Understanding Oversight Teams for Service Contracts in Florida Statutes

Oversight Teams What are Oversight Teams? Who are members? For services contracts of $5M or greater, each agency head shall establish continuing oversight teams consisting of four (4) people, including the contract manager. For contracts of $10M or greater, at least one (1) person serving on the oversight team must have at least five (5) years of experience managing contracts of similar scope or size. 287.057(26)(a), Florida Statutes Roles and Contract File Contract Admin. & Manager Contract Handover Provider Onboarding Contract File Florida Certified Contract Manager 1

Oversight Teams What are Oversight Teams? Who are members? For contracts of $20M or greater, the team shall consist of at least five persons. At least one must be from an agency other than the agency or agencies participating in the contract. All team members must be agency employees and have relevant experience and knowledge. 287.057(26)(a), Florida Statutes Roles and Contract File Contract Admin. & Manager Contract Handover Provider Onboarding Contract File Florida Certified Contract Manager 2

Oversight Teams How often do oversight teams meet? For contractual services contracts of $10M or greater, each continuing oversight team must $10M or greater Oversight Teams meet at least monthly. 287.057(26)(b) 2, F.S. For contractual services contracts of $5M or greater, each continuing oversight team must meet at least quarterly. $5M or greater 287.057(26)(b)1, F.S. Contract Admin. & Manager Contract Handover Provider Onboarding Roles and Contract File Contract File Florida Certified Contract Manager 3

Oversight Teams Continuing oversight teams are required to convene in an initial meeting with the contractor within 30 days of their formation. 287.057(26)(a)1, F.S. The continuing oversight team must discuss contract requirements, the contract management process, and roles at this meeting. 287.057(26)(c)1, F.S. What do oversight teams do? The continuing oversight team must meet to discuss the status of the contract. 287.057(26)(c)2, F.S. The contract administrator must be present at each meeting with the contract file and all applicable financial information. 287.057(26)(c)2, F.S. Contract Admin. & Manager Contract Handover Provider Onboarding Roles and Contract File Contract File Florida Certified Contract Manager 4

Oversight Teams What if the continuing oversight team has questions? The contractor must respond to the team s questions within 10 business days after receiving the written questions. 287.057(26)(c)2, F.S. The continuing oversight team may submit written questions to the contractor concerning items discussed at a continuing oversight team meeting. 287.057(26)(c)2, F.S. Questions and responses must be included in the contract file. 287.057(26)(c)2, F.S. Contract Admin. & Manager Contract Handover Provider Onboarding Roles and Contract File Contract File Florida Certified Contract Manager 5

Oversight Teams Who must the continuing oversight team notify in writing of their concerns? Theagency head and the department of any deficiency in a contractor s performance which substantially affects the pace of deliverables or the likelihood of the successful completion of the contract. 287.057(26)(d)1, F.S. Florida Certified Contract Manager 6

Oversight Teams $5M Who must the continuing oversight team notify in writing of their concerns? The agency head, the department, and the Office of Policy and Budget in the Executive Office of the Governor of any significant change in contract scope or any increase in the cost of the contract that is 5% of the planned contract cost or greater within the fiscal year for contractual service contracts of at least $5M. 287.057(26)(d) 2, F.S. Florida Certified Contract Manager 7

Oversight Teams $10M or greater Who else must the continuing oversight team notify in writing of their concerns? The agency head, the department, the Office of Policy and Budget in the Executive Office of the Governor, and the Legislative Appropriations Committees of any significant change in contract scope or any increase in the cost of the contract that is 5% of the planned cost or greater within the fiscal year for contractual service contracts of $10M or greater. 287.057(26)(d)3, F.S. Florida Certified Contract Manager 8

Oversight Teams Knowledge Check Contractual Service Contract Amount Team Requirements Meeting Requirements $5 million or greater Continuing oversight team must meet at least quarterly. consisting of 4 people, including a certified contract manager Same at $5 M or greater requirements plus at least 1 person must have at least 5 years of experience in managing contracts of similar scope or size. $10 million or greater Continuing oversight team must meet at least monthly. At least 1 person must be from an agency other than the agency or agencies participating in the contract. Same as $5 M and $10 M or greater requirements plus the continuing oversight team must consist of at least 5 people. $20 million or greater Florida Certified Contract Manager 9

Oversight Overview Must be composed of at least five people At least one person must be from an agency other than the agency or agencies participating in the contract $20M and greater One person must possess at least five years experience managing contracts of similar scope or size Must meet monthly A representative of the contractor must be made available to the team at least one meeting quarterly $10M and greater Must be composed of at least four people o One must be the certified contract manager Convenes within 30 days of their formation Must meet quarterly Contract Administrator must be present at each meeting May submit written questions to the contractor o The contractor must respond within 10 business days All members must be agency employees and collectively have relevant knowledge and experience $5M and greater $5,000,000 Contractual Services Contracts Florida Certified Contract Manager 10