DEPARTMENT OF FINANCIAL SERVICES
Meeting Name:
Statewide Contract Reporting System Workshop
Date: October 12, 2011
Time: 1:30 pm – 4:30 pm
Location: Winewood Bldg#4, Dept of Children & Families
Agenda
Introduction of the DFS Team Members
Overview - Senate Bill 2096 amending Section 215.985, F.S. – Transparency in
Government Spending.
Statewide Contract Reporting System - Project Overview
Review of Phase 1 - Functional Requirements Document
Closing Remarks
Next Workshop – October 26, 2011
1:30 – 4:30
Department of Agriculture & Consumer Services
Conference Center, Conner Blvd
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Background
The 2010 Legislature enacted Section 46 of Chapter 2010-151, Laws of Florida creating
Section 216.0111, Florida Statutes (F.S.) which requires state agencies to report to the
Department of Financial Services (DFS), within three working days after executing contracts in
excess of the Category II threshold ($35,000) established in Section 287.017, F.S. that were not
awarded by competitive solicitation or purchased from a purchasing agreement or state term
contract.
Agency Addressed Memorandum No. 01, 2010-2011, issued on July 2, 2010, identifies the
following information regarding these non-competitive solicited agreements that must be
reported to DFS.
Agency name
Agency site
Contract/DO/agreement number
Contract manager name and phone number
Vendor name
Term of contract
Date of contract execution
Original contract amount
Amended contract amount and amendment date
Description of commodities or services procured
Summary of any time constraints that applied to the procurement
Justification for not using competitive solicitation
The statutory exemption or exception claimed
The contract’s payment method
The Catalog of Federal Domestic Assistance number (if applicable)
The Catalog of State Financial Assistance number (if applicable).
The 2011 Legislature amended Section 215.985, F.S., making DFS responsible for the
development and maintenance of a contract management system. Among the information
required to be provided or accessed on the system is information and documentation relating to
contracts procured by state governmental entities.
The legislation identified specific data the system must include, but need not be limited to:
Contracting agency
Procurement method
Contract beginning and ending dates
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Type of commodity or service
Purpose of the commodity or service
Compensation to be paid
Compliance information such as:
o
Performance metrics for the service or commodity
o
Contract violations
o
Number of extensions or renewals
o
Statutory authority for providing the service
The contract information must be entered or updated by the agency procurement staff within 30
days of any major change to when a contract or a new contract has been executed. A major
change to a contract includes, but is not limited to, a renewal, termination, or extension of the
contract or an amendment to the contract.
As the result of the passage o the Tax Increase Prevention and Reconciliation Act of 2005, it has
been determined that the Florida Accounting Information Resource (FLAIR) Vendor File, W9
File, 1099 Subsystem and Contract and Grants Subsystem will require modification to capture
and process information necessary to comply with the Federal 3% Withholding Law. The
following information has been identified as required contract information that must be stored in
FLAIR’s Contract and Grants Subsystem files:
Original Contract Amount
Contract Execution Date
Amendment Execution Date
Contract Materially Modified
Contract Amendment Amount
Contract Ending Date Change
Description of Material Modification
In addition to data elements mentioned above, the Chief Financial Officer (CFO) has directed
that expenditure data and images of the contract documents be linked to the contract information
in the contract management system.
Functional Requirements
The Contract Reporting System’s functional requirements are based on the State’s standard
contract information and functionality required by State and Federal law, and CFO’s directions,
as identified in the Background Section of this document for this project phase. The Contract
Reporting System will replace the agencies’ usage of the Departmental FLAIR Contract
Subsystem except for transaction validation (FLAIR Contract ID) and Federal 3% Withholding
Law compliance. The Contract Reporting System will provide data for agency business systems.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
The remaining phases of the project are:
a) Phase Two – Recording of contract related General Appropriation information and daily
disbursement data.
b) Phase Three – Linking of contract procurement and documentation images to contract
metadata.
c) Phase Four – Providing for contract compliance reporting by DFS and Auditor General.
d) Phase Five – Providing for the reporting of grant information and linking document
images.
e) Phase Six – Providing sufficient infrastructure to accept contract information and images
from Water Management District, Community College, Universities, School Districts and
Counties. This phase also includes the communications on the new reporting
requirements and creation of new procedures for compliance monitoring.
Functional requirements for the remaining phases will be developed as the phases begin.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Elements
The following required data elements should provide the data necessary to comply with State and Federal law, as well as the CFO’s
requirements.
Data Elements for Contract Reporting System
Data Element
Length
Format
Comments
FLAIR Agency Identifier
(OLO)
6
Alphanumeric
FLAIR Contract Identifier
(Contract Number)
5
Alphanumeric
Must be an active OLO on Departmental
FLAIR's Title file for use on FLAIR
transactions. This data must be sent to FLAIR
to update the FLAIR Title File and FLAIR
Contract Information, if it does not already
exist. FLAIR must provide nightly validation
data updates.
Must be an active unique value within OLO
on Departmental FLAIR's Title file for use
with FLAIR transactions.
If not agency provided, the System must
assign a new unique value within the
agency’s OLO. See Functional Requirement
Note 9. This data must be sent to FLAIR to
update the FLAIR Title File and FLAIR
Contract Information, if contract number
does not already exist. There will be a
onetime conversion of FLAIR Contract
Subsystem data.
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Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by
216.0111,
215.985, F.S and FLAIR
Yes, FLAIR Tile File
Yes, by FLAIR
No
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract's Short Title
10
Alphanumeric
Must be active on Departmental FLAIR's Title
file for display and reporting.
This data must be sent to FLAIR to update
the FLAIR Title File and FLAIR Contract
Information, if the associated contract
number does not already exist within the
OLO.
Yes, by FLAIR
No
Contract's Long Title
60
Alphanumeric
Must be active on Departmental FLAIR's Title
file for display and reporting. This data
must be sent to FLAIR to update the FLAIR
Title File and FLAIR Contract Information, if
the associated contract number does not
already exist within the OLO.
Yes, by FLAIR
No
Agency Assigned
Contract Identifier
50
Alphanumeric
Agency Assigned Contract Identifier is for
System display and reporting only.
This data must not be sent to FLAIR.
MFMP contract and DO field length is 50
characters and can be used by agencies as
the agency assigned contract identifier.
Yes, by
216.0111,
F.S.
No
Contract’s Type
2
Alphanumeric
Switch data element to State Standard from
Agency Unique. This data must not be sent
to FLAIR. State Standard codes will be
maintained in the Contract Reporting
System. Appendix A-3 Proposed Contract Contract Type Codes
Yes, by
216.0111,
F.S
No
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Status
2
Alphanumeric
Switch data element to State Standard from
Agency Unique. This data must not be sent
to FLAIR. State Standard codes will be
maintained in the Contract Reporting
System. See Appendix A-4 Proposed
Contract - Contract Status Codes
Yes, by Legislature and
EOG
No
Contract’s Commodity/
Service Type
6
Alphanumeric
Data Based on DMS Commodity /
Contractual Services Catalog that is active on
FLAIR’s Title file. There must be multiple
records so as to accommodate multicommodity / contractual service type
agreements. (Many to One Relationship)
Must be able to link commodity/service
types with deliverables. This data must be
sent to FLAIR for the Contract Information
File Service Type field for Federal 3%
Withholding. FLAIR must provide nightly
validation data updates.
Yes, by
216.0111,
215.985, F.S
Yes, FLAIR Title File
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Vendor Id
21
Alphanumeric
Number valid on FLAIR's Vendor file,
including the appropriate prefix, and must
allow for multiple entries for multi-party
agreements. (Many to One Relationship).
For inter-agency agreements the data
element must allow for the FLAIR valid 21
digit account code. Must not be displayed
to the public. This data not must be sent to
FLAIR. FLAIR must provide nightly validation
data updates.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
Yes, FLAIR Statewide
Vendor File and FLAIR
Account Description
File for the interagency 21 digit code.
Contract’s Vendor Name
31
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data. Must allow for multiple displays.
(Many to One Relationship). Must not be
sent to FLAIR. FLAIR must provide nightly
updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Vendor file
Contract’s Vendor Street
Address
31
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data. Must allow for multiple displays (Many
to One Relationship). Must not be displayed
to public. Must not be sent to FLAIR.
FLAIR must provide nightly updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
Contract’s Vendor City
and State
30
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data. Must allow for multiple displays
(Many to One Relationship). Must not be
sent to FLAIR. FLAIR must provide nightly
data updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Contract’s Date of
Execution
8
MMDDYYYY
Must be valid date.
This data must be sent to FLAIR to update
the FLAIR Contract Information Date
Executed field for Federal 3% Withholding.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No, however must be
a valid date.
Contract’s Beginning
Date
8
MMDDYYYY
Must be valid date.
This data must be sent to FLAIR to update
the FLAIR Contract Information Beginning
Date field for Federal 3% Withholding.
Yes by
216.0111,
215.985, F.S , IRS and
FLAIR
No, however must be
a valid date.
Contract’s Original
Ending Date
8
MMDDYYYY
Must be valid date.
System must not change this date in the.
This data must be sent to FLAIR to update
the FLAIR Contract Information Ending Date
field for Federal 3% Withholding.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No, however must be
greater than Beginning
Date
Contract’s Original
Amount
13.2
Numeric
Must be greater than Zero.
This data must not be sent to FLAIR.
No, however must be
greater than Zero
Contract’s Recurring
Budgetary Original
Amount
13.2
Numeric
Must be zero or greater.
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
Yes, by Legislature and
EOG
Contract’s Non-Recurring
Budgetary Original
Amount
13.2
Numeric
Must be zero or greater.
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No, however must be
greater than Zero
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No, however must be
greater than Zero
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Comments
Must be Validated
Against FLAIR Data
Data Element
Length
Contract’s Accumulated
Amended Amount
13.2
Numeric
Derived from sum of System’s active
contract amendment amounts per contract.
This data must not be sent to FLAIR.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No
Contract’s Recurring
Budgetary Accumulated
Amended Amount
13.2
Numeric
Derived from sum of System’s active
contract amendment recurring amounts per
contract. This data must not be sent to
FLAIR. See Functional Requirements Note
10.
Yes, by Legislature and
EOG
No
Contract’s Non-Recurring
Budgetary Accumulated
Amended Amount
13.2
Numeric
Derived from sum of System’s active
contract amendment non-recurring
amounts. This data must not be sent to
FLAIR. See Functional Requirements Note
10.
Yes, by Legislature and
EOG
No
Contract’s Expenditures
Year-To-Date
13.2
Numeric
Derived from FLAIR Expenditure data based
on contract’s FLAIR CONTRACT ID.
This data must not be sent to FLAIR.
This data must be received from FLAIR
nightly to update the System.
Yes, by CFO, Legislature
and EOG
No, FLAIR Generated
Contract’s Revenues
Year-To-Date
13.2
Numeric
Derived from FLAIR Revenue data based on
FLAIR CONTRACT ID. This data must not be
sent to FLAIR. This data must be received
from FLAIR nightly to update the System.
Yes, by CFO, Legislature
and EOG
No, FLAIR Generated
10/6/2011 10:11:00 AM
Format
Compliance
Requirements for
the Contract
Reporting System
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Must be Validated
Against FLAIR Data
Length
Format
Agency Contract
Manager Name
31
Alphanumeric
This data must not be sent to FLAIR.
There will be a onetime conversation of
active contract associated Director/Manger
File records.
Yes, by
216.0111,
F.S
No
Agency Contract
Manager Phone Number
10
Alphanumeric
Must not be sent to FLAIR.
Must not be displayed to public.
Yes, by
216.0111,
F.S
No
Agency Contract
Manager’s e-mail
address
20
Alphanumeric
Must not be sent to FLAIR.
Must not be displayed to public.
Yes, by EOG
No
Contract’s Method of
Payment
1
Alphanumeric
FLAIR must switch data element to State
Standard from Agency Unique.
Refer to Appendix E Current Departmental
FLAIR Title Layout. Refer to Appendix A-2
Proposed Method of Payment Codes.
There must be multiple records so as to
accommodate Method of Payment per
contract. (Many to One Relationship)
Must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Yes, by
216.0111,
F.S
No
10/6/2011 10:11:00 AM
Comments
Compliance
Requirements for
the Contract
Reporting System
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Method of
Procurement
5
Alphanumeric
Switch data element to State Standard from
Agency . Refer to Appendix A-1 Proposed
Method of Procurement or Applied
Exemption Codes. Must be multiple fields so
as to accommodate multi-procurement
methods pre contract. (Many to One
Relationship) If left blank, the Contract’s
Competitive Solicitation Exemption must be
activated for entry. Must not be sent to
FLAIR. State Standard codes will be
maintained in the Contract Reporting
System.
Yes, by
216.0111,
215.985, F.S
No
Contract’s Competitive
Solicitation Exemption
5
Alphanumeric
Switch data element to State Standard from
Agency . See Appendix A-1 Proposed
Method of Procurement or Applied
Exemption Codes. If Contract’s Method of
Procurement field left blank, the Contract’s
Competitive Solicitation Exemption must be
activated for entry. Must be multiple fields
so as to accommodate multi-exemptions pre
contract. (Many to One Relationship)
Must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Yes, by
216.0111,
215.985, F.S
No.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Contract’s Exemption
Explanation
1,000
Alphanumeric
Contract’s Statutory
Authority
60
Alphanumeric
Activated for entry if the Contract’s
Competitive Solicitation Exemption filed is
used. Free form to include purpose of the
commodity or service and exemption
explanation and summary of any time
constraints that applied to the procurement.
This data must not be sent to FLAIR.
Free form to record statutory authority for
procuring or providing the commodity or
service not Chapter 287, F.S. authority.
This data must not be sent to FLAIR.
1,000
Alphanumeric
Contract’s Major
Deliverables
1 - 100
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Free form to record description for each
deliverable. Each deliverable must be
directly related to the scope of work and
specify the performance measures. The
performance measure is the required
minimum level of service to be performed
and criteria for evaluating the successful
completion of each deliverable.
Need ability to record up to 100 separate
deliverables. (Many to One Relationship).
Must be able to associated contract’s
deliverables to specific contract
performance metric and financial
consequences. This data must not be sent
to FLAIR.
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Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by
216.0111,
215.985, F.S
No
Yes by 215.985 and
EOG
No
Yes, by
215.985, F.S
No
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Performance
Metrics 1 -100
1,000
Alphanumeric
Free form to record performance metric
descriptions and measurements for the
service or commodity.
Need ability to record up to 100 separate
performance measures.
(Many to One Relationship).
Must be able to associate contract’s
performance metric to specific deliverables.
This data must not be sent to FLAIR.
Yes, by
215.985, F.S
No
Contract’s Financial
Consequences 1 - 100
1,000
Alphanumeric
Free form to record contract Financial
Consequences for non-performance.
Need ability to record up to 100 separate
financial consequences.
(Many to One Relationship).
Must be able to associate contract’s
financial consequences to specific
deliverables. This data must not be sent to
FLAIR.
Yes, by
215.985, F.S
No
6
Alphanumeric
CFDA IDs based on FLAIR's Tile file and must
be multiple fields so as to accommodate
multi-funded agreements.
(Many to One relationship)
CFDA code must be allowed if with CSFA
code is on the record. Must be sent to FLAIR
to update the Contract Information File.
FLAIR must provide nightly validation data
updates.
If applicable by 215.97,
F.S.
Yes, FLAIR CFDA Title
File.
Contract’s CFDA Code, if
applicable
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Data Element
Length
Format
Comments
Contract’s CSFA Code, if
applicable
5
Alphanumeric
CSFA IDs based on FLAIR's Tile file and must
be multiple fields so as to accommodate
multi-funded agreements.
(Many to One Relationship).
CSFA code must be allowed with if CFDA
code is on the record.
Must be sent to FLAIR to update the
Contract Information File.
FLAIR must provide nightly validation data
updates.
If applicable by 215.97,
F.S.
Yes, FLAIR CSFA Title
File
Contract’s Recipient
Type
1
Alphanumeric
Based on FLAIR's Tile file State Standard.
This data must be sent to FLAIR to update
the Contract Information File.
FLAIR must provide nightly validation data
updates.
Required if CFDA or
CSFA codes are entered
Yes, FLAIR Title File
Record Status
1
Alphanumeric
State Standard Codes. (Valid Values A –
Active, I – Inactive, D – Deleted or C –
Closed) . Refer to Appendix B Current FLAIR
Departmental Contract Subsystem Data
Elements. Inactive status will be sent to
FLAIR as deletions based on agencies
inactivating contract records and Contract
Reporting System inactivation logic. See
Functional Requirements Note 13.
Yes, by CFO and FLAIR
No
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Contract Change Type
1
Alphanumeric
State Standard Codes. (Valid Values; A Amendment, E- Extension, R - Renewal.
Must not to be sent to FLAIR.
Amendment, Extension,
or Renewal Number
4
Alphanumeric
Materially Modified for
3% Withholding
1
No Cost Change for 3%
Withholding
Change Date Executed
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Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by
215.985, F.S
No
SCRS generated based on Change Type code
sequence. Must be not sent to FLAIR.
Yes, by CFO, Legislature
and EOG
No.
Alphanumeric
Must be Y or N. New to FLAIR for 3%
Withholding requirement, not currently in
FLAIR Contract Subsystem. Must become a
FLAIR required field. Must be sent to FLAIR
for Contract Information File Materially
Modified field.
Yes, by FLAIR and IRS
No, however must be
“Y” or “N”
1
Alphanumeric
Must be Y or N. New to FLAIR for 3%
Withholding requirement, not currently in
FLAIR Contract Subsystem. Must become a
FLAIR required field. Must not be sent to
FLAIR.
Yes, by CFO and IRS
No, however must be
“Y” or “N”
8
MMDDYYYY
Must be valid date. New to FLAIR for 3%
Withholding requirement, not currently in
FLAIR Contract Subsystem. Must become a
FLAIR required field. Must be sent to FLAIR
for Contract Information File Materially
Modified Date field.
Yes, by
216.0111,
215.985, F.S, FLAIR
and IRS
No, however must be
valid date
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
New Ending Date
8
Change Amount
13.2
Change Description
60
Format
MMDDYYYY
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Must be valid date, required if Change Type
equals E or R. Must become a FLAIR
required field. Must be sent to FLAIR for
Contract Information Ending Date field.
Required if No Cost Amendment for 3% is N.
The amount can be negative or positive.
These amounts would be added to the
Original Amount to determine Current
Amount of agreement.
FLAIR currently keeps track of all
Amendment Amounts in a separate field on
the Contract Information file and does not
alter the Original Amount. This must be the
same for the System. Must not be sent to
FLAIR.
If applicable by
216.0111,
215.985, F.S, FLAIR and
IRS
If applicable by
216.0111,
215.985, F.S, FLAIR and
IRS
No, however must be
valid date
Alphanumeric
Required if Materially Modified is N.
Must not be sent to FLAIR.
If applicable by
215.985, F.S, FLAIR and
IRS
No
Numeric
No, however must be
greater than zero
Recurring Change
Amount
13.2
Numeric
Required by Legislature and EOG. Must not
be sent to FLAIR.
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
Non-Recurring Change
Amount
13.2
Numeric
Required by Legislature and EOG. Must not
be sent to FLAIR .
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Length
Format
Comments
Account Code
27
Alphanumeric
Becomes a required field.
Must be sent to FLAIR to update the
Contract Information File Account Code Field
and the Contract to Account Code
Correlation File Account Code Field.
Date Added
8
MMDDYYYY
Date change added and should be
programmatically set to current date
Must not be sent to FLAIR.
Yes
No
Date Updated
8
MMDDYYYY
Date record was last updated and should be
programmatically set to current date.
Must not be sent to FLAIR.
Yes
No
Alphanumeric
Should be generated based on User ID
System security. Must not be sent to FLAIR.
Yes
No
User ID of User Adding
or Updating data.
10/6/2011 10:11:00 AM
TBD based
on Contract
Reporting
System
Security
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
10/6/2011 10:11:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Functional Requirement Notes
1. Existing FLAIR Contract Subsystem
a. FLAIR Contract Information File data elements not shown in the Data listing are
not included in the System due to FLAIR minimal agency usage.
b. FLAIR Contract Amendment File data elements not shown in the Data listing are
not in the System due to FLAIR minimal agency usage.
c. FLAIR Contract to Account Correlation File data not shown in the Data listing
are not in the System due to FLAIR minimal agency usage.
2. Security
Contract Reporting System must provide security so that only authorized users add or
modify data associated with their entity. However, system wide inquiry access must be
provided to authorize DFS personnel. In addition, the security must provide a means of
identifying the user by entity (i.e. State Agency, County, Water Management Districts,
etc) and name. In addition, the System must prevent the following data fields being seen
by the public;
a. Contract’s Vendor ID
b. Contract’s Vendor Address
c. Agency Contract Manger’s Phone Number
d. Agency Contract Manger’s Email Address
3. Data Cleaning and Conversion
a. Contract Reporting System must provide a one time data cleaning and conversion
of existing data from the following applications:
FLAIR Contract Subsystem
CFO Non-Completive Solicitation of Commodities and Services
Reporting web base application
State Contract Management System
Agency Business Systems
b. Existing data to be converted from the various systems must undergo data
cleaning by the agencies to ensure that all the required data for active contracts is
present and that previously agency unique data values are updated to State
Standard.
c. Agencies must be given Excel downloads of their data from Non-Cumulative
Solicitation of Commodities and Services Reporting Website, Departmental
FLAIR Contract Files and the State Contract Management System. They must be
reviewed and appropriately updated the data prior to being uploaded to the
System
10/6/2011 10:11:00 AM
20 of 23
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
4. Agency Data Upload
Contract reporting System must provide a mechanism for State Agencies to
upload data electronically, including error handling. Refer to Appendix C Current
FLAIR Batch Contract Information File - Add File Layout, Appendix D Current
FLAIR Batch Contract Information - Update File Layout.
5. FLAIR Data Exchanges
Contract reporting system must provide appropriate timely data interfaces,
including error handling, to and from FLAIR files for the data indicated as being
validated using FLAIR data.
6. On-line Data Entry and Display
a. Contract Reporting system must arrange data elements into logical groupings by
sections, tabs or screens for user friendly access, i.e. general contract
identification, contract purpose and authority, contract vendors / recipients,
contract management, contract accounting, contract disbursements / revenue,
contract performance metrics, and contract deliverables.
b. Contract Reporting System must provide data entry assistance such as drop down
pick lists for State Standard data code values.
7. Data Extracts for Agency Business System
Contract Reporting System must provide agencies system extracts of data for the
agency business systems. Refer to Appendix H - Current FLAIR Contract
Information File Copy Sent to Agencies Via FTP, Appendix I - Current FLAIR
Contract Amendment File Copy Sent to Agencies Via FTP, and Appendix J Current FLAIR Contract Correlation File Copy Sent to Agencies Via FTP.
However, many of the fields listed in the appendix will no longer be available
because they will not be available in the Contract Reporting system.
8. On-Line Data Querying
a. Contract Reporting System must provide initially ad-hock querying, display,
exporting, and printing of data.
b. Contract Reporting System must provide querying assistance such as drop down
pick lists for available data values.
c. Contact reporting System must provide accessible for querying, displaying and
printing contract data for a minimum of ten years (Contract Data History). Data
retention, starting with initial data loading, will be ten continuous years. Data
exceeding the ten year limit must be archived from production but, readily
available analysis.
10/6/2011 10:11:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
9. System Assigned FLAIR Contract IDs and Linking of FLAIR Budgetary,
Expenditure and Revenue Data
a. Should an agency not provided a FLAIR Contract Identifier (Number), the
Contract Reporting System must assign a unique identifier within the agency’s
OLO. These numbers will be sequential and must be used on agency contract
disbursements and revenue deposits in order to associate and accumulate contract
expenditures and revenues. A crosswalk of assigned numbers to Agency
Assigned Contract Identifier must be made available to the agency.
b. Contract Reporting System must provide functionality for linking of FLAIR
contract budgetary, expenditure and revenue data using the FLAIR Contract
Identifier (Number).
10. Recurring and Non-Recurring Budgetary Amounts
The Legislature is requiring that the Contract Reporting System track the
recurring and non-recurring funding sources of contracts, including amendments,
extensions or renewals. This information is not available in FLAIR. Therefore,
The System must provide the ability for the agencies to entered this information
into the System using the agencies Legislative Budget Request (LBR)
documentation supporting the contracts funding.
11. Linking of Contract Document Images
Contract Reporting System must provide functionality for linking of contract and
procurement document images to the contract records contained in the System.
12. State Standard Required Codes and Data
State Standard Codes must be developed from previously Agency Unique Values
for the following data fields;
Contract Status
Contract Type
Method of Payment
Method of Procurement or Applied Exemptions
Refer to Appendixes A-1, A-2, A-3 and A-4 for proposed Sate Standard Codes
13. Contract Inactivation and FLAIR Semi-Annual Purge
As contracts expire their Record Status should be changed to Inactive. If after twelve
months from the Contract Ending Date the contracts Record Status is not Inactive it will
be systematically changed to Inactive. Contract records with Inactive Record Status will
forward to FLAIR to update the Contract Information File with a Record Status of
Deleted for the FLAIR’s standard Semi-Annual Purge process.
10/6/2011 10:11:00 AM
22 of 23
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Document revision control:
Name
Bill DuBose
Christina Smith
Bill DuBose
Bill DuBose
Christina Smith
Bill DuBose
Bill Dubose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
10/6/2011 10:11:00 AM
Action
Initial Draft
Revised
Revised for Batch Extract of FLAIR Files for
Web Field Data Validation and Batch interfaces
from Web application to Departmental FLAIR
Revised for Tricia Nettles changes and
comments
Accepted changes and provided to DOT for
review
Revised base on DOT Meeting comments
Revised based on June 27, 2011 Meeting
comments
Revision based on July 12, 2011 Meeting
comments
Revised to clearly identify data to validated
against FLAIR data and make changes
requested by Christina Smith
Revise to clearly that the current requirements
are only for Phase One of the Six Phase Project
Revised for comments received during the
9/2/11 JAD Secession
Revised for comments received during the
9/9/11 JAD Secession
Revised for comments received from TN
9/912/11
Revised for comments received CS 9/27/11
Revised for comments received CS 10/3/11
Revised for comments received during 10/4/11
Bureau of Auditing Staff Meeting
Revised for comments received during 10/4/11
Bureau of Accounting and FLAIR meeting.
23 of 23
Date
5/24/11
6/7/11
6/10/11
6/14/11
6/15/11
6/21/11
7/6/11
7/13/11
8/18/11
8/30/11
9/7/11
9/9/11
9/12/11
9/28/11
10/3/11
10/4/11
Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A
Proposed Method of Procurement or Applied Exemption Codes
Current
MFMP
Code
Current
DFS
1
Code
Competitive Solicitation and Exemption
Descriptions
None
ITN2
Invitation to Negotiate [s. 287.057 (1) (c)]
None
ITB2
Invitation to Bid [s. 287.057 (1) (a)]
None
RFP2
Request for Proposal [s. 287.057 (1) (b)]
None
RFQ2
Request for Quotes [s 287.056 (2) & Rule 60A-1.002
(4)(m)]
0
ADP
Adoption Placement [Rule 60A-1.002 (4)(j)]
V
APR
Academic program review [s. 287.057 (3) (f) 2 &
Rule60A-1.002 (4) (d)]
U
ART
Artistic services [s. 287.057 (3) (f) 1 & Rule 60A1002 (4) (c)]
X
AUD
Auditing Services [Rule 60A-1.002 (4) (f)]
Q
CCN
W
CEP
Consultants' Competitive Negotiation Act [s.
287.055]
Continuing education and events paid for by
collected fees [287.057 (3)(g)]
10
CITR
Department of Citrus advertising and promotional
items [s. 601.10 (12)]
None
COL
None
COUN2
Agency may contract with independent, non-profit
college or university within the state [s.287.057
(22)]
Use County Procurement Standards
S
CPR
Commodities purchased for resale [s. 287.012 (5)]
Agency Unique
INVITATION TO NEGOTIATE /
NEGOTIATION
COMPETETIVE BID / COMPETITIVE BID
(287.057,F.S.) / INVITATION TO BID
REQUEST FOR PROPOSAL / REQUEST FOR
PROPOSAL (287.55,F. S.) / REQUEST FOR
APPLICATION
ALTERNATE COMPETITIVE (FOR FUTURE
USE) / INFORMAL BID(287.057,F.S.) /
REQUEST FOR PROPOSAL (287.057,F.S.)
ALTERNATE SERVICE PROCUREMENT
METHOD (65-28.001)
EXEMPTION-APR (ACADEMIC PROGRAM
REVIEW) / EXEMPTION ACADEMIC
PROGRAM REVIEWS
EXEMPTION-ART / EXEMPTION-ART
(ARTIST)/ EXEMPTION-ARTIST
EXEMPTION- AUDITING SERVICES /
EXEMPTION-AUD (AUDITING SERVICES)
COMPETITIVE NEGOTIATION
EXEMPTION-CEE (CONTINUING
EDUCATION EVENTS) / EXEMPTION-CEE
(CONTINUING EDUCATION PROGRAMS /
EXEMPTION-CONTINUING EDUC. EVENTS
OR PGMS. / EXEMPTION-CONTINUING
EDUCATION EVENTS
COUNTY PROCUREMENT STANDARDS /
COUNTY PROCUREMENT STANDARDS
(CPHUS ON
Appendix A-1 Proposed Method Of Procurement Or Applied Exemption Codes.Docx
1 of 5
Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A
Proposed Method of Procurement or Applied Exemption Codes
Current
MFMP
Code
Current
DFS
1
Code
None
CSR2
Single or No responses to a competitive
procurement [s. 287.057 (5)]
R
DOT
Department of Transportation s. 287.057
Exemption [s. 287.57 (3) (f) 11 and s. 337.11 & Rule
60A-1.0002 (4) (k)]
Y
DUES
O
EMG
O2
O1
EMGO
EMGP
Payment of membership dues [s. 216.345 (4) &
Rule 60A-1.002 (4) (h)]
Emergency procurement [s.287.057 (3) (a) & 60A1.046, FAC]
Emergency Purchases Per Executive Order
Emergency Purchases Per Public Property And
Publicly Owned Buildings [s. 255.0525 (5)]
Z
EXAM
6
FAP
3
HPM
Health services [s. 287.057 (3) (f) 5a & Rule 60A1002 (4) (k)]
L
IGA
Services or commodities provided by governmental
agencies [s. 287. 057 (3) (f) 12]
9
LAW
Federal or state law prescribes with whom the
agency must contract [287.057 (10)]
Competitive Solicitation and Exemption
Descriptions
Professional Examinations [s. 455.217 (1) (c) & Rule
60A-1.002 (4)(i)]
Family placement [s. 287.057 (3) (f) 8 & Rule 60A1002 (4)(k)]
Agency Unique
ONE RESPONSE TO ITB/RFP / ONE
RESPONSE TO ITB/RFP/ITN / ONE
RESPONSE TO ITB/RFP/ITN/ASPM / NO
RESPONSE TO ITB/RFP / NO RESPONSE
TO ITB/RFP/ITN/ASPM / NON
COMPETITIVE NEGOTIATION
COMPETITIVE BID (337.11,F.S.)
EMERGENCY(287.055(3)(A);287.057(3)(A)
;337.11 / EMERGENCY PROCUREMENT
EMERGENCY
DIST. BUILDING
CONSTRUCTION(F.S.255.29)
EXEMPTION-FAP (FAMILY PLACEMENT) /
EXEMPTION-FMLY PLAC./ADOPT. SVCS.
LIC. BY DCF
EXEMPTION / EXEMPTION-HEALTH
SERVICES / EXEMPTION-HPM (HEALTH
SERVICES) / EXEMPTION-MEDICAID
SERVICES / EXEMPTION-MEDICAID
SERVICES (287.057(3 /
EXEMPTION (287.055F.S.) / EXEMPTIONIGA (ANOTHER GOVERNMENTAL
AGENCY) / GOVERMENTAL AGENCY
(287.057,F.S.) / GOVERNMENT AGENCY
ASSIGNMENT
EXEMPTION (287.057(3)(F).F.S.)
/EXEMPTION-FED. OR STATE LAW
PRESCRIBES / EXEMPTION-FED. OR STATE
LAW PRESCRIBES VENDOR / EXEMPTIONLAW / EXEMPTION-LAW (FEDS/STATE
Appendix A-1 Proposed Method Of Procurement Or Applied Exemption Codes.Docx
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Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A
Proposed Method of Procurement or Applied Exemption Codes
LAW PESCRIBES VENDOR) /
LEGISLATIVELY MANDATED
Current
MFMP
Code
W
Current
DFS
1
Code
LEC
Lectures by individuals [s. 287.057 (3) (f) 3 & 60A1.002 (4) (e)]
11
LEP
2
LES
Lottery – Emergency Purchase [s. 24.109 & Rule
53ER07-55(9)]
Legal services [s.287.057 (3) (f) 4]
11
LSCS
Lottery – Single Source Purchase of Single Source
Commodities or Services [s. 24.109 & Rule 53ER0755(8)(d)]
11
LSSL
Lottery – Single Source Purchase of Licenses for
Trademarks or Intellectual Properties [s. 24.109 &
Rule 53ER07-55(8)(b)]
11
LSSP
Lottery - Single Source Purchase of Promotional
Events and Sponsorship Opportunities [s. 24.109 &
Rule 53ER07-55(8)(a)]
5
MES
Medicaid services [s. 287.057 (3) (f) 7 & Rule 60A1.002 (4) (k)]
EXEMPTION-MES (MEDICAID SERVICES)
C
MFMC
Purchase made from contracts let by the Fed. Gov.,
another state, or a political subdivision for
commodities and contract services if determined to
be cost-effective and in the best interest of the
state. [s.287.042 (16) & Rule 60A-1.002 (4) (l)]
AGENCY CONTRACT
4
MPD
Services to persons w/ mental/physical disabilities
by non-profit corporations [s. 287.057 (3) (f) 6 &
Rule 60A-1.002 (4) (k)]
EXEMPTION-MPD (MENTAL/PHYSICAL
DISABILITIES) / EXEMPTION-SVCS TO
MENTL/PHYS DISAB. BY NON-PROF /
EXEMPTION-SVCS TO MENTL/PHYS
DISAB.BY
Competitive Solicitation and Exemption
Descriptions
Agency Unique
EXEMPTION- IGA (OTHER
GOVERNMENTAL AGENCIES) /
EXEMPTION-ANOTHER GOVERMMENTAL
AGENCY/INDEPEND / EXEMPTION-LBI
(LECTURES BY INDIVIDUALS) /
EXEMPTION-LECTURES BY INDIVIDUALS /
EXEMPTION-LES (LEGAL SERVICES)
EXEMPTION (287.057)
EXEMPTION (946.519,F.S.) / EXEMPTIONLEGAL SERVICES
EXEMPTION 337.02,F.S.
Appendix A-1 Proposed Method Of Procurement Or Applied Exemption Codes.Docx
3 of 5
Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A
Proposed Method of Procurement or Applied Exemption Codes
None
NCC2
1
PAD
Current
MFMP
Code
N
Current
DFS
1
Code
PRD
Purchase made from PRIDE - Department of
Corrections; prison industry programs. [s.287.095
(3) & s. 946.515]
7
PRE
Prevention services [s. 287.057 (3) (f) 9 & Rule 60A1.002 (4) (k)]
9
REA
Rate of payment is established during the
appropriation process [287.057 (10)]
M
RESP
Purchase made from RESPECT - Qualified nonprofit
agency for the blind or for the other severely
handicapped [s. 413.036 (2)]
T
RUTF
Regulated utilities and government franchised and
public communications, except long distance
telecommunications services or facilities, [Rule
60A-1.002(4) (a) & (b)]
RAILROAD/UTILITIES AGREEMENT
None
SETT2
Settlement Agreement [s. 17.03 (1)]
SETTLEMENT AGREEMENT
None
SCYO
Special contracts with charitable youth
organizations [s. 255.60]
P
SSA
D
STCP
None
TDC2
Transpirations for the Disadvantaged [427.011 (5)]
8
TRG
Training and education services [s. 287.057 (3) (f)
10 & s440.491 (6)]
Agreement for goods or services below the
competitive solicitation CATEGORY TWO threshold
[s.287.057 (1)]
Prescriptive assistive devices [s. 287.057 (3) (e)]
Competitive Solicitation and Exemption
Descriptions
Single source approval [s. 287.057 (3) (c) & Rule
60A-1.045]
State Term Contract Purchase [s. 287.057 (b) &
Rule 60A-1047]
SMALL PURCHASE
Agency Unique
ANOTHER GOVT AGCY CONTR
S287.042(17)F.S. / EXEMPTION-ANOTHER
GOVERNMENTAL AGENCY
EXEMPTION-PRE (PREVENTION SERVICES)
/ EXEMPTION-PREVENTION SVCS BY
NON-PROFIT CORPS
EXEMPTION-RATE ESTABLISHED BY
APPROPRIATION / EXEMPTION-REA (PMT
ESTAB DURING APPROPRIATIONS) /
EXEMPTION-REA (RATE OF
PAY,ESTABLISHED BY APPROP
SINGLE SOURCE / SINGLE
SOURCE(287.057,F.S.) / SOLE SOURCE
DMS STATE CONTRACT PER
S287.057(18)F.S. / STATE CONTRACT /
STATE TERM CONTRACT
TRANSPORTATION DISADVANTAGE
(427.011,F.S.O.)
EXEMPTION-TES (TRAINING &
EDUCATION SERVICES) / EXEMPTIONTRAINING & EDUCATION SERVICES /
EXEMPTION-TRNG & EDUC SVCS TO
INJURED EMPLOY.
Appendix A-1 Proposed Method Of Procurement Or Applied Exemption Codes.Docx
4 of 5
Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A
Proposed Method of Procurement or Applied Exemption Codes
The following Agency Unique Procurement Code Descriptions are agreement types, not procurement methods or
exemptions.
GRANT APPLICATION PROCESS
LIMITED PURCHASE ORDER
RENEWAL - ALTERNATE SERVICE PROCUREMENT METHOD
RENEWAL -INVITATION TO BID
RENEWAL ITB
RENEWAL ITN
RENEWAL IVITATION TO BID
RENEWAL ONE/NO RESPONSE TO ITB/RFP
RENEWAL ONE/NO RESPONSE TO ITB/RFP/ITN/ASPM
RENEWAL REQUEST FOR PROPOSAL
RENEWAL- REQUEST FOR PROPOSAL
RENEWAL RFP
RENEWAL-ONE/NO RESPONSE TO ITB/RFP
SNAPS AGREEMENT
1. Currently used in the DFS’ None Competitive Solicitation Of commodities and Services Reporting
website application.
2. Proposed new codes.
Appendix A-1 Proposed Method Of Procurement Or Applied Exemption Codes.Docx
5 of 5
Department of Financial Services
Functional Requirements for Contract Reporting Website
Appendix A-1
Proposed Method of Payment Codes
Current
MFMP
Code
DFS
Proposed
Code
Descriptions
Current
Unique
Agency
Code
Descriptions
None
11
Fixed Price - Lump Sum
2
FLAT FEE / FIXED PRICE
None
21
Fixed Price - Unit Cost
2
FIXED COST UNIT COST
Fixed Price - Fixed Fee
Schedule
Fixed Price - Percentage Of
Completion
3
FIXED PRICE FIXED FEE
3
5
ADVANCE
5
FIXED PRICE ADVANCE
FUNDED
ADVANCED - FIXED PRICE
UNIT COST
ADVANCE - FIXED PRICE
FIXED FEE
ADVANCE - COST
REIMBURSEMENT
COST REIMBURSEABLE
1
None
None
None
3
41
1
5
None
61
None
71
None
81
None
91
None
1
10
Advanced - 100 Percent
ADVANCE - 100%
Advanced - Fixed Price Unit
Cost
Advanced - Fixed Fee Schedule
4
Advanced - Cost
Reimbursement
Cost Reimbursement
3
Cost Reimbursement Plus Fixed
Price Component(s)
3
COST REIMBRSEMENT/FIXED
FEE SCHEDULE
4
OTHER COST
REIMBURSEMENT
OTHER PERFORMANCE
BASED
WIA COST REIMBURSEMENT
7
1
None
112
Performance Based
3
None
None
None
122
132
142
WIA Cost Reimbursement
2
1
5
WIA Performance Based
Other
6
WIA PERFORMANCE BASED
OTHER
FISCAL AGENT PAID
1. Currently used in the DFS’ None Competitive Solicitation Of commodities and Services
Reporting website application.
2. New proposed DFS codes.
Appendix A-2 Proposed Method Of Payment Codes.Docx
1 of 1
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-2
Proposed Contract/Agreement Type Codes
Current
MFMP
Code
DFS
Proposed
Code
None
MA
Multiple-Party Agreement for Goods/Services
None
DO
Direct Order for Goods/Services
None
PO
Purchase Order for Goods/Services
None
GR
Revenue Producing Agreement
None
NR
Expense Netting Revenue Producing Agreement
None
FA
Federal Financial Assistance Agreement
None
SA
State Financial Assistance Agreement
None
MA
Master Agreement
None
TO
Task Order/Assignment
None
MA
Memorandum of Agreement
None
MU
Memorandum of Understanding
None
CA
Cooperative Agreement
None
IA
Interagency Agreement
None
RA
Research Agreement
None
GA
Grant Agreement
None
LA
License Agreement
None
IP
Installment Purchase Agreement
None
FL
Facilities Lease
None
EL
Equipment Lease
None
LL
Land Lease
None
FR
Facilities Rental Agreement
None
ER
Equipment Rental Agreement
None
LR
Land Rental Agreement
Descriptions
Appendix A-3 Proposed Contract - Contract Type Codes.Docx
1 of 5
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-2
Proposed Contract/Agreement Type Codes
The following Agency Unique Contract Type descriptions appear to be who contracting with or where
the contract is funded instead of contract/agreement types.
ADVANCE & RETAINAGE CONTRACT
ADVANCE INTEREST DUE QUARTERLY
APPRAISAL OF REAL ESTATE
COMMODITIES
COMMUNITY COLLEGES
COMMUNITY FACILITIES
FID 000366
COMMUNITY SUPERVISION
FID 000365
COMMUNITY/STATE COLLEGES
CONSTRUCTION
GAAFR 30
CORRECTIONS DATA CENTER - WORKING CAPITAL T.F.
CRIMINAL JUSTICE TRAINING TRUST FUND FID 148001
CUSTODY & CONTROL -
FID 000364
CUSTOMIZED TRAINING
CUSTOMIZED TRAINING AND TRADE
DELINQUENCY SERVICES OTHER
DELINQUENCY SERVICES PURCHASE ORDER
DELINQUENCY SERVICES STANDARD CONTRACT
DELINQUENCY SERVICES STANDARD RATE AGREEMENT
DRUG / ALCOHOL TREATMENT
EDUCATION
FID 000370
FEDERAL AND/OR STATE FINANCIAL ASSISTANCE
FID 523001, INMATE WELFARE TRUST FUND
FIXED CAPITAL OUTLAY
FSP CHILD PROTECTION INVESTIGATION GRANTS
Appendix A-3 Proposed Contract - Contract Type Codes.Docx
2 of 5
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-2
Proposed Contract/Agreement Type Codes
GENERAL CONTRACT
GENERAL REVENUE
GRANTS & DONATIONS FUND
INMATE (BANK) TRUST FUND
INMATE WELFATE TRUST FUND
FID 339063
FID 800004
FID 800003
LIFE SKILLS
MAJOR INSTITUTION FUND
FID 000364
MEMORANDUM OF AGREEMENT
MEMORANDUM OF AGREEMENT UNDERSTANDING
MEMORANDUM OF AGREEMENT/UNDERSTANDING
NOT BEING USED BY DOH AT THIS TIME
NOVA UNIVERSITY
OFFENDER WORK & TRAINING
FID 000935
OFFICE OF MANAGEMENT AND BUDGET FUND FID 000361
ON THE JOB AND CUSTOMIZED TRAINING
ON THE JOB TRADE AND CUSTOMIZED TRAINING
ON THE JOB TRAINING
ON THE JOB TRAINING AND TRADE
OTHER
OTHER CONTRACT TYPES
OTHER MEDICAL/HEALTH SERVICES
FID 000908
OTHER SUBRECIPIENTS
PAID FROM MORE THAN ONE FUND
PAROLE & PROBATION FUND
FID 000365
PROGRAM SPECIFIC CORE
Appendix A-3 Proposed Contract - Contract Type Codes.Docx
3 of 5
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-2
Proposed Contract/Agreement Type Codes
PROGRAM SPECIFIC MODEL
PROGRAMS FUND
FID 000362
PROGRAMS FUND (12/17/94 USE PR INSTEAD)
PUBLIC WORK SQUAD FUND
FID 388001
PURCHASE ORDER
RATE AGREEMENT
RATE CONTRACT
RATE CONTRACT(RATE AGREEMENT)
REGIONAL ADMIN & OPERATIONS FUND
FID 000363
RETAINAGE AND TASK ASSIGNMENT
RETAINAGE HELD ON INVOICES
REVENUE GENERATING (G&D JAIL INSPECTIONS)
ROAD PRISON OPERATING TRUST FUND
FID 510014
STANDARD CONTRACT
STANDARD RATE AGREEMENT
STATE AGENCIES
STATE UNIVERSITIES
STATE/FEDERAL FINANCIAL ASSISTANCE AGREEMENT
TASK ASSIGNMENT
TRADE
TRANSITIONAL ASSISTANCE PROGRAM
TRUE GRANT
TRUE GRANT -- FEDERAL FINANCIAL ASSISTANCE
TRUE GRANT -- STATE FINANCIAL ASSISTANCE
TRUE GRANT FEDERAL FINANCIAL ASSISTANCE
Appendix A-3 Proposed Contract - Contract Type Codes.Docx
4 of 5
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-2
Proposed Contract/Agreement Type Codes
TRUE GRANT STATE FINANCIAL ASSISTANCE
TRUE GRANT WITH RETAINAGE
VENDOR
Appendix A-3 Proposed Contract - Contract Type Codes.Docx
5 of 5
Department of Financial Services
Functional Requirements for Contract Reporting System
Appendix A-3
Proposed Contract/Agreement Status Codes
Current MFMP Code
DFS
Proposed
Code
None
None
None
None
None
None
D
E
I
T
R
A
Descriptions
Active
Deleted
Extended
In Dispute
Terminated
Renewed
Current Agency Unique
1
Descriptions
None
None
None
None
None
None
1. FLAIR does not have a Contract Status Code
Appendix A-4 Proposed Contract - Contract Status Codes (2).Docx
1 of 1
October 12, 2011

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Introduction - DFS Team Members
Legislation
Project Overview
Reporting Requirements – Phase 1
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The 2011 Legislature passed Senate Bill 2096
amending Section 215.985, Florida Statutes –
Transparency in Government Spending.
The bill made DFS responsible for the
development and maintenance of a Contract
Reporting Website.
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Project Manager
◦ Scott Tomaszewski
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Executive Leadership
◦ Tami Torres – Deputy CFO
◦ Terry Kester – Chief Information Officer
◦ Christina Smith – Director, Div. Acct. & Auditing
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Key Technical Staff
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Robert Foster – Web development
Patricia Nettles– Departmental FLAIR
Joy James – Departmental FLAIR
Marjorie Wilder – Database Administrator
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Functional Lead
◦ Bill Dubose
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Communications Lead
◦ Chan Leonard
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Training Lead
◦ Ella Hinson
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Build a consumer- friendly contract reporting website
with robust queries that will allow the public to
search for contracts by agency, by vendor, or by
service type
Consolidation of contract reporting requirements to
that Agencies will only have to report contract
information in one place. Replaces EOG’s data base
and CFO Non-Competitive Solicitation of
Commodities and Services Reporting and FLAIR’s
Contract subsidiary
Website will contain contract information and images
of contracts. Contract information will be validated
with the State’s accounting system (FLAIR) and the
State’s purchasing system
(MyFlorida MarketPlace – MFMP).
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Provide a secure sign-on to the application
for state agencies and Department staff
Ability for state agencies to submit manually
or via interface general information related to
individual contracts
Ability to download contract information from
the web into an Excel format
Ability to validate the contract information
with data from the State’s accounting system
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Ability to transmit contract information to the
State’s accounting system
Ability to retrieve each contract’s
disbursement data from the State’s
accounting system and include as part of the
reporting for the web
Ability to accept scanned procurement and
contract documents from the state agencies
for reporting on the web
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Ability to report appropriations information
(Fund, Budget Entity, Category) on each
contract
Provide robust queries that allow the public
to search at a minimum by state agency, by
vendor, or by contract service type for the
current fiscal year and retain ten fiscal years.
Note: The records available will grow with
each FY, for a maximum retention of the
previous 10 FYs.
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Phase 1 Completed by March 1, 2012
Development of the web-based application
for receiving, maintaining, editing, querying
and presenting contract information.
Phase 2 Completed by July 1, 2012
Tying contract data to FLAIR Disbursements
and General Appropriation.
Phase 3 Completed by July 1, 2012
Links scanned procurement and contract
documents to each contract.
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Phase 4 Completed by December 31, 2012
Provides new screens for reporting audit
findings related to the contract.
Phase 5 Completed by April 30, 2013
Provides new fields for reporting information
that is specific to grant agreements.
Phase 6 Completed by October 31, 2013
Add new reporting entities to Statewide
Contract Reporting System.
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Phase 1
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51 Total Required Fields
◦ 27 are identical to FLAIR’s Contract File
◦ 24 are new fields
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Two fields for Contract/Agreement Number
◦ Agency Assigned Number – 50 alphanumeric
◦ FLAIR number – 5 alphanumeric
◦ Agencies can input a specific number for FLAIR or
let the web application assign a sequential FLAIR
number
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4 Agency Unique Fields converted to State
Standard
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Method of Procure./Exempt Code (see Appendix A)
Method of Payment (see Appendix A-1)
Contract/Agreement Type (see Appendix A-2)
Contract/Agreement Status (see Appendix A-3)
Amendment(s), Extension(s), or Renewal(s)
will be tracked as a contract change(s).
Agencies will be required to report all
changes and update the contract dates
and/or amounts when applicable.
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FLAIR Optional Fields that will now be required
in Web Application:
 Contract/Agreement Type
 Contract/Agreement Status
 Date Contract/Agreement Executed
 Method of Procurement
 Method of Payment
 Original Amount
 CFDA Code, if applicable
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FLAIR Optional Fields that will now be required in
Web Application:
 CSDA Code, If applicable
 Recipient Type, If CFDA or CSFA used
 Vendor ID
 Contract Manager Name
 Contract Manager Phone Number
 29 Digit Account Code for Correlations
 Change Amount, if applicable
 New Ending Date, if applicable
 Change Description, if applicable
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New Required Fields:
 Agency Assigned Contract/Agreement ID
 Contract’s Recurring Budget Amount
 Contract’s Nonrecurring Budget Amount
 Deliverable Description
 Deliverable Price, if applicable
 Financial Consequences
 Performance Measure Description
 Statutory Authority for Service
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New Required Fields:
 General Comments Regarding the Contract
 Exemption Code from Competitive
Solicitation, if applicable
 Justification for non-competitive solicitation,
if applicable
 Contract Manager Email Address
 Materially Modified for 3% Withholding (Y/N)
 No Cost Change for 3% Withholding (Y/N)
 Change Executed Date
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Increases visibility, and transparency
of the goods and services that the
State purchases
Improves monitoring of procurement
and promotes better contracts
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Next Workshop
Date: October 26, 2011
Location: Conference Center at Dept. of
Agriculture & Consumer Services, Connor Blvd
Time: 1:30 – 4:30
Agencies can submit comments/concerns by
completing an Impact Statement no later than
Friday, October 21st.
Comments/Concerns will be discussed at
next workshop
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To find out more about the SCRS Project,
please contact us:
Bill DuBose, Financial Administrator
Bill.DuBose@myfloridacfo.com
850.413.4627
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