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PUBLIC PURCHASING IN FLORIDA

PUBLIC PURCHASING IN FLORIDA. ROLES IN THE PURCHASING PROCESS (rev. 09/06/05). ROLES IN THE PURCHASING PROCESS. RECALL THE PROCUREMENT CYCLE CUSTOMERS PURCHASING PROFESSIONALS OFFICE OF SUPPLIER DIVERSITY ATTORNEYS VENDORS ACCOUNTANTS AUDITORS INSPECTORS GENERAL.

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PUBLIC PURCHASING IN FLORIDA

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  1. PUBLIC PURCHASING IN FLORIDA ROLES IN THE PURCHASING PROCESS (rev. 09/06/05)

  2. ROLES IN THE PURCHASING PROCESS • RECALL THE PROCUREMENT CYCLE • CUSTOMERS • PURCHASING PROFESSIONALS • OFFICE OF SUPPLIER DIVERSITY • ATTORNEYS • VENDORS • ACCOUNTANTS • AUDITORS • INSPECTORS GENERAL

  3. ROLES IN THE PURCHASING PROCESS RECALL THE PROCUREMENT CYCLE

  4. PROCUREMENT CYCLE End user/customer with purchasing support • Identify need • Check Budget • Determine specifications/requirements • Prepare & route requisition

  5. PROCUREMENT CYCLE Purchasing, with end user/customer support • Review requisition for clarity & authority • Check Surplus (?) • Review & amend specifications/statement of work • Advise on market conditions • Review & determine purchase method • Review/revise/provide vendor list

  6. PROCUREMENT CYCLE Purchasing, with end user/customer support (continued) • Prepare & issue solicitation • Receive bids & proposals • Tabulate & evaluate (with team support as appropriate) • Prepare contract/PO • Issue contract/PO

  7. PROCUREMENT CYCLE End user/customer with purchasing support • Manage contract/PO • Receive commodities/services • Approve payment • Request amendment to contract/PO (Exception: Purchasing has final responsibility) • Dispute resolution (Exception: Purchasing has final responsibility) • Close out/disposal • Plan next steps

  8. PERFORMANCE MEASURES How can you measure the performance of the purchasing cycle process in your agency?

  9. PERFORMANCE MEASURES • Performance Measures of the purchasing process should focus on results which are • Legal & Ethical • Effective • Efficient • Economical

  10. ROLES IN THE PURCHASING PROCESS CUSTOMERS

  11. CUSTOMERS Customers have some key responsibilities • Understand the statutory and executive missions assigned to their entity. • Determine goods & services, and schedule, required to deliver the missions. May consult experts at this step.

  12. CUSTOMERS (2) • Have the capability to describe (specify) requirements in terms of performance (outcome) and deliverables (outputs) and design . Few governmental requirements are unspeakable! Consider budget & other resources. • Arrive at the make/buy decision.

  13. Customers (3) • Plan ahead. • Work with technical advisers as required. • Understand how to task the purchasing office. • Serve on the procurement team as required . • Manage contract/PO including first level dispute resolution

  14. CUSTOMERS (4) • Receive commodities/services • Approve payment • Request any needed amendment to or cancellation of contract/PO • Close out/disposal • Plan next steps Purchasing can assist and guide. What’s reasonable?

  15. ROLES IN THE PURCHASING PROCESS PURCHASING PROFESSIONALS

  16. PURCHASING PROFESSIONALS • Assist customers in their roles • Understand and advise on issues involved in the make/buy decision • Understand, advise and participate in the preparation of good specifications and statements of work. • Understand and advise on types of specifications and SOWs (performance, design, combination, QPL), outputs & outcomes, performance-based contracting

  17. PURCHASING PROFESSIONALS (2) • Understand the purchasing statutes & rules of the jurisdiction • Understand the purpose and missions of public purchasing • Understand how to use the former to do the latter!

  18. PURCHASING PROFESSIONALS (3) PROCESS RESPONSIBILITIES • Consider this instance, the market, and requirements history and trends in order to proceed to sourcing strategy. • Review Requisitions for clarity, completeness, authority, justification (purpose) and schedule requirements.

  19. PURCHASING PROFESSIONALS (4) • Determine items of bid, award formula, contract term. • Determine sourcing method/strategy. • Organize & lead cross-functional procurement team if appropriate.

  20. Determine Purchasing Method • Existing agreements/master contracts & pursuant RFQs: • State Term Contracts • RESPECT (Rehabilitative Enterprises Services & Products) • PRIDE (Prison Rehabilitative Industries & Diversified Enterprises) • State Purchasing Agreements • Agency contracts

  21. Determine Purchasing Method (3) • Discretionary/small non-competitive • Informal Bid • Formal competitive • ITB – Invitation to Bid • RFP – Request for Proposal (what does the vendor submit?) • ITN – Invitation to Negotiate • Single source • Emergency. • Etc.

  22. PURCHASING PROFESSIONALS (5) • Advise customer if an extended schedule is required. • Review and amend specs/SOW. • Provide vendor list. • Prepare any solicitation, formal or informal, with appropriate general and special conditions, including schedule and outcomes. • Issue solicitation. • Receive bids & proposals.

  23. PURCHASING PROFESSIONALS (6) • Tabulate & evaluate bids & proposals. • Responsiveness & Responsibility. • Price and other criteria. • If negotiations are involved, organize and lead team. • Rank & “short list” respondents. • Develop objectives. • Revise the solicitation and/or lead respondents to revise proposals as needed to meet objectives at best-and-final offer (BAFO) stage.

  24. PURCHASING PROFESSIONALS (7) • Prepare contract/PO. • Issue contract/PO. • Amendments, cancellations, dispute resolution. • Maintain purchasing records.

  25. ROLES IN THE PURCHASING PROCESS VENDORS

  26. VENDORS • Register with purchasing authority & Dept of State • Review purchasing history in their market. Who is selling what to whom at what price? • Target their segment of the govt market • Review solicitation advertisements (formal & informal) • Act promptly to review and respond • Ask clear questions promptly. Explain reasons for any request, e.g. a specification change.

  27. VENDORS (2) • Participate in vendor meetings • Use web based or other training tools • Respond fully to all requirements. • Do not make unilateral substitutions, omissions or schedule changes. Ask in advance about any unfamiliar, unclear or contradictory requirements, etc. • Request pre-contract meeting as appropriate if none is scheduled. • Know how their performance will be measured and reported!

  28. VENDORS (3) • Fulfill all requirements. • Invoice accurately as products are shipped or services performed. • Advise end user & purchasing agent early of any delays or other problems. • Be aware of formal dispute procedures but have as your goal meeting customer’s expectations, and resolving problems with the least formality & at lowest. organizational level consistent with good business practice.

  29. Other roles in the process • Within your agency • Accounting • Attorneys • Inspector General • Oversight agencies • State Purchasing • Office of Supplier Diversity

  30. Other roles in the process (2) • Oversight agencies (continued) • Bureau of Auditing, DFS • State Auditor General • Special needs • Fleet • EITS – Enterprise Information Technology Services

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