Contract Administrators’ and Purchasing Directors’ Meeting December 8, 2005.

Contract Administrators’ andPurchasing Directors’ MeetingDecember 8, 2005

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Contract Administrator’s/Purchasing Directors’ MeetingDecember 8, 2005 Agenda

• Update on new Vendor Performance Tracking system

• OPPAGA survey and contract management system questions

• Agency feedback on use of forms PUR 1000 and 1001

• Agency feedback on needed/desired rule changes

• New processes for MFMP project team

• Recognition of newly certified purchasing professionals

• Update on using GSA Schedule 70 contracts

• Agency feedback on new state term contract website

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VPT Testing

Representatives from DOR, DJJ, HSMV, DOH, DOT, DMS will receive training and use the system thru mid-January and then report back:

• Did the system work? That is, did you get email requesting a rating after approving a receiving report or invoice, did you understand the scoring concept, were you able to perform the rating when you clicked the link in the email, and were you able to see the scores of vendors who were rated?

• Is the system user friendly, i.e. prompts and fields are understandable, process moves quickly, etc.?

• Is the system useful, i.e. as vendor scores and ratings are accumulated, can you see how the information would be useful to your agency?

• Comments/recommendations on the testing experience

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RoadMap to Excellence Core Activity - Contract WritingAssociated Risks

• Contract documents must be clear, complete, and unambiguous to properly protect the interests of the state and to ensure that both parties clearly understand their respective obligations.

• Errors or omissions in the contract often surface as potholes in the road to service delivery.

• Risks include disadvantageous agreements, lost time, waste, failure to obtain desired performance, inability to enforce contract terms, and loss of funding resources.

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Road Map to ExcellenceConsistent Layout/Location of Key Provisions Would…

• simplify reading and interpretation of contracts for private industry, contract managers and contract reviewers;

• shorten cycle times associated with preparation, review, and approval of contract documents. Contract managers would know precisely where to locate clauses and provisions, reviewers would know where to find information, and vendors could better understand contracts drafted by any agency;

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Road Map to ExcellenceConsistent Layout/Location of Key Provisions Would…

• enable implementation of common core training, leveraging economies of scale; and,

• facilitate the movement of personnel among agencies within the contracting career field, thus expanding their career ladder and providing a more stable professional workforce.

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Old FormsShortcomings

• Outdated provisions

• Paper-based process

• Lumped together solicitation phase and contract phase

• Five different forms (depending on goods vs. services and method of procurement) fostered inconsistency

• Limited scope forced agencies to add much more, which fostered inconsistency

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MFMP Update

• Three new positions now advertised in PeopleFirst (management review specialists)

• Dec 13 - Master Agreement focus group meeting

• Dec 15 – Invoicing focus group meeting

• Jan – next MFMP user group meeting

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New CertificationsPurchasing Agent

• CPPB or CPPO certification

• Completion of the Public Purchasing in Florida seminar

• Minimum twelve months experience in a full time purchasing position for the State or a political subdivision, i.e., spend the majority of work time:

– making final decisions on procurement methods, contract and purchase order terms and conditions, source and price (may be subject to approval by a purchasing manager), and

– conducting source selection processes

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Robert J. Brooks DOC

Judy H. Stock FDLE

Chuvala D. Snell-Brown DOC

Carol A. McCallum FDLE

Mark D. Raiford City of Lakeland

Linda R. Smith SRWMD

Michael A. Rath City of Miami

Michael F. Walker Broward County BOCC

Maritza Suarez City of Miami

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Lynda S. Davis-Venne City of Greenacres

Holly A. Raphaelson City of Sunrise

Alyssa M. Milo City of Greenacres

Tammy L. Roberts Seminole County

Elizabeth (Lizz) Holmes DOT

Rebecca L. Jones Osceola County

Christopher C. Bross So. FL Regional Transportation Auth

Janet K. Sheehan Lee County BOCC

Robert D. Franceschini Lee County BOCC

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John A. Kunzman Broward County

Walter A. Pryor Broward County

Johanna M. Labrada SFWMD

Glenn Marcos City of Miami

Ronnie A. Escano Broward County

Ramon Berges City of Miami

Glenn R. Cummings Broward County

Betsy J. Cohen Seminole County

Anne M. Lodato So. FL Regional Transportation Auth

Dewey A. Bruce, Jr. Loxahatchee River District

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New CertificationsPurchasing Manager

• CPPB or CPPO certification

• Completion of the Public Purchasing in Florida seminar

• Minimum three years experience in a full time purchasing position for the State or a political subdivision, at least of which must be in a purchasing management position, i.e., spend the majority of work time

– supervising one or more purchasing positions (defined above), which may include developing purchasing policies and procedures, and making final decisions on procurement methods, contract and purchase order terms and conditions, source and price, and

– conducting source selection processes

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Robert J. Brooks DOC

Carol A. McCallum FDLE

Rebecca L. Jones Osceola County

Mark D. Raiford City of Lakeland

Michael A. Rath City of Miami

Michael F. Walker Broward County BOCC

Gregory A. Fineman Broward County BOCC

Walter A. Pryor Broward County

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John A. Kunzman Broward County

Theodore G. LucasPublic Health Trust of Miami-Dade County

Lynda S. Davis-Venne City of Greenacres

Glenn R. Cummings Broward County

Janet K. Sheehan Lee County BOCC

Robert D. Franceschini Lee County BOCC

Elizabeth (Lizz) Holmes DOT

Glenn Marcos City of Miami

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Ronnie A. Escano Broward County

Lula F. Banks Hillsborough County BOCC

Christopher C. Bross So. FL Regional Transportation Auth

Betsy J. Cohen Seminole County

Conrad E. Ailstock Palm Beach County, Water Utilities

Vernetha M. Green Palm Beach County, Water Utilities

Anne M. Lodato So. FL Regional Transportation Authority

Dewey A. Bruce, Jr. Loxahatchee River District

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New CertificationsNegotiator

• Completion of these NIGP seminars: General Public Procurement or Sourcing in the Public Sector; and Negotiation Strategies

• Completion of the Negotiation in Florida seminar

• Minimum of twelve months experience in a full time purchasing position (defined above) for the State or a political subdivision

• Leading a team through at least one procurement

through negotiation

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New CertificationsNegotiator

Christie S. Hutchinson DACS

Rebecca L. Schwarz DOT

Renee Randall DOT

Diana K. Trahan DOH

Sue C. Harms DOH

Janice A. Brown DOH

D. Patrick Boling Manatee County

Sandra K. Stevens Manatee County

Sheree A. Merting DOT

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Schedule 70 UpdateForthcoming Memo

State Purchasing pre-approves agencies’ use of Schedule 70 in accordance with this memorandum, which sets forth the following important constraints:

• Agencies are not pre-approved to purchase from alternate contract sources any goods or services that are on a state term contract procured by State Purchasing, unless justified under Rule 60A-1.044(3).

• When purchasing from Schedule 70, agencies shall follow the ordering

procedures of FAR subpart 8.405, modified as follows:– No quotes necessary for purchases up to $2,500– Three quotes necessary for purchases up to $125,000– More than three quotes necessary for purchases over $125,000– Schedule 70 may not be used for purchases over $10 million

• Agencies shall process Schedule 70 purchases in MyFloridaMarketPlace as a non-catalog direct order and further document the transaction as per Exhibit 2 hereto.

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Contract Administrator’s/Purchasing Directors’ Meeting Next Meeting

Time: 2:00 pm to 4:00 pm

Date: Thursday, January 12, 2006

Location: TBD

Contract Administrators’ and Purchasing Directors’ Meeting December 8, 2005.

Documents

Transcript of Contract Administrators’ and Purchasing Directors’ Meeting December 8, 2005.