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

2 Contract Administrator’s/Purchasing Directors’ Meeting December 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

3 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 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 , 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

4 Contract Administrator’s/Purchasing Directors’ Meeting December 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

5 Contract Administrator’s/Purchasing Directors’ Meeting December 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

6 RoadMap to Excellence Core Activity - Contract Writing Associated 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.

7 Road Map to Excellence Consistent 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;

8 Road Map to Excellence Consistent 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.

9 Old Forms Shortcomings 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

10 Contract Administrator’s/Purchasing Directors’ Meeting December 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

11 Contract Administrator’s/Purchasing Directors’ Meeting December 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

12 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

13 Contract Administrator’s/Purchasing Directors’ Meeting December 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

14 New Certifications Purchasing 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

15 New Certifications Purchasing Agent Robert J. BrooksDOC Judy H. StockFDLE Chuvala D. Snell-BrownDOC Carol A. McCallumFDLE Mark D. RaifordCity of Lakeland Linda R. SmithSRWMD Michael A. RathCity of Miami Michael F. WalkerBroward County BOCC Maritza SuarezCity of Miami

16 New Certifications Purchasing Agent Lynda S. Davis-VenneCity of Greenacres Holly A. RaphaelsonCity of Sunrise Alyssa M. MiloCity of Greenacres Tammy L. RobertsSeminole County Elizabeth (Lizz) HolmesDOT Rebecca L. JonesOsceola County Christopher C. BrossSo. FL Regional Transportation Auth Janet K. SheehanLee County BOCC Robert D. FranceschiniLee County BOCC

17 New Certifications Purchasing Agent John A. KunzmanBroward County Walter A. PryorBroward County Johanna M. LabradaSFWMD Glenn MarcosCity of Miami Ronnie A. EscanoBroward County Ramon BergesCity of Miami Glenn R. CummingsBroward County Betsy J. CohenSeminole County Anne M. LodatoSo. FL Regional Transportation Auth Dewey A. Bruce, Jr.Loxahatchee River District

18 New Certifications Purchasing 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

19 New Certifications Purchasing Manager Robert J. BrooksDOC Carol A. McCallumFDLE Rebecca L. JonesOsceola County Mark D. RaifordCity of Lakeland Michael A. RathCity of Miami Michael F. WalkerBroward County BOCC Gregory A. FinemanBroward County BOCC Walter A. PryorBroward County

20 New Certifications Purchasing Manager John A. KunzmanBroward County Theodore G. Lucas Public Health Trust of Miami-Dade County Lynda S. Davis-VenneCity of Greenacres Glenn R. CummingsBroward County Janet K. SheehanLee County BOCC Robert D. FranceschiniLee County BOCC Elizabeth (Lizz) HolmesDOT Glenn MarcosCity of Miami

21 New Certifications Purchasing Manager Ronnie A. EscanoBroward County Lula F. BanksHillsborough County BOCC Christopher C. BrossSo. FL Regional Transportation Auth Betsy J. CohenSeminole County Conrad E. AilstockPalm Beach County, Water Utilities Vernetha M. GreenPalm Beach County, Water Utilities Anne M. LodatoSo. FL Regional Transportation Authority Dewey A. Bruce, Jr.Loxahatchee River District

22 New Certifications Negotiator 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

23 New Certifications Negotiator Christie S. HutchinsonDACS Rebecca L. SchwarzDOT Renee RandallDOT Diana K. TrahanDOH Sue C. HarmsDOH Janice A. BrownDOH D. Patrick BolingManatee County Sandra K. StevensManatee County Sheree A. MertingDOT

24 Contract Administrator’s/Purchasing Directors’ Meeting December 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

25 Schedule 70 Update Forthcoming 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.

26 Contract Administrator’s/Purchasing Directors’ Meeting Next Meeting Time:2:00 pm to 4:00 pm Date:Thursday, January 12, 2006 Location:TBD