purchasing directors’ meeting september 20, 2012
TRANSCRIPT
Purchasing Directors’Meeting
September 20, 2012
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• Welcome Comments – Kelly Loll• Introductions – All• CPO Updates – Kelly Loll• Procurement Legal Issues – Brittany Long• PPIP, Training and Legislative Updates – Wayne
Mitchell• MyFloridaMarketPlace Updates – Anne Rabon• Office of Supplier Diversity Update – Kevin Brown• State Purchasing Sourcing Events – Kelly Loll• Hot topics - All
Agenda
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Introductions
Welcome to our new State Purchasing employees:• Allison Norman, Category Manager, Goods Bureau• Tami Neel, Training and Communications Review
Specialist
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CPO Updates
MyFloridaMarketPlace Usage
MFMP ModuleNumber of Agencies
Currently Using MFMP
Buyer
Purchase Order 32
Invoice 28
Receiving 29
On-line Catalog 20
Contract Compliance 7
Analysis 29
Sourcing including eQuote 7
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CPO UpdatesEnterprise Strategic Sourcing Initiative Action Items:
Strategy 1 – Spend Visibility1. Provide log-in access to State Purchasing for agency level FLAIR data
by Oct. 1, 2012. Submit to Cliff Chroust at [email protected].
2. Put contracts, purchase orders and corresponding invoices for all goods and services (prioritize spend under Chapter 287, Florida Statutes) through MyFloridaMarketPlace by Oct. 1, 2012.
Strategy 2 – Conduct Sourcing Event3. Identify and commit agency staff support for sourcing events by
Dec. 3, 2012:– Project Management Professionals (PMP)– Florida Certified Contract Negotiators (FCCN)– Evaluators– Subject matter experts– Legal counsel
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CPO UpdatesEnterprise Strategic Sourcing Initiative Action Items:Strategy 3 – Standardize Process1. Utilize the standard processes and forms that will be referenced in the
Procurement Guidebook by Jan. 1, 2013.2. Participate in procurement training by Nov. 15, 2012. Strategy 4 – Use and Compliance3. Analyze current procure-to-pay processes and fully adopt
MyFloridaMarketPlace “best practices” and current applications (e.g., contracts, purchase order, catalog purchases, invoicing) by Oct. 1, 2012 (prioritize spend under Chapter 287, Florida Statutes).
4. Establish an agency MyFloridaMarketPlace training program by Oct. 1, 2012.
5. Fully utilize all state term contracts and alternate contract source contracts by Oct. 1, 2012.
Strategy 5 – Administrative Efficiency6. Develop implementation plan for expanded use of MyFloridaMarketPlace
eQuote by Jan. 1, 2013.7. Use MyFloridaMarketPlace eQuote for soliciting quotes by March 1, 2013.
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CPO UpdatesEnterprise Procurement Meeting Cabinet Meeting Room – Sept. 26, 2012 – 9 a.m.
1. Identify agency purchasing directors, purchasing staff, and
administrative services directors by noon on Friday, Sept. 21. Send their names and e-mail addresses to Pam Donaldson at [email protected].
What items would you like to discuss?
If you have any questions about these initiatives contact Linda McDonald at (850) 922-9867 or [email protected].
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Procurement Legal Issues
ITN Template OutlineI. Introduction
II. ITN Process
III. Response Instructions
IV. Selection methodology
Attachment A: Contract (general terms)
Attachment B: Scope of Work
Brittany Long, Assistant General CounselDepartment of Management Services
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PPIP, Training and Legislative UpdatesState Purchasing Guidebook• The MFMP team completed draft version one and is editing that
now based on feedback from PPIP team members and State Purchasing.
• The MFMP team will complete draft version two for review by agency purchasing directors by Oct. 1, 2012. We are looking at a roll out date of Nov. 15, 2012.
How agency purchasing offices can help with the Guidebook
• Your agency’s experience and best practice considerations are what will help to bring the Guidebook “to life” and make it relevant to your staff’s day to day work.
• Think about scenarios you have encountered during your sourcing practices in years past…Think about being a novice to this whole process…What would be helpful for new team members to learn from your good experience?
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PPIP, Training and Legislative UpdatesTraining: Advanced Negotiation Workshop • Primary Focus – Recertification of FCCNs• Developed by State Purchasing – blend of several
previous presentations• 17 completed the course Sept. 6-7 in Orlando• Offered in Tallahassee – Sept. 25-26 • Cost – $350• The FSU registration site is up and running. The
State Purchasing training website provides a direct link to the registration.
http://www.dms.myflorida.com/business_operations/state_purchasing/florida_s_public_purchasing_training_and_certification/upcoming_training_schedule
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PPIP, Training and Legislative UpdatesContract Management Curriculum• Need training to support recertification of FCCMs • FCCM certifications are beginning to expire• No curriculum is ready for presentation• FAPPO requested presentation on Nov. 9, 2012, for FCCM
recertification• New development process
1. Start with topic breakout defined in previous meetings2. Divide topics into basic and advanced categories3. Order topics into logical sequence4. Break each topic down into smaller parts5. Prepare PowerPoint slides for each topic6. Two to three test questions per topic7. Talking points for each slide8. Some topics may be broad enough to become a course of their
own
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PPIP, Training and Legislative Updates
Contract Management Curriculum
Need volunteers to help create the certification curriculum materials
Please contact Jennifer Prime if you are interested
Jennifer [email protected]
(850) 488-8366
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PPIP, Training and Legislative Updates
Basic• Overview• Contract Formation
– Risk Management
– Patents/Copyrights
• Contract Management Plan• Reports and Deliverables• Invoicing• Changes/Amendments• Closeout• Ethics• File Management
Advanced• Recap of Basic• Contract Management• Performance Measures• Intellectual Property• Disputes• Audits• Risk Management• Property Management• Negotiation
– Elements of Pricing
• Best Practices
Reminder: Areas in Process for Contract Management
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PPIP, Training and Legislative UpdatesLegislative: Purchasing Thresholds• Chapter 287.017, Florida Statutes – Purchasing
categories, threshold amounts. The following purchasing categories are hereby created: – Category One: $20,000
– Category Two: $35,000 ($50,000-$100,000 suggested range)
– Category Three: $65,000 (suggested range to be determined)
– Category Four: $195,000 (suggested range to be determined)
– Category Five: $325,000 (suggested range to be determined)
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PPIP, Training and Legislative Updates
Exceptions to the use of competitive solicitation requirements under 287.057(3)(e), (f), Florida Statutes, include:(e). Prescriptive assistive devices for the purpose of medical, developmental, or vocational rehabilitation of clients….• Artistic services• Academic program reviews• Lectures by individuals• Legal services• Health services (includes substance abuse/mental health services)• Services provided to persons with mental or physical disabilities by not-for-profit
corporations• Medicaid services delivered to an eligible Medicaid recipient• Family placement services• Prevention services related to mental health/substance abuse/child abuse• Training and education services for injured employees• Contracts entered into pursuant to s. 337.11. (designated road/highway contracts).• Services or commodities provided by governmental agencies.• Statewide public service announcement programs provided by a Florida statewide
nonprofit corporation under s. 985 501(c)(6) of the Internal Revenue Code, with a guaranteed documented match of at least $3 to $1.
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MyFloridaMarketPlace Updates
Reconciling an IR for ServicesHistory of Approving Services or Receiving
Commodities• Chapter 215.422, Florida Statutes
– Approval and inspection of goods or services shall take no longer than five working days unless the bid specifications, purchase order, or contract specifies otherwise.
What is considered a service in MyFloridaMarketPlace?
• MyFloridaMarketPlace indicates a services by the commodity code Commodity codes beginning with “9” are considered a service All other commodity codes are for commodities or tangible
products
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MyFloridaMarketPlace Updates
MFMP routes PO to vendor
Vendor Provides Service
Agency receives invoice & enters
into MFMP
MFMP routes IR to
requester
Requester approves IR
MFMP routes IR to F&A to
complete
Reconciling an IR for Services
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MyFloridaMarketPlace Updates
Reconciling an IR for ServicesHow do I approve a service?• When customers or vendors enter an invoice into
MyFloridaMarketPlace, the system routes it based on the commodity code.
– Route service invoices, those beginning with a ‘9’ series commodity code, to the requester or the “On Behalf Of” for the requisition
– Route commodity invoices, all other commodity codes, to the Finance and Accounting Exception Handler or Invoice Gatekeeper
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MyFloridaMarketPlace UpdatesUpcoming Trainings• September Sessions
– Hot Topic Office Hours Webinar, Sept. 21, 1:30-2:30 p.m.
– System Administrator Workshop, Sept. 27 (currently full)
• October Sessions Requesting Receiving Creating Invoices Reconciling and Approving
• November Sessions Requesting and Receiving Creating and Invoice, Reconciling & Approving
• Register at MyFloridaMarketPlace Buyer Toolkit Buyer Training Opportunities
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MyFloridaMarketPlace Updates
Contract Numbers in MyFloridaMarketPlace• March 2012 release (9.4.0) included a key
enhancement that improves contract spend tracking across all agencies
• Requires customers to select a contract number– Method of Procurement (MOP) A, B, C, D
• Requires customers to enter contract number when selecting– MOP H, H1, I, I1, J, or J1
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Contract Numbers in MFMP• Change orders that reference expired contract
– Select the new state term contract
– Select the new alternate contract source
• MFMP implemented new process for agency alternate contract source numbers– When you request approval from State Purchasing, State
Purchasing forwards to MFMP to enter into the system
– This is a monthly update
– MFMP will notify agency when number is added
MyFloridaMarketPlace Updates
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Office of Supplier Diversity Update
• MatchMaker Event– Annual event moved to Spring 2013– Vendors, agencies and sponsors sent e-mail notifications– Working with FSU and UCF to provide event planning– Steering Group to remain intact and continue with monthly
meetings
• Agency/University Small Business Utilization Plans
• Events– CFO Small Business Forum, Sept. 9-7 – Minority Enterprise Development (MED) Week Conference,
Tallahassee, Sept. 24-28– Palm Beach County MatchMaker, Nov. 9
• Working Group Meeting (Sept. 21)
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Current Sourcing Events
• Strategic Sourcing Provider
• MyFloridaMarketPlace
• Pharmaceutical GPO
• Food Products and Delivery
• Carpet and Flooring
• Management Consulting and Auditing Services
• Motor Vehicles
• PCard
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Anticipated Sourcing Events
• Food Management
• Pharmaceutical Wholesaler
• Emergency Ice and Water
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Hot Topics
Open Discussion