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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. - PowerPoint PPT Presentation
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ROLES IN THE PURCHASING PROCESS RECALL THE PROCUREMENT CYCLE CUSTOMERS PURCHASING PROFESSIONALS OFFICE OF SUPPLIER DIVERSITY ATTORNEYS VENDORS ACCOUNTANTS AUDITORS INSPECTORS GENERAL
PROCUREMENT CYCLE
End user/customer with purchasing support
• Identify need• Check Budget• Determine
specifications/requirements• Prepare & route requisition
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
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
PROCUREMENT CYCLEEnd 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
PERFORMANCE MEASURES
How can you measure the performance of the purchasing cycle process in your agency?
PERFORMANCE MEASURES Performance Measures of the
purchasing process should focus on results which are Legal & Ethical Effective Efficient Economical
CUSTOMERS
Customers have some key responsibilities
1. Understand the statutory and executive missions assigned to their entity.
2. Determine goods & services, and schedule, required to deliver the missions. May consult experts at this step.
CUSTOMERS (2)3. 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.
4. Arrive at the make/buy decision.
Customers (3)5. Plan ahead.6. Work with technical advisers as
required.7. Understand how to task the
purchasing office.8. Serve on the procurement team
as required .9. Manage contract/PO including
first level dispute resolution
CUSTOMERS (4)
10. Receive commodities/services11. Approve payment12. Request any needed amendment to
or cancellation of contract/PO 13. Close out/disposal14. Plan next stepsPurchasing can assist and guide.
What’s reasonable?
PURCHASING PROFESSIONALS
1. Assist customers in their roles2. Understand and advise on issues involved
in the make/buy decision3. Understand, advise and participate in the
preparation of good specifications and statements of work.
4. Understand and advise on types of specifications and SOWs (performance, design, combination, QPL), outputs & outcomes, performance-based contracting
PURCHASING PROFESSIONALS (2)
5. Understand the purchasing statutes & rules of the jurisdiction
6. Understand the purpose and missions of public purchasing
7. Understand how to use the former to do the latter!
PURCHASING PROFESSIONALS (3)
PROCESS RESPONSIBILITIES8. Consider this instance, the market,
and requirements history and trends in order to proceed to sourcing strategy.
9. Review Requisitions for clarity, completeness, authority, justification (purpose) and schedule requirements.
PURCHASING PROFESSIONALS (4)
10. Determine items of bid, award formula, contract term.
11. Determine sourcing method/strategy.
12. Organize & lead cross-functional procurement team if appropriate.
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
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.
PURCHASING PROFESSIONALS (5)
13. Advise customer if an extended schedule is required.
14. Review and amend specs/SOW.15. Provide vendor list.16. Prepare any solicitation, formal or informal,
with appropriate general and special conditions, including schedule and outcomes.
17. Issue solicitation.18. Receive bids & proposals.
PURCHASING PROFESSIONALS (6)
19. 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.
PURCHASING PROFESSIONALS (7)
20. Prepare contract/PO.21. Issue contract/PO.22. Amendments, cancellations,
dispute resolution.23. Maintain purchasing records.
VENDORS
1. Register with purchasing authority & Dept of State
2. Review purchasing history in their market. Who is selling what to whom at what price?
3. Target their segment of the govt market4. Review solicitation advertisements (formal
& informal)5. Act promptly to review and respond6. Ask clear questions promptly. Explain
reasons for any request, e.g. a specification change.
VENDORS (2)
7. Participate in vendor meetings8. Use web based or other training tools9. Respond fully to all requirements. 10. Do not make unilateral substitutions,
omissions or schedule changes. Ask in advance about any unfamiliar, unclear or contradictory requirements, etc.
11. Request pre-contract meeting as appropriate if none is scheduled.
12. Know how their performance will be measured and reported!
VENDORS (3)
13. Fulfill all requirements.14. Invoice accurately as products are shipped
or services performed.15. Advise end user & purchasing agent early
of any delays or other problems.16. 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.
Other roles in the process
Within your agency Accounting Attorneys Inspector General
Oversight agencies State Purchasing Office of Supplier Diversity