Florida's Purchasing Training and Certification Program Russ Rothman, CPPO, FCPM, Chief Purchasing Operations Officer Florida Government Conference, Sept. 23, 2004

TOPICS 1.BACKGROUND: ROAD MAP TO EXCELLENCE IN CONTRACTING 2.PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM 3.WHO CAN PARTICIPATE 4.COURSE SCHEDULES & FEES 5.COURSE CONTENT 6.CERTIFICATIONS OFFERED 7.REQUIREMENTS FOR CERTIFICATION 8.EXPERIENCE TO DATE 9.SOURCES FOR MORE INFORMATION

ROAD MAP TO EXCELLENCE IN CONTRACTING

ROAD MAP TO EXCELLENCE IN CONTRACTING Inspector General Derry Harper, 6/03  Need legislative and regulatory changes to address inadequacies and inconsistencies in statutes and rules  DMS should accept and implement the leadership role required by Florida Statute develop formal procedures for needs assessments, standard formats for contracts foster user groups to share best practices and common problems.

ROAD MAP TO EXCELLENCE IN CONTRACTING Inspector General Derry Harper, 6/03  Create a uniform vendor rating system to include links to websites, closeout evaluations, and a method for other agencies to access performance evaluations.  Propose legislation to enact a law similar to the federal Truth in Negotiating Act.

ROAD MAP TO EXCELLENCE IN CONTRACTING Inspector General Derry Harper, 6/03  Undertake a statewide training initiative, and include incentives to encourage professionalism and certification.  Include training in contract negotiation and contract management.

ROAD MAP TO EXCELLENCE IN CONTRACTING Inspector General Derry Harper, 6/03  Create a uniform vendor rating system to include links to websites, closeout evaluations, and a method for other agencies to access performance evaluations.  Propose legislation to enact a law similar to the federal Truth in Negotiating Act.

TRAINING PROGRAMS DMS has undertaken several initiatives aimed at solving problems identified in the audit. This presentation today focuses on DMS provision of training programs

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

THE TRAINING & CERTIFICATION PROGRAM This is the State of Florida’s first training and certification program for Florida public purchasing professionals

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM To train and certify the state’s purchasing professionals To inculcate adherence to an unwavering code of ethical behavior To provide and support the knowledge, skills and ability to effectively design, solicit, negotiate, award and manage government contracts in Florida, in a manner worthy of the public’s trust.

THE PURCHASING MISSION GENERALLY  Assure availability of the commodities and services required for completing the missions assigned by the Governor and Cabinet to our State’s agencies  When and where needed  At the lowest overall cost  In order to drive down the cost of delivering government services

Knowledge, Skills & Ability  To effectively meet the needs of our customers, the governmental agencies and the citizens we serve  To meet those needs efficiently, using as little time and as few resources as possible in the process  To meet those needs economically, achieving the best value for the public funds expended

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM  Two parts to the program: First, training, to provide Florida purchasing professionals and contract managers with training in general public purchasing principles and processes, applicable to most state and local government purchasing programs,

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM and, to provide training in the specific statutes, rules and policies that govern public purchasing in the State of Florida, and to provide a forum to discuss and develop best practices for public procurement.

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM Second, certification to encourage and recognize the professional development and service provided by Florida purchasing professionals who complete these programs.

WHO CAN PARTICIPATE: TRAINEES  State Purchasing Professionals  Other State personnel including, but not limited to, contract managers and contract administrators, accountants, auditors, and others with a need to be informed on the subject matter

WHO CAN PARTICIPATE: TRAINEES  Training is optional for political subdivision personnel, who are responsible for compliance with local ordinances, rules and policies that may differ from state requirements.

WHO CAN PARTICIPATE: TRAINEES  We recommend that subdivision purchasing professionals: (a) Check local NIGP Chapter and FAPPO training availability, and (b) Send State Purchasing a registration form for "standby" status to maximize the opportunity for training.

WHO CAN PARTICIPATE: TRAINERS  NIGP trains and certifies its trainers through an intensive and extensive training program.  Florida specific trainers will be recruited through the Division of State Purchasing. Potential trainers with purchasing and, if possible, training expertise are encouraged to apply to the Division using the Florida Trainer application in the manual.

WHO CAN PARTICIPATE: TRAINERS  Both NIGP and Florida trainers will be paid by NIGP, at their standard rate, currently $300 per day, plus travel costs. State employees who are compensated for providing training should expect to take leave from their state employment, obtain dual employment authorization, and pay taxes on their earnings.

WHO CAN PARTICIPATE: TRAINERS  Florida specific trainers offering a half- day or more of training may decline payment, and teach on work time, if authorized by their employer. In those cases, NIGP will make an equivalent donation to the Tallahassee Chapter of NIGP, which actively supports this training program, and may oversee the final examinations for CPPB and CPPO certifications.

COURSE SCHEDULES 1.Sourcing in the Public Sector 9/1-3/04 (interrupted by Hurricane Charley) 2.Planning, Scheduling & Requirement Analysis 10/6-8/04 3.Developing and Managing RFP's 10/27-29/04 4.Legal Aspects of Purchasing 1/12-14/05

COURSE SCHEDULES 5.Public Purchasing in Florida: Statutes, Rules, Policies & Best Practices 2/2-4/05 6.Negotiation Strategies 2/16- 17/05 7.Negotiation in Florida: Statutes, Rules, Policies & Best Practices 2/18/05

COURSE SCHEDULES 8.Contract Administration 3/8- 10/05 9.Contract Administration in Florida: Statutes, Rules, Policies & Best Practices 3/11/05 10.CPPO Review Class 4/7-8/05 11.CPPB Review Class 4/15/05 12.UPPCC Scheduled Examination 4/29/05

COURSE FEES  NIGP 3-day seminars, $440  NIGP 2-day seminar, $300  NIGP 1-day seminar, $135  Florida 3-day seminar, $300  Florida 1-day seminars, $80  UPPCC certification exam, fees paid by NIGP

NEXT SCHEDULED COURSES  Start April 20, last course October 28, 2005  Reviews November 17 & 18, 2005  Exam December 5, 2005

COURSE CONTENT: NIGP 1.Sourcing in the Public Sector a)Types of formal and informal solicitations (RFIs, quotes, bids, RFPs) b)Solicitation formats c)Bid processing d)Bid evaluation e)Bid award

COURSE CONTENT: NIGP 2.Planning, Scheduling and Requirement Analysis a)Planning and research b)Strategies c)Requirements and specifications d)Solicitation methods e)Pricing strategies, including life cycle costing & total cost of ownership

COURSE CONTENT: NIGP 3.Developing and Managing RFPs in The Public Sector a)Proposals i.Determining need ii.Planning iii.Developing & processing the RFP iv.Evaluation & award b)Competitive negotiations i.Establishing the competitive range ii.Written & oral negotiations

COURSE CONTENT: NIGP 4.The Legal Aspects of Purchasing a)Key regulations & concepts b)Contract management considerations c)Contract development

COURSE CONTENT: NIGP 5.Contract Administration a)Administration b)Inspection & testing c)Reports, rejection & returns d)Payment process e)Disposal of surplus f)Non-performance & termination

COURSE CONTENT: NIGP 6.Negotiation Strategies a)Principles, strategies, how to be a good negotiator b)Negotiating tactics c)Communication, the emotional side, social styles, rapport, verbal & non- verbal cues d)Understand complexities due to people

COURSE CONTENT: FLORIDA 1.Public Purchasing in Florida a)Statutes & rules governing public purchasing in Florida b)Ethics & law c)Purchasing organization

Public Purchasing in Florida d)Roles in the purchasing process e)Cost control f)Defining requirements

Public Purchasing in Florida e)Procurement methods i.State term contracts ii.PRIDE & RESPECT iii.State purchasing agreements iv.Small purchases v.Quotes vi.ITBs vii.RFPs viii.ITNs ix.Alternate Contract Source x.Single Source xi.Emergency xii.Strategic sourcing at DMS

Public Purchasing in Florida f)Elements in the purchasing process For example:  Pre-bid conferences  Amending solicitations  Opening bids  Responsiveness & responsibility  Posting intended decisions  Protests  Public records  And more

Public Purchasing in Florida f)Post award processes i.Contract file ii.Prompt payment requirements iii.Change orders iv.Resolving performance problems v.Liquidated damages vi.Calling a bond vii.Vendor default viii.And more g)Purchasing management

COURSE CONTENT: FLORIDA 2.Contract Management in Florida a)Legal & ethical requirements b)Planning and team member roles c)Statement of work, statement of objectives d)Managing the contract e)Problem resolution f)And more

COURSE CONTENT: FLORIDA 3.Negotiation in Florida a)Statutory & rule requirements, including public meetings b)Comparison with other procurement methods c)Negotiation teams d)The process from start to finish e)Initial offers, intermediate offers, best and final offers f)And more

CERTIFICATIONS OFFERED UPPCC (NIGP & NASPO) CERTIFICATIONS  Certified Professional Public Buyer (CPPB)  Certified Public Purchasing Officer (CPPO)

UPPCC (NIGP & NASPO) CERTIFICATIONS CPPB pre-requisites include a bachelor’s degree, college or seminar training in purchasing, and two years of public purchasing experience. Some alternative qualifying experience, education or training can be substituted for the degree and the public purchasing experience. A written examination is required.

UPPCC (NIGP & NASPO) CERTIFICATIONS CPPO pre-requisites include a bachelor’s degree, college or seminar training in purchasing, and three years total purchasing experience, of which two years must be in a public purchasing management function. Some alternative qualifying experience, education or training can be substituted for the degree and the public purchasing experience. Written and oral examinations are required.

FLORIDA CERTIFICATIONS  Florida Certified Purchasing Agent  Florida Certified Purchasing Manager  Florida Certified Contract Manager  Florida Certified Negotiator

FLORIDA CERTIFIED PURCHASING AGENT (FCPA) FCPA certification requires  CPPB or CPPO certification  Completion of the Public Purchasing in Florida seminar  And a minimum of twelve (12) months experience in a full time purchasing position for the State of Florida or one of its political subdivisions

FLORIDA CERTIFIED PURCHASING MANAGER (FCPM) FCPM certification requires  CPPB or CPPO certification  Completion of the Public Purchasing in Florida seminar  And a minimum of three years experience in a full time purchasing position for the State of Florida or one of its political subdivisions, of which at least one year must be in a Florida public purchasing management position.

FLORIDA CERTIFIED CONTRACT MANAGER (FCCM) FCCM certification requires  Completion of the NIGP Contract Administration seminar  Completion of the Contract Management in Florida seminar  And either twelve (12) months experience in a full time purchasing position for the State of Florida or one of its political subdivisions, or twelve months cumulative experience managing one or more contracts for a Florida state agency or political subdivision

FLORIDA CERTIFIED NEGOTIATOR (FCN) FCN certification requires  Completion of the NIGP General Public Procurement or Sourcing in the Public Sector seminars  Completion of the NIGP Negotiation Strategies seminar  Completion of the Negotiations in Florida seminar (continued)

FLORIDA CERTIFIED NEGOTIATOR (FCN)  A minimum of twelve (12) months experience in a full time purchasing position for the State of Florida or one of its political subdivisions  And leading a team through at least one procurement through negotiation.

EXPERIENCE TO DATE We have now completed the first series of seminars  General Public Procurement Jan 7-9, 2004  Intermediate Public Procurement Feb  Advanced/Management Public Procurement March  Public Purchasing in Florida March  Negotiation Strategies April  Negotiation in Florida April 23  Contract Management May  Contract Management in Florida May 21

EXPERIENCE TO DATE  117 total attendees at one or more seminars  94 from state agencies (80%)  22 state agencies represented (65%)

FLORIDA CERTIFIED PURCHASING AGENT DESIGNATIONS AWARDED IN AUGUST 2004  Thomas F. Blaine Jr., Miami-Dade County  Staten W. Corbett, Bay County Dist. School Board  Joseph A. Espinosa, DOH  Mark D. Lovell, DMS State Purchasing  Douglas S. Melvin II, DJJ  Tammie R. Mercier, FWC  Jessie C. Moseley, DOC  Vince J. Windham, Okaloosa County School District

FLORIDA CERTIFIED PURCHASING MANAGER DESIGNATIONS AWARDED IN AUGUST 2004  James A. Brewer Jr., DOH  David A. Callaway, DOT  Staten W. Corbett, Bay County Dist. School Board  Joseph A. Espinosa, DOH  Kathleen M. Hutchins, DOS  Sandra E. King, Santa Rosa County School Board  Douglas S. Melvin II, DJJ  Tammie R. Mercier, FWC  Shirley Molnari, Santa Rosa County School Board  Jessie C. Moseley, DOC  Paul R. Nobles, Escambia County Board of Commissioners  Russ Rothman, DMS State Purchasing

FLORIDA CERTIFIED NEGOTIATOR DESIGNATIONS AWARDED IN AUGUST 2004  Vonnie R. Allen, AWI  Sonya R. Avant, FDLE  David A. Bennett, DMS State Purchasing  Mary L. Bishop-White, FDLE  Kathleen M. Hutchins, DOS  Mark D. Lovell, DMS State Purchasing  Carol A. McCallum, FDLE  Edward G. McEachron, DOH  Douglas S. Melvin II, DJJ  Paul R. Nobles, Escambia County Bd. Of Commissioners  Bo Scearce, DOR

FLORIDA CERTIFIED CONTRACT MANAGER DESIGNATIONS AWARDED IN AUGUST 2004  Susan K. Barr, DMS State Purchasing  David A. Bennett, DMS State Purchasing  Mary L. Bishop-White, FDLE  David A. Callaway, DOT  Joseph P. Camit, DMA  Jacklyn Colson, DJJ  John D. Connor, Fla. School for Deaf & Blind  Staten W. Corbett, Bay County Schools  Charles E. Day, DMS State Purchasing  Nancy J. Harrison, FDLE  Mark D. Lovell, DMS State Purchasing  Ommet Mbiza, DMS State Purchasing

FLORIDA CERTIFIED CONTRACT MANAGER DESIGNATIONS AWARDED IN AUGUST 2004  Douglas S. Melvin II, DJJ  Jessie C. Moseley, DOC  Barbie Phillips, DOR  Stuart P. Potlock, DMS State Purchasing  Ellen R. Potts, DMS State Purchasing  Lynne S. Roberts, Fla School for Deaf & Blind  Bo Scearce, DOR  Berth S. Sparkman, DOR  Robert W. Threewitts, DOE  Edwin E. Valla, HSMV  MarvinL. Williams, DMS State Purchasing

SOURCES FOR MORE INFORMATION  National Institute of Governmental Purchasing,  Florida Department of Management Services, dms.myflorida.com/dms/purchasing  Cyndee Sams, Training & Certification Program Administrator (850) ,

AT YOUR SERVICE A HANDOUT IS AVAILABLE LISTING ALL STATE PURCHASING PERSONNEL, THEIR ROLES AND TELEPHONE NUMBERS. PLEASE DO NOT HESITATE TO CONTACT US. YOU ARE OUR CUSTOMER, AND WE INTEND TO TREAT YOU AS SUCH. Director of State Purchasing Chief Purchasing Operations Officer