FAPPO Meeting Ft. Lauderdale April 20, 2004

FAPPO MeetingFt. Lauderdale

April 20, 2004

State Purchasing

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FAPPO Meeting FAPPO Meeting April 20, 2004 Agenda April 20, 2004 Agenda

Welcome / Meeting Overview

Roadmap to Excellence Audit Report

Action by State Purchasing

Questions

Further Information

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Questions

Further Information

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Roadmap to ExcellenceRoadmap to Excellence Audit Report Audit ReportReport DetailsReport Details

• EOG IG’s Office

• Report No. 2003-3

• Roadmap to Excellence in Contracting

• http://www.flgov.com/eog/inspector_general/

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Roadmap to ExcellenceRoadmap to Excellence Audit Report Audit ReportMethodology and ScopeMethodology and Scope

• 100 different audits, July 1999 – June 2002

• 494 findings regarding procurement, contracting, and outsourcing

• Seven agencies, OPPAGA, and Auditor General

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Roadmap to ExcellenceRoadmap to Excellence Audit Report Audit ReportProblematic Core ActivitiesProblematic Core Activities

• Performance Monitoring (45%)

• Procurement Methodology (20%)

• Contract Writing (17%)

• Needs Assessment (7%)

• Contract Closure (1%)

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Roadmap to ExcellenceRoadmap to Excellence Audit Report Audit ReportFactors Contributing to Problems Factors Contributing to Problems

• Piecemeal statutes and rules• Lack of statewide guidance• No statewide training or certification• Restricted sharing of best practices• Wide variety of agency processes and procedures in

awarding and managing contracts• Inadequate systems for monitoring and rating vendor

performance• Lack of formal procedure for performing and

documenting needs assessment• Lack of expertise in negotiating contracts

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• Propose legislative and administrative changes to address inadequacies and inconsistencies.

• 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.

• Undertake a statewide training initiative, and include incentives to encourage professionalism and certification.

• 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. This will help level the playing field between state negotiators and private contractors.

Roadmap to ExcellenceRoadmap to Excellence Audit Report Audit ReportRecommendationsRecommendations

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Questions

Further Information

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Action by State PurchasingOverview

• Leadership role

• Statewide training initiative

• Uniform vendor rating system

• Legislative and administrative changes

• Legislation similar to federal Truth in Negotiating Act

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Leadership Role DMS/State Purchasing Mission

DMS Mission

To become a customer focused agency providing effective and efficient services in order to better enable state agencies and employees to deliver the Governor’s priorities to the people of Florida.

State Purchasing Mission

To gladly deliver useful and innovative purchasing services in order to become a customer focused agency providing effective and efficient customer services.

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Action by State PurchasingLeadership Role – Best Practices/User Groups

• At least monthly meetings

• Active in NIGP, NASPO, and FAPPO

• http://dms.myflorida.com/purchasing

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Action by State PurchasingLeadership Role – Standard Contract Formats

• Proto-type developed and launched in spring 2002

• Templates part of new rulemaking proceeding

• Instructions to bidders

• General conditions that can be superceded

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Action by State PurchasingLeadership Role – Needs Assessments

Governor’s Center for Efficient Government (Executive Order 04-45 (3/11/04):

What: To be the enterprise wide gateway for best business practices in outsourcing…

Why: … in order to improve the way state agencies deliver services to Florida’s citizens.

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Governor’s Center for Efficient GovernmentOversight Board

• Secretary Bill SimonDepartment of Management Services

• Dr. Jim ZingaleDepartment of Revenue

• Secretary José Abreu Department of Transportation

• Dr. John AgwunobiDepartment of Health

• Director Susan PareigisAgency for Workforce Innovation

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Governor’s Center for Efficient GovernmentInitial Goals

• Develop statewide outsourcing standards and a business case template applicable to any proposed outsourcing project.

• Review existing outsourcing plans within the state agencies to ensure compliance with Center standards and business case, execution of effective contract language with vendors and implementation of successful change management.

• Propose for the Governor’s consideration by July 1 an initial list of specific outsourcing projects and initiatives that can be developed over the next 3 years.

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Governor’s Center for Efficient GovernmentStandards

Create a gateway process for all outsourcing projects:– Business Case

– Procurement

– Contract management

– Change management

– Performance measurement

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Business Case

Gate 1

Procurement

Gate 2 Gate 3 Gate 4

Change Management

Contract Management

Post Implementation

Governor’s Center for Efficient GovernmentProject Gate Management Process

Stage 1 Stage 4 Stage 5Stage 3Stage 2

Monitor

Current Projects

New Projects

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Governor’s Center for Efficient GovernmentOutsourcing Projects

• Review past outsourcing projects to highlight successes and identify any best practices the state already has.

• Review of current projects– Craft recommendations for any improvements; assist

agency in process to address issues identified.

• Recommendations for new initiatives – Create a portfolio of initiatives for the first set to be

implemented – different sizes, scopes, policy arenas; complete business cases.

– Recommend other outsourcing initiatives that can be implemented through 2006; identify working groups to begin gateway process.

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Governor’s Center for Efficient GovernmentEmployee Transition Management

• Develop recommendations for innovative programs to effectively manage transitioning employees and continue to improve upon the State of Florida’s workforce.

• Process to help place in or out of state government.

• Create incentives for agency management to fully participate in the competition process.

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Governor’s Center for Efficient GovernmentContact Information

Governor’s Center for Efficient Government

2105 The Capitol

Tallahassee, FL 32399

(850) 414-9200

(850) 414-9179 (fax)

Pam Pfeifer, Director

[email protected]

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• Leadership role





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Action by State PurchasingStatewide Training Initiative

• First Wave– 36 people– 16 agencies (13 state agencies – 33%)– Content

• General Public Procurement Jan 7-9• Intermediate Public Procurement Feb 16-18• Advanced/Management Public Procurement Mar 15-19• Public Purchasing in Florida (FL specific) Mar 29-30• Negotiation Strategies Apr 21-22• Negotiation in Florida (FL specific) Apr 23• Contract Management May 19-20• Contract Management in Florida (FL specific) May 21

• Second Wave to start in September – see website meeting material

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• Leadership role





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Action by State PurchasingUniform Vendor Rating System

• Polled existing agency practices

• Developed framework (see 10/14/03 NIGP seminar materials on our website)

• Working on technical implementation – expected next fiscal year

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• Leadership role





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Action by State PurchasingLegal Changes

• HB 1819

• Chapter 60A-1 changes

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Questions

Further Information

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Questions

Further Information

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State PurchasingFurther Information

Fred Springer

(850) 487-1898

[email protected]

http://dms.myflorida.com/purchasing

FAPPO Meeting Ft. Lauderdale April 20, 2004

Documents

Transcript of FAPPO Meeting Ft. Lauderdale April 20, 2004