From Here to There. Presentation to Board of Governors Pima County Community College District October 17, 2016

Transcription

1 From Here to There Presentation to Board of Governors Pima County Community College District October 17, 2016 Mark Dworschak Director, Contracts and Purchasing

2 What happened? Contract, risk management, purchasing and auxiliary services operations condensed, June 2015, into a single department, Contracts and Purchasing, comprising: Director Program Manager 2 District Buyers Fiscal Specialist (acting)

3 What Did We Find? Inefficiencies & disconnects Contract authority delegated across 9 individuals based on dollar value and contract type (SPG- 1302/AB) Departments assigned purchasing and contracting responsibilities both procedurally and through Policy A purchase order is a contract The District is not subject to the State Procurement Code The Board approves contracts over $100, Buyers issuing over 2,000 purchase orders across nearly 700 distinct vendors worth nearly $50,000,000 in total spend (2015)

4 continued Board Reports don t always reflect underlying contract terms Purchase orders issued after receipt of invoice Contract documents which contradict other documents as well as contradictions within the contracts themselves Contract documents, procedures and practices which don t align with Federal purchasing rules effective 7/1/2017..

5 What Are We Doing in Contracts? Created 12 Standard Form Agreements ( SFA ) with consistent terms compliant with state and federal regulations General Services Consulting Services Educational Services Construction Performer/Guest Speaker Agreement Amendment(s) Clinical Practicum Experiential Education Facilities License (short-term) 3 versions based on licensee Facilities License (long-term) 3 versions based on licensee Amendment to Facility License Center for Performing Arts License Athletics Engagements Hotel Master Agreement draft

6 What Are We Doing in Contracts? Revised/developed Terms and Conditions Terms and Conditions of Purchase Terms and Conditions of Bid Supplemental Conditions for Contracts under Federal Contracts Supplemental Conditions for Contracts under Federal Grants Supplemental Conditions for Federally-Funded Construction Mandatory State and Federal Contract Provisions College Insurance Requirements Delegation of Authority form

7 Where Now? Implementing Contracts/Purchasing structure based upon Federal Acquisition Regulation ( FAR ) Contract Officers Authority to identify, negotiate, execute, administer and terminate all District contracts*, ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the District s interests in its contractual relationships Responsibility to ensure District Buyers comply with contractual and funder restrictions; Development of and compliance with District contracting and purchasing protocols; Ensure solicitations are in proper form and respond to District s needs; Delegate, as appropriate, to District Buyers ability to exercise authorities otherwise granted. District Buyers Centralize purchasing authorities and responsibilities Implementing unused Banner functionality Agreements Repository (Banner Document Management System)

8 Where Now, continued? Strategic Vendors Suppliers contracted to provide routinely purchased goods and services Competitively-sourced Multi-year agreements Expanded and simplified purchasing methods Monitor expenditures/costs Manage contracts Goal: At least 1 vendor available for each commodity code

9 Refer to Finance and Audit Committee to recommend: Scope of departmental contract responsibility/authority; Procedures and process necessary to achieve goals; Oversight necessary to assure compliance; Definition of and procedure to obtain approval for actions beyond delegated authority.