FCCM Study Guide - December 2024 PDF

# FCCM Study Guide - December 2024 Contact Ashley Sellars, DMS at 850/363-7566 ## State Employee Restrictions 1. A State Employee may not, within 2 years after retirement/termination, have or hold any employment where he/she had a contractual relationship. [Note: if state employee served as a dec...

# FCCM Study Guide - December 2024 Contact Ashley Sellars, DMS at 850/363-7566 ## State Employee Restrictions 1. A State Employee may not, within 2 years after retirement/termination, have or hold any employment where he/she had a contractual relationship. [Note: if state employee served as a decision maker/SME/recommended approval, cannot work for the provider ever.] ## Forms 2. **FORM 1** (the Limited Financial Disclosure) must be filled out by state employees by July 1. [FORM 1 BY JULY 1] ## Conflict of Interest 3. State employees (OR spouse OR children) CANNOT procure a contract where there is ownership of more than 5% interest in the business. [Example: 7% = CONFLICT; 3% = NO CONFLICT] ## Types of Purchases 4. **Emergency Purchases** (any purchase at risk of substantial loss to the state) are Non-Competitive. 5. **Exceptional Purchases** are Non-Competitive: * RESPECT * PRIDE * State Term Contracts * Alternate Contract Source * Single (Sole) Source * Statutory Mandated * Exempt Commodities/Services (Legal Services) ## Competitive Solicitations 6. Competitive Solicitations are any goods or services that **exceed Category 2 threshold of $35,000.00**. ## Solicitation Team Functions 7. The functions of a Solicitation Team: * Estimate Potential Costs * Conduct a Market Analysis * Define Scope of Work ## Payment Methods of a Contract 8. Payment Methods of a contract: * Fixed Rate - Hourly Rate * Fixed Price - Payment Intervals (e.g., Bi-monthly, monthly, quarterly, annually) * Cost Reimbursement - Reimbursed *after* goods/services delivered * Combination - Any of the above ## Competitive Solicitation Methods 9. Competitive Solicitation Method (for Cat 2 and above): * RFP (Request for Proposal) - Price and Quality * ITN (Invitation to Negotiate) - Best Value * ITB (Invitation to Bid) - Price * RFA (Request for Application) - Grants only ## Required Solicitation Documents 10. Required Solicitation Documents posted on VIP (Vendor Information Portal): * PUR 1000 - General Contract Conditions * PUR 1001 - General Instructions to Respondents ## Specialized/Custom Solicitation Documents 11. Specialized/Custom Solicitation Documents: * Scope of Work /Technical Specs * Special Instructions to Respondents * Special Contract Conditions ## Evaluation Team Minimum 12. By law, a minimum of 3 members must be on the evaluation team IF solicitation is a **CATEGORY 4 OR HIGHER ($195,000.00)**. ## Solicitation Posting 13. Competitive Solicitations are posted on the VIP. 14. Public Meetings are posted on the FL Administrative Register (FAR). ## Ways to Respond to Vendor Questions 15. Ways to RESPOND to Vendor questions: * Pre-Response Conference * Written Q&A Period * Directly contact the Procurement Officer ## Response Opening 16. All response opening (electronic OR in-person) **MUST** take place in Public Meetings. ## Cost Analysis 17. A Cost Analysis is **LEGALLY REQUIRED** on agreements awarded on a **NON-COMPETITIVE** basis. ## Intent to Protest 18. (Written) **INTENT TO PROTEST MUST** be submitted within 72 hours. ## Formal Protest 19. Formal Written **PROTEST MUST** be submitted within 10 days of intent. ## Required Parts of a Contract 20. Required parts of a contract: * Scope of Work * Deliverables * Financial Consequences ## Review Contracts over Category 3 Threshold 21. Program, Legal, and Financial are **REQUIRED** to review contracts over **CATEGORY 3 ($65,000.00)**. ## Cost Analysis: Budget Line Items 22. Cost Analysis reviews and evaluates each budget line item to determine if items are: * AllowABLE * NECESSARY * ReasonABLE * AllocABLE ## Cost Analysis Completer 23. Who completes the Cost Analysis? The Agency ## Scope of Work: Tasks 24. The **Scope of Work** clearly establishes ALL the specific tasks **THE PROVIDER IS REQUIRED** to perform. * Qualitative – How, Who, What, When, and Where * Quantitative - How much, How Many, and How Often (#) >*Deliverables MUST be tied to Scope of Work. ## Deliverable Requirements 25. Deliverables **MUST** be: * QuantifiABLE * MeasurABLE * VerifiABLE ## Performance Expectations 26. Performance Expectations should correspond with the **Payment Schedule**. {PE → PS} ## Contract Administrator & Manager 27. **Contract Administrator - Maintains Financial Information** on contract. **Contract Manager - Monitors and Evaluates** provider performance. ## Contract Language 28. A contract must use clear and specific language, **avoid ambiguous language**, and clarify industry-specific and technical terms. ## Agreement Upload 29. All agreements **MUST** be uploaded in FACTS within 30 days. [FL Accountability Contract Tracking System] ## Onboarding Meeting Restrictions 30. Onboarding Meeting **NEVER adds or imposes** additional requirements or makes changes to the contract. ## Client Surveys 31. Client Surveys are used to measure the quality of services delivered. [Periodic contact is used to communicated progress and to resolve any issues.] ## Types of Monitoring 32. Two types of monitoring: Program and Fiscal ## Risk Assessment Factors 33. Risk Assessment factors: * Total contract amount * Type of service provided * Provider's past performance * Fiscal requirement of contract ## Contract Delays 34. Delays: * **Excusable** - Outside of the providers' control (e.g., force majeure [Acts of God] hurricane, flood, tornado, etc.) * **Inexcusable** - Lack of materials, lack of knowledge; personnel issues, financial problems, labor strike, lack of equipment. ## Corrective Action Plan 35. The Provider writes the Corrective Action Plan. ## Vendor Complaint List 36. DMS - Vendor Complaint List (State Agency has complaint against provider) *Vendor stays on list for 3 years. * PUR 7017 - Vendor Complaint * PUR 9999- Suspended Vendor List ## Contract Manager Inspection 37. A Contract Manager has **5 working days** to Inspect and Approve goods and services (unless contract says otherwise). ## Invoice Check 38. DFS looks for a complete and accurate invoice. *Procurement Officer should not serve on Evaluation Team; however, it is not prohibited. **Progress Reports represent work completed.** ***Financial Consequences are for non-compliance and non-performance.*** ITB - Price ITN - Best Value RFP - Price and Quality