Procurement & Contracts Division

Transcription

1 Division Citizen Oversight Panel Presentation June 7, 2018

2 Who We Are: The Procurement & Contracts (P&C) Division is Sound Transit s professional, centralized procurement function located in the Executive Department of Sound Transit and reports to the Chief Executive Officer. It holds a strategic position in the agency focused on the delivery of best value, that is, quality and performance while remaining fiscally responsible. We manage and guide the procurement process for Sound Transit.

3 Who We Are (continued): Through the P&C Division, public solicitations are issued and contracts are awarded. P&CD provides support for the agency s capital, operating and administrative requirements. This includes: Architectural & Engineering Services Construction Maintenance Equipment Materials Technology Professional, Technical and Support services Agency Agreements

4 Both our mission and vision statements are the result of the cooperative effort of the P&C Division personnel and were developed to support the Agency s mission, which is to plan, build and operate a regional transit systems and services that improve regional mobility. The development of the mission and vision statements by P&C Division personnel gives it greater meaning for each member of the P&C Team. It gives a personalized touch to the commitment that the P&C Division makes to the Agency and the public. Our Mission: Making a difference through exceptional procurement services. Our Vision: To be the premier provider of procurement services in the region.

5 Our Guiding Principles: The P&C Division values are an extension of the Agency s values. They include: Accountability Excellence Inclusiveness Innovation Procurement Integrity Personal Integrity Process Integrity Public Trust Respect Transparency

6 Our Organization: Systems & Operations Materials, Technology & Services Design & Construction

7 How We re Organized: Director P&C Division Ted Lucas Manager MTS Manager S&O Manager D&C April Alexander Bill Greve Nick Datz Supervisor Agreements Supervisor Materials & Svcs Supervisor Finance & IT Supervisor North Supervisor South Supervisor Contract Admin Doug Haffie Linda Thomas Tom Campbell Tae-Hee Han Steven Johnson Heather Vendoloski

8 Material, Technology & Services (MTS) Section Responsible for the procurement of most goods & services contracts, the agency s Purchasing Card (P-Card) program and, as of last year, agency agreements. Procurement Types Materials & Supplies Equipment Technology Maintenance & Repair Consulting Services; including Advertising & Training Transit Oriented Development (TOD) Agency Agreements

9 MTS Procurement Methods Request for Proposals (RFP) Invitation For Bids (IFBs) Request For Quotes The Materials, Technology & Services Section is overseen by the MTS Section Manager who reports to the P&C Division Director.

10 Design & Construction (D&C) Section Responsible for procuring design and construction services for Sound Transit Types of Services Procured Design Development (A&E) Final Design (A&E) Other Architectural & Engineering Services (A&E) Project Management Services (A&E) Construction (Public Works)

11 The Design & Construction Section is overseen by the D&C Section Manager who reports to the P&C Division Director. Design and Construction Delivery Types Qualifications Based Selection for Architectural & Engineering Design-Bid-Build (Invitation for Bids) Alternative Public Works Methods: Design-Build ( DB ) General Contractor / Construction Manager ( GC/CM ) Job Order Contracting JOC )

12 Systems & Operations (S&O) Section Provides Operational Services & Support for the various systems used by the P&C Division as well as the entire Agency Types of Services Provided Contracts Helpdesk E1 Purchasing System Training and Instruction System Implementation, Maintenance, and Support Solicitation Management System Support (internal and external) New Vendor Set Up (E1 Address Book) Procurement Records Management Public Disclosure Support Reporting

13 Qualified Procurement Professionals: The P&C Division consists of professionals who hold Bachelors as well as Master Degrees and professional certifications. Examples include: Certified Professional Public Buyers (CPPB) Certified Public Procurement Officer (CPPO Certified in Production & Inventory Management (CPIM) Certified Professional Contracts Manager (CPCM) Certified Design-Build Institute of America (DBIA) and licensed Attorneys. And who are members of: The National Institute of Governmental Purchasing (NIGP Local and National) The Washington State Bar Association (WSBA) American Public Works Association (APWA) American Public Transportation Association (APTA) National Contract Management Association (NCMA) Project Management Institute (PMI).

14 Professional Development: We encourage continuing development as procurement professionals through the following certification programs: CPPO and CPPB from the Universal Public Procurement Certification Council (UPPCC). DBIA and Associate DBIA from the Design-Build Institute of America (DBIA). CPCM from the National Contract Management Association (NCMA). CPIM from the Association for Operations Management (APICS). All employees are afforded the opportunity to become local and national members of the National Institute of Governmental Purchasing (NIGP) and the American Public Transportation Association (APTA).

15 Who We Are:

16 How We Do It - Procurement Integrity: Sound Transit is a highly visible public agency that relies on suppliers, service providers and contractors. Integrity is essential to the performance and success of the agency; Integrity and Public Trust are embedded in our Sound Transit core values. Procurement Integrity means we procure goods, services and public work from external sources in a manner beyond reproach, with complete impartiality and fairness for all, while adhering to legislation, agency policies and ethical standards. Procurement Integrity in Sound Transit finds its expression in two fundamental ways: Integrity of the procurement process (process integrity), which is doing things right. Integrity of the procurement practitioner (personal integrity), which is doing the right thing. Please see a copy of our Procurement Integrity Curriculum, with related forms and case studies. Attendance at a Procurement Integrity Training Workshop is mandatory for all ST personnel (executives, managers and staff) who have any role in the procurement process. The program was introduced last year and the response has been tremendous; earlier this week we completed our third ever PI training cycle with 163 ST staff (mostly new) attending.

17 How We Do It Our Procurement & Contracts Administration Manual (the PCAM)

18 How We Do It - Checks and Balances: The agency s internal checks and balances guard against fraud, waste and errors. The authority to initiate and advance a procurement is distributed among different functions with no one function having the authority to complete a transaction all on its own (segregation of duties). However, the responsibility to manage and document the proper execution of the procurement process rests with the P&C Division. The P&C Division is independent from the departments and divisions it serves. This allows P&C Division personnel to be effective and responsible gatekeepers against fraud, waste, errors and omission by ensuring compliance with rules, regulations and ethical standards, while delivering value through expert procurement services.

19 How We Do It Internal Controls: Segregation of Duties (Separation of Duties) - Splitting responsibilities along the path of a transaction. The more duties are separated, the less chance any single employee has of committing a fraudulent act. Access Controls - Controlling access to different parts of our systems (passwords, lockouts and electronic access logs). Sound Transit has controlled access by roles on many systems. Physical Audits - Physical audits include hand-counting cash and physical assets tracked in the accounting system, such as inventory, materials and tools. Standardized Documentation - Standardizing documents can help to maintain consistency in record keeping. Approval Authority - Requiring specific managers to authorize certain types of Audits - Frequent audits by FTA, State Auditor s office, ST internal audit and ST contracted audit firms are a detective form of internal controls to identify areas of non-compliance.

20 How We Do It - Professionalism: P&C Division personnel exhibit professionalism by performing their assigned duties gracefully, in a businesslike manner, without losing sight of their commitments. We are willing to help each other as well as others (internal and external to the agency) even when we are overburdened. We strive to make efficient, effective and responsible decisions; and work to utilize minimal resources while delivering greater value for the Agency.

21 How We Do It - Service Quality: The P&C Division works diligently to provide quality (efficient, effective and responsible) procurement services to our customers while striving to exceed their expectations and add value through the procurement process.

22 How We Do It - Public Outreach / Connection: Sound Transit actively hosts and regularly participates in procurement outreach throughout the year. The following are some of the procurement outreach events that we either host or participate in: Regular Vendor Drop-In Days Regional Contracting Forum Small Business Summit City of Seattle Reverse Vendor Trade Show Regional Small Business Enterprise / Inclusion / Technical Assistance Workshop We routinely publish a bi-weekly Procurement Snapshot of all immediate upcoming and current procurement solicitations on SoundTransit.org. Also, beginning July 1, we ll publish a longer term (up to 18 month) Procurement Look-Ahead describing procurement opportunities that are in the early planning phase.

23 How We Do It - Green Procurement: With the agency s Green Procurement Policy, and in support of the ST Sustainability program, Sound Transit has established the Green Procurement Program. We encourage: The inclusion of green (environmentally-preferable) features in our procurement solicitations. Partnership with our internal customers to work together to assess all procurements for the feasibility and opportunity to include green features into our solicitations. The program is implemented using specific procedures and Green Procurement Guidelines, including: GSC Green Standards or Certifications Life-Cycle Cost Assessment (LCCA) Weighted Evaluation Criteria (WEC) Green Design Criteria (GDC)

24 How We Do It A Strategic Partner: The P&C Division at Sound Transit has come a long way. We have evolved beyond the traditional transactional and back office administrative function to become a strategic partner focused on the delivery of best value, that is, quality and performance while remaining fiscally responsible. P&C Division leadership focuses on: Continuously adopting innovative strategies to effectively deal with new challenges and opportunities Advancing the P&C function, from purely transactional to strategic and value-added Providing timely and effective advice to the CEO and department executives

25 Doing It The Right Way - Results: For the last 15 years Sound Transit has received clean financial audits from the Washington State Auditor. In April 2016, Ted Lucas (P&C Division Director) complemented P&C Division personnel saying: The [2016] FTA Triennial Review ended with a close-out briefing and no procurement findings. We didn t expect any, but still, this is exceptional to have none. It is a direct reflection of each of you, in your day-to-day work, and your high level of procurement expertise, diligence, integrity and attention to detail. The Triennial Review, and each of the many audits that routinely take place, are useful exercises that provide the opportunity to address gaps or weaknesses and continuously improve.

26 Recognition: NIGP Pareto Award of Excellence: Sound Transit is one of the only three public agencies in the United States currently accredited with the National Institute of Government Procurement (NIGP) Pareto Award of Excellence in Public Procurement. In January 2018, after a comprehensive written submission and site visit, we obtained the accreditation for a second consecutive term. In granting its top distinction to the agency, the NIGP commended Sound Transit for instituting policies and procedures that ensure fairness and transparency in our procurement process. This is the highest possible accreditation in public procurement.

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