INFORMATION BRIEFING Orange County/City of Orlando Consolidation of Services Study Commission

1. INFORMATION BRIEFINGOrange County/City of OrlandoConsolidation of Services Study Commission Orange County Purchasing and Contracts Division

2. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION OVERVIEW • Procurement Authority • Organization Overview • Procurement Committee • Business Development Division • Specific Functions • Contract Dollars • Purchasing System • Miscellaneous • Summary

3. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONPROCUREMENT AUTHORITY PROCUREMENT ORDINANCE 92-26 • Establishes a centralized Purchasing System • Designates the Manager, Purchasing and Contracts as the Administrator of the County’s Centralized Purchasing System • Establishes specific limits on lobbying activities • Blackout period - Prohibits lobbying from issuance of an Invitation for Bids (IFBs) or Request for Proposals (RFPs) until approval of contract or selection of proposer by the Board.

4. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION PROCUREMENT AUTHORITY SPECIFIC CONTRACT AUTHORITY:

5. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONORGANIZATION CHART 29 Authorized Positions - 22 Professional and 7 Support

6. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONBUYING SECTION • Purchases goods, services, and minor construction up to the bid limit of $32,000 • Provides technical assistance to customers

7. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION PURCHASING SECTION Contracts for goods and services valued over the formal bid limit via • Issuance of Invitation for Bids (IFBs) • Issuance of Requests for Proposals (RFPs).

8. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONCONTRACTS SECTION • Contracts for construction and architectural-engineering services via issuance of Invitations for Bids (IFBs) and Requests for Proposals (RFPs). • Design/Consultant services per State Statute • Construction Services

9. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONPROCUREMENT COMMITTEE • Established in 1992 • Purpose • All Requests for Proposals (RFPs) for services exceeding $100k fall within this procedure. • Evaluations of proposals conducted during posted public meetings of Procurement Committee. • Committee Members • User Department and Division • Board Delegate • County Administration • At-Large Technical Representation • Business Development Division • Manager, Purchasing (non-voting chairman) • Lobbying Blackout • Protests

10. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION BUSINESS DEVELOPMENT DIVISION • This division falls under the Administrative Services Department. Responsible for the management of the County’s Minority Women Business Enterprise (MWBE) Program • Establishes and manages goals for MWBE participation in the County’s Contracting Program • Works closely with the Purchasing Division • Currently consultant is updating the MWBE Disparity Study

11. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONCONTRACT DOLLARS YEARAMOUNT 2004 $569,566,910 Construction $264,398,277 A-E $ 19,972,280 Goods & Services $217,196,353 2005 $486,495,918 (as of Aug. 16, 2006) Construction $150,005,967 A-E $ 2,188,300 Goods & Services $334,301,651

12. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONAdvantage Financial SystemCGI – AMS • Proprietary system purchased and implemented in 1988. • Approximately $3 million dollars invested since 1999. • Includes all procurement and financial transactions for the County. • Interfaces to 12 other County major systems. • In excess of 400 staff utilize the system.

13. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONMISCELLANEOUS • Provides a full service purchasing operation with responsibility for the procurement of all goods and services, including construction and architect-engineering services. • Contracts are heavily used by other agencies within Central Florida Area and Statewide. • Division frequently consulted on technical contracting issues. • Debris collection contracts • Design-Build contracts • Construction Manager at Risk contracts • Direct Purchases • Orange County maintains nearly 700 term contracts. • Contracts in full text are accessible to the public via the Internet. • Nearly all may be used by other entities.

14. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONSUMMARY • Of 22 professional positions (Buyers, Purchasing Agents and Contract Administrators) 18 have professional certifications in one or more of the following: • Certified Public Purchasing Officers (CPPO) • Certified Professional Public Buyers (CPPB) • Certified Purchasing Manager (C.P.M.) • Received Achievement in Excellence in Procurement Award from the National Purchasing Institute for the past 9 consecutive years • Received awards for Outstanding Achievement from Florida Association of Public Purchasing Officers for the past 5 years

15. ORANGE COUNTY PURCHASING AND CONTRACTS DIVISIONSUMMARY • Well regulated centrally managed Procurement Program. • All activities are in the sunshine. • Strong due process procedures to ensure protests are addressed in an open and fair manner. • Lobbying restrictions to shield County Staff and Commissioners from lobbyists during the procurement process. • Staff is highly trained, certified and motivated.