2014 GUIDELINES for Blanket Purchase Orders for
Cell Phones , Smart Phones , Copiers, Courier Services, Postage Meters and
Other Recurring Services through MFMP
The following guidelines are provided to assist staff in generating blanket purchase orders in MFMP.
GENERAL INSTRUCTIONS
For all blanket purchase order requests for the new fiscal year 20 1 4 - 20 1 5:
· Be sure to select 2015 in the Fiscal Year Field in MFMP for all new blanket requisitions.
· REMINDER –
o Continuation of copier and postage meter leases issued under a MFMP Contract Request must be renewed by selecting the contract number when creating your blanket requisition for the new fiscal year 2014-2015. Refer to Specific Instructions below.
o Blanket purchase requisitions for the continuation of copiers and postage meters NOT leased under a MFMP Contract Request will have only one line item for service, overages, governmental fees, etc. The quantity should reflect the total dollar value, the price field should be $1.00 and the unit of measure should be “dollar”. The description block must be thorough and contain all required information. Specific instructions are contained in this document outlining the details of the information that must be included in the description block or the requisition will be denied.
o Purchase requisitions are required for phone equipment.
o Accessories, NOT replacement phones, may be purchased using the purchasing card.
· Blanket purchase orders requiring a begin date of July 1, 2014 must be prepared early and processed through MFMP by indicating a “delay purchase until” date of July 1, 2014 on the requisition. This delay date is critical in assuring that SFY14-15 purchases are processed against SFY14-15 operating funds in MFMP. The remaining requisition fields should be completed as appropriate by the requester and transmitted for review and approval through the approval chain established in the system. On July 1, the system will release the requisition to continue through FLAIR integration and send the purchase order to the vendor. Keep in mind that if the funding specified on the requisition fails FLAIR integration, the purchase requisition will be denied and returned to the requester, which will delay the issuance of a MFMP purchase order.
· The requisition must establish a begin date and end date for the blanket purchase order coverage period. Make sure that the requisition is created and transmitted for review/approval well in advance of the begin date entered to allow adequate time for processing through the MFMP system
· PAYMENT INFORMATION – Be sure and put “To be paid upon receipt of itemized invoice” or “To be paid in arrears” whichever is applicable. Also, if there will be partial payments, be sure to indicate in the description block at what point partial payment will be made and the amount to be paid upon receipt of itemized invoice.
· For blanket orders covering multiple years :
o Each blanket order should have a beginning and ending date;
Example – beginning date July 1, 2014; ending date June 30, 2015
o Only encumber funds for one fiscal year at a time.
o In the description field of the requisition outline the funds to be encumbered per fiscal year. Example – 2014-2015 - $600 (12 months x $50.00 = $600), 2015-2016 - $600 (12 months x $50.00 = $600)
SPECIFIC INSTRUCTIONS have been included below for copiers, courier services, cell phones a nd postage meters . Review each section for detailed instructions.
Blankets with varying monthly charges: The quantity should reflect the total dollar value, the price field should be “$1.00” and the unit of measure should be “dollar”.
Blankets with set monthly charges : To prevent from having to do a change order should the charges change during the timeframe of the purchase order, you should have the quantity reflect the total dollar value, the price field should be “$1.00” and the unit of measure should be “dollar”. In the description block specify the monthly rate and the number of months of service.
1. Smart Phones and C ell ular Telep hones :
You will not submit requisitions for smart phones or cellular airtime since the Department has consolidated all cellular and smart phone services for all program areas currently utilizing the services of Sprint Nextel and Verizon. As a result of this effort, the Department will realize a savings on minutes and administrative costs for processing requisitions and invoices.
JUSTIFICATION:
Directive DEP820 states that the Department will only purchase or lease a cellular phone, or beeper/pager and lease airtime for personnel if the duties and responsibilities of their position require they be readily accessible. Assignment of wireless devices are to be limited to those employees that, as part of their official assigned duties, must:
· routinely be immediately available to citizens, supervisors, or subordinates;
· be available to respond to emergency situations;
· be available to calls outside of regular working hours;
· have access to the technology in order to productively perform job duties in the field; or
· have limited or no access to a standard phone, or have no ability to use a personal cell phone, if needed.
Keeping the above guidance in mind, justification supporting the need for a position to have a cell phone or smart phone must be specific to position responsibilities/duties. Also, if you are requesting smart phone service, you need to specify why a smart phone is needed in lieu of a cellular telephone. The justification can be submitted on the appropriate add/change/delete form (Verizon DEP Form 55-327 or Sprint Nextel DEP Form 55-326) or by email including the person’s name, position, and phone number. The justification should be sent to the Procurement Office, MS 93.
Equipment Purchases:
Additional cellular and smart phone instruments may be purchased and added to the consolidated account by submitting a purchase requisition through MyFloridaMarketPlace (MFMP). This includes replacement phones. The appropriate add/change/delete form (Sprint Nextel-DEP Form 55-326 or Verizon-DEP Form 55-327) should be attached to the purchase requisition. Accessories only, may be purchased with the purchasing card.
2 . Blankets for Copier Leases :
New copier leases will be required to have a Contract Request completed prior to submitting a requisition in MyFloridaMarketPlace (MFMP). The Contract Request is the new name for Master Agreement. Send the required documents (copier evaluation form and quote) to Procurement before completing your copier requisition. You will be contacted by Procurement when your copier specifications have been approved and you can continue the procurement process.
NOTE: If your copier was leased under a master agreement (contract), you only need to edit the description field to include:
· Continuation of PO___________.
· Do not duplicate.
· Current serial number _______________.
If the lease is a continuation NOT leased under a MFMP Contract Request, type in the description field: CON T INUATION OF DO________. DO NOT DUPLICATE. CURRENT SERIAL NUMBER _______. Then continue with the description of service. Be sure and add at what point partial payments are allowed and the amount to be paid upon receipt of itemized invoice. Example: Third year of a three year lease of Minolta EP 3000 copier for the period of July 1, 20 13 through June 30, 20 1 6 (This is the term of your copier agreement not current fiscal year). To be paid monthly in the amount of $________upon receipt of itemized invoice. Copy overages in excess of _____ per month at $____ per copy (or if you do not have a maintenance plan that includes a copy allowance, state the cost per copy for black/white and color if applicable). Include a cost allowance for excess copies or copy costs, as appropriate, in your line item total. Continue with the complete description and the breakdown of payment per fiscal year for the term of the copier.
Payment breakdown example:
2013-2014 Fiscal Year (12 months)
12 mo. @ $153.30 = $1,686.30
2014-2015 Fiscal Year (12 months)
(12 mo. @ $153.30 = $1,686.30)
2015-2016 Fiscal Year (12 months)
(12 mo. @ $153.30 = $1,686.30)
SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE OF THE REQUISITION FOR THE FISCAL YEAR OF LEASE COVERED, UNIT OF MEASURE AS DOLLAR AND PRICE AS $1.00. ALL CHARGES WILL BE OUT OF ONE LINE ITEM.
3 . Blankets for Courier Services : There are two contractors, FEDEX and UPS on the current Statewide and Global Courier Services state term contract 991-160-11-2. Select the vendor and enter 991-160-11-2 in the State Contract Field. You will need only one line item and the description should read: Courier services for (put your program area), for the period of July 1, 2014 through June 30, 2015. Account number ______________. Partial payments allowed to be paid upon receipt of itemized invoice. Previous DO Number_________ for Procurement purposes.
SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE OF THE REQUISITION, UNIT OF MEASURE AS DOLLAR AND PRICE AS $1.00.
5 . Blankets for Postage Meter Leases :
New postage meter leases will be required to have a Contract Request completed prior to submitting a requisition in MyFloridaMarketPlace (MFMP). The Contract Request is the new name for Master Agreement. Send the postage meter quote to Procurement before completing your purchase requisition. You will be contacted by Procurement when the Contract Request has been completed so that the requisition may be submitted.
NOTE: If your postage meter was leased under a master agreement (contract), you only need to edit the description field to include:
· Continuation of PO___________.
· Do not duplicate.
· Current serial number _______________.
If the lease is a continuation NOT leased under a MFMP Contract Request, type in the description field: CONTINUATION OF DO________. DO NOT DUPLICATE. CURRENT SERIAL NUMBER _________. ACCOUNT NUMBER__________. RATE: $_________ per month or quarter. Then continue with the description of service. Example: Third year of a three year lease of a B700 Digital Meter for small or low volume office for (put your program area/park), for the period of July 1, 20 13 through June 30, 201 6 (This is the term of your postage meter lease not current fiscal year). Postage meter resets for postage refills. Partial payments allowed in the amount of $________and specify if to be paid monthly or quarterly upon receipt of itemized invoice.
SET UP THE REQUISITION TO HAVE QUANTITY AS THE TOTAL VALUE OF THE REQUISITION, UNIT OF MEASURE AS DOLLAR AND PRICE AS $1.00 . ALL CHARGES WILL BE OUT OF ONE LINE ITEM.
m:\Janice's Documents\Janice's Word\MFMP Blanket Order Instructions\2014