Department of Management Services Division of State Purchasing Florida State University Center for...

Department of Management Services Division of State Purchasing

Florida State University Center for Professional Development

Florida Government Conference 2004

State PurchasingTeam 2

FurnishingsFloor Coverings

Institutional Supplies




Introductions

Charles Covington, ChiefBureau of Commodities Sourcing

Ellen Potts, CPPB, FCCMPurchasing Analyst

Brenda Wells, ID #0002922Purchasing Analyst




Agenda

• State Purchasing – Who We Are & What We Do

• Office Furniture & Floor Covering Update

• Non-office Furniture Update• Institutional Supplies Update• Review & Wrap-Up




State Purchasing…Who We Are & What We Do

• Organizational Chart

• Strategic Sourcing Methodology and Process




DirectorState Purchasing

Chief of StatePurchasing Operations

Sr. Management Analyst I

Bureau Chief of Purchasing Commodities -Transportation, Facilities & Supplies

Administrative Assistant

Operations Manager -Governance (Policy,

Procedures, Bid Room,Legislation, P-Card)

Operations Manager -Finance (Revenue,

Budget, LBR, Audits,Metrics)

Operations Manager -IT (Software,

Hardware, Help Desk,Web Site, Training)

Operations Manager -Customer & Vendor

Satisfaction (CMBEs,Surveys, Disputes)


PurchasingSpecialist

Purchasing Operations

OperationsSpecialist - IT

Special Projects& Transition Team

Supervisor

Special ProjectsTeam Members

Energy

Furniture &Floor Coverings

Food, KitchenSupplies, & Food

Services Operations

Law Enforcement

& Traffic Supplies

Bureau Chief of Purchasing Commodities -Technology, Office & Services


Transition TeamMembers

SPURS Specialist

OperationsSpecialist - VBS

SPA Team

PurchasingAnalyst

PurchasingAnalyst


PurchasingAnalyst

PurchasingAnalyst


PurchasingAnalyst

PurchasingAnalyst


PurchasingAnalyst

PurchasingAnalyst

Purchasing ManagerDMS Dept. Purchasing

Purchasing Specialist -Facilities RelatedGoods & Services

Purchasing Specialist -Non-Facilities

Goods & Services

DMS Dept. Purchasing

DMS Administration

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Purchasing Analyst

Purchasing Analyst

Purchasing Specialist

Purchasing Analyst

Purchasing Specialist

Software, Consulting and

Telecom

Hardware, Software Training & Printers

Office Consumables, Office & Copy

Equipment ,Paper, and Envelopes

Staffing, Travel, and Courier Services, and

Recycling Services

Insurance

PRIDE, RESPECT, P-Card, and Management Consulting

MRO, Chemicals Building/Outdoor

equipment, Facilities Services

Automotive and Marine

MRO, Chemicals, Building/Outdoor Equipment, Facilities and Services

Purchasing Analyst




Source: Accenture Best Practices

Fast Track to Value

Validate & Profile

Category

Conduct Industry Analysis

Build Total Cost of

Ownership Model

Develop Category Strategy

Conduct Supplier Analysis

Build Supplier Selection Decision

MatrixConduct Auctions

Complete Prepare Fact-

Based Negotiation “Packages”

Negotiate Value

Propositions

Category Profile

Industry Profile

TCO Model

Category Strategy

Value Propositions

Benefits Realization

Develop

Measure Results & Trends

High-Level Data

Collection & Analysis

Fast Track to Value

Segment Purchases

Validate & Profile

Category


Build Total Cost of

Ownership Model


Conduct Supplier Analysis

Build Supplier Selection Decision


Complete Prepare Fact-

Based Negotiation “Packages”

Negotiate Value

Propositions

Auctions

FormCross-

Functional Sourcing

Teams

Develop


High-Data

Collection & Analysis

Fast Track to Value

Segment Purchases

Validate & Profile

Category


Build Total Cost of

Ownership Model


Conduct Vendor Analysis

Build Vendor

Selection Decision


Complete ITB/ITN/

RFQ/RFP

Develop Value

Proposition Around Options

Make Award

Decision

In-ScopeCategories

CFSTs(Cross-FunctionalSourcing Teams)

Selection Decision Matrix

ITB/ITN/RFQ/RFP

Continual Vendor

Improvement

Profile Internally & Externally

Develop Strategy

Screen Suppliers &

Selection Factors

Conduct Auctions &

Shape & Negotiate

Value Propositions

Implement AgreementsAssess

Opportunities

Profile Internally & Externally

Develop Strategy

Screen Suppliers &

Selection Factors

Conduct Auctions &

Shape & Negotiate

Value Propositions

Kick-Off &

Profile Internally

& Externally

Develop Strategy

Develop Selection Factors &

Screen Vendors

Conduct Competitive

Event

Prepare Value

Proposition & Award

Implement Agreements

Kick-Off & Assess

Opportunities

-

FormCross-

Functional Sourcing

Teams

Develop Vendors


ToolsAriba ContractsAriba Analysis

Ariba Sourcing

Ariba Sourcing

Ariba Contracts

Ariba Analysis

Award Decision (ITA)

Ariba Analysis

Typical Deliverables

Key Worksteps

- and / or -

Strategic Sourcing Methodology



Florida State University Center for Professional DevelopmentOFFICE FURNITURE

AND CARPET CONTRACTSCONTRACT MANAGER: BRENDA

WELLS• Office Furniture & Files

• Carpet & Flooring Materials

Combined total of 79 contractors Produce $60 million in annual spend



Florida State University Center for Professional DevelopmentOFFICE FURNITURE

AND CARPET CONTRACTSCONTRACT MANAGER: BRENDA

WELLS• Office Furniture & Files

69 contractors$50 million annual sales

• Carpet & Flooring Materials 10 contractors

$10 million annual sales




OFFICE FURNITURE & FILESSTATE CONTRACT 425-001-01-1

Primary Customers

Universities & Community CollegesLocal Governments

County School BoardsDFS, DOS, DACS





Major Categories Covered in Scope

• Seating• Wood, Metal & Laminate Office Furniture• Technology/Risk Management Furniture• Lateral & Vertical Files/Storage• Open Office Systems Furniture• Conference/Training Tables & Accessories• Ergonomic Accessories





Important Dates & Info

Effective through 03/31/05

Next Steps:

Launch solicitation for new contract in January 2005

Award new contract as of April 1, 2005





Focus Points of New Event & Contract Improvements

• Maintain GSA exclusivity with manufacturers• Combine Conference/Public Area Furniture • Industry influences• More restrictive evaluation criteria for awards




CARPET & FLOORING MATERIALSSTATE CONTRACT 360-240-00-1

Primary Customers


County School BoardsDOT, DCF Admin. Service Center





Product Types Covered in Scope

• Level-loop Carpet• Cut-pile Carpet• Patterned Level-Loop Carpet• Woven Carpet• Vinyl-Cushion Backed Carpet• Carpet Tiles• Recycled Content Carpet







Next Steps:

• Launch Carpet Solicitation in December 2004• Evaluate Carpet Responses in January 2005• MFMP vendor training in January 2005• Carpet Negotiations in February and March 2005• MFMP catalog reviews in April 2005• Award New Contract as of June 1, 2005





Focus Points of New Event & Contract Improvements

• Maintain manufacturer as contract holder• Explore utilization of mandatory GSA

contracts• Partner with Department of Environmental

Protection to explore development of recycled content & reclamation standards

• More restrictive evaluation criteria for awards




NON-OFFICE FURNITURE CONTRACTSCONTRACT MANAGER: ELLEN POTTS

• Educational/Institutional Furniture

• Library Furniture

• Conference/Public Area Furniture

Combined total of 112 contractorsProduce $32.5 million in annual sales

40% ($47M) average savings to customers




NON-OFFICE FURNITURE CONTRACTSCONTRACT MANAGER: ELLEN POTTS

• Educational/Institutional Furniture 59 Contractors; $18 million annual spend

• Library Furniture 28 contractors; $10 million annual spend

• Conference/Public Area Furniture 27 contractors; $4.5 million annual spend




EDUCATIONAL / INSTITUTIONAL FURNITURESTATE CONTRACT 420-420-02-1

Primary Customers

UniversitiesCommunity Colleges

County School BoardsDOT, DOC, DEP





Furniture Types Covered in Contract Scope

Dormitory HealthcareClassroom OutdoorCafeteria Lounge Auditorium CorrectionsLaboratory Computer LabDisplay Children’s







Next Steps:

Renew existing contract through 02/20/2006Launch new solicitation in Fall 2005




LIBRARY FURNITURESTATE CONTRACT 420-590-02-1

Primary Customers

UniversitiesCommunity Colleges

Locally Funded LibrariesCounty School Boards

DOH, DOS




LIBRARY FURNITURESTATE CONTRACT 420-590-02-1Furniture Types Covered in Contract Scope

Metal shelving Wood shelvingCirculation desks Metal bookcases

Wood bookcases CarrelsLibrary tables Library seatingMobile filing systemsCard catalogsMicrofiche stations Computer stationsMap cabinets Mobile book carts

Display furniture Children’s furniture




LIBRARY FURNITURESTATE CONTRACT 420-590-02-1



Next Steps:

Renew existing contract through 02/20/2006Launch new solicitation in Fall 2005




CONFERENCE/PUBLIC AREA FURNITURESTATE CONTRACT 420-660-01-1

Primary Customers

UniversitiesCommunity CollegesLocal Governments

DCF, DACS





Furniture Types Covered in Contract Scope

Conf. tables Conf. seatingConf. storage Conf. accessoriesReception desks CredenzasReception seating Occasional tablesDisplay furniture

Lecterns/podiumsLounge seatingFixed seating







Next Steps:

Allow expiration of current contractInclude categories in new solicitation for

Office Furniture




INSTITUTIONAL SUPPLIES

Brenda Wells

• Air Conditioners• Ice Making

Machines• Dietary

Supplements• Food Service

Operations

Ellen Potts

• Floor Maintenance Machines• Appliances• Park & Playground Equipment• Lawn Equipment




INSTITUTIONAL SUPPLIESCONTRACT MANAGER: BRENDA

WELLS• Air Conditioners

2 Contractors$1.2 million annual sales

• Ice Making Machines1 Contractor$700,000 annual sales

• Dietary Supplements & Vegetable Protein Dinners7 Contractors$2 million annual sales

• Food Service Operations3 Contractors$7.5 million annual sales




AIR CONDITIONERSSTATE CONTRACT 030-040-03-1

Primary Customers


Department of Corrections

Products Covered in Scope

Room Type Window Air ConditionerWall Mount Air Conditioner




AIR CONDITIONERSSTATE CONTRACT 030-040-03-1



Next Steps:

Renew contract through 06/17/2006




ICE MAKING MACHINESSTATE CONTRACT 740-650-04-1

Primary CustomersUniversities & Community Colleges

Department of Corrections

Products Covered in ScopeIce Making Machines for Institutional Use




ICE MAKING MACHINESSTATE CONTRACT 740-650-04-1



Next Step:





DIETARY SUPPLEMENTSAND VEGETABLE PROTEIN DINNERS

STATE CONTRACT 388-600-02-1Primary Customers

Local GovernmentsDepartment of Health, WIC Program

Products Covered in Scope

Liquid & Powder Dietary Supplements and Vegetable Protein Dinners.

Food Fortifying SupplementsPediatric Liquid & Powder Supplements/Formula

Nutritional High Protein Drink & BarsTube Feeding




DIETARY SUPPLEMENTSAND VEGETABLE PROTEIN DINNERS

STATE CONTRACT 388-600-02-1



Next Step:

Conduct spend research and user analysis for possible agency reassignment

(prior to June 2005)




FOOD SERVICES OPERATIONSSTATE CONTRACT 991-340-02-1

Primary Customers

Department of Children & FamiliesDepartment of Juvenile JusticeDepartment of Veteran Affairs

Products/Services Covered in Scope

Purchase, preparation and service of food




FOOD SERVICES OPERATIONSSTATE CONTRACT 991-340-02-1



Next Step:

Conduct spend research and user analysis prior to March 2007




INSTITUTIONAL SUPPLIESCONTRACT MANAGER: ELLEN POTTS

• Floor Maintenance Machines7 Contractors$500,000 Annual Spend

• Appliances, Household & Small Commercial5 Contractors$500,000 Annual Spend

• Park & Playground Equipment16 Contractors$3 Million Annual Spend

• Lawn Equipment17 Contractors$5 Million Annual Spend




FLOOR MAINTENANCE MACHINESSTATE CONTRACT 365-001-03-1

Primary CustomersLocal GovernmentsDept. of Corrections

Products Covered in Scope of ContractVacuums Floor ScrubbersSweepers Shampoo MachinesParts & Access. Buffers/Polishers




FLOOR MAINTENANCE MACHINESSTATE CONTRACT 365-001-03-1



Next Steps:

Investigating customer needsExploring renewal or allowed expiration




APPLIANCES, HOUSEHOLD & SMALL COMMERCIAL


Primary CustomersLocal Governments

DOC, DOE

Products Covered in Scope of ContractRefrigerators Washing MachinesFreezers Washer Extractors Ranges (Elec.) DryersMicrowaves




APPLIANCES, HOUSEHOLD & SMALL COMMERCIAL




Next Steps:

Renew existing agreement through 04/24/2006




PARK & PLAYGROUND EQUIPMENTSTATE CONTRACT 650-001-04-1


DCF, DEP

Products Covered in Scope of ContractPark & Playground Equipment

Surfacing MaterialSoil AmendmentShade Structures

Bleachers (outdoor)




PARK & PLAYGROUND EQUIPMENTSTATE CONTRACT 650-001-04-1



Next Step:





LAWN EQUIPMENTSTATE CONTRACT 515-630-03-1


DOC, DMA, DEP

Products Covered in Scope of Contract Lawn Mowers Blowers & Vacuums Edgers Chipper-Shredders Trimmers Hedge-Trimmers




LAWN EQUIPMENTSTATE CONTRACT 515-630-03-1



Next Step:





In Review…

New Contracts in 2005Office Furniture

Carpet & Floor Coverings

Contracts Expiring in 2004/2005Conference/Public Area Furniture

Floor Maintenance Machines




In Review…

• Contract Customer SurveysCarpet & Flooring MaterialsWeb surveys located on each contract home page

• Sign-up to receive this presentation via email




Contracts on the Web

www.myflorida.com

Click on “Government”Click on “State Purchasing”

Click on “State Term Contracts”

http://www.myflorida.com/myflorida/business/learn/statecontracts.html




Contact Us!• Ellen Potts, CPPB, FCCM

Purchasing Analyst850-488-1985 or 850-488-5498 [email protected]

• Brenda Wells, ID #0002922Purchasing Analyst850-488-6904 or 850-488-5498 [email protected]

Department of Management Services Division of State Purchasing Florida State University Center for...

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