Purchasing Directors’ Meeting July 20, 2007. 2 Purchasing Directors’ Meeting July 20, 2007...

Purchasing Directors’ MeetingJuly 20, 2007

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Purchasing Directors’ MeetingJuly 20, 2007 Agenda

• Introductions and Agenda• August 27 and 28, 2007 NIGP Florida Government Purchasing

Conference and Trade Show-Steve Updike• Vendor Performance Tracking System-Charles Covington• Contract Management-Doug Darling/Mark Merry• Bureau A Update-Ellen Potts• Bureau B Update-Stu Potlock• Training and Certification Update-Cyndee Sams• MFMP Update-Charles Covington• Green Purchasing/Governor’s Executive Order-Charles Covington• Next Meeting-Thursday August 23, 2007

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• Introductions• August 27 and 28, 2007 NIGP Florida Government Purchasing


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MyFloridaMarketPlace

Vendor Performance Tracking Overview:Requestor Interface

February 23, 2006

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• Vendor Performance Tracking (VPT) Overview

• VPT – Requestor/MA Contact User Interface

• Download Trending Vendor Data File

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• Monitoring application for rating vendor performance on a per transaction level

• A VPT Survey will be generated after an Invoice Reconciliation status is updated to ‘Paid’

• VPT Surveys will be generated for the following transactions:– All State Term Contracts (STC)– All State Purchasing Agreements (SPA)– All Agency Term Contracts– All Other transactions equal to or above $2,500 (including

governmental entities)

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• Email notification will be sent to the Requestor or MA Contact associated with the transactions– Purchase Orders - user listed in the ‘On Behalf Of’ field– Master Agreements - user listed in the ‘Contact’ field

• Contains link directing Requestor or MA Contact to go to VPT

to complete survey

• Receive one email per day for all “new” pending surveys

• Sample email notification screenshot

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• Surveys pre-populated with transaction-specific information

• Vendor rated across four categories with scoring range from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements):– Performance to Specifications – e.g. compliance to contract specs– Delivery – e.g. on-time delivery– Invoicing – e.g. accurate billing– Customer Service – e.g. prompt/courteous customer service

• Comments may be entered for a survey– If entered, vendors may view comments relating to their ratings

• Completion of VPT survey is optional

• Vendors’ performance tracked and displayed in Ariba Buyer – Vendor Location Chooser – Ratings (screenshot)

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A new column has been added to display the overall vendor rating by location. Ratings can also be used as a search criteria. Users may view the overall rating for each category by clicking the rating score.

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The vendor location overall rating for each category is displayed. The number of completed surveys and potential surveys are also captured in Buyer.

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• Vendors can access VPT to view survey responses for their company only

• Monthly listing of vendors and their performance scores will be provided– Scores across the four categories– Requestor and MA Contact names and comments will not be provided

to the general public

• Survey scores will be discarded after 5 years (consistent with record retention requirements)

• Current DMS State Term Contract survey tool (Survey Monkey) will continue to be available for non-MyFloridaMarketPlace requestors to provide vendor performance feedback

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Users will navigate to the Vendor Performance Tracking application via the shortcut menu option ‘Access VPT’’. The Vendor Performance section and link will be displayed for all users.

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VPT Welcome Home Page

A new web browser windows opens and a new session is created. The VPT Welcome page will display these three options to the user. Users can view their unrated surveys by clicking the Submit Pending Vendor Rating link.

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Pending Surveys

Requestors and MA Contacts can only submit vendor rating surveys for transactions completed in MyFloridaMarketPlace. Pending surveys are listed by the Vendor Name in alphabetical order.

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Performance Rating Form

The Vendor Invoice Summary section displays header level information for the invoice associated with the survey. All categories must be rated prior to submitting the survey form.

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If a category is assigned a rating other than ‘3’, a popup box will appear requesting a comment be provided. Comments are restricted to a maximum of 1000 characters. The Invoice Detail section displays the dollars invoiced at the split accounting level.

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Survey Confirmation Page

The user will be directed to the Vendor Transaction Rating Confirmation page once the rating has been successfully recorded. The completed rating will be factored into the vendor’s overall rating within the next 24 hours.

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Search for a Vendor Page

The user will be directed to the Vendor Search page after clicking the ‘Search for a Vendor’ link on the VPT Welcome screen. Users can use any combination of the search criteria to view ratings at the vendor level.

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Vendor Search Results

If no search criteria is defined the system will return a maximum of 25 records. The search results will not list duplicate FEINs. You can click the vendor name to view the summary ratings for each location.

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Vendor Detail Page – High Level

The Vendor FEIN Rating Summary section displays the same rating information as the search results page. Users can view the rating information for each registered location which has a completed survey.

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Vendor Location Detail Page

The vendor location level will list each transaction which has a completed survey. If desired, users can view the comments entered by the Requestor/MA Contact.

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View Comments Page

The comments will be displayed in a new browser window. If reviewing multiple comments, a new browser window will open for each.

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Download Trending Vendor Data File

In addition, the Vendor Performance Tracking System will provide users with the capability for deeper analysis of rating trends.

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File Download – Trending Vendor Data File

After clicking the ‘Download Trending Vendor Data File’ link, a file download popup box will display. Users can either open the data file or save it to a desired location before continuing.

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Trending Vendor Data File – MS Excel

A user can review trends for a specific vendor and for a specific time period using a MS Excel spreadsheet that contains all submitted vendor survey data.

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Trending Vendor Data File – Sample GraphMS Excel can be used to

graph trends by date range (if desired).

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Agency Input in Vendor Performance Tracking System

• 8 Agencies had ZERO input• 15 Agencies-less than 25 percent• 2 Agencies-greater than 25 percent

– Department of Management Services

– Agency for Workforce Innovation

• Overall Average-ONLY 14 percent

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Team 1 UpdatesTransportation & Energy

Fuel Card: (David Bennett)– Fully implemented! Now marketing to other eligible users.– Two CFO memorandums have been issued to supplement fuel card usage. – User group meetings will now be held quarterly.

Propane (Liquefied Petroleum Gas): (David Bennett)– Expires 10/31/07. New solicitation will be launched next week.

Comprehensive Energy / ESCO: (David Bennett)– Current contract extended through December 31, 2007.– Working with DMS program area and DFS to finalize new agreement. Construction/Industrial Equipment: (Christopher Walker)– Launched ITB in June; 17 responses were received July 12. Anticipate new

contract in August.

Automobiles & Light Trucks: (Christopher Walker)– Working with DMS Fleet on new specs. Plan to launch bid in August.

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Team 1 UpdatesTransportation & Energy

Hot Topics:

• Executive Order 07-126

“When procuring new vehicles, the Department of Management Services, through all state agencies and departments under the direction of the Governor, is directed to approve only those vehicles with the greatest fuel efficiency in a given class as required for that vehicle to minimize emissions of greenhouse gasses. The Department shall consider any specific circumstances of law enforcement agencies in processing vehicle purchases and leasing agreements.”

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Team 2 UpdatesFurnishings & Institutional Supplies

Office Furniture & Files: (Brenda Wells)– Reviewed applications from 40 manufacturers for addition to

contract. We expect to post intended awards in August.

Carpet & Installed Flooring: (Brenda Wells)– Reviewing manufacturers for addition to contract. Expect

adjustments in September.

Air Conditioners, Ice Machines: (Brenda Wells)– Previous contract manager (Brett Walker) has left DMS. Both

contracts have been reassigned to Brenda Wells.

Floor Maintenance Machines: (Mina Barekat)– Expires November 2007. We are finalizing our recommendation

for the next action.

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Team 2 UpdatesFurnishings & Institutional Supplies

Hot Topics:

• “Green” activities– Working to identify our dedicated environmental

partners. Will notice those contractors on our web site.

• Employment opportunity– Purchasing Specialist position. Open until filled.

Contact Ellen Potts (488-2773) for more info.

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Team 3 UpdatesMRO & Law Enforcement

Ammunition: (Mark Lovell)– We have received approval to renew this contract at the

same prices and terms through 10/01/08. State Contract web site will be updated shortly.

Can Liners: (Chuck Beall)– We have approved price increases for All American Poly

and Calico. Both were approved below the allowed PPI percentage. Web site & MFMP are being updated now.

Generators: (Chuck Beall)– Customer surveys were emailed in June. Look for a

follow-up survey in August.

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Team 7 UpdatesSPA & Special Services

SPAs awarded since last meeting: (Gary McGee)– Print on Demand & Forms Management– Radar Equipment Devices– Quick Copy Services– Fuel Additives

SPAs in progress: (Gary McGee & Donna Smith)– Communication Towers, Maintenance & Repair– Spill Containment Products– Office Paper Recycling Collection

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Team 7 UpdatesSPA & Special Services

Hot Topics:

Welcome Donna Smith!– New lead analyst for Team 7

GSA Schedule 84 Emergency Services– Preparing ACS direction

Mobile Shredding Services– Formerly a SPA– Will adopt DOR contract as an ACS

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Team 4 UpdatesIT & Telecommunications

Jeff Rackley – Lead Purchasing [email protected]

Jon Yeaton – Purchasing [email protected]

Thomas Ashby – Purchasing Specialist414-6131

[email protected]

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Team 4 UpdatesIT & Telecommunications

• Live Scan Electronic Fingerprint Stations– Under Evaluation, Negotiations begin August 8th

• U.S. Communities Technology Solutions and Products contracts with GTSI – Only for items and services not already on STC

• EITS Wireless Data contracts have been renewed with renegotiated pricing

• Verizon Wireless State Term Contract was recently renewed with a 5% reduction based on the PPI. Rate is now .057 per minute

• Gartner ACS was replaced with a new source contract • One Audio Visual Contractors was taken off the contract. Clara

Starks Graham & Associates • SunGard Disaster Recovery contract has been converted from EITS

contract to a State Term Contract• Met with small group of agency CIO’s to develop procurement

strategy for IT Hardware STC replacement.• Copier memory – No current contract changes, vendors cooperating

in providing instructions and services at additional cost as needed.

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Earl CamposPurchasing Analyst, Lead Starts 3/16/07Tel: 850.487.6592Email: [email protected]

Team 5

Fran ShewanPurchasing AnalystTel: 850.488.4946Email: [email protected]

Beverly ButlerPurchasing Specialist Tel: 850.414.6740Email: [email protected]

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Team 5 Contract Updates New Contracts

Library Materials• Supplemental ITB to add additional vendors is complete• Contract now has 70 Vendors• Contract Amendment has been sent to all vendors that allows for % range pricing

and annual addition/deletion of vendors.Air Travel Contract

• City Pairs ITB will be the streets next week• Outcome of this bid will dictate the approach to travel in general. DFS is willing to

work with us on utilizing a more modern and cost effective approach, possibly online travel services or a bundled service through a full service travel company.

Medical Dental • Negotiated a contract renewal with a one-time three year term with a one time price

increase of 5% for Dental and 3% for Medical SuppliesPaper

• Envelope jamming – working with MeadWestvaco to resolve or try other envelopes• Developing a punch-out catalog for MeadWestvaco – to include online selection and

virtual proofs of printed envelopes. Standardize ordering process

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Team 5 Contract Updates New Contracts

Pharmaceuticals • Please see the invoice aging reports• Please send in the quarterly customer survey for Cardinal Health

Avis Contract• Negotiating Adding GPS devices to Contract.• In discussion with Avis on compliance with the recent Executive

Order

Courier Services • DHL ground rates are better than USPS for anything over 1 once or

under 1 pound. However, same city delivery for next day is less expensive. Signature service is also available from DHL, USPS charges more for this service.

• DHL also has International Rates available under the State Term Contract.

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Team 6 UpdatesSpecial Programs

Ommet Mbiza – 488-7804 – [email protected]

• Promoted to Team Lead

Michael Bailey – 487-0417 – [email protected]

• Promoted to Analyst over Property Insurance, PRIDE and RESPECT contracts

Specialist Position – Candidates currently being interviewed.

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• Computer Assisted Legal Research - up for renewal August 5th

• Purchasing Card Services – Re-procurement based on ASPIRE project suspension

• Ocean Marine Insurance was renewed• Contractor’s Equipment was renewed• Working on a solicitation to replace the current

Aviation Insurance Contract• EDP Policy was re-solicited for June 5th

implementation• Renewed Misc. Property Insurance Policy

effective on August 4th

Team 6 UpdatesSpecial Programs

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Training & Certification Update

• Meeting with Chief of Staffs

• See State Purchasing Training and Certification website for schedule

• New Classes in South Florida– Contract Management in Florida - West Palm

Beach – July 24 & 25, 2007 – Contract Administration - Royal Palm Beach –

August 15-17, 2007 & September 26-28, 2007

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MyFloridaMarketPlace Update

• Organization • Buyer Upgrade• Sourcing Upgrade• Analysis Upgrade

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Executive Order Number 07-126Section 4 Item 2

State Purchasing Key InitiativeThe Department of Management Services shall

develop the “Florida Climate Friendly Preferred Products List.” In developing the recommended list, the Department shall assess products currently available for purchase under State Term Contracts to identify specific products and vendors that have clear energy efficiency or other environmental benefit over competing products. The proposed list shall be provided to the Governor’s Office no later than October 1, 2007

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Purchasing Directors’ Meeting July 20, 2007. 2 Purchasing Directors’ Meeting July 20, 2007...

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Transcript of Purchasing Directors’ Meeting July 20, 2007. 2 Purchasing Directors’ Meeting July 20, 2007...