myfloridamarketplace

MyFloridaMarketPlace

MyFloridaMarketPlace Customer Roundtable Meeting

December 10, 2008, 9:00 am EST

Conference dial-in number: (888) 808-6959Conference code: 4888366#

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Agenda

Welcome / Introduction

eQuote Initiative

MyFloridaMarketPlace Updates

System Enhancements / Change Review Board Updates Training Update Training Survey Results Reporting Survey Results

Vendor Activities

Grainger Presentation / Demonstration

Punchout Catalogs

Green Purchasing / FCFPPL

Questions / Open Discussion

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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eQuote Initiative

Walt Bikowitz, Deb Gries

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eQuote Overview and Demonstration

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)

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Who would like to see the discretionary threshold raised from $25,000 to

$50,000 or more?

It is not an easy sell

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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.

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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

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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 STC reports can be run and data captured over time.

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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.

Because eQuotes are an electronic version of a quote, there is no need to scan and attach written documents to the requisition/purchase order

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Benefits of eQuotes

Additional questions

eQuote demonstration

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Agenda


eQuote Initiative




Punchout Catalogs



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System Enhancement Updates

Rachael Lieblick

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System Enhancement Updates:Completed Change Requests

Title Description Hours Release Date

CR23: Level 2 integration

Enabled FSDB and DOAH to encumber funds through MFMP 140 12/2007

CR39: OSD - Automation Two-way interface between OSD and the MFMP Vendor database that encompasses data changes that relates to vendor information

652 4/2008

CR37: Mass edit for the Purchasing Code and Method of Procurement fields

Enabled mass edit of the Purchasing Code and Method of Procurement

144 5/2008

CR46: Method of Procurement Updates

Updated existing Method of Procurements 13 5/2008

CR44: Legislative data scoping

Scoped data so that it is not visible by other agencies in MFMP 673 9/2008

CR45: Add SDBVE as CMBE classification

With the passing of legislation (HB 687), service-disabled veterans will be considered a Florida CMBE. Changes were required for several MFMP applications (VRS, Buyer, interfaces).

407 10/2008

Total 2029

*Approximately 1300 hours remaining in the CRB Contingency budget

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System Enhancement Updates:Pending Change Requests

CR 36: Make the encumbrance number the direct order (DO) number

Current Challenge: Currently, the system assigns an encumbrance number just before an encumbered requisition is sent to FLAIR. Once the requisition is fully approved, a DO number is assigned. As a result, there are two identifiers for an encumbered requisition and order: (1) a DO number or MA number and (2) an encumbrance number.

Proposed Solution: Encumbrance numbers are required to be six characters. Once the encumbrance number reaches 999999, alpha characters will be assigned (for example: A00000, A00001, A00002, ….).

When the encumbered requisition is fully approved and an order is generated, a DO number will be assigned starting with “DO” and then appended with the encumbrance number.

Encumbered and unencumbered requisitions will use the same incremental counter to reduce the frequency of creating duplicate DO numbers.

Design approval team agencies include DEP, DOH, DEA, DJJ, and DMS

Enhancement will be implemented before the end of March 2009

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Training Update

Kasey Bickley

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Training Update

Since July 1, 2008, the DMS MFMP team trained 377 customers with an average evaluation score of 4.7 (with 1 being poor and 5 being excellent)

We are securing facilities for FY 09 Q3 trainings (January-March 2009) Registration information will be posted late December Registration will open within 30 days of the training

Outlook invitations are now sent as training confirmations

We are now asking customers to print their training materials and bring them to class

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Training Schedule

Upcoming Training Locations January - Orlando March - Pensacola April - Ft. Myers May - Miami

Tallahassee We will continue to offer monthly trainings

Train-the-Trainer course to be offered in February

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Training Attendance

While agency customers continue to show a need for training …

We have recently been experiencing a high volume of last minute cancellations and no-shows

As a result, the November Jacksonville training was consolidated with St. Augustine training Low registration numbers

For Tallahassee classes, waiting lists are utilized When people don’t attend or cancel late, those spots are not filled

with customers from the waiting lists

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Training Attendance

Beginning in January 2009, a list of the training participants, including a separate tab for customers who registered but did not attend training, will be generated monthly and sent to agency liaisons

Any other suggestions for improving attendance numbers?

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Training Survey Findings

Kasey Bickley, Amy Smyth

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The 2008 Training Survey was conducted October 15th - November 5th

Survey distributed to all Purchasing and Finance & Accounting liaisons (including Directors)

Some agencies forwarded it on to their MFMP customers A total of 94 participants completed this survey over a three week

period

A hard copy of the Executive Summary is available

A complete report of the survey findings is available on the buyer toolkit under Communications http://dms.myflorida.com/buyertoolkit

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Key proposed action items include:

Establish regional liaisons in each agency (NW, NE, Central, SE, SW) to increase awareness of the DMS MFMP trainings and further communication efforts (key finding from Question #5)

Conduct quarterly Buyer Teleconferences to highlight vendor outreach activities and assist agencies with vendor interaction and other valuable information (key finding from Question # 38-39)

Add a page to the buyer toolkit for “Working with Vendors” to tailor vendor information from a Buyer perspective (key finding from Question # 38-39)

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Develop a MFMP User Manual that is a template for agencies to input agency specific information and make available for their customers (key finding from Question # 29)

Schedule meetings with each agency to discuss their internal training plans and assist with the development of a plan (key finding from Question # 6)

Create and post additional job aids “How to Create a Non-Catalog Requisition” “How to Receive” “Vendor Registration for agencies”

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Heighten awareness of the variety of information available on the buyer toolkit (key finding from Question # 25) Present the buyer toolkit and the materials it contains at the

Purchasing Directors meeting and FASAASD (key finding from Question # 25)

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Reporting Survey Findings

Kasey Bickley, Amy Smyth

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The MFMP Reporting Needs Assessment Survey was distributed to 611 customers F&A and Purchasing Liaisons, Directors of Administration, customers with the

Analysis group, and those who recently attended Secure Reports, Analysis, and System Administrator trainings as of 8/13/08

Also sent to those who submitted Report Requests this calendar year (from 12/1/07 through 8/6/08)

More than 35% of selected agency customers participated Represent 28 of the 32 state agencies

A hard copy of the Executive Summary is available

A complete report of the survey findings will be available on the buyer toolkit under Communications http://dms.myflorida.com/buyertoolkit

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Key proposed action items include (in concert with the Gap analysis):

Document the Report Request Process (key finding from Question 21)

Develop MFMP Reporting Web page, which will be located on the buyer toolkit Aid customers in receiving Reporting information

Develop Secure Reports OnDemand Training (key finding from Question 5)

Update Reports Job Aid (key finding from Question 20)

Create a Hot Topic on the Analysis Tool (key finding from Questions 28, 39, 41)

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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Vendor Activities

Upcoming Fireside Chats (Teleconferences) 12/17 – MFMP Overview 1/7 – 1% Transaction Fee and Reporting Register and view presentations at

http://dms.myflorida.com/vendorteleconferences

MatchMaker 2008 State Purchasing / MFMP workshops SDVBE

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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Grainger Demonstration

Rick Lopez

Grainger Demonstration

State of Florida State of Florida

Contract BenefitsContract Benefits

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Florida Hand & Power Tools Contract

Contract Information Contract #445-001-07-01 Effective Dates: July 30, 2006 thru July 29, 2009

Online Ordering Website http://dms.myflorida.com/business_operations/state_purchasing/vendor_informati

on/state_contracts_agreements_and_price_lists/state_term_contracts

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Florida Hand & Power Tools Contract Benefits

Manufacturer or Brand Name: Discount Based on MFG. List Price:CHANNELLOCK 49%COOPER TOOLS 52%CRESCENT 52%DAYTON 10%DEWALT 49%DREMEL TOOLS 40%FLUKE 10%KLEIN TOOLS 46%MILWAUKEE 50%PORTER CABLE 50%SPEEDAIRE 10% STANLEY GOLDBLATT 51%STANLEY MECHANICS 61%STANLEY PROTO 61%WESTWARD TOOL 60%BLACKHAWK PROTO 45%

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State of Florida WSCA Contract

Contract Information Contract #445-000-09-ACS Effective Dates: November 14, 2008 – November 30, 2010

Online Ordering Website: http://dms.myflorida.com/business_operations/state_purchasing/vendor_informati

on/state_contracts_agreements_and_price_lists/alternate_contract_source

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WSCA 7066 Facts

WSCA Board of Supervisors unanimously award Grainger Contract 15 original WSCA states

29 Competitors responded to solicitation including: MSC, Fastenal, CED, Wesco, Fischer Scientific, VWR

Grainger overall lowest price and best value

Most evaluation points vs. competition

Catalog-wide contract Excluded items on State of Florida Web site

Competitively priced

www.aboutwsca.org

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Key Benefits of the Florida WSCA Contract

Competitively bid and awarded agreement

Significantly reduces the bidding process

Catalog agreement - All Grainger catalog items are included in the agreement

with the exception of the Florida excluded contracts

Sourcing, consulting Services

Covered under contract

Significant catalog and manufacturer discounts

Supported by NASPO – The National Association of State Procurement Officials

www.naspo.org

Competitively priced

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Florida WSCA Contract Benefits

Product Line Discount off Grainger Each Price (reference Web site for current pricing)

MOTORS & POWER TRANSMISSION 28% METALWORKING & SHOP SUPPLIES 10%CLEANING & PAINTING EQUIPMENT AND SUPPLIES 10-20%MATERIAL HANDLING PRODUCTS 10% SAFETY & SECURITY 10-20%FLUID POWER 10%PUMPS & PLUMBING 10%HVAC & FILTRATION PRODUCTS 10-50% .

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WSCA Contract 7066 by State

WA

OR

CA

MT

NV

ID MI

MN

WI

WY

SD

NE

KS

OK

TX

UT

NM

AZ

MO

LA

AR

IL INOH

VA

TN

KY

ALGA

SC

FL

NY

NC

ME

AK

CO

ND

HI

IA

MS

VT

NH

CT

MA

MD

NJ

RI

DE

WV

PA

35Participating

States

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Process for Utilizing Florida WSCA

All State Agencies are currently included under the WSCA

agreement

All Non-State Agencies will need to complete the “Move Form”

The completed Move Form (a separate document completed

by the Account Manager) will assure that agency will be

moved to the WSCA contract

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www.grainger.com/stateofflorida

State of Florida Landing Page

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Dedicated Grainger Resources

Assigned Implementation project manager Cross-referencing specialists Consulting services group Janitorial & safety regional program managers Marketing resources Aligned field customer service teams Key manufacturer relationships

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Grainger Services

Local team to support your service requirements Local inventory to meet your needs Prepaid freight Same day shipping 24-hour emergency access 800-Call-WWG 24-hour repair parts availability 800-323-0620 Easy ‘No Hassle Return Process’ E-procurement support

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Let’s get started…

What questions do

you have?

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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Punchout Catalogs

Punchout Catalogs are designed to assist the agency customer with their ordering needs

Punching out is the “Amazon.com” experience - You shop at the vendor’s Web site, which is set up specifically for State of Florida customers

Vendors with punchout catalogs in MFMP are: Dell Fisher-Scientific Gateway Grainger Hewlett Packard Lenovo Office Depot VFImagewear

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Punchout Catalogs

Punchout sites are randomly monitored by the contract manager to ensure ongoing compliance (products and prices)

The requisition line item fields are automatically populated. Some of these items include, but are not limited to: Full Description Supplier Part number State Contract approved price (cannot be modified) State Contract ID field (cannot be modified)

Error rate and workload is reduced because of limited data entry

Once the requisition is approved, orders are electronically submitted to these punchout vendors electronically, via the Ariba Supplier Network (ASN)

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Punchout Catalogs

To locate the punchout site: Conduct a catalog search by entering the punchout vendor’s name

or type in the keyword “punchout” Select the “Buy From the Supplier” button Punchout directly to the site

Comments/Attachments Purchases made by using the punchout site do not require

attachments to be sent to the vendor Un-check the box so that any attachments included are not sent to

the vendor Attachments included and checked to go to the vendors on

punchout purchase orders are delayed and are not processed as a punchout order

Orders are processed, but as an adhoc (or non-catalog) order Orders not made through the use of the punchout are not able to be

electronically invoiced (eInvoice)Page - 49

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Searching for a Punchout Catalog

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By typing in the keyword “Dell”, the first return in the catalog is the Buy From Supplier link, which will take you directly to the vendor’s punchout site.

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Punchout site

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Comments / Attachments section

•The “Include comment on purchase order” box automatically defaults to being checked

•By leaving the box checked, any comment and/or attachment will go to the vendor

•Should you need to include an attachment for internal purposes, Uncheck the box, for all punchout requisitions

•If comments are needed, these can still be included and sent to a punchout vendor

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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Green Purchasing

Trey Collins, State Purchasing

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Introduction Florida Climate-Friendly Preferred Products List (FCFPPL)

More than 5,000 state term contract products from 36 vendors currently listed, including:

Audio Visual EquipmentCarpetMROLaw Enforcement EquipmentFurniture Paper

DMS, State Purchasing conducts quarterly updates of the FCFPPL

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Development of the FCFPPL

Created under Executive Order No. 07-126, Section 4 “ The Department of Management Services shall develop the Florida

Climate-Friendly Preferred Products List” “…to identify specific products and vendors that have clear energy

efficiency or other environmental benefit over competing products”

In April of 2008, legislation was adopted by the Florida House (HB7135) and Senate (SB1544), mandating the development and maintenance of the Florida Climate-Friendly Preferred Products List (FCFPPL)

s. 286.29(1), F.S.

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Florida Statute 286.29(1)

The Department of Management Services shall develop the "Florida Climate-Friendly Preferred Products List." In maintaining that list, the department, in consultation with the Department of Environmental Protection, shall continually assess products currently available for purchase under state term contracts to identify specific products and vendors that offer clear energy efficiency or other environmental benefits over competing products. When procuring products from state term contracts, state agencies shall first consult the Florida Climate-Friendly Preferred Products List and procure such products if the price is comparable*.

* Buyer’s discretion with consideration to budgetary constraints and overall value in comparison with similar products

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Finding the FCFPPL

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Finding the FCFPPL

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Green Labels & Standards List

Florida Approved Green Label or Standard Standard or Label

California Energy Commission (CEC) Appliance Efficiency Regulations Standard

California Environmentally Preferred Products Guide Standard

California State Agency Buy Recycled Program (SABRC) Label

Electronic Product Environmental Assessment Tool (EPEAT) Label

Energy Star Label

EPA Comprehensive Procurement Guidelines (CPG) Standard

EPA SmartWay and SmartWay Elite Label

EPA WaterSense Label

Forest Stewardship Council (FSC) Label

Green Seal Label

Greenguard Label

MDBC's Cradle to Cradle Silver Certification (or higher) Label

Minnesota Green Guardian EPP Guide Standard

NEMA Premium Label

RoHS Standard

SCS (Scientific Cert. Sys.) / NSF International Label

Terra Choice / Ecologo Label

US Federal Energy Management Program (FEMP) Standard

USDA Organic Label Label

During the development of the Florida Climate-Friendly Preferred Products List, the Department of Environmental Protection (DEP) approved 19 labels/standards for use in Florida

All products must be certified by or comply with at least 1 of 19 green labels or standards

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FCFPPL

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Maintenance of the FCFPPL

List and Web site are maintained by State Purchasing

Quarterly updates are conducted to ensure that the list is up-to-date

Purchasing Analysts work closely with state term contract vendors to maintain and update their green products list

The Excel Catalog Template is the tool used to track changes to the vendor’s green products list Used by the vendor to update their line item catalog in MFMP

using the Aravo Web application If the vendor does not have a line item catalog in MFMP, they

may manually submit their green products list to State Purchasing using this template

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Excel Catalog Template

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Overview of the Maintenance Process

Submit new / updates to Green

products

Submit catalog

changes via Aravo tool

Submit new / updated Green

products via Excel catalog

template

Provide quarterly Aravo report of all approved Green

products in MFMP catalogs

Combine approved Green product templates with Aravo

report to develop updated FCFPL

Post updated FCFPL on State Purchasing

website

STC Commodity

Vendors

MFMP Content

Management Team

DMS Purchasing

Analyst/Specialist

Send quarterly email with link to current FCFPL to commodity STC

vendors to request new /

updated Green products

DMS Portal Manager

Does vendor have

catalog in

MFMP?

Review and approve

submitted MFMP

catalogs / Green product

catalog templates

Yes

No

Forward approved

Green product catalog

templates to Green Team

Day 1 Day 59Day 40Day 30 Day 60Timing

Bureau A Green Team

(Team 7)

Green Team provides canned e-mail for Purchasing Analysts &

Specialists to forward to vendors

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Finding Green Products In MFMP Catalogs

To find products that are MyGreenFlorida Certified, Explore Catalogs, click on your Options and then select MyGreenFlorida Certification

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The search will return all types of products and the number of current products that are loaded as Catalog line items (state term contract items) in MFMP

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To search for vendors who have MyGreenFlorida products in MFMP, again select your Options while Exploring the Catalog and select MyGreenFlorida

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Select ‘Yes’

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All state term contract items that are green products, as well as the vendors who provide the products, will appear in the search results

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All products (at this time 1,488) that are certified as Green will populate. If you click on the Personal Care Products and Services link, all 84 items, certified as green, will return - The green will populate with a globe icon

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Contact the ‘Green’ team

Trey Collins, (Primary Contact) Purchasing Specialist – (850) 488-7516

Donna Smith, Lead Purchasing Analyst – (850) 488-8855

Charles Day, Purchasing Analyst – (850) 410-2426

Ellen Potts, Commodity Sourcing Bureau Chief – (850) 488-2773

MFMP Customer Service Desk – 1-866-352-3776

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Agenda


eQuote Initiative



Vendor Activities


Punchout Catalogs



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Q&A

Questions

Other Comments

CRT Meeting Survey

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Contact Us

If we can assist you in any way, please contact us:

Walt Bikowitz Chief, State Purchasing [email protected](850) 488-7809

Rachael Lieblick Operations Manager [email protected](850) 414-6735

Debbie Gries Process Analyst [email protected] (850) 414-1882

Eric Swanson Vendor Manager [email protected] (850) 487-9981

Amy Smyth Communications

Specialist

[email protected] (850) 294-3080

Kasey Bickley Purchasing Process Specialist

[email protected] (850) 294-0494

Anne Rabon F&A Process Specialist [email protected] (850) 294-0739

Customer Service Desk (CSD) CSD [email protected] (866) 352-3776

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myfloridamarketplace

Documents

cost threshold

state agencies

cost of procurement

discretionary threshold

informal competitive

formal competitive procurement

equote initiativewalt

state term contracts