Item 7e Supp

Item No: _____7e_Supp_____
Date of Meeting: April 21, 2009

Personal and Professional
Consulting Services
CPO-1
April 21, 2009

Introduction
Focus on Service Agreements First
Audit Findings
PUR-2 high level document  lacked detail
Greater Risks & Exposure
Past Practices & Culture
Accountability for Under $50,000 with Departments

CPO-1
1/29/09: Port issued new detailed procedures
Comprehensive document dealing with:
Contract formation
Contract administration
Applies to Personal and Professional Consulting Services
Effective procurements initiated after 1/31/09.
Apply procedures regarding contract administration on
existing contracts to extent practical

Implementation
Goal: Ensure CPO-1 understood and implemented
Day-long training seminar
13 training sessions  complete on 5/21/09
Approximately 350 attendees
Training Guide & Reference Manual

Focus Areas
Competitive Process
Providing opportunities
Promoting fair and transparent process
Acquisition Planning
Resolution 3605 and EX-2
Establishing Accountability & Responsibility
Assignment of a Requesting Department Representative
(RDR)

Categories & Contract Types
Procurement Categories
< $50,000  RDR responsible for process
$50,000 - $200,000  RDR responsible with CPO
oversight
> $200,000  CPO manages procurement process
Contract Types
Project Specific
Indefinite Delivery/Indefinite Quantity (ID/IQ)

Legal & RM Involvement
Legal Department
Met every 2 weeks to review issues
Legal concurrence requirements
Risk Management (RM)
Established insurance requirements for all
contracts => $200,000
RM Insurance Matrix

OSR Involvement
Office of Social Responsibility
Acquisition Planning
Small Business Opportunity Analysis - every
procurement over $50,000
Small Business Evaluation Criteria  evaluation
points for utilization of small businesses

Next Steps
Future Training
Review & Revise procedures for Goods &
Services & Construction
RCW 53.19.090 - Commission Policy on
Personal Services
Contracts Internet Database
New Roster Software Application Process

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