division of purchasing strengthening contract management in idaho office of performance evaluation...

Division of Purchasing

Strengthening Contract Management in Idaho

Office of Performance Evaluation Report

Legislative Response

Division of Purchasing Response

Division of Purchasing -


Why/how was the study done

Stimulated by the Molina - MMIS

Examined the framework of Idaho’s contracting process to identify improvement areas and align best practices

Understand o how agencies develop, monitor and close out contractso if DOP and agencies could further improve the process

for developing, awarding and monitoring contracts

Data collected by surveys, individual interviews and research





Best practices frameworko DOP to develop a best practices checklist and a closeout checklist into its

training materialso Legislature to consider whether to require all agencies (including DOP exempt

agencies) to incorporate a best practices checklist into their contracting processes

o DOP to work with the AG’s office – consider improving statute, rule accessibility and make more user-friendly. Incorporate into contracting guidelines.

Contract Development and Awardo Ensure all staff involved in the purchasing process receive training in various

aspects of contracting process – includes administrative and management staffo Develop a full time training position

Contract Monitoringo DOP to create monitoring positions for high risk high dollar contractso DOP to require regular risk report submittal by agencieso Require all agencies (including those exempt from DOP) be subject to DOP

statewide monitoring for high dollar/high risk dollar contracts. Formalize DOP monitoring role in Idaho Code.


Legislative Response – HCR 18


DOP to develop a plan to respond to OPE reporto Improve the development, management and reporting of contracts using best

practiceso Train and certify contract development and management personnelo Improve monitoring of contractso Plan components should be

Best practices checklists Training programs for RFP, development experts and contract managers Project risk management and mitigation activities Other best practices to improve the efficiency and performance of

contracts in Idaho

Develop a plan to identify and outline the role of project managers within agencies as it relates to contract management and its coordination with DOP

Report plan to the legislature on or before January 31, 2014


Division of Purchasing Response – Agency Impact


• DOP formal plan being created – plan in place 7/1/2013• Give us feedback - concerns

• Preliminary work started

• Tools being updated/created• Templates, flowcharts, purchasing officer manual• Client level contract management MOU’s with agencies – roles, responsibilities, expectations• Contract management guides and checklists

• Training program revision/expansion • Revise current program - test, modify and improve• Propose new plan and resources• Test new delivery mechanisms (web – webinars, web based on-line)

• Contract administration vs. contract management (DOP – Agency)• Definitions and best practice checklists• Governance – management at agency, administration at DOP• Responsibilities and definition of high risk/high dollar contracts

division of purchasing strengthening contract management in idaho office of performance evaluation...

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