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8/29/051 INFORMATION BRIEFING Orange County/City of Orlando Consolidation of Services Study Commission Orange County Purchasing and Contracts Division.

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Presentation on theme: "8/29/051 INFORMATION BRIEFING Orange County/City of Orlando Consolidation of Services Study Commission Orange County Purchasing and Contracts Division."— Presentation transcript:

1 8/29/051 INFORMATION BRIEFING Orange County/City of Orlando Consolidation of Services Study Commission Orange County Purchasing and Contracts Division

2 8/29/052 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 8/29/053 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION PROCUREMENT AUTHORITY PROCUREMENT ORDINANCE 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 8/29/054 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION PROCUREMENT AUTHORITY SPECIFIC CONTRACT AUTHORITY: CONTRACT ACTIONS Contracts <$100,000 AUTHORITY Manager, Purchasing Contracts>$100,000BCC approval/Executed by Manager, Purchasing ORDERS AGAINST CONTRACTS FROM U.S. Government, State of Florida, National, and State Assoc. and other Public Entities AUTHORITY Manager, Purchasing Annual Purchasing Agreement Pre-priced/user ordered Purchase Card (credit card) 600 cards issued Countywide Individual Cardholder $1,500 per transaction $37,500 per month

5 8/29/055 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION ORGANIZATION CHART 29 Authorized Positions - 22 Professional and 7 Support

6 8/29/056 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION BUYING SECTION  Purchases goods, services, and minor construction up to the bid limit of $32,000  Provides technical assistance to customers

7 8/29/057 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 8/29/058 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION CONTRACTS 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 8/29/059 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION PROCUREMENT 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 8/29/0510 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 8/29/0511 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION CONTRACT DOLLARS YEARAMOUNT 2004$569,566,910 Construction $264,398,277 A-E $ 19,972,280 Goods & Services $217,196, $486,495,918 (as of Aug. 16, 2006) Construction $150,005,967 A-E $ 2,188,300 Goods & Services $334,301,651

12 8/29/0512 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION Advantage Financial System CGI – AMS  Proprietary system purchased and implemented in  Approximately $3 million dollars invested since  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 8/29/0513 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION MISCELLANEOUS  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 8/29/0514 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION SUMMARY  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 8/29/0515 ORANGE COUNTY PURCHASING AND CONTRACTS DIVISION SUMMARY  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.


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