for any is not available for any taxable transaction when taxable transaction when payment is made by use payment is made by use of personal funds, of personal funds, including cash, checks, including cash, checks, or credit cards, even or credit cards, even though the employee is though the employee is subsequently reimbursed subsequently reimbursed by the governmental by the governmental organization.organization.


Travel GuidelinesTravel Guidelines

• Review each trip to determine if it is more economical to rent a vehicle Review each trip to determine if it is more economical to rent a vehicle from the state contract or pay mileage for the use of privately owned from the state contract or pay mileage for the use of privately owned vehicles.vehicles.

• There is a $.10/mile savings over the privately owned vehicle There is a $.10/mile savings over the privately owned vehicle reimbursement rate. You should account for this when you approve the reimbursement rate. You should account for this when you approve the mode of travel.mode of travel.

• Be cognizant of any additional travelers that may be going on state Be cognizant of any additional travelers that may be going on state business to the same location. If this occurs, employees should be business to the same location. If this occurs, employees should be required to travel together.required to travel together.

• Employees who travel frequently and have not been issued a purchasing Employees who travel frequently and have not been issued a purchasing card, should request a restricted use card to take advantage of the tax use card, should request a restricted use card to take advantage of the tax use savings. All employees should be reminded to use the purchasing card to savings. All employees should be reminded to use the purchasing card to pay for official travel related expenses and they should make sure that the pay for official travel related expenses and they should make sure that the providers are giving them the tax exempt status that is provided by law. providers are giving them the tax exempt status that is provided by law.

AIR TRAVELAIR TRAVELNo. 991-840-02-1 / Effective: Nov. 15, 2001 through Nov. 14, No. 991-840-02-1 / Effective: Nov. 15, 2001 through Nov. 14, 20042004

• Spend information based on Flair Data for the 2003-2004 Spend information based on Flair Data for the 2003-2004 FY is approximately $ 16.9 MFY is approximately $ 16.9 M– Universities (FSU, UCF, UF) Universities (FSU, UCF, UF) = $ 10.0 M= $ 10.0 M– State AgenciesState Agencies = $ 6.9 M= $ 6.9 M

• Spend categories include In-State, Out-of-State and Spend categories include In-State, Out-of-State and Foreign travelForeign travel

• Florida has the second largest number of enplanements Florida has the second largest number of enplanements Florida is second to California and followed by Texas. Florida is second to California and followed by Texas.

• Include Rental Cars, Hotels, and Travel Agencies the Include Rental Cars, Hotels, and Travel Agencies the spend is estimated to be $ 50.0 M spend is estimated to be $ 50.0 M

TEMPORARY EMPLOYMENTTEMPORARY EMPLOYMENTNo. 991-460-04-1 / Effective: May 17, 2004 through May 16, No. 991-460-04-1 / Effective: May 17, 2004 through May 16, 20072007

Definitions:Definitions:

• Pay Rate: The per hour rate paid to the Pay Rate: The per hour rate paid to the temporary employee by the contractor. temporary employee by the contractor.

• Bill Rate: The per hour rate paid to the Bill Rate: The per hour rate paid to the contractor by the contracting agency.contractor by the contracting agency.

• Incumbent employees and bill rate Incumbent employees and bill rate adjustment, see Memo for details.adjustment, see Memo for details.

LABORATORY SUPPLIESLABORATORY SUPPLIES No. 991-460-04-1 / Effective: May 1, 2003 through April 04, No. 991-460-04-1 / Effective: May 1, 2003 through April 04, 20062006

NASPO Multi-State Laboratory SupplyNASPO Multi-State Laboratory Supply• ContractContract

– Arkansas is the leadArkansas is the lead– Evaluation members included Florida and Evaluation members included Florida and

Louisiana. : Louisiana. :

• VendorsVendors– FisherFisher– VWRVWR– OraSure – Rapid HIV 20 minute test, OraSure – Rapid HIV 20 minute test,

99.6% accuracy99.6% accuracy

MEDICAL & DENTAL SUPPLIES NEW STATE TERM CONTRACT No. 475-000-05-1 /Tentative Effective: October 1, 2004No. 475-000-05-1 /Tentative Effective: October 1, 2004

New 3-year State Term ContractMedical Supplies

• $2.1 million in savings over current pricing• 3 CMBE Vendors

– American Medical Depot– Med Supply of Tampa– Sun Surgical Supply

• Med Supply Partners (non-CMBE)

• Cross-Agency Strategic Sourcing Team– DMS – DOH– DOC– DCF

MEDICAL & DENTAL SUPPLIES NEW STATE TERM CONTRACT No. 475-000-05-1 /Tentative Effective: October 1, 2004No. 475-000-05-1 /Tentative Effective: October 1, 2004

Medical Supplies Medical Supplies – 28.7% Savings From The Baseline Price28.7% Savings From The Baseline Price

Dental SuppliesDental Supplies– 15.9% Savings From The Baseline Price15.9% Savings From The Baseline Price

DOC Current Agency Contract Provides DOC Current Agency Contract Provides 20% Discount Off Catalog List Price 20% Discount Off Catalog List Price

department of management services

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