Productivity Committee Minutes 10/16/1996 County Government
Productivity Committee
Meeting Minutes
October 16, 1996, 2:00 P.M.
Members Present Absent
Jack McKenna x
James Cavanagh x
David Craig x
Edward Ferguson x
Marc Gertner x
Charles Getter x
Timothy Hancock x
Bob Laird x
Bill Neal x
Karl Otto x
Brian Paul x
John Stockton x
Bernard Weiss x
Staff
Sheila Leith x
Purchasing Sub-committee
-Bernie Weiss provided an overview of sub-committee's recent activities
-the Sub-committee is to review Collier County purchasing practices and determine if
"Best Value" procurement practices can be expanded
-to understand the County purchasing system the sub-committee met with Steve Cornell,
the Purchasing Director who provided an overview of purchasing operations
-the sub-committee found the County to be a"very decentralized" purchasing
organization
-Steve provided 85 sample purchases for the sub-committee's review
-purchases reviewed fell into 3 main categories:
a. Competitive Selection&Negotiation (20)
b. Competitive Sealed Bidding (53)
c. Competitive Proposals (12)
Total 85
-Steve is looking for ways to enhance best value concept
-the Sub-committee started with review of"competitive Selection and Negotiation"
purchases by reviewing the term agreement files
-OCPM work orders under the term agreements were reviewed in depth
-the sub-committee met with Adolpho Gonzales, Karl Boyer and Tom Donnegan from
OCPM to discuss current practices
-preliminary observations include the following:
-the County does not use past performance information as a factor in evaluation
-there was no evidence of negotiations in most contracting
-there is no central filing of documents
-no evidence of in-house estimates
-also noteworthy, was no evidence of abuse or gouging
-the purchasing and OCPM workforce were found to be"highly motivated and capable
individuals attempting to do the best possible job for the County"
-the sub-committee will next review selected files covering the"Sealed Bid"process and
then"Competitive Proposals"
-that will be followed up with customer interviews to determine their views on the
process and what would improve it
-finally there will be a review major purchases that failed(didn't stay on schedule or
exceeded budget) in order to determine any common problems
-emphasis throughout the project will be on the use of"Best Value and the"Design-
Build" approach to construction
New Business
a. -Tim Hancock reported back to the Committee on the results of the Board's ranking of
the new work plan objectives for the Productivity Committee
-the top three in the ranking were as follows:
1. Investigate the cost and merit of a countywide grant coordinator
2. Investigate the rationale and structure for impact fees relative to the Sheriff's Office
and dependent fire districts.
3. Study countywide traffic management techniques including signal warrants,
applicable ordinances and neighborhood traffic management plans.
-sub-committees will be set up to work on the first two items and if time permits the third
will be tackled
b. -a suggestion was brought forth to arrange a social evening for the Productivity
Committee and their partners during the upcoming Christmas season, possibly the 1 t
Saturday in December
-Bernie Weiss will work out arrangements with Sheila assisting
c. -due to the demands of a very busy work schedule, Brian Paul has resigned from the
Productivity Committee
-the Committee wishes Brian well and thanks him for his participation
-the vacancy will be advertised as soon as possible
Adjourn 3:45 P.M.
Next meeting Wednesday November 20, 1996, 2:00 P.M.
County Manager's Boardroom, 2" Floor, Administration Building