Purchasing Directors’ Meeting February 19, 2009. 2 Agenda Introduction – 44A (Renegotiation...
-
Upload
hannah-nelson -
Category
Documents
-
view
212 -
download
0
Transcript of Purchasing Directors’ Meeting February 19, 2009. 2 Agenda Introduction – 44A (Renegotiation...
Purchasing Directors’ MeetingFebruary 19, 2009
2
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
3
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
S.B. 44A (Renegotiation Portion)
Excerpts from S.B. 44A:
…review existing and proposed contracts for the purpose of reducing contract payments; authorizing agencies to renegotiate contracts;…
Section 1. Notwithstanding any provision of law to the contrary, each state agency shall review existing and proposed contracts with private providers and public-private providers in an effort to reduce contract payments. It is the statewide goal to achieve substantial savings; however, it is the intent of the Legislature that the level and quality of services not be affected. Each agency may renegotiate contracts consistent with this section. The Legislature intends that its substantive and fiscal committees will review the results of this effort and the effectiveness of each agency in meeting the goal. This section expires July 1, 2009.
4
5
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
6
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
Chapter 287, Florida StatutesNegotiation Process
Quick Look at Invitations to Negotiate
287.057(3)(a), F.S.
• If an ITB or RFP won’t result in best value, ITN can be used.
• Agency must explain why negotiation may be necessary in order for the state to achieve the best value.
• Evaluate and rank and then select which to commence negotiations.
• Award the contract to the responsible and responsive vendor that the agency determines will provide the best value to the state.
• Award memo - file must contain a short plain statement that explains the basis for vendor selection and sets forth the vendor's deliverables and price, and why this vendor offers the best value.
287.012(4), Florida Statutes:
(4) "Best value" means the highest overall value to the state based on objective factors that include, but are not limited to, price, quality, design, and workmanship.
Definition of “Best Value”
Procurement TimelineProcurement TimelineB
ID D
EVEL
OPM
ENT
BID
REL
EASE
D
INTE
NT
TO A
WA
RD
PO
STED
FIN
AL
OR
DER
Bid Development1 – 12+ months
Competitive Bid2 – 4+ months
Protest2 – 4+ months
Que
stio
n an
d An
swer
Pha
se
Res
pons
es R
ecei
ved
and
Eval
uate
d
Neg
otia
tion
in a
n IT
N
Age
ncy
Dec
ides
to U
se IT
N
Relationship Between the ITN, Negotiations and the Contract
• Style of Negotiations May Vary
• Concurrent vs. Serial Negotiations– What does the ITN say?
• Form and Substance
• Flexibility
• Think on Your Feet
Observations regarding ITN Negotiations
The First Negotiation Session• Introduction• Best value• Expectations • Initial Issue Identification• Concerns
– 119– 286
• Presentation• Q&A / Preliminary Negotiations
After the first round…
• Email or other written verification or resolution of issues
• Subsequent negotiations (in person or telephonic)– Recorded in full
• Best and final offer
• Memo
Goal:
Achieve the “best value” for the state.
Related Issues
• Certified Negotiator
• Project Management Professional
287.057(17)(b), Florida Statutes
• Temporary Rebid Exemption
• Trade Secret and Confidential Information
• Recording Negotiations
Public Meetings and Public Records Issues
Final Thoughts
• Ask questions
• Ask for clarification
• Get it in writing (and make sure it ends up in the final contract)
• Clearly resolve issues and move on to remaining ones
• Price / BAFO
• Public Meetings - final, fact finding, strategy (Silver Express)
Disclaimer
23
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
24
• Agenda• Introduction – 44A (Renegotiation Portion)
– State Term Contract for Paper
• Gwenn Godfrey, Chief, Bureau of General Services,Florida Department of Environmental Protection– Renegotiation of Contracts at FDEP
• Tony Garcia, Departmental Purchasing Director, Department of Management Services– Renegotiation of Contracts in Departmental Purchasing at DMS– Negotiation Strategies and Tactics
• Charles Covington – Hot Topics
• Reminder About Next Meeting Date
Purchasing Directors’ MeetingFebruary 19, 2009
25
Purchasing Directors’ MeetingFebruary 19, 2009
Next Meeting
March 19, 2009
2:00 – 4:00 pm