Florida State Term Contract STC Training March 11

Florida State Term Contract (STC) Training March 11, 2010 State Purchasing Buyer Conference

Course Objective The purchasing departments of Florida’s agencies, local governments, and educational institutions are often asked by their entities to do more with less q The Department of Management Services (DMS)' Division of State Purchasing provides the opportunity for entities to leverage statewide agreements that have been negotiated with the consideration of providing the best value and that are easy to use q We encourage you to review the benefits of these contracts and the savings they can provide q Contract savings are less than three clicks away… -Step 1: Log on to www. dms. myflorida. com -Step 2: Click on ‘State Purchasing’ -Step 3: Click on ‘State Contracts, Agreements, and Price Lists’ -Step 4: Begin saving! q 3/11/2010 2

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site Redesign Resources 3/11/2010 3

State Purchasing Overview q The Division of State Purchasing strives to develop and implement sound procurement practices throughout the state Ø Dedicated to building strong relationships with all state agencies, local governments and vendors q State Purchasing also promotes fair and open competition in the state's procurement process q Division of State Purchasing maintains and develops State Term Contracts (STC) Ø Mandatory for state agencies Ø Optional for other eligible users (OEUs) -Universities, counties, water management districts, etc. q Under State Purchasing, the My. Florida. Market. Place (MFMP) system is the online procurement system for agency buyers and state vendors 3/11/2010 4

Division of State Purchasing Currently State Purchasing administers several different types of agreements; today we’ll address the following types: PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) 3/11/2010 5

Where to find STC, ACS, SPA http: //dms. myflorida. com/contracts 3/11/2010 6

Florida Climate Friendly Preferred Products List q Florida Climate Friendly Preferred Products List (FCFPPL) q Government purchasers are encouraged to use the FCFPPL to find potential green products q FCFPPL contains more than 10, 000 products that current state term contract vendors indicate meet one or more of the Florida approved green product labels / standards q http: //dms. myflorida. com/contracts 3/11/2010 Page - 7

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 8

PRIDE Prison Rehabilitative Industries and Diversified Enterprise q Per Section 9. 46515 (2) and (4), F. S. , similar products or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than PRIDE q Per Chapter 283 F. S. , competition is not required with the exception of printing services q PRIDE offers a variety of products from furniture to maintenance supplies Ø http: //www. pride-enterprises. org/ 3/11/2010 9

RESPECT of Florida q Per Section 413. 036, F. S. , similar commodities or services of comparable price or quality found necessary for use by any state agency may not be purchased from any source other than RESPECT q RESPECT works with non-profit organizations around the state who employ persons with disabilities in the production of products and services q Exempt from the competitive process (no quotes or solicitations necessary) Examples of items provided under 914 -000 -05 -R: Ø Office Supplies Ø Janitorial Services Ø Marker Boards Ø Temporary Services in the Tampa/St. Petersburg area q www. respectofflorida. org q 3/11/2010 10

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 11

State Term Contracts (STC) q State Term Contracts (STC) are contracts between the Division of State Purchasing (State of Florida) and vendors for state agencies and other eligible users (OEUs), leveraging the state’s collective spend to obtain lower costs q STC usage is mandatory for state agencies, in accordance with Section 287. 056 F. S. q OEUs include those local government entities identified in Rule 60 A 1. 005, F. A. C. 3/11/2010 12

State Term Contracts (STC) q STC Types: Ø Single vendor with fixed price or discount - Usually the lowest priced contract, simple and straightforward to use Ø Multiple award contract - Emphasis on flexibility/ choice - Establishes competitive ceiling price with opportunity to negotiate lower price Ø Multiple award contract with RFQ process - Requires quote from at least three STC vendors to ensure best value 3/11/2010 Page - 13

State Term Contracts (STC) q There are more than 60 STC, covering multiple categories including: Ø Ø Ø Ø Ø q Energy & Transportation Institutional Furnishings &Supplies Law Enforcement Supplies Facility Services & Supplies Information Technology Communications Office Equipment &Services Insurance Consulting &Staffing Services Emergency Operations Supplies & Services All contracts are listed online http: //dms. myflorida. com/contracts 3/11/2010 14

http: //dms. myflorida. com/contracts 3/11/2010 Page - 15

State Term Contracts (STC) q Today we’ll discuss some of the most highly utilized STC, including: Ø Ø Ø Ø Ø q Information Technology (IT) Consulting Services Network Infrastructure Bulk Fuel PCs, Laptops and Monitors Temporary Staffing Services Wireless Voice Services Insurance Programs Tires Paper Office furniture All contracts are listed online http: //dms. myflorida. com/contracts 3/11/2010 16

STC: IT Consulting Services q This contract includes consulting services less than $10, 000 in the following areas: Ø Project Area 1 – Analysis and Design which includes: - Business case analysis (e. g. costs/benefit and risk analysis) - Performance measurements Ø Project Area 2 – Development and Integrations which includes: - System and software development - Modernization of legacy systems to web enabled applications Ø Project Area 3 – Operational and Support which includes: - Database generation and database management - Disaster Recovery Services Ø Project Area 4 – Simple Staff Augmentation q All work produced under this contract becomes the property of the entity The current contract expires August 31, 2012 q 3/11/2010 17

STC: IT Consulting Services q q When issuing purchase orders to vendors under this contract, entities may negotiate additional terms and conditions Below are the RFQ requirements under this contract: Purchase Amount Quoting Requirements $0 – $14, 999 Agency adheres to internal policies and procedures $15, 000 - $2, 000 Agency solicits at least three quotes among contract vendors of its choice $2, 000, 001 - $5, 000 Agency selects best response to statement of work issued to at least 10 contract vendors of its choice $5, 000, 001 - $10, 000 Agency selects best proposal submitted upon notification of all contract vendors within the appropriate project area(s) Over $10, 000 Agency must issue competitive solicitation; cannot purchase via the State Term Contract 3/11/2010 18

STC: Network Infrastructure q q Items were awarded based on eligible brands and each manufacturer has approved resellers These resellers are available on a spreadsheet under the ordering instructions for each vendor listed on the STC Web site The five categories available on this contract are below: Category Description 1 Servers, Terminals, Thin Clients 2 LAN / WAN Infrastructure Equipment 3 Firewalls, VPNs 4 Storage, Tape, Virtual Tape Infrastructure 5 UPS, Surge Suppression, Batteries The current contract expires September 7, 2011 3/11/2010 19

STC: Network Infrastructure q q Pricing is a percentage off MSRP discount by vendor with price sheets posted on each vendor’s state Web site There a total of 22 vendors awarded across all categories Ø This is a sample of Category One vendors Average Discounts American Power Conversion 20% Cisco 32% EMC 50% IBM 33% Juniper 22% 3/11/2010 20

STC: Bulk Fuel, Gasoline, Diesel q Four categories of fuel: Ø E-10 (87 octane) Ø Biodiesel Ø Ultra low sulfur diesel, red-dye q Florida counties are divided into four districts: North, West, Central, South Ø Each county lists up to three awards per fuel category to assist in any supply emergencies q Prices for fuel (gasoline and diesel) are determined using the Data Transmission Network (DTN) Fast. Tracks average price on the day of delivery from the closest terminal to the delivery location q The current contract expires June 30, 2014 3/11/2010 21

STC: Bulk Fuel, Gasoline, Diesel - Savings can be substantial - Price sheets are posted online daily 3/11/2010 22

STC: PCs, Laptops and Monitors q Items on this STC meet green product specifications q Pricing is a percentage discount off of the MSRP per vendor q Items on this contract are ordered directly from the manufacturer q Apple products are available on 250 -WSCA-10 -ACS q Also now available: Ø Ruggedized, Semi-Ruggedized (Tough) - Laptops - Tablet Computers - Ultra-Mobile Computers 3/11/2010 23

STC: PCs, Laptops and Monitors q STC awarded vendors offer deep discounts off of MSRP Item Description Dell Discount Gateway Discount HP Discount Lenovo Discount Desktops / Workstations 45. 05% 40. 00% 50. 00% Laptops 40. 00% 35. 00% 50. 00% 40. 00% Monitors 22. 90% 20. 00% 35. 00% 20. 00% q The current contract expires February 28, 2011 3/11/2010 24

STC: Temporary Staffing Services q This contract includes temporary employment staffing in a variety of areas: Ø Accountants and Auditors Ø Arbitrators and Mediators Ø Dietitians and Nutritionists Ø Janitor/Cleaner Ø Market Research Analyst q The contractor may conduct background checks on employees as necessary for an additional negotiated fee q The current contract expires May 16, 2010 3/11/2010 25

STC: Temporary Staffing Services q Pricing is an hourly rate per region for each area q Price sheets are posted on the STC Web site 3/11/2010 26

STC: Wireless Voice Services q Contract pricing includes: Ø Voice Services: Per minute price for Florida and Nationwide (option of monthly fee) Ø Push to Talk Services: A monthly access fee and per minute rate apply Ø Data Services: Monthly fee Ø Text Messaging Services: Per message fee (option of monthly fee) Ø Accessories: Percentage discount from MSRP q This contract includes other optional services such as Navigation and Field Force Manager q The current contract expires May 10, 2010 3/11/2010 27

STC: Wireless Voice Services q Sample pricing structure for Florida Basic Wireless Voice Services 3/11/2010 Page - 28

STC: Insurance Programs q Provides a method of insuring individuals and items that are not eligible for coverage through the state risk management trust fund q While it is not mandatory to participate in these programs, a state agency is not able to purchase their own insurance q All policies available for group participation are listed and detailed on DMS’ Web site Ø Examples include: Accidental Death and Dismemberment; Boiler and Machinery; Crime; Fine Art; Electronic Data Processing Equipment; Auto Comprehensive and Collision; and Miscellaneous Property q If your organization requires coverage that lies outside the scope of those policies readily available, please contact DMS 3/11/2010 29

STC: Tires q Single award to Goodyear q Product pricing is a discount off of book price and additional services are available at fixed prices (disposal, mounting, valves, etc. ) q Recent benchmarking activities show that this contract offers the best prices for Goodyear products in the state Ø Annual sales average $30 million q Order/payment options include bulk delivery, blanket purchase orders, and Pcard q Detailed price lists and authorized dealer lists are available on the STC Web page q. The current contract expires February 29, 2012 3/11/2010 30

STC: Tires Discount offered Commodity Code No. 863 -600 -350; Tires, Off-road, Bias 20% Commodity Code No. 863 -600 -380; Tires, Off-road, Radial 20% Commodity Code No. 863 -700 -200; Tires, Automobile, Radial, Standard Passenger 52% Commodity Code No. 863 -700 -400; Tires, Police Pursuit And Emergency High Speed, Radial 52% Commodity Code No. 863 -800 -100; Tires, Light Truck, Bias (Includes Off-road Applications) 55% Commodity Code No. 863 -800 -205; Tires, Light Truck, Radial (Includes Off-road Applications) 51% Commodity Code No. 863 -800 -250; Tires, Light Truck, Steel Casing (Includes Off-road Applications) 40% Commodity Code No. 863 -800; Tires, Medium Truck, Radial 48% 3/11/2010 Page - 31

STC: Paper: Office, Virgin and Recycled Content q Contract pricing includes both set prices (indicated on the price sheets located on the STC Web site) and price breaks (depending on carton quantities) Ø Recent benchmarking activities indicate these are the best bulk paper prices in the state q Contract pricing includes the price of shipping/handling, and freight but inside delivery is a separate charge per carton q 10 carton minimum order q Some contract products are listed on the Florida Climate-Friendly Preferred Products List q Contract is being re-solicited for an effective date in late March Ø Current contract expires March 27, 2010 3/11/2010 32

STC: Paper: Office, Virgin and Recycled Content 3/11/2010 Page - 33

STC: Furniture- Office and Files q Products include workstations, desks, chairs, files, conference and presentation furniture, dispatch/911 furniture, movable walls, and many, many more items Ø Space planning services are also available Ø Does not include artwork, decorative lamps and accessories, fireproof files or used/refurbished furniture of any kind q 57 contractors offer a wide variety of products and price ranges to meet any project needs q Product pricing is presented as a discount off list price and mirrors GSA pricing Ø Florida is only one of four states to receive these discounts q Contract sales in the last fiscal year were more than $66 million and represent use by all levels of government and education 3/11/2010 34

STC: Furniture- Office and Files q Contract offers a minimum five year warranty Ø This is often better than standard product warranties and GSA terms q Items are listed on the Florida Climate-Friendly Preferred Products List (FCFPPL) q Good representation of CBE and local service providers Ø Some contractors encourage order placement through local providers, thus allowing CBE spending credit and additional negotiation of service prices q The current contract expires March 1, 2011 3/11/2010 Page - 35

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 36

Alternate Contract Sources (ACS) q ACS are similar to STC, but not mandatory q Usage is optional for state entities and OEUs q If an agency’s competitively solicited contract is cost-effective and in the best interest of the state, DMS may approve the use of the contract for a specific agency upon request Ø DMS also may approve a competitively solicited contract as an enterprise-wide ACS for use by all agencies if the contract is costeffective and in the best interest of the state q http: //dms. myflorida. com/contracts 3/11/2010 Page - 37

Alternate Contract Sources (ACS) q Below are some examples of current ACS agreements: WSCA • Sprint/Nextel • Misc. IT equipment • MRO Industrial Supplies U. S. Communities • Technology Products and Services 3/11/2010 GSA • Schedule 70 ( IT) • Schedule 84 ( Emergency Mgmt and Facilities) 38

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 39

State Purchasing Agreement (SPA) q Use of these agreements are optional and limited to expenditures not to exceed Category Two ($25, 000) q Negotiated per agency request q Conducted through the MFMP e. Quote tool q Current SPAs include: Ø Pagers and Paging Services Ø Reclaiming Mercury from Spent Lamps, Along with Proper Disposal of End of Life Ballasts and Batteries q http: //dms. myflorida. com/contracts 3/11/2010 40

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 41

Web site redesign q http: //dms. myflorida. com/contracts q Coming Spring 2010 q Improved contract search feature Ø Search by contract type, commodity code, CBE code, etc. 3/11/2010 42

What are you Looking For? State Contracts and Agreements WELCOME TO THE STATEWIDE CONTRACTS AND AGREEMENTS HOME PAGE State Term Contracts and Agreements Contract/Agreement Category List Contract/Agreement Archives Customer Service The State of Florida, Department of Management Services, Division of State Purchasing administers statewide contracts and agreements for use by Florida State agencies, local governments, educational institutions, and other entities as defined in 60 A-1. 005, F. A. C. Statewide contracts and agreements enable eligible users to pool their buying power to lower total costs and reduce administrative burden while complying with Chapter 287 F. S. governing the purchase of products and services. Statewide contracts and agreements include state term contracts, alternate contract sources, state purchasing agreements, RESPECT agreements, PRIDE agreements and Insurance Coverage Program agreements. For guidance on use and information governing the use of each type of contract or agreement, click here. Statewide contracts and agreements are available in the following categories Audio & Video Consulting Services Courier Services Educational Products & Services Energy & Fuel Environmental & Recycling Facilities Financial Services Furniture & Floor Coverings Insurance IT Hardware & Software Legal & Investigative Services Medical, Dental & Pharmaceutical Office Products & Equipment Personal Care Products Public Safety Staffing Services Telecommunications Transportation & Travel Vehicles & Fleet Enter keywords, contract name, commodity code, Vendor name, contract #, etc. search statewide agreements Advanced Search Find It! Additional Information DMS Notification User Guide Contract and Agreement Type Definitions State Purchasing FAQs PRIDE RESPECT Florida Climate Friendly Preferred Product List Insurance Coverage Program View the statewide contracts and agreements or use the advanced search box available above. If you have questions, suggestions, or cannot find what you are looking for please contact Customer Service or email us at purchasingcustomerservice@dms. myflorida. com 3/11/2010 Page - 43

Advanced Search Florida Climate Friendly Preferred Product List Search for: State Term Contracts and Agreements Category Name: 25 Items Display: Insurance Coverage Program Contract Type: Contract/Agreement Category List Qualifications: Show Only Certified Vendors (Including Minority, Women, and Service-Disabled Veteran) Commodity Codes: (Search by 3 or 6 digit commodity codes. use a hyphen for 6 digit codes, for example 070 -011, 070 -012) Options: Include Expired Contracts/Agreements Include Climate Friendly Products Contract/Agreement Archives Customer Service Find Reset 3/11/2010 Page - 44

What are you Looking For? State Contracts and Agreements Florida Climate Friendly Preferred Product List State Term Contracts and Agreements Insurance Coverage Program Contract/Agreement Category List Contract/Agreement Archives Use of State Term Contracts is mandatory for state agencies, in accordance with s. 287. 056 Florida Statutes. Other eligible users of State Term Contracts include those local government entities identified in Rule 60 A-1. 005, FAC. Name Start End Search statewide agreements Advanced Search Click on the heading of each column to sort in ascending or descending order. Number Enter keywords, contact name, commodity code, manufacturer, contractor, contract #, etc. Category Type Find It! Administrator 070 -700 -09 -1 Medium & Heavy Trucks 06/01/2009 09/30/2010 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 071 -000 -10 -1 Motor Vehicles 10/29/2009 10/31/2010 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 120 -440 -08 -1 Boat Motors 02/12/2008 02/28/2013 Auto, Marine, Heavy Equipment & Fleet Services State Term Contract Christopher Walker 200 -05 -1 Uniforms 10/20/2004 10/14/2014 Law Enforcement Supplies & Services State Term Contract Mark Lovell ACS-221 -222 ACS Example 10/25/2009 10/24/2012 Information Technology Alternate Contract Source Mark Foss Customer Service 3/11/2010 Page - 45

Medium & Heavy Trucks: 070 -700 -09 -1 Medium & Heavy Trucks 070 -700 -09 -1 Rate this Agreement View Survey Results Effective Period: 06/01/2009 – 09/30/2010 Contract Type: State Term Contract Contact the Administrator Complete Agreement – Word Pricing Complete Agreement – Word Christopher Walker Complete Agreement – PDF Contractors Agreement Amendments, Memos, & Revisions Agreement Amendments, Memos, & Revisions How to use this agreement FAQs about this agreement Pricing Contractors How to use this Agreement FAQs about this Agreement chris. walker@dms. myflorida. com 850 -123 -4567 Commodity Codes: 070 -011, 070 -012, 070 -013, 070 -220 Description: The Medium and Heavy Trucks contract covers work vehicles ranging from Chevy S-10 s to half-ton Ford flatbeds. Benefits: This contract includes price discounts and customization options for a wide range of Fleet uses. 3/11/2010 Page - 46

Medium & Heavy Trucks: 070 -700 -09 -1 Pricing Medium & Heavy Trucks 070 -700 -09 -1 - Commercial Vehicles of South Florida - Heintzelmans Truck Center - Hub City Ford, Inc. - Navistar, Inc. Complete Agreement – Word Complete Agreement – PDF View Survey Results Contractors - Atlantic Truck Center Rate this Agreement Vendor Name CBE Code click link for descriptions Climate Friendly Products Recycled Products P-Card Accepted Coverage Area Atlantic Truck Center A Yes Yes Statewide Commercial Vehicles of South Florida, Inc. (DBA Tampa Truck Center) A Yes Yes Marion, Sarasota, Seminole, Charlotte, Henderson Heintzelmans Truck Center, Inc. A No No Yes Dade, Broward, Monroe, Davie Hub City Ford, Inc. A No No Yes Jacksonville Navistar, Inc. A Yes No Statewide Agreement Amendments, Memos, & Revisions How to use this Agreement FAQs 3/11/2010 Page - 47

Agenda q q q q Florida Purchasing Overview PRIDE / RESPECT of Florida State Term Contracts (STC) Alternate Contract Sources (ACS) State Purchasing Agreements (SPA) Web site redesign Resources 3/11/2010 48

Resources q STC, SPA, ACS Web site Ø http: //dms. myflorida. com/contracts Ø Contract administrator and contact information is listed next to each contract q DMS State Purchasing Main Line Ø (850) 488 -8440 q Purchasing. Customer. Service@dms. My. Florida. com 3/11/2010 49

Where to find STC, ACS, SPA http: //dms. myflorida. com/contracts 3/11/2010 50

Contact Us Team Member E-mail Phone Number Communications Analyst Amy. Smyth@dms. myflorida. com (850) 294 -3080 F&A Process Analyst Anne. Rabon@dms. myflorida. com (850) 294 -0739 Operations Manager Rachael. Lieblick@dms. myflorida. com (850) 766 -7670 Purchasing Process Kasey. Bickley@dms. myflorida. com Analyst (850) 294 -0494 Vendor Management Analyst (850) 445 -3894 Eric. Swanson@dms. myflorida. com DMS Division of State Purchasing purchasingcustomerservice@dms. myflorida. com http: //dms. myflorida. com/contracts 3/11/2010 (850) 488 -8440 Page - 51

Wrap-Up Questions? 3/11/2010 52