Department of Financial Services
Agenda
y Project Update
y Project Timeline
y July 1, 2012 Changes
y Contract Summary Form
y Contract Imaging –
C t t I
i Technical Issues
T h i l I
y Contract Imaging – Legal Issues
y Next Steps
Project Timeline
st
July 1
Changes
y Expenditure data will be displayed in FACTS
y Contract ID is required on all contract disbursement transactions in FLAIR
i
i FLAIR
y Contract‐to‐Account Code correlation will be sent to FLAIR
Contract Summary Form
y Agencies will be given inquiry access for printing the y
y
y
y
form
A
Agency Management’s certification has been removed
M
’ ifi i h b
d
Invoice Number, Invoice Date, and Contract Manager’s certification still need to be completed manually
Most of the responses to impact statements have been p
posted on the website Revised CFO Memo will be issued with an effective date of August 1st
Contract Imaging – Technical Issues
y Redaction Tools – DFS recommends the use of Acrobat Professional X y Below is a link to Adobe’s redaction instructions:
htt //
http://www.adobe.com/products/acrobatpro/pdf‐
d b
/ d t /
b t / df
redaction.html
Contract Imaging – Technical Issues
Quick Tip ‐ When saving a redacted document for submission to FACTS the document must be sanitized in order to ensure the following are removed:
y
y
y
y
y
y
y
y
y
y
y
Document Metadata
Embedded content and files
Scripts
Hidden Layers
Embedded search indexes
Stored form data
Review and comment data
Hidden data from previous saves
Obscured images
Hidden comments
Links and javascripts
Contract Imaging – Technical Issues
y Minimum requirements for images
y Tagged Image File Format (TIFFs) or Portable D
Document Format (PDFs)
t F
t (PDF )
y Limited to One file per contract change (i.e., original, amendment, renewal)
,
)
y DFS will publish the file naming convention next month for Agencies submitting files in batch
Transparency Florida Act
y Section 215.985(16), Florida Statutes, requires the Chief Financial Officer to provide public access to a state contract management system that provides:
y information; and,
information; and
y documentation
relating to contracts procured by governmental agencies.
Public Record Requests vs.
Public Record Requests vs. Transparency Public Record Requests
y From the Public to y
y
y
y
Government
G
Statutory and Constitutional Right
g
Redact what is exempt or confidential
Provide rest of record
Limited Distribution
Transparency y From Government to the y
y
y
y
Public
P
bli
Statutory Authority Not Constitutional Right
g
Redact what is exempt or confidential May not post all information
Expansive – World Wide Web
Image Posting Issues Overview
y Exempt or Confidential Information
y Trade Secrets
y “Sensitive” Information
y What is it?
y Procurement Types, Solicitations and Contracts
P
T
S li i i
d C
y Existing Contracts
y Future Solicitations and Contracts
Exempt or Confidential Information
Statutory Exemptions
Trade Secret Information
y Chapter 119, Florida Statutes
y Agency specific exemptions y Remainder of Florida Statutes
y Over 1,100 exemptions
y Social Security Numbers
y Financial Account Numbers
y Medical Records
y Security System Plans
S
i S
Pl
y Agency Building Plans
y Etc., etc., etc….
for proprietary, confidential for proprietary
confidential business information
y Section 815.045, Florida Statutes and Sepro Case
Statutes, and Sepro
y Two trade secret definitions
y S. 812.081, Florida Statutes
y S. 688.oo2, Florida Statutes
S 688
Fl id S
y Trade secret owner must take measures to protect.
y Potential Felony for Release
Potential Trade Secret Information
y
y
y
y
y
y
Client Lists
References
O
Organizational Layout
i ti
l L
t
Basis of Price Estimate
Pricing
IT Hardware Descriptions
y Technology Solutions
y Data Security Risks and Solutions
y Access and Control of y
y
y
y
Information Protocols
Where data is located
Server link descriptions
Transition services processes
Portions of Presentation I f
Information and ti d PowerPoints
Additional Trade Secret
Additional Trade Secret Complications y Some Procurement Types More Likely to Include Trade Secrets Than Others (ITNs)
y Trade Secrets May Be in Some Contracts
y Trades Secrets Often in Incorporated Documents, Responses T d S
Of i I
d D
R
and Attachments
y Different Requirements in Existing Contracts for Trade Secrets:
y If Trade Secrets Provided, Waive Protection
If T d S
t P id d W i P t ti
y Require Vendor to Provide Redacted Copy
y Agency Required to Provide Notice of Public Record Requests for Trade Secret Information
y Internet Posting Not Contemplated and Notice Not Provided
y Contract Form – Potentially Large Redacted Areas on Posted Documents
“Sensitive” Information
y Not Exempt or Confidential
y Would Likely Be Released Pursuant to a Public Records Request
R
d R
y Information that could be used to:
y Facilitate Identity Theft
F ilit t Id tit Th ft
y Fraud
y Damage Vendor
y May Not Be Appropriate for Posting on Internet
“Sensitive” Information
y Company’s & Sub‐
y
y
y
y
y
y Staff Resumes
y Information related to Contractor’s Financial Statements
COOP in Leases
Company’s Client Lists
y Terminations for Past Performance
Company’s References
Company’s Organization y Relevant Litigation Layout
Brought Against Company
C
Company
’s Staffing St ffi Information
y S. 817.568, Florida Statutes
Signatures
g
What DFS is Doing to Get Ready
Existing Contracts
Future Contracts
y No prior notice of posting
y Contacting current vendors to:
C t ti t d t
y Provide notice of posting
y Obtain contract copy with trade secrets redacted
y Obtain information about “sensitive” information not to post from vendor perspective
y Considering what types of y Reviewing solicitation and information are “sensitive” and should not be posted and redacting
redacting.
contracts formats to:
y Provide notice of posting
y Provide notice of temporary exemption for solicitations
y Require responses to include copy with trade secrets redacted
y Re0rganizing formats and order of attachments y Continuous process of review p
and modification
Next Steps
y Letters being sent out requesting “Top 5 Contracts”
y CFO Memorandums will be issued on:
y Contract Summary Form
C
S
F
y Recording of FLAIR Contract ID on all Contract payments
y Lowering the dollar threshold for contract reviews
y Do we need another workshop on contract documents?