Florida's Purchasing Training and Certification Program

Russ Rothman, CPPO, FCPM, Chief Purchasing Operations Officer

Florida Government Conference, Sept. 23, 2004

TOPICS1. BACKGROUND: ROAD MAP TO

EXCELLENCE IN CONTRACTING2. PURPOSE OF THE TRAINING &

CERTIFICATION PROGRAM3. WHO CAN PARTICIPATE4. COURSE SCHEDULES & FEES5. COURSE CONTENT6. CERTIFICATIONS OFFERED7. REQUIREMENTS FOR CERTIFICATION8. EXPERIENCE TO DATE9. SOURCES FOR MORE INFORMATION

ROAD MAP TO EXCELLENCE IN CONTRACTING

ROAD MAP TO EXCELLENCE IN CONTRACTINGInspector General Derry Harper, 6/03

Need legislative and regulatory changes to address inadequacies and inconsistencies in statutes and rules

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.

ROAD MAP TO EXCELLENCE IN CONTRACTINGInspector General Derry Harper, 6/03

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.

ROAD MAP TO EXCELLENCE IN CONTRACTINGInspector General Derry Harper, 6/03

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

Include training in contract negotiation and contract management.

ROAD MAP TO EXCELLENCE IN CONTRACTINGInspector General Derry Harper, 6/03

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.

TRAINING PROGRAMS

DMS has undertaken several initiatives aimed at solving problems identified in the audit.This presentation today focuses on DMS provision of training programs

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

THE TRAINING & CERTIFICATION PROGRAM

This is the State of Florida’s first training and certification program for Florida public purchasing professionals

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

• To train and certify the state’s purchasing professionals

• To inculcate adherence to an unwavering code of ethical behavior

• To provide and support the knowledge, skills and ability to effectively design, solicit, negotiate, award and manage government contracts in Florida, in a manner worthy of the public’s trust.

THE PURCHASING MISSION GENERALLY

Assure availability of the commodities and services required for completing the missions assigned by the Governor and Cabinet to our State’s agencies

When and where needed At the lowest overall cost In order to drive down the cost of

delivering government services

Knowledge, Skills & Ability To effectively meet the needs of our

customers, the governmental agencies and the citizens we serve

To meet those needs efficiently, using as little time and as few resources as possible in the process

To meet those needs economically, achieving the best value for the public funds expended

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

Two parts to the program: First, training, to provide Florida

purchasing professionals and contract managers with training in general public purchasing principles and processes, applicable to most state and local government purchasing programs,

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

and, to provide training in the specific statutes, rules and policies that govern public purchasing in the State of Florida,

and to provide a forum to discuss and develop best practices for public procurement.

PURPOSE OF THE TRAINING & CERTIFICATION PROGRAM

Second, certification to encourage and recognize the professional development and service provided by Florida purchasing professionals who complete these programs.

WHO CAN PARTICIPATE: TRAINEES

State Purchasing Professionals Other State personnel

including, but not limited to, contract managers and contract administrators, accountants, auditors, and others with a need to be informed on the subject matter

WHO CAN PARTICIPATE: TRAINEES

Training is optional for political subdivision personnel, who are responsible for compliance with local ordinances, rules and policies that may differ from state requirements.

WHO CAN PARTICIPATE: TRAINEES

We recommend that subdivision purchasing professionals: (a) Check local NIGP Chapter and FAPPO training availability, and(b) Send State Purchasing a registration form for "standby" status to maximize the opportunity for training. 

WHO CAN PARTICIPATE: TRAINERS

NIGP trains and certifies its trainers through an intensive and extensive training program.

Florida specific trainers will be recruited through the Division of State Purchasing. Potential trainers with purchasing and, if possible, training expertise are encouraged to apply to the Division using the Florida Trainer application in the manual.

WHO CAN PARTICIPATE: TRAINERS

Both NIGP and Florida trainers will be paid by NIGP, at their standard rate, currently $300 per day, plus travel costs. State employees who are compensated for providing training should expect to take leave from their state employment, obtain dual employment authorization, and pay taxes on their earnings.

WHO CAN PARTICIPATE: TRAINERS

Florida specific trainers offering a half-day or more of training may decline payment, and teach on work time, if authorized by their employer. In those cases, NIGP will make an equivalent donation to the Tallahassee Chapter of NIGP, which actively supports this training program, and may oversee the final examinations for CPPB and CPPO certifications.

COURSE SCHEDULES

1. Sourcing in the Public Sector 9/1-3/04 (interrupted by Hurricane Charley)

2. Planning, Scheduling & Requirement Analysis 10/6-8/04

3. Developing and Managing RFP's 10/27-29/04

4. Legal Aspects of Purchasing 1/12-14/05

COURSE SCHEDULES

5. Public Purchasing in Florida: Statutes, Rules, Policies & Best Practices 2/2-4/05

6. Negotiation Strategies 2/16-17/05

7. Negotiation in Florida: Statutes, Rules, Policies & Best Practices 2/18/05

COURSE SCHEDULES

8. Contract Administration 3/8-10/05

9. Contract Administration in Florida: Statutes, Rules, Policies & Best Practices 3/11/05

10. CPPO Review Class 4/7-8/0511. CPPB Review Class 4/15/0512. UPPCC Scheduled Examination

4/29/05

COURSE FEES

NIGP 3-day seminars, $440 NIGP 2-day seminar, $300 NIGP 1-day seminar, $135 Florida 3-day seminar, $300 Florida 1-day seminars, $80 UPPCC certification exam, fees

paid by NIGP

NEXT SCHEDULED COURSES

Start April 20, last course October 28, 2005

Reviews November 17 & 18, 2005

Exam December 5, 2005

COURSE CONTENT: NIGP

1. Sourcing in the Public Sectora) Types of formal and informal

solicitations (RFIs, quotes, bids, RFPs)

b) Solicitation formatsc) Bid processingd) Bid evaluatione) Bid award

COURSE CONTENT: NIGP

2. Planning, Scheduling and Requirement Analysis

a) Planning and researchb) Strategiesc) Requirements and specificationsd) Solicitation methodse) Pricing strategies, including life cycle

costing & total cost of ownership

COURSE CONTENT: NIGP

3. Developing and Managing RFPs in The Public Sector

a) Proposals i. Determining needii. Planningiii. Developing & processing the RFPiv. Evaluation & award

b) Competitive negotiationsi. Establishing the competitive rangeii. Written & oral negotiations

COURSE CONTENT: NIGP

4. The Legal Aspects of Purchasing

a) Key regulations & conceptsb) Contract management

considerationsc) Contract development

COURSE CONTENT: NIGP

5. Contract Administrationa) Administrationb) Inspection & testingc) Reports, rejection & returnsd) Payment processe) Disposal of surplusf) Non-performance & termination

COURSE CONTENT: NIGP

6. Negotiation Strategiesa) Principles, strategies, how to be a

good negotiatorb) Negotiating tacticsc) Communication, the emotional side,

social styles, rapport, verbal & non-verbal cues

d) Understand complexities due to people

COURSE CONTENT: FLORIDA

1. Public Purchasing in Floridaa) Statutes & rules governing public

purchasing in Floridab) Ethics & lawc) Purchasing organization

Public Purchasing in Florida

d) Roles in the purchasing processe) Cost controlf) Defining requirements

Public Purchasing in Floridae) Procurement methods

i. State term contractsii. PRIDE & RESPECTiii. State purchasing agreementsiv. Small purchasesv. Quotesvi. ITBsvii. RFPsviii. ITNsix. Alternate Contract Sourcex. Single Sourcexi. Emergencyxii. Strategic sourcing at DMS

Public Purchasing in Florida

f) Elements in the purchasing processFor example:

Pre-bid conferences Amending solicitations Opening bids Responsiveness & responsibility Posting intended decisions Protests Public records And more

Public Purchasing in Florida

f) Post award processesi. Contract fileii. Prompt payment requirementsiii. Change ordersiv. Resolving performance problemsv. Liquidated damagesvi. Calling a bondvii. Vendor defaultviii. And more

g) Purchasing management

COURSE CONTENT: FLORIDA

2. Contract Management in Floridaa) Legal & ethical requirementsb) Planning and team member rolesc) Statement of work, statement of

objectivesd) Managing the contracte) Problem resolutionf) And more

COURSE CONTENT: FLORIDA

3. Negotiation in Floridaa) Statutory & rule requirements,

including public meetingsb) Comparison with other procurement

methodsc) Negotiation teamsd) The process from start to finishe) Initial offers, intermediate offers,

best and final offersf) And more

CERTIFICATIONS OFFERED

UPPCC (NIGP & NASPO) CERTIFICATIONS

Certified Professional Public Buyer (CPPB)

Certified Public Purchasing Officer (CPPO)

UPPCC (NIGP & NASPO) CERTIFICATIONS

CPPB pre-requisites include a bachelor’s degree, college or seminar training in purchasing, and two years of public purchasing experience. Some alternative qualifying experience, education or training can be substituted for the degree and the public purchasing experience. A written examination is required.

UPPCC (NIGP & NASPO) CERTIFICATIONS

CPPO pre-requisites include a bachelor’s degree, college or seminar training in purchasing, and three years total purchasing experience, of which two years must be in a public purchasing management function. Some alternative qualifying experience, education or training can be substituted for the degree and the public purchasing experience. Written and oral examinations are required.

FLORIDA CERTIFICATIONS

Florida Certified Purchasing Agent

Florida Certified Purchasing Manager

Florida Certified Contract Manager

Florida Certified Negotiator

FLORIDA CERTIFIED PURCHASING AGENT (FCPA)

FCPA certification requires CPPB or CPPO certification Completion of the Public

Purchasing in Florida seminar And a minimum of twelve (12)

months experience in a full time purchasing position for the State of Florida or one of its political subdivisions

FLORIDA CERTIFIED PURCHASING MANAGER (FCPM)

FCPM certification requires CPPB or CPPO certification Completion of the Public Purchasing in

Florida seminar And a minimum of three years

experience in a full time purchasing position for the State of Florida or one of its political subdivisions, of which at least one year must be in a Florida public purchasing management position.

FLORIDA CERTIFIED CONTRACT MANAGER (FCCM)

FCCM certification requires Completion of the NIGP Contract

Administration seminar Completion of the Contract Management

in Florida seminar And either twelve (12) months experience

in a full time purchasing position for the State of Florida or one of its political subdivisions, or twelve months cumulative experience managing one or more contracts for a Florida state agency or political subdivision

FLORIDA CERTIFIED NEGOTIATOR (FCN)

FCN certification requires Completion of the NIGP General

Public Procurement or Sourcing in the Public Sector seminars

Completion of the NIGP Negotiation Strategies seminar

Completion of the Negotiations in Florida seminar (continued)

FLORIDA CERTIFIED NEGOTIATOR (FCN)

A minimum of twelve (12) months experience in a full time purchasing position for the State of Florida or one of its political subdivisions

And leading a team through at least one procurement through negotiation.

EXPERIENCE TO DATEWe have now completed the first series of

seminars General Public Procurement Jan 7-9, 2004 Intermediate Public Procurement Feb 16-18 Advanced/Management Public Procurement

March 29-30 Public Purchasing in Florida March 29-30 Negotiation Strategies April 21-22 Negotiation in Florida April 23 Contract Management May 19-20 Contract Management in Florida May 21

EXPERIENCE TO DATE

117 total attendees at one or more seminars

94 from state agencies (80%) 22 state agencies represented

(65%)

FLORIDA CERTIFIED PURCHASING AGENT DESIGNATIONS AWARDED IN AUGUST 2004

Thomas F. Blaine Jr., Miami-Dade County Staten W. Corbett, Bay County Dist. School

Board Joseph A. Espinosa, DOH Mark D. Lovell, DMS State Purchasing Douglas S. Melvin II, DJJ Tammie R. Mercier, FWC Jessie C. Moseley, DOC Vince J. Windham, Okaloosa County School

District

FLORIDA CERTIFIED PURCHASING MANAGER DESIGNATIONS AWARDED IN AUGUST 2004

James A. Brewer Jr., DOH David A. Callaway, DOT Staten W. Corbett, Bay County Dist. School Board Joseph A. Espinosa, DOH Kathleen M. Hutchins, DOS Sandra E. King, Santa Rosa County School Board Douglas S. Melvin II, DJJ Tammie R. Mercier, FWC Shirley Molnari, Santa Rosa County School Board Jessie C. Moseley, DOC Paul R. Nobles, Escambia County Board of

Commissioners Russ Rothman, DMS State Purchasing

FLORIDA CERTIFIED NEGOTIATOR DESIGNATIONS AWARDED IN AUGUST 2004

Vonnie R. Allen, AWI Sonya R. Avant, FDLE David A. Bennett, DMS State Purchasing Mary L. Bishop-White, FDLE Kathleen M. Hutchins, DOS Mark D. Lovell, DMS State Purchasing Carol A. McCallum, FDLE Edward G. McEachron, DOH Douglas S. Melvin II, DJJ Paul R. Nobles, Escambia County Bd. Of

Commissioners Bo Scearce, DOR

FLORIDA CERTIFIED CONTRACT MANAGER DESIGNATIONS AWARDED IN AUGUST 2004

Susan K. Barr, DMS State Purchasing David A. Bennett, DMS State Purchasing Mary L. Bishop-White, FDLE David A. Callaway, DOT Joseph P. Camit, DMA Jacklyn Colson, DJJ John D. Connor, Fla. School for Deaf & Blind Staten W. Corbett, Bay County Schools Charles E. Day, DMS State Purchasing Nancy J. Harrison, FDLE Mark D. Lovell, DMS State Purchasing Ommet Mbiza, DMS State Purchasing

FLORIDA CERTIFIED CONTRACT MANAGER DESIGNATIONS AWARDED IN AUGUST 2004

Douglas S. Melvin II, DJJ Jessie C. Moseley, DOC Barbie Phillips, DOR Stuart P. Potlock, DMS State Purchasing Ellen R. Potts, DMS State Purchasing Lynne S. Roberts, Fla School for Deaf & Blind Bo Scearce, DOR Berth S. Sparkman, DOR Robert W. Threewitts, DOE Edwin E. Valla, HSMV MarvinL. Williams, DMS State Purchasing

SOURCES FOR MORE INFORMATION

National Institute of Governmental Purchasing, www.nigp.org

Florida Department of Management Services, dms.myflorida.com/dms/purchasing

Cyndee Sams, Training & Certification Program Administrator (850) 921-0266, samsc@dms.state.fl.us

AT YOUR SERVICE

A HANDOUT IS AVAILABLE LISTING ALL STATE PURCHASING PERSONNEL, THEIR ROLES AND TELEPHONE NUMBERS. PLEASE DO NOT HESITATE TO CONTACT US.

YOU ARE OUR CUSTOMER, AND WE INTEND TO TREAT YOU AS SUCH.

Fred.springer@myflorida.com Director of State Purchasing

Russ.rothman@myflorida.com Chief Purchasing Operations Officer