Contract Administrators’ Meeting February 10, :00 P.M. State Purchasing

2 Contract Administrators’ Meeting February 10, 2005 Agenda Survey Results Vendor Performance Tracking System Centralized Contract Management System DEP Update – Contract Administration & Reporting System Next Meeting Location / Time

3 Top Five Concerns DMS Impressions Sourcing/Contract Development - Communication with agency purchasing staff? Use of appropriate elements of Strategic Sourcing Methodology would solve a lot of the issues. Performance Monitoring – Consistent concerns. Message seems to say we either don't do it or we don't know how to do it. Is the message, "we don't know who is responsible for this, contact managers, administrators or program people"? Financial/Audit -- Seems to be sub-heading of Performance. Interesting that documentation was not more prevalent. HR/Prof. Development - We are doing a lot of training. Are we missing the "how" while doing a great job on the "what"?

4 Contract Administrators’ Meeting February 10, 2005 Agenda Survey Results Vendor Performance Tracking System Centralized Contract Management System DEP Update – Contract Administration & Reporting System Next Meeting Location / Time

5 Roadmap to Excellence Recommended Solution to Recurring Problem Inadequate systems exist for monitoring and rating vendor performance We recommend a uniform vendor monitoring and rating system be created which incorporates links to contract monitoring reports, vendor websites, closeout evaluations, and a method for other agencies to access performance evaluations.

6 Roadmap to Excellence Issues under Performance Monitoring (200+) Documentation Internal controls Contractor accountability Contract files Verification of receipt of goods and services before payment to the vendor Adherence to purchasing statutes, rules and policies Training for contract managers

7 State Term Contract User Survey (Active) Contractor Performance Rating (?) Contract Management Software (?) MFMP Vendor Performance Tracking (In Development) Proposed Solution New Constellation of Integrated Systems

8 REQUESTOR UI This interface allows Purchase Requestors and Master Agreement Contacts to submit vendor ratings on a per transaction basis. This interface will only allow Purchase Requestors and Master Agreement Contacts to rate transactions that were completed in MyFloridaMarketPlace.

9 REQUESTOR UI-PENDING VENDOR RATING SUBMISSIONS PAGE

10 REQUESTOR UI-VENDOR PERFORMANCE RATING FORM

11 REQUESTOR UI-RATING SUBMISSION CONFIRMATION PAGE

12 REQUESTOR UI-Vendor Search Page

13 REQUESTOR UI-View Vendor High Level Detail Page

14 REQUESTOR UI-View Vendor Specific Location Detail Page

15 REQUESTOR UI-View Comments Page

16 VENDOR UI This interface is allows vendors to view vendor ratings on FEIN, location and transaction levels. This interface will only allow vendors to view rating on transactions that were completed in MyFloridaMarketPlace.

17 VENDOR UI-Choose System Page

18 VENDOR UI-View Vendor High Level Detail Page

19 VENDOR UI-View Vendor Specific Location Detail Page

20 VENDOR UI-View Comments Page

21 VPT ADMINISTRATIVE UI This interface allows an Administrator to search on vendors and update ratings and comments submitted against vendor transactions. This interface will only allow a VPT Administrator or Super Admin to update transaction ratings that have been completed by a Requestor or MA contact

22 ADMINISTRATIVE UI-VENDOR SEARCH PAGE

23 ADMINISTRATIVE UI- VENDOR HIGH LEVEL DETAIL PAGE

24 ADMINISTRATIVE-View Vendor Specific Location Detail Page

25 ADMINISTRATIVE UI-UPDATE RATINGS PAGE

26 ADMINISTRATIVE UI-UPDATE CONFIRMATION PAGE

27 VPT QUARTERLY REPORT The purpose of this report is to allow the general public and vendors have high level visibility into the Vendor Performance Tracking system.

28 PUBLIC VIEW (QRTRLY RPT)-VPT Requestor/MA Contact Welcome Page

29 State Term Contract User Survey (Active) Contractor Performance Rating (?) Contract Management Software (?) MFMP Vendor Performance Tracking (In Development) Proposed Solution New Constellation of Integrated Systems

30 Roadmap to Excellence Distribution of the 494 Findings Performance monitoring (45%) Procurement methodology (20%) Contract writing (17%) Payment (10%) Needs assessment (7%) Contract closure (1%)

31 Primary purposes of Contractor Performance Tracking System A single electronic file for recording and tracking the performance of all contractors on all contracts at closeout. A tool for evaluating contractors for future use.

32 Contract Administrators’ Meeting February 10, 2005 Agenda Survey Results Vendor Performance Tracking System Centralized Contract Management System DEP Update – Contract Administration & Reporting System Next Meeting Location / Time

33 State Term Contract User Survey (Active) Contractor Performance Rating (?) Contract Management Software (?) MFMP Vendor Performance Tracking (In Development) Proposed Solution New Constellation of Integrated Systems

34 Roadmap to Excellence Recommended Solution to Recurring Problem Agencies’ use of different processes and procedures in awarding and managing contracts causes the contract documents to vary considerably in format and content We recommend DMS, with the assistance of other agencies, develop standard contract formats for use by all state agencies.

35 Contract Management System Primary purposes A database for all contracts. A single electronic file for all documents related to a contract. Report capability. Document retrieval capability. A tool for managing contracts, measuring performance and recording results.

36 Contract Administrators’ Meeting February 10, 2005 Agenda Survey Results Vendor Performance Tracking System Centralized Contract Management System DEP Update – Contract Administration & Reporting System Next Meeting Location / Time

37 DEP Update CARS [see separate presentation]

38 Contract Administrators’ Meeting February 10, 2005 Agenda Survey Results Vendor Performance Tracking System Centralized Contract Management System DEP Update – Contract Administration & Reporting System Next Meeting Location / Time

39 Contract Administrators’ Meeting Next Meeting Time:2:00 pm to 3:00 pm Date:Thursday, March 10, 2005 Location:Betty Easley Center, Room 152