Chapter 957 Correctional Privatization Chapter 273 State-Owned Tangible Personal Property

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1 DEPARTMENT OF MANAGEMENT SERVICES ADMINISTRATIVE POLICY TITLE: Inventory of State Owned Furniture, Fixtures and Equipment (FF&E) located at Private Correctional Facilities EFFECTIVE: December 12, 2014 REVISED: February 19, 2018 POLICY NUMBER Bureau of Private Prison Monitoring PURPOSE This procedure creates guidelines for the inventory, maintenance, and replacement of the state-owned and contractor-owned furniture, fixtures, and equipment (FF&E) at a private correctional facility under contract with the Department of Management Services. SCOPE This procedure applies to all state-owned items, as defined in this policy, located at private correctional facilities under contract with the Department of Management Services Bureau of Private Prison Monitoring (bureau), the contractor s employees, and bureau s employees. AUTHORITY State/federal statutes: Contract references: Chapter 957 Correctional Privatization Chapter 273 State-Owned Tangible Personal Property Possession of Leased Furnishings and Equipment Inventory Replacement of Inventory Contractor Property RESPONSIBLE OFFICE Private Prison Monitoring Page 1 of 7 DMS Policy No. Private Prison Monitoring

2 DISTRIBUTION The Following Individuals Should Be Notified of This Policy Bureau of Private Prison Monitoring Method of Notification and/or interoffice memo Staff meeting Contractors and/or letter meeting DEFINITIONS Bureau of Private Prison Monitoring (bureau): The Department of Management Services Bureau of Private Prison Monitoring. Bureau chief: The chief of the Bureau of Private Prison Monitoring. Contract manager: The bureau employee who is primarily responsible for management and oversight of the contract and evaluation of the contractor's performance of its duties and obligations pursuant to the terms of the contract. Contractor: The vendor or vendors under contract with the Florida Department of Management Services Bureau of Private Prison Monitoring to operate and manage a private correctional facility. DMS or department: The Florida Department of Management Services. Equipment: Implements and machinery used in the operation of the correctional facility. FDC: The Florida Department of Corrections. Fixture: Something that is affixed or attached to a structure within a correctional facility intended as a permanent addition for the facility s use and operation. Furnishing: An article of furniture. Item: A furnishing, fixture, or piece of equipment. Leased Furnishings and Equipment: Personal property items, as described in the Inventory section of the contract, to be financed or refinanced by disbursements from the project account and leased to the bureau according to the terms of the lease agreement. Management Services Agreement or contract: The operation and management Page 2 of 7 DMS Policy No. Private Prison Monitoring

3 services contract, including all attachments, exhibits, amendments, and modifications, between the department and the contractor. Onsite contract monitor (OCM): The employee or employees of the bureau who monitor the daily operations of the facility for contract compliance and coordinate actions and communications between FDC, the department, and the contractor. The OCM is designated by the bureau. The OCM is the official liaison between the bureau and the contractor on all on site matters pertaining to the operation and management services of the facility. Price: The cost of a furnishing, fixture, or piece of equipment. Privately Operated Institutions Inmate Welfare Trust Fund (IWTF): A trust fund required by sections and , Florida Statutes, derived from the net proceeds from operating inmate canteens, vending machines, inmate telephone commissions, and similar sources. PROCEDURE The contractor is granted exclusive use and possession of the leased furnishings, fixtures, and equipment, as well as those approved for purchase from the IWTF for the term of the contract. The contractor shall maintain, preserve, and keep the furnishings, fixtures, and equipment in good repair and working order and condition, subject to normal wear and tear. Maintenance of the inventory to include furniture, fixtures, and equipment at the facility is the sole responsibility of the contractor, and the contractor shall keep all records. PROCEDURE 1. Inventory records 1.1. Contractor shall prepare and maintain a current inventory of all furniture and equipment in accordance with the terms and conditions of the contract. The inventory shall include all state-owned furnishings and equipment and all contractor-owned furnishings and equipment. Fixtures will be tracked on the inventory, as they are affixed to a structure and are considered state-owned items The inventory shall include the following information for each item (state-owned and contractor-owned): Assigned identification number (asset number); Description of furnishing/equipment (item); Room location of the item; Manufacturer; Model number; Serial number; and Page 3 of 7 DMS Policy No. Private Prison Monitoring

4 Monetary value/purchase cost A bar code label system will be used to include a label on the room/location and on each item. In addition, the contractor shall label all state-owned furnishings and equipment with a label that identifies the items as DMS. Items purchased with IWTF should be labeled as DMS/IWTF If an item cannot be labeled with a bar code and the DMS sticker because its use will wear off the label or the placement of a label will risk damage to the item, an alternate labeling method should be used, to include the following: Engraving the asset number, DMS and IWTF (if applicable) in a location that is easy to find without moving the item The asset number, DMS and IWTF (if applicable) is written with a permanent marking pen in a location that is easy to find without moving the item Contractor shall provide an inventory/asset management system/database that is supported by software that includes the following capabilities/functions: Bar coding system that allows scanning capabilities of the labels on the room/location and the inventory item; The ability to export/convert data into a Microsoft Excel format; Detailed report functions; The ability to capture the life span/replacement schedule; and Fixtures that are attached to a structure and will be included on the inventory to ensure accountability The contractor will immediately notify the OCM in writing if a stateowned item is missing, stolen, or damaged. The OCM will notify his or her supervisor. 2. Inventory verification 2.1. The bureau shall conduct inventory verifications of state-owned furnishings and equipment as deemed necessary. A sample verification or complete verification of state-owned inventory items may be conducted, with or without notice to the contractor A sample verification of state-owned items will include one or more bureau staff identifying a sample of items to be verified and determining a schedule to complete the verification This verification will include ensuring the item is found in the location identified on the most recent quarterly inventory submitted by the contractor Confirmation that the item is fully functioning. Page 4 of 7 DMS Policy No. Private Prison Monitoring

5 The contractor may or may not be asked to assist with the sample inventory verification The bureau will advise the contractor of any discrepancies noted during the sample verification A complete verification of all state-owned items will include a team of bureau staff identifying a schedule to complete a 100 percent verification of all items This verification will include ensuring every state-owned item is found in the location identified on the most recent quarterly inventory submitted by the contractor Serial numbers and/or model numbers from the items will be compared to the information detailed on the quarterly inventory during a complete inventory verification of state-owned items The contractor may or may not be asked to assist with the verification process The contractor will be notified of all discrepancies found The contractor will develop and implement an inventory verification process that ensures all items, state-owned and contractor-owned, are accounted for on a routine basis. 3. Replacement of inventory 3.1. The contractor will be responsible for replacing all leased furnishings, fixtures, and equipment within 60 days of discovery that the item is lost, stolen, damaged, or inoperable beyond repair, with new equipment having like functional ability, life expectancy, and quality of the item replaced pursuant to the contract Items purchased with IWTF that are in need of replacement should be included in the facility s annual proposed budget submitted to the bureau so that cost of replacement will be reimbursed from the IWTF In the event the contractor replaces an IWTF item, the replacement item will become a state-owned item Disposal of replaced items shall be handled in compliance with the Property Asset Management (PAM) policy and procedure established by the department. Forms and further information can be found at All documentation relative to purchases of furnishings and equipment, to include replacements, will be maintained by the contractor for the term of the contract. 4. Disposal or transfer of state-owned items 4.1. Contractor shall not remove state-owned items from the facility without prior approval from the bureau If the contractor determines that a state-owned item is no longer needed at Page 5 of 7 DMS Policy No. Private Prison Monitoring

6 the facility, disposal or transfer shall be handled in compliance with the PAM policy and procedure established by the department. Forms and further information can be found at When completing the PAM-2 Transfer or PAM 4 Disposal forms, an employee of the contractor, located at the facility, shall serve as the SC (secondary custodian); the OCM shall serve as the CD (custodian delegate); and the bureau chief shall serve as the PA (property administrator) All disposal or transfer forms are submitted to the OCM. The OCM will review the submission to ensure proper completion and submit to the bureau when complete The contractor shall not store items at the facility that have been approved for disposal or transfer. 5. Disputes 5.1. A dispute regarding inventory and/or replacement thereof will be handled in accordance with the terms and conditions specified in the contract Contractor will provide necessary documentation to support its claim for dispute The bureau will review the contractor s dispute claim and provide a response If a breach is determined, the bureau will seek remedy in accordance with the contract section relative to remedy of the department. 6. Transition of operations 6.1. The contractor shall turn over fully operational/functioning state-owned items in the event of a transition from one contracted operator to another operator. RESPONSIBILITIES Individual or Group Bureau of Private Prison Monitoring Responsibilities Schedule and coordinate inventory verifications. Respond to PAM requests. Contractor Maintain a current inventory. Maintain, preserve, and keep inventory in good working condition. Complete required forms and submit to the OCM. Dispose of replaced items in compliance with the PAM policy and procedure. Notify the OCM quarterly of inventory updates. Notify the OCM of all loss, theft, or damage of state-owned items immediately. Conduct inventory verifications. Maintain inventory documentation. Onsite Contract Conduct inventory verifications. Page 6 of 7 DMS Policy No. Private Prison Monitoring

7 Monitor Send inventory related documentation to the bureau. Review and forward PAM requests to the bureau. ASSOCIATED FORMS PAM 2 Property Transfer/Move Form PAM 4 Property Disposal Form Page 7 of 7 DMS Policy No. Private Prison Monitoring