2. Department of Economic Opportunity WelcomeTo Contract Review Form Training

3. Introduction As part of the on-going process to improve the effectiveness and efficiency of the Contract Review Process, the Contract Review Form has been revised and is available at the following URL: As part of the on-going process to improve the effectiveness and efficiency of the Contract Review Process, the Contract Review Form has been revised and is available at the following URL: http://www.floridajobs.org/office-directory/division- of-finance-and-administration/forms-directory http://www.floridajobs.org/office-directory/division- of-finance-and-administration/forms-directory The form is a two-page document. The front side provides sections that are to be completed by the Originating Program Area, Purchasing, IT, Grant Manager, Budget, General Counsel, and applicable Division Directors. The 2 nd page of this document provides the instructions for completing the contract review form.

4. First Things First QUALITY ASSURANCE A planned and systematic pattern of actions necessary to provide adequate confidence that products and services conform to established technical requirements and achieve satisfactory performance.

5. Quality Control Ensure that Practices and Procedures are followed to ensure appropriate quality and performance of the goods and services produced or received. Ensure that Practices and Procedures are followed to ensure appropriate quality and performance of the goods and services produced or received.

6. What is a Contract? A contract is a legally binding promise, enforceable by law. It is an agreement between parties, with binding legal and moral force, usually exchanging goods or services for money or other consideration. All types of agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, or construction qualify as a contract. A contract is a legally binding promise, enforceable by law. It is an agreement between parties, with binding legal and moral force, usually exchanging goods or services for money or other consideration. All types of agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, or construction qualify as a contract.

7. Why Have a Contract Review Sheet? Helps to ensure that the agency is in compliance with Florida Statute and Rule requirements. Helps to ensure that the agency is in compliance with Florida Statute and Rule requirements. Ensures compliance with agency guidelines. Ensures compliance with agency guidelines. Ensures funding availability and identification of source. Ensures funding availability and identification of source.

8. What Reviews are Required Prior to Execution of Same? Bureau Chief/Program Manager Bureau Chief/Program Manager Purchasing Manager Purchasing Manager IT Manager, if applicable IT Manager, if applicable Grant Manager Grant Manager Budget Manager Budget Manager General Counsel General Counsel Director(s), based on delegation of authority Director(s), based on delegation of authority Chief Operating Officer ( Interim Executive Director ) Chief Operating Officer ( Interim Executive Director )

9. Brief Explanation of Section Reviews Bureau Chief/Program Manager Review Bureau Chief/Program Manager Review –Scope of services clearly identified and within scope of original procurement document, performance measures, etc. Purchasing Review Purchasing Review –Compliance with Florida Statutes and Rules, Scope of Services review, creates the official contract document. Information Technology (if applicable) Information Technology (if applicable) –Compliance with Agency IT standards and compatibility. Grant Manager Grant Manager –Identifies the grant funding.

10. Brief Explanation of Section Reviews Budget Review Budget Review –Verification of identified budget entities, funding and spending authority. Legal Legal –Indemnification, Conflicts of Interest, Arbitration/Mediation, Intellectual Property Rights (Patent/Copyright), Termination Clauses, Confidentiality, etc. Appropriate Director Approval Appropriate Director Approval –Based on the agency’s delegation of authority, this is the final approval to proceed with obtaining the vendor’s signature on the original contract prior to routing for the final signature of the appropriate Director or Chief Operating Officer, thereby obtaining final execution of the contract.

11. When Do I Use a Contract Review Form? Initiating any of the following documents? Initiating any of the following documents? –Contract –Amendment, Renewal, Extension –Interagency Agreement –Memorandum of Understanding –Data Sharing Agreement –Lease Agreement Then, a contract review form is required.

12. The Contract Review Form Are you ready? Are you sitting down? O.K. Take a Deeeeeeeeppppp Breath………..

13. Contract Review Form Go to the following website URL: http://www.floridajobs.org/office-directory/division-of- finance-and-administration/forms-directory Go to the following website URL: http://www.floridajobs.org/office-directory/division-of- finance-and-administration/forms-directory http://www.floridajobs.org/office-directory/division-of- finance-and-administration/forms-directory http://www.floridajobs.org/office-directory/division-of- finance-and-administration/forms-directory Look under the heading Purchasing and Contract Administration and open the most recent version of the DEO Contract Review Form. Look under the heading Purchasing and Contract Administration and open the most recent version of the DEO Contract Review Form. Review it in detail and read the instructions for each line on page 2 of the review sheet. Review it in detail and read the instructions for each line on page 2 of the review sheet.

14. Purchasing Staff Contact Information The most recent list of Purchasing Staff and their contact information is available at the following website: http://www.floridajobs.org/office-directory/division-of- finance-and-administration/our-offices/purchasing-and- contract-administration The most recent list of Purchasing Staff and their contact information is available at the following website: http://www.floridajobs.org/office-directory/division-of- finance-and-administration/our-offices/purchasing-and- contract-administration http://www.floridajobs.org/office-directory/division-of- finance-and-administration/our-offices/purchasing-and- contract-administration http://www.floridajobs.org/office-directory/division-of- finance-and-administration/our-offices/purchasing-and- contract-administration under the CONTACTS heading.

15. Frequently Asked Questions How long does the contract review process take? How long does the contract review process take? It should not take any longer than one week, after Purchasing receives the scope of work. It depends on the current workload of all parties involved, and the complexity of the scope of work, time of year submitted, and responsiveness and cooperation of all program areas.

16. Conclusion and Constructive Feedback  Everyone has a role in the contract review process.  Teamwork is the KEY  Constructive Feedback Activity

17. Activity Debrief Feedback was expected and welcome. One person could not make the goal in a timely manner without hearing other perspectives and suggestions. When the goal was accomplished, everyone participated in enjoying the success. Feedback was expected and welcome. One person could not make the goal in a timely manner without hearing other perspectives and suggestions. When the goal was accomplished, everyone participated in enjoying the success.

18. Questions are welcome Your questions are very important as well as your comments

19. Thank you