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October 13, 1999

Meeting of theGovernor’s Task Force

on Procurement

Assessment

V 1.0


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Task Force Ground Rules

Use open, honest, direct,communication

Manage agreements (time) Maintain confdentiality

Maintain a supportive environment

Be prepared and stay ocused Maintain a proper attitude or

learning (1% possibility)


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Today’s Agenda

Opening

Agenda !or" to #ate $evie

&merging $ecommendations

'urrent tate *uestion +

rocurement roessionals Advisory -roup $ecommendations .*uestion + ith /ariations rom

0normation echnology roessionals

'onstruction2'apital 3utlay roessionals

-roup !or" to #evelop $ecommendations . *uestion +

Lunch

rocurement roessionals anel

-roup or" on recommendations regarding supplementalre4uirements

0normation &5change

Closing


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Emerging Recommendations

as" or today6

$evie the table o emerging

recommendations7 0dentiy 4uestions and2or issues you have

ith each recommendation7

!rite the 4uestion and2or issue on thegreen inde5 card . be sure to put therelated recommendation 8 at the top leto the card . rite none i there is no

relationship


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VA Public Procurement ACT(VPPA)

Services:

Agencies haveull Authority9

e5cepttelecommunicati

ons

Telecommunications:

#0 has ull authority or:services;

Exempt rom VPPA/A &conomic #evelopment artnership

/A ourism Authority

Medical 'ollege o /A


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Five Critical Questions

How do we promote access to ensure competition is fair andmore broadly dened?

How do we improve the process, protect openness,accountability and increase eciency?

'o shoul" e measure outcomes costan" perormance*

How do we improve communication, education and

outreach for buyers & sellers to gain eciency? Wheredoes the procurement process begin and end?

How should we procure technology and how might weuse technology to improve eciency in procurement?


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Current tate

!vervie" of current

#irginia $olicies and

$ractices affecting

Question % & Measuring

!utcomes


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'Measuring !utcomes( & Current tate

rocurement Management $evie3bFectives6 'ompliance to determine the e5tent to hich

/A and # policies and procedures are beingolloed7

Advice2'onsultation

o identiy areas o improvement, training needs,

procedures that can be shared ith other sateagencies, etc7

o assess perormance to standards o increaseddelegated authority i appropriate7


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+ESPO,SE - . / 0 1

+EV%E2

G G 1H AB +@ ID

H H 1@ AI +A I?

B B AI A1 AH +D

@ @ 1A 1H AI +?

D D 1? 1D A? ADI I H 1A 1@ A?

+ + @ G 1A 1D

A A I @ H 1?

1 1 A + I D

'Measuring !utcomes( & Current tate

Calculation of

Score

Perormance 3anagement +evie +atingS#stem

• +a scores o 04 and above suggest the need to ithdra or reduce the agencyCs delegated

procurement authority7• Scores beteen .- an" /5 indicate the need or a ollo.up visit ithin 1 months o

receiving the agencyCs response7

• Scores beteen -0 an" .4 suggest that an annual :progress2status; contact is needed iththe agency, and an accelerated revie may be needed7

• Scores belo -0 only re4uire revies under the normal three year schedule7


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Agency RatingsResults include 126 Agencies

21-36 14-20


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Procurement Professionals

Advisory Grou$ Recommendations

Recommendations relating toQuestion %) 'Measuring

!utcomes)( ranked *y PPAC

+ecision Criteria) "ith'current state( analysis,


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PPAC +ecision Criteria


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To$ - Recommendations 'Current tate(

Complaint information

provided to buyers on a

requested basis.

Contract compliance

monitors for poor

performance trends.

#efne proceduresor trac"ing and

measuringvendor2contractorperormance7


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Invoke Contract

Administration

All continuous or term contracts

required to have an

administrator appointed in

writing.

VC training includes 1 1!2

days of contract administration

training. "his 1#$ people were

trained. %n place &' years.

1 day Contract Administration

class. ($ people trained thisyear. "aught at )*+ and in

field at agency request. ffered

last # year.


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To$ - r comm ndations Curr nt tat

Establish state-

wide vendor

performancetracking

procedures

"he complaint system

provides performance

trac-ing.

Vendors are requested to

respond to the complaints.

Also, vendors may file

complaints against agencies

when they have an issue

needing resolution.


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Provide

appropriately

trained analyticalstaff mgmt. and

!I" to track and

analy#e data.

"raining programs are

available but not

mandatory.


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Preliminary

Recommendation 'Current tate(

#efne proceduresor trac"ing andmeasuring

vendor2contractorperormance7

As previously mentioned,

)*+ operates a trac-ing

system that records

unsatisfactory

performance, i.e., vendor

complaints. %nformation is

available upon request.

P li i


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Preliminary

Recommendations 'Current tate(

&stablish contractadministrationprogram that

includes acertifcationprogram or allpublic entities7

he !C" program andcontract administrationtraining previously

referenced alreadye#ists$

P li i


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Preliminary


rovide orappropriatelytrained, analytical

staE, mgmt, andM0 to trac" andanalyJe data on 0procurement7

%S has been movingtoward establishing an' rocurement

(dvisory )roup toevaluate ma*or state+wide contracts$


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Preliminary


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Preliminary


'onduct state.idestaKng analysis oLprocurement

servicesL to ensureappropriateresourcecommitments7

'onsider staKngand costbenchmar"s ithother states and

othing li-e this iscurrently underway$.note as- /orce

0merging1ecommendations2


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Construction/Ca$ital !utlay

5ni6ue recommendations

relating to Question %) related

to PPAC +ecision Criteria) "ith

'Current tate( analysis,


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Recommendation 'Current tate(

Contractor perormance: ime o completion /s7 scheduled

completion

roFect management coordination oor", trades, etc interace ith 3ner

*uality o or"manship (especially

fnishes and e5posed or") !arranty . responsiveness to

malunctions on arranty items

roFect closeout . completion o punch.listor" ithin +? days per contract7

A6E perormance7 &rrors2omissions hich lead to change

orders imeliness in meeting design schedule

imeliness in perorming 'onstructionAdministration activities

#esign o proFect ithin constructionbudget

8on"ing compan#

perormance

"hese factors can be used in

the eisting prequalification

process to determine

contractor qualification.

%nstances of contract non

compliance must be supported

by written evidence in the

pro3ect record.

Agencies evaluate A!/ at

design 4 construction phases.

C5 maintains forms for

future agency review.

0o central collection of data.


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Task Force Grou$ 7ork

+evelo$ recommendations

to address Question %,

M i ! t 5 i T k F


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Measuring !utcomes 5sing Task Force

+ecision Criteria as Questions

Were there sucient process options to beable to obtain the best result?

2as there the right balance beteen cost

an" value or the en" user* 2as the process open*

Were the results measurable by feedbac-?

2as the process it ast an" timel#*

2as the process ethical an" accountable*


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+ivide 4nto Four Grou$s

'ost verses value or the end user

3pen process

Oast and timely

&thical and accountable

The Task...

1. Review a PPA! an" other recommen"ations.

1. Deveop recommen"ations #or $our cate%or$&then...

'. !onsi"er variations #or Technoo%$ an" !apitauta$ proects an" *oca +overnment.


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8unch Time

Revie" PPAC +ata on

u$$lementalRe6uirements


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Panel +iscussion

Procurement !fficialsu$$lemental Re6uirements and other

to$ics


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Guest Panel

Mi"e Bacile . /A=ottery

&rma Ba"er . Mary

!ashington 'ollege Bill 'lar" . -eorge

Mason University

Bob Oothergill eddy Martin . /A

#ept7 o Agriculture

=ack Pit#er - City of Ale>andria

"teve "tyron -

Chesapeake Public

"chools

Ed ?ibbs - 2C,


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u$$lemental Re6uirements

The La State3anuals

Agenc#%nstruction

s

+enera Assem,$

/ecutive0ranch

D+ DP D0

A%enc$*ea"ership


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Procurement Panel To$ics

he eKciency and eEectivenesschallenges in my organiJation arecreated by 55 % the /A, 55 % #-

Manuals (as applicable), 55 % myorganiJation7

BriePy, the types o challenges 0 ace

are6 here is2is not an eEort currently

underay in my organiJation to addressthese challenges7


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Grou$ 7ork

7hat recommendations

"ould you make & if any & to

address su$$lemental

re6uirements9


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4nformation E:change

Outure Meetings . Agenda 3utline6 ,ovember 9:


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7hen +oes Procurement ;egin and End9

99

9


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Management Conce$ts

3anagement b#principle;

3anagement b#process;


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4nformation E:change

Outure Meetings . Agenda 3utline6 November 1H $efne $ecommendations to

date7

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