DEPARTMENT OF MANAGEMENT SERVICES ADMINISTRATIVE POLICY

Transcription

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: 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 State of Florida, Department of Management Services, Bureau of Private Prison Monitoring (Bureau), the contractor s employees and bureau s employees. AUTHORITY State/Federal Statutes: Chapter 957 Correctional Privatization Chapter 273 State-Owned Tangible Personal Property Contract References: Article 4.2 Possession of Leased Furnishings and Equipment. Article 4.3 Inventory. Article 4.4 Replacement of Inventory. Article 4.5 Contractor Property. Page 1 of 7 DMS Policy No. Private Prison Monitoring

2 RESPONSIBLE OFFICE Private Prison Monitoring DISTRIBUTION The following should be notified of this policy Contractors and/or letter Bureau of Private Prison Monitoring Meeting Method of notification and/or Interoffice Memo Staff Meeting DEFINITIONS Bureau of Private Prison Monitoring (Bureau): The Department of Management Services Bureau of Private Prison Monitoring oversees the contractual requirements for the private correctional facilities. 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. The contract manager is currently the Bureau Chief. 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. DC: The Florida Department of Corrections. DMS or Department: The Florida Department of Management Services. Equipment: Implements and machinery used in the operation of the correctional facility. 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. Page 2 of 7 DMS Policy No. Private Prison Monitoring

3 Furnishing: An article of furniture. Item: A furnishing, fixture or piece of equipment. Leased Furnishings and Equipment: Personal property items, as described in Article 4.3, of contracts 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 services contract, including all attachments, exhibits, amendments and modifications, between the department and the contractor. On-site Contract Monitor: The employee or employees of the bureau who monitor the daily operations of the facility for contract compliance and to coordinate actions and communications between the Department of Corrections, the department, and the contractor. The On-site Contract Monitor is designated by the bureau. The On-site Contract Monitor is the official liaison between the bureau and the contractor on all onsite 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 section , Florida Statutes, derived from the net proceeds from operating inmate canteens, vending machines, inmate telephone commissions and similar sources. An appropriation, subject to the Legislature, is authorized on an annual basis; the appropriations can be approved for innovative and unique programs that benefit inmates at a private correctional facility. PROCEDURE The contractor is granted exclusive use and possession of the leased furnishings, fixture and equipment as well as those approved for purchase from the privately operated institutions inmate welfare trust fund (IWTF) for the term of the contract. The contractor shall maintain, preserve and keep the furnishings, fixtures and equipment in good repair, 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. 1. Inventory Records 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 Page 3 of 7 DMS Policy No. Private Prison Monitoring

4 contractor-owned furnishings and equipment. Fixtures will be tracked on the inventory, as they are affixed to a structure 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; 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: 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; Fixtures that are attached to a structure and will be included on the inventory to ensure accountability The contractor will immediately notify the on-site contract monitor in writing if a state-owned item is missing, stolen or damaged. The on-site contract monitor will notify his or her supervisor. 2. Inventory Verification. Page 4 of 7 DMS Policy No. Private Prison Monitoring

5 2.1. The bureau shall conduct inventory verifications of state-owned furnishings and equipment as deemed necessary. A sample of the state-owned inventory items may be verified or all state-owned inventory items may be verified with or without notice to the contractor A sample verification 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 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 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 A sample of serial numbers and/or model numbers from the items will be compared to the information detailed on the quarterly inventory during an inventory verification of all 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 The contractor will be responsible to replace 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 pursuant to section 5.5 of the contract so that cost of replacement will be reimbursed from the IWTF. Page 5 of 7 DMS Policy No. Private Prison Monitoring

6 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 the website: 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 of State-Owned Items Contractor shall not remove state-owned items from the facility without prior approval from the bureau If the contractor determines that a state-owned items is no longer needed at the facility, disposal shall be handled in compliance with the Property Asset Management policy and procedure established by the department. Forms and further information can be found at the website: When completing the PAM 4 Disposal form, a contractor employee at the facility is the SC (secondary custodian), the on-site contract monitor is the CD (custodian delegate) and the bureau chief is the PA (property administrator) 4.4. All disposal forms are submitted to the on-site contract monitor. The on-site contract monitor 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. 5. Disputes 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 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 Responsibilities Group Contractor Maintain a current inventory. Maintain, preserve and keep inventory in good working Page 6 of 7 DMS Policy No. Private Prison Monitoring

7 On-site Contract Monitor Bureau of Private Prison Monitoring, Budget Government Operations Consultant II condition. Complete required forms and submit to the on-site contract monitor. Dispose of replaced items in compliance with Property Asset Management. Notify the on-site contract monitor quarterly of inventory updates. Notify the on-site contract monitor of all loss, theft, damage of state-owned items immediately. Conduct inventory verifications. Maintain inventory documentation. Conduct inventory verifications. Send inventory related documentation to the bureau. Review and forward PAM requests to the bureau. Schedule and coordinate inventory verifications. Respond to PAM requests. ASSOCIATED FORMS PAM 2 Property Transfer/Move Form PAM 4 Property Disposal Form Page 7 of 7 DMS Policy No. Private Prison Monitoring