Department of Economic Department of Economic OpportunityOpportunity

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Contract Review Form Contract Review Form

TrainingTraining

IntroductionIntroduction

As part of the on-going process to improve the As part of the on-going process to improve the effectiveness and efficiency of the Contract Review effectiveness and efficiency of the Contract Review Process, the Contract Review Form has been Process, the Contract Review Form has been revised and is available at the following URL: revised and is available at the following URL:

http://www.floridajobs.org/office-directory/division-http://www.floridajobs.org/office-directory/division-of-finance-and-administration/forms-directoryof-finance-and-administration/forms-directory

The form is a two-page document. The front side The form is a two-page document. The front side provides sections that are to be completed by the provides sections that are to be completed by the

Originating Program Area, Purchasing, IT, Grant Originating Program Area, Purchasing, IT, Grant Manager, Budget, General Counsel, and applicable Manager, Budget, General Counsel, and applicable Division Directors. The 2Division Directors. The 2ndnd page of this document page of this document

provides the instructions for completing the provides the instructions for completing the contract review form. contract review form.

First Things FirstFirst Things First

QUALITY ASSURANCEQUALITY ASSURANCE

A planned and systematic pattern of actions A planned and systematic pattern of actions necessary to provide adequate confidence necessary to provide adequate confidence

that products and services conform to that products and services conform to established technical requirements and established technical requirements and

achieve satisfactory performance.achieve satisfactory performance.

Quality ControlQuality Control

Ensure that Practices and Procedures are Ensure that Practices and Procedures are followed to ensure appropriate quality and followed to ensure appropriate quality and

performance of the goods and services performance of the goods and services produced or received.produced or received.

What is a Contract?What is a Contract?

A contract is a legally binding promise, A contract is a legally binding promise, enforceable by law. It is an agreement enforceable by law. It is an agreement between parties, with binding legal and between parties, with binding legal and moral force, usually exchanging goods or moral force, usually exchanging goods or services for money or other consideration. services for money or other consideration. All types of agreements, regardless of what All types of agreements, regardless of what they may be called, for the procurement or they may be called, for the procurement or disposal of supplies, services, or disposal of supplies, services, or construction qualify as a contract.construction qualify as a contract.

Why Have a Contract Review Sheet?Why Have a Contract Review Sheet?

Helps to ensure that the agency is in Helps to ensure that the agency is in compliance with Florida Statute and Rule compliance with Florida Statute and Rule requirements.requirements.

Ensures compliance with agency guidelines.Ensures compliance with agency guidelines. Ensures funding availability and Ensures funding availability and

identification of source.identification of source.

What Reviews are Required Prior to What Reviews are Required Prior to Execution of Same?Execution of Same?

Bureau Chief/Program ManagerBureau Chief/Program Manager Purchasing ManagerPurchasing Manager IT Manager, if applicableIT Manager, if applicable Grant ManagerGrant Manager Budget ManagerBudget Manager General CounselGeneral Counsel Director(s), based on delegation of authorityDirector(s), based on delegation of authority Chief Operating Officer (Chief Operating Officer (Interim Executive DirectorInterim Executive Director))

Brief Explanation of Section Brief Explanation of Section ReviewsReviews

Bureau Chief/Program Manager ReviewBureau Chief/Program Manager Review– Scope of services clearly identified and within scope of original Scope of services clearly identified and within scope of original

procurement document, performance measures, etc.procurement document, performance measures, etc.

Purchasing ReviewPurchasing Review– Compliance with Florida Statutes and Rules, Scope of Services Compliance with Florida Statutes and Rules, Scope of Services

review, creates the official contract document.review, creates the official contract document.

Information Technology (if applicable)Information Technology (if applicable)– Compliance with Agency IT standards and compatibility.Compliance with Agency IT standards and compatibility.

Grant ManagerGrant Manager– Identifies the grant funding.Identifies the grant funding.

Brief Explanation of Section Brief Explanation of Section ReviewsReviews

Budget ReviewBudget Review– Verification of identified budget entities, funding and spending Verification of identified budget entities, funding and spending

authority.authority.

LegalLegal– Indemnification, Conflicts of Interest, Arbitration/Mediation, Indemnification, Conflicts of Interest, Arbitration/Mediation,

Intellectual Property Rights (Patent/Copyright), Termination Intellectual Property Rights (Patent/Copyright), Termination Clauses, Confidentiality, etc.Clauses, Confidentiality, etc.

Appropriate Director ApprovalAppropriate Director Approval– Based on the agency’s delegation of authority, this is the final Based on the agency’s delegation of authority, this is the final

approval to proceed with obtaining the vendor’s signature on the approval to proceed with obtaining the vendor’s signature on the original contract prior to routing for the final signature of the original contract prior to routing for the final signature of the appropriate Director or Chief Operating Officer, thereby obtaining appropriate Director or Chief Operating Officer, thereby obtaining final execution of the contract.final execution of the contract.

When Do I Use a Contract Review When Do I Use a Contract Review Form?Form?

Initiating any of the following documents?Initiating any of the following documents?– ContractContract– Amendment, Renewal, ExtensionAmendment, Renewal, Extension– Interagency AgreementInteragency Agreement– Memorandum of UnderstandingMemorandum of Understanding– Data Sharing AgreementData Sharing Agreement– Lease AgreementLease Agreement

Then, a contract review form is required.Then, a contract review form is required.

The Contract Review FormThe Contract Review Form

Are you ready? Are you sitting down? O.K. Are you ready? Are you sitting down? O.K. Take a Deeeeeeeeppppp Breath………..Take a Deeeeeeeeppppp Breath………..

Contract Review FormContract Review Form

Go to the following website URL: Go to the following website URL: http://www.floridajobs.org/office-directory/division-of-http://www.floridajobs.org/office-directory/division-of-finance-and-administration/forms-directoryfinance-and-administration/forms-directory

Look under the heading Purchasing and Look under the heading Purchasing and Contract Administration and open the most Contract Administration and open the most recent version of the DEO Contract Review recent version of the DEO Contract Review Form.Form.

Review it in detail and read the instructions Review it in detail and read the instructions for each line on page 2 of the review sheet.for each line on page 2 of the review sheet.

Purchasing StaffPurchasing Staff Contact Information Contact Information

The most recent list of Purchasing Staff and The most recent list of Purchasing Staff and their contact information is available at the their contact information is available at the following website: following website: http://www.floridajobs.org/office-directory/division-of-http://www.floridajobs.org/office-directory/division-of-finance-and-administration/our-offices/purchasing-and-finance-and-administration/our-offices/purchasing-and-contract-administrationcontract-administration

under the CONTACTS heading.under the CONTACTS heading.

Frequently Asked QuestionsFrequently Asked Questions

How long does the contract review process How long does the contract review process take?take?It should not take any longer than one week, It should not take any longer than one week, after Purchasing receives the scope of work. after Purchasing receives the scope of work. It depends on the current workload of all It depends on the current workload of all parties involved, and the complexity of the parties involved, and the complexity of the scope of work, time of year submitted, and scope of work, time of year submitted, and responsiveness and cooperation of all responsiveness and cooperation of all program areas. program areas.

ConclusionConclusion and and

Constructive Feedback Constructive Feedback Everyone has a role in the contract review Everyone has a role in the contract review

process.process. Teamwork is the KEYTeamwork is the KEY Constructive Feedback ActivityConstructive Feedback Activity

Activity DebriefActivity Debrief

Feedback was expected and welcome. One Feedback was expected and welcome. One person could not make the goal in a timely person could not make the goal in a timely manner without hearing other perspectives manner without hearing other perspectives and suggestions. When the goal was and suggestions. When the goal was accomplished, everyone participated in accomplished, everyone participated in enjoying the success. enjoying the success.

Questions are welcomeQuestions are welcome

Your questions are very important as Your questions are very important as well as your commentswell as your comments

Thank youThank you