Model Contract Templates

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					Procurement
  Reforms
 Review
 The Challenge of The
  Ripple Effect
 Status Report
 Clear Communication
          OBJECTIVE

To bring you up to speed on where
   we are, where we are headed
   and what you can do to help
REVIEW
     Governor’s Task Force
      Recommendations
• Strengthen the contracting and
  procurement processes
   By improving the quality and
    openness of the process
   By implementing a set of checks and
    balances to ensure its integrity
     Reform Themes

• Ensuring High Quality
  • Open Process
   • System of Checks and
      Balances
Task Force
Recommendations
Ripple Effects
               1. Broaden Scope of QA Program
                                                  5. Random Audits/Reviews
    6. Standards for Delegated Authority
                                                      8. Training/Certification Program
9. Contracting Official Standards of Conduct
                                                11. Terms/Conditions with Stakeholder
     10. Contractor Standards of Conduct
                                                    Participation
14. E-Procurement                                  16. Legal Training to ID High-Risk
                         18. Agency Official

                                             19. Signature Authority
17. Electronic Model Contract
                                                    13. Integrated Tracking System
      15. Legal Participation in High Risk

   12. Cont. Improvement Advisory Councils         7. Uniform Policies/Procedures
3. Follow MM 02-19 Guidelines for CMAS               4. Standards for Non-GSA CMAS

          2. Prohibit Large-Scale IT via CMAS/MSA
 Policies
                   Human Resources
   Processes            Procedures


Statutes                 Legislation

                        Regulations
 Financial Resources
Ripple Effects
STATUS REPORT
Ensuring High Quality
Recommendations 1 through 12
1   Broaden scope of QA
    Program
    Broaden scope of QA Program

• Implementation Manager: Judy Heringer
                             (Quality Assurance)
• Team Members (Representing Quality Assurance):
   Cheri Shaw - Lead         Bonnie Bahnsen

   Sandra Silva – Co-Lead    Liz Bourrage

   Charyl Angeles            Erin Snyder

   Debbie DeAnda
      Broaden scope of QA Program

• Team determining how all recommendations
  interface with the Delegation Program
• Recommendation 18 is closely tied to this
  initiative
  Recommendation 18: Single Agency Officer responsible
  for all contracting and procurement within the agency

   Letter released from our Director requesting a
    Procurement and Contracting Officer to be named with
    the roles and responsibilities outlined in the letter
      Broaden scope of QA Program
• Discussion and discovery:
     Developing new/revised database
     Revising the Delegation Guideline Manual
     Planning notification of changes to Departments
     Identifying logistic issues to bring leveraged
      procurements within the scope
     Coordinating the integration of leveraged procurements
      under the delegation umbrella
     Determining knowledge level and abilities re: how training
      might converge with levels of purchasing authority
     Incorporating roles/responsibilities of Procurement
      Officer into documentation
2   Prohibit large-scale IT
    via CMAS/MSA
Prohibit large-scale IT via CMAS/MSA



• Implementation Manager: Diana LaBonte

• Team Member: Fran Archuleta
Prohibit large-scale IT via CMAS/MSA


       • Tactical Plan completed

       • Draft policy completed

       • Working on approval and
         implementation of policy
    Follow Management
3   Memo 02-19 Guidelines
    for CMAS
 Follow Management Memo 02-19
       Guidelines for CMAS


• Implementation Manager: Carol Umfleet

• Team Members: CMAS Staff
Follow Management Memo 02-19
      Guidelines for CMAS

 • Tactical Plan and Project Schedule
   completed

 • CMAS Bulletin #35 issued, covering
   Revision 1 guidelines based on
   Management Memo 02-19
    Develop written
4   standards and criteria
    for Non-GSA CMAS
Develop written standards and criteria for
              Non-GSA CMAS


   • Implementation Manager: Carol Umfleet

   • Team Members: CMAS Staff
Develop written standards and criteria for
              Non-GSA CMAS

     • Gathering information to develop
       procedures

      A four-to-six-month effort that is
                   on track
    Conduct random
5   audits/reviews and
    establish protocols for
    internal audits
 Conduct random audits/reviews and
establish protocols for internal audits
• Implementation Manager: Judy Heringer

• Team Members (Representing Quality Assurance):
   Cheri Shaw - Lead         Bonnie Bahnsen

   Sandra Silva – Co-Lead    Liz Bourrage

   Charyl Angeles            Erin Snyder

   Debbie DeAnda
 Conduct random audits/reviews and
establish protocols for internal audits
 • A long-term task not scheduled to
   implement until after staff is hired and
   trained
 • Action items from team’s tactical plan
   are to begin next year
 • Team is determining what “random” means
   and how it fits within the current review
   schedule
    Establish consistent
6   standards for
    Delegation Authority
  Establish consistent standards for
         Delegation Authority
• Implementation Manager: Judy Heringer

• Team Members (Representing Quality Assurance):
   Cheri Shaw - Lead         Bonnie Bahnsen

   Sandra Silva – Co-Lead    Liz Bourrage

   Charyl Angeles            Erin Snyder

   Debbie DeAnda
 Establish consistent standards for
        Delegation Authority

• Team determining how all recommendations
  interface with the Delegation Program
• Developing criteria for standards for
  delegation dollar thresholds to determine
  increase or change in delegated purchasing
  authority
  Establish consistent standards for
         Delegation Authority
• Discussion and discovery begun regarding
  required elements for database:
   Tracking data necessary for determining standards
   Developing assessment methodology

• Discussion begun regarding knowledge level
  and abilities for how training might converge
  with levels of purchasing authority
    Establish consistent standards for
           Delegation Authority

    Although a long-term task, some of the issues
     surrounding this recommendation are being
     discussed concurrently with Recommendations
     1, 7-9, 12, 14-16 and 19

    Significant issues to begin being addressed
                     next year
    Establish uniform
7   policies, processes
    and procedures
Establish uniform policies, processes
           and procedures
• Implementation Manager: Bill Fackenthall (PD)
• Team Members
  Susan Chan                     Dianna LaBonte
  (PD/Dispute Resolution)         (PD/Acquisitions)
  Bob French                     Sandi Russell
  (PD/Acquisitions)               (PD/Acquisitions)

  Linda Garcia                   Janine Vine
  (PD/Policies and Procedures)    (PD/Acquisitions)
  Joyce Gibson                   Kathleen Yates
  (PD/Legislation)                (Legal Services)
  Judy Heringer
  (PD/Quality Assurance)
  Establish uniform policies, processes
             and procedures

• Tactical Plan and Project Schedule completed

• Scope of Work for consultant includes
  development of Implementation Plans as part of
  the contract

• RFP released November 19, 2002
8   Establish Training and
    Certification Program
Establish Training and Certification
              Program
• Implementation Manager: Marnell Voss (PD)
• Team Members
  Kim Cox (PD)                      Gaylord Moulds (PD)
  Fay Miyagi   (Project Manager)    Alan Glassman
                                     (Consultant)

  Ginger Moore    (PD/Training)     Morley Winograd
                                     (Consultant)
 Establish Training and Certification
               Program
• Customer focus groups defined knowledge, skills
  and abilities for procurement and contracting
  officials
• Validated and finalized survey
• Sent request for survey participants and
  received lists back
• Consolidated survey and distribution lists
• Survey distributed in hard copy and electronic format
• Initiated discussions on policy development,
  budgets, financial models and labor relations
    Adopt clear standards
9   of conduct for state
    contracting and
    procurement officials
Adopt clear standards of conduct for state
  contracting and procurement officials

    • Implementation Manager: Ginger Moore
                                       (PD/Training)

    • Team Members
      Joyce Gibson               Sandi Russell
      (PD/Legislation)             (PD/Acquisitions)


             Cynthia Curry (Legal Services)
Adopt clear standards of conduct for state
  contracting and procurement officials

• Tactical Plan and Project Schedule completed

• Initiated discussion re: approach to determining
  existing framework within the state
    Established research assignments
     Adopt clear
10   standards of conduct
     for contractors
 Adopt clear standards of conduct
          for contractors
• Implementation Manager: Russ Guarna (PD)
• Team Members
  Susan Avara            Buddy Nichols
  (PD)                     (PD/Acquisitions)
  Bob French             Scott Norton
  (PD/Acquisitions)        (PD/Acquisitions)

  Joyce Gibson           Eileen Tardif
  (PD/Legislation)         (PE and SBM)
  Joey Lim               Chuck Walker
  (PD)                     (PE and SBM)
  Adopt clear standards of conduct
           for contractors
• A long-term issue

• Team analyzing current information from:

   Current proposed legislation
   Supplier Base Management Program
   Federal statutes and regulations
     Improve model
11   contract provisions -
     With stakeholder
     participation
Improve model contract provisions -
  With stakeholder participation


• Implementation Manager: Diana LaBonte (PD)

• Team Member: Pam Mizukami (PD)
  Improve model contract provisions -
    With stakeholder participation

• Completed Tactical Plan and Project Schedule
• Assigned policy development
   Fran Archileta
• Contract Language
   Models in place and on line by January 1, 2003
     Establish continuous
12   improvement advisory
     councils
  Establish continuous improvement
          advisory councils
• Implementation Manager: Marnell Voss (PD)

• Team Members
  Bill Fackenthal (PD)       Melalee Petersen (PD)

  Russ Guarna (PD)           Denise Stanton (PD)

  Deborah Pearce     (PD)
   Establish continuous improvement
           advisory councils

• Tactical Plan drafted; milestones on track

• Developing questionnaire for suppliers
   To facilitate a more productive meeting with
    supplier stakeholders


• Meet with representatives from supplier
  community
    Open Process
Recommendations 13 and 14
     Establish integrated
13   transaction tracking
     system
    Establish integrated transaction
            tracking system
• Implementation Manager: Robert Hinchman (PD)

• Team Members
  Glenn Burnett   (RESD)      Jamie Mangrum (OTR)

  Kim Heartly-Humphrey (OTR)  Jeff Marschner
                               (Legal Services)

  Deby Keller   (OTR)         David Villanueva   (OTR)
     Establish integrated transaction
             tracking system

• First draft of Feasibility Study Report submitted;
  second draft completed 11/7/02
• Draft Risk Mitigation Plan completed
• Demonstration of pilot system to internal and
  external customers
• Pilot system on schedule
     Implement a comprehensive

14   eProcurement system for all
     state contract and
     procurement transactions
        Implement a comprehensive
           eProcurement system
• Implementation Manager: Mariel D’Eustachio (PD)

• Team Members
  Larry Aronson   (PD)    Linda Lange (PD)

  DeDE Hames (PD)         Ray Roa (PD)

  Kathy Havey   (PD)      Gloria Santos   (PD)
        Implement a comprehensive
           eProcurement system

• Document compiled re: the dependencies among
  Cal-Buy and many of the reforms

• Matrix to all Implementation Managers for
  review and input
   System of Checks
     and Balances
Recommendations 15 through 19
     Provide further Legal review

15   in all high-risk contracting
     and procurement
     transactions
Legal review in all high-risk contracting
    and procurement transactions
• Implementation Manager: Jeff Marschner (Legal
                                       Services)

• Team Members
  Cynthia Curry   (Legal Services)    Diana LaBonte (PD)

  Russ Guarna (PD)                    Kathleen Yates (Legal Services)
Legal review in all high-risk contracting
    and procurement transactions



   • Tactical Plan and Project Schedule
     Completed
     Develop and deliver training

16   on conducting an initial,
     high-risk review of contract
     and procurement
     transactions
    Develop and deliver training on
   conducting initial, high-risk review



• Implementation Manager: Garry Ness (Legal Services)
 Develop and deliver training on
conducting initial, high-risk review



• Tactical Plan and Project Schedule
  Completed
     Develop electronically-

17
     based model contract
     templates with standard
     terms and conditions
 Develop electronically-based model
         contract templates



• Implementation Manager: Michael Barth (Legal
                            Services)
 Develop electronically-based model
         contract templates
• Tactical Plan and Project Schedule completed

• Conducted telephone interviews with State
  Agencies:
   No electronic systems are in place

• Developing model contract language
   Can be used as a base agreement for electronic
    model contract forms
     Require each State Agency
     to designate a single
18   official responsible for
     all contracting and
     procurement within the
     Agency
Single official responsible for all contracting
    and procurement within each agency

 • Implementation Manager: Judy Heringer
                            (Quality Assurance)
 • Team Members (Representing Quality Assurance):
    Cheri Shaw - Lead         Bonnie Bahnsen

    Sandra Silva – Co-Lead    Liz Bourrage

    Charyl Angeles            Erin Snyder

    Debbie DeAnda
Single official responsible for all contracting
    and procurement within each agency

 • Determining how all recommendations interface
   with Delegation Program
 • Recommendation 18 must be completed prior to
   further in-depth discovery on Recommendations 1
   and 6
 • Letter to Department Directors, requesting
   identification of Procurement and Contracting
   Officer
    Due by 11/30/02
     Authorize individual
     signature authority for
19   contracting and
     procurement officials, based
     on position held, experience,
     training and certification
Authorize individual signature authority for
  contracting and procurement officials

• Implementation Manager: Bill Fackenthall (PD)

• Team Members
   Linda Garcia                   Sandi Russell
   (PD/Policies and Procedures)    (PD/Acquisitions)

   Joyce Gibson                   Cheri Shaw
   (PD/Legislation)                (PDQuality Assurance)

   Scott Norton                   Toni Vice
   (PD/Acquisitions)               (PD/Acquisitions)
 Authorize individual signature authority for
   contracting and procurement officials

• Researched and documented requirements and controls
  re: Signature Authority
   Public Codes, CAM and SCM
• Reviewing Department of Finance requirements re: Use
  of GP 1 form for various types of signature authorities

• Proposed E-mail to send to selected departments
   To determine policies and procedures in use now
    for authority to sign procurement and contract
    documents
    CLEAR
COMMUNICATION
  Comprehensive, wide-reaching
communication network established

  To ensure consistency in decision-
    making process

  To ensure consistency in delivering
    the latest information
What You Can Do . . .
Keep Informed
   Be responsive to
Implementation Teams’
  inquiries/requests
Communicate
The Procurement Division’s
        Web Site
http://www.pd.dgs.ca.gov

				
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