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(FACTS) User Manual - Florida Department of Financial Services

1. up to 2 000 digits alphanumeric required This free form field is required and provides for a general description of the contract that would be understood by the public Agencies can also include general comments that are pertinent to the public regarding data being reported on a specific contract Outsourcing Capital Improvements Section o Was the Contracted Function s Previously Performed by the State 1 digit alphanumeric required This is an indicator of whether or not the services that were acquired under the contract were done in house by the state agency immediately prior to the issuance of this contract Acceptable values of Yes or No are selected through the use of radio buttons The default value is No February 2013 Page 14 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Was the Contracted Functions Considered for In sourcing Back to the State 1 digit alphanumeric required This is an indicator of whether or not the services that were acquired under the contract were considered for in sourcing back to the state agency Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No o Did the Vendor Make Capital Improvements on State Property 1 digit alphanumeric required This is an indicator of whether or not the contractor made capital improvements on State Property Capital improve
2. o Statutory Authority up to 60 digits alphanumeric required This is a free form field to record the statutory authority of the agency for procuring the specific goods or services in the contract Input should be in the form of a numerical citation rather than verbiage i e Section 337 044 7 F S It is not intended for general authorizations such as Chapter 287 F S or other procurement statutes o Contract Involves State or Federal Financial Assistance check box required This field 1s used to indicate 1f the contract involves the use of State or Federal Financial Assistance It is a check box where a check indicates Yes and a blank indicates No with a default value of No An input value of Yes will trigger additional input requirements on the CFDA or CSFA input screens See Add CFDA CSFA o Do not publish this Contract on the FACTS public website check box optional This field is used to indicate if the contract contains confidential and or exempt information pursuant to Florida law This field is a check box where a check indicates Yes Agencies request this contract not be published to the FACTS public website and a blank indicates No Publish this contract on the FACTS public website The field defaults with a value of No An input value of Yes will trigger a user message box when clicking the Finish Contract button at the conclusion of contract entry requiring a co
3. FLAIR Contract ID Contract Status Vendor ID e e e e Vendor Name February 2013 Page 55 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicking the FLAIR Contract ID number hyperlink takes the user to the Contract Information web page FLORIDA_ACCOUNTABILITY A CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Contract Information Published Update Contract Details Back to Contract Search Summary Agency Name DEPARTMENT OF ENVIRONMENTAL PROTECTION Agency Contract ID C 3211 Long Title Alfred B Maclay Gardens State Park Concession Vendor Name FAIRYTALES WEDDING Total Contract Amount 32 000 00 Total Budgetary Amount 0 00 Total Payments to date NA Date of Execution 10 01 2011 General Description To provide wedding and memorial service reservations and Gardener s Cottage rental operations at Alfred B Maday Gardens State Park Contract Summary Form Details Deliverables Payments Documents Audits Main Information Procurement Information Agency Contract ID C 3211 Authorized Advanced Payment No FLAIR Contract ID C3211 Method of Procurement Revenue Generating Procurement Short Title maday State Contract Term ID Long Title Alfred B Maclay Gardens State Park Concession Contract s Exemption Justification Revenue Generating Contract Contract Type Revenue Agreement Agency Reference
4. Florida Department of Financial Services Florida Accountability Contract Tracking System FACTS User Manual https facts fldfs com Account Login aspx June 2013 Florida Accountability Contract Tracking System FACTS I User Manual Table of Contents I General Log In Screen Re ge De HE ERR liven ERR Ba bv pae De ERR Ro eH ERR pe AERE Tape Log 3 IL General Dashboard ener ee ie RES eR EE IMER ERR RARE EUER SERENA E 5 We Adda ING Wy Cm Cl eserin iea er e E E E or ke teen fu tse ipa R T A E NEE 7 I EM Ine iei a a E aaa i E RE E Naia 17 V Vendor InformatiOt oet eer n e eere EE EEE ERE caja ERE ER E E E T TEE SE SERRE Eden 21 Mi Deliverable S E 24 VIL Update Contract Details reccsen n a i a a 29 SUMMA asendan a a a a a a a a oe eiea ie 30 Details EN a o a a a E R 30 Deliverables Lab o eb eicere te EH RE RR reet aa ETEN EEEE AEEA EE EE Ea 31 Payments Tab iui ed ee ox cand He ue Ie de EET TUA TEERL ME E UHR LU EPOR ERe dae 32 Doctiments ic ee snaren aN aN EEE ESNE EEEE ORERE EAEE ERE KRNS 34 Audits PAD M 35 VIII Add Contract Change Amendments Extensions Renewals eese 36 TX Addi CFDA CSFA e 39 X Data Confirmation uoce deese ree me eed ee ee eene gi be ee ee exte aep ee ue nee deba eee NU aee eben enn evade 42 XI Searchor iiec 44 XI Contract Summary Form
5. LIT LL LEE LEE LL 1 1 1 fae AGA aA CAE eae eo summary Total 60 Contract records found 53 Processed successfully 7 Errored Total 196 Contract Children records found 161 Processed successfully 35 Errored February 2013 Page 52 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XIV View Unfinished Contract Entries Contracts that have been assigned a FLAIR Contract ID within FACTS with incomplete data entry or that have not been published for public viewing are referred to as Unfinished Contracts In order to access these contracts to complete the data entry and or publish them to the public the user must use the FACTS View Unfinished Contract Entries function available on the Dashboard A Results Listing The View Unfinished Contract Entries results page identifies all the agency s unfinished contracts At the results page the user can narrow down the listing by using the Search section that allows the user to search by Short Title and or FLAIR Contract ID Transparency v FLORIDA ACCOUNTABILITY 7 Contract FAQ ContactUs Message CONTRACT TRACKING SYSTEM Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT View Unfinished Contract Entries Search Short Title Contract ID Search Fist UsER DATETIM
6. State Owned Office Building Lease through the Department of Management Services s 255 503 FS CONTRACT AMOUNT 8 355 441 281 05 6 776 172 135 65 6 583 779 873 29 4 778 579 527 67 4 571 889 981 85 4 367 434 547 38 1 153 175 077 75 637 871 760 60 610 769 400 00 595 717 516 86 220 306 432 93 196 507 574 83 143 051 914 65 78 037 821 76 71 654 248 43 Agency Invitation to Bid for Public Property And Publicly Owned Buildings s 255 0525 FS 70 883 036 59 State Term Contract Purchase without Request For Quotes from Qualified Vendors ss 287 042 2 amp 287 056 FS and Rule 60A 11 044 2 FAC 58 722 140 52 Lottery Competitive Quote s 24 105 FS 58 418 596 06 Agency Request for Proposal for Public Property And Publicly Owned Buildings s 255 0525 FS 37 313 608 03 Stay in Place Replacement Lease Fair Market Price Negotiations s 255 25 3 3 FS 26 686 282 94 FP amp Local intranet Protected Mode Off u g v R10 v The following footnotes and hyper links to other charts and reports are at the bottom of the page s Number of Active Contracts by Agenc Contract Amount by Method of Procurement Contract Amount by Agenc Listing includes active agency contracts as of 5 20 2013 1 00 AM Note contracts and consequently the contract s amount typically span multiple fiscal years View contract detail information using FACTS Main or Advance Contract Searches Sort columns by clicking the c
7. This field provides the contractor s street address The information will be retrieved from the FLAIR vendor files and may not be input This information will not be provided when the FLAIR Account Description File is recorded in the Vendor Identifier field This information will not be displayed to the public o City up to 30 digits alphanumeric retrieved This field provides the contractor s city The information will be retrieved from the FLAIR vendor files and may not be input This information will not be provided when the FLAIR Account Description File is recorded in the Vendor Identifier field This information will be displayed to the public o State 2 digits alphanumeric retrieved This field provides the contractor s state The standard abbreviation for the state will be retrieved from the FLAIR vendor files and may not be input This information will not be provided when the FLAIR Account Description File is recorded in the Vendor Identifier field This information will be displayed to the public o ZIP Code 10 digits alphanumeric retrieved This field provides the contractor s ZIP code The information will be retrieved from the FLAIR vendor files and may not be input This information will not be provided when the FLAIR Account Description File is recorded in the Vendor Identifier field This information will be displayed to the public This section allows the user to Delete vendors When clickin
8. fav R65 v P amp Local intranet Protected Mode Off As deliverables are added to the contract they are listed with following information e Major Deliverable entered or selected DMS Commodity Contractual Services catalog code for the deliverable e Commodity Service Type Description entered description for the deliverable e Major Deliverable Price entered price of the deliveable e Method of Payment selected method of payment for the deliverable February 2013 Page 27 of 88 Florida Accountability Contract Tracking System FACTS I User Manual From this section the user can View edit or Delete individual lines of deliverables Clicking View populates a View Deliverable page and makes the Edit link available Clicking the Edit link will make the fields on the View Deliverable editable Clicking the Update Deliverable button will save any changes made and clicking the Cancel button will return the user to the Add Deliverable page without saving any changes made When clicking Delete the system will ask for confirmation as shown in the message box below Message from webp Are you sure you want to a delete this record Cancel D Web Page Processing Error Messages Once the user has added the information on the web page the user must click the Add or Next button at the bottom of the page to proceed to next input
9. iacente ne pe E D Eu a do pne EE DE Pe RR ESTE e EE COR eee Ede redde 49 XIII Upload Contract Info i coiere tt ree ttt abre coerente bite este EA AE ere AREA URL Aseo De epo Deed 51 XIV View Unfinished Contract Entries esessessssesseeesseeeeeeeenee enne enne nene ooe E Ees niente ens 53 XV View Active Contracts with Inactive Vendors ssessseseseeseseeeeeeeene entente enn 55 XVI View Active Contracts with Past End Date essere nennen enne 60 XVIL View Upload History iiia tee cenae eee eL i EE ee pe PEDE EE pa Ee ee LEE EORR ERREUR P Le dep ae be Leo EE euo da 62 XVIII View Confidential Exempt Contracts eene 63 XIX Add Contract Documents eeeccessseceeeceessecessaeceeneeceacesesaeceeaaecsneeceaeeeeaaeceeaeeceeeeeeaeeeeaeceeneeeaes 64 XX Chants amp E Da EE terree tee eL OE EA RE ECL ERN Te Fede EG CE eU e USER EE A 65 POET C cauevvaders 74 XXII Appendix 1 FACTS Code DeftnitiOns erae rrt een ete ena tea tn endende eter eeu TI February 2013 Page 2 of 88 Florida Accountability Contract Tracking System FACTS I User Manual I General Log In Screen FLORIDA ACCOUNTABILITY c C artsy Transparencyv CONTRACT TRACKING SYSTEM Log In User ID Password Terms of Use This site is a Florida state government site intended to capture and report accurate state contract informati
10. DEPARTMENT OF JUVENILE JUSTICE DEPARTMENT OF REVENUE DEPARTMENT OF ENVIRONMENTAL PROTECTION DEPARTMENT OF THE LOTTERY DEPARTMENT OF FINANCIAL SERVICES DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES DEPARTMENT OF ECONOMIC OPPORTUNITY DEPARTMENT OF CITRUS DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES FISH AND WILDLIFE CONSERVATION COMMISSION DEPARTMENT OF LEGAL AFFAIRS DEPARTMENT OF LAW ENFORCEMENT AGENCY FOR PERSONS WITH DISABILITIES DEPARTMENT OF MILITARY AFFAIRS DEPARTMENT OF STATE DEPARTMENT OF VETERANS AFFAIRS DEPT OF BUSINESS AND PROFESSIONAL REGULATION s22 357 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DIVISION OF ADMINISTRATIVE HEARINGS lt 5 NORTHWOOD SHARED RESOURCE CENTER STATE COURTS SYSTEM EXECUTIVE OFFICE OF THE GOVERNOR JUSTICE ADMINISTRATION lt PUBLIC SERVICE COMMISSION FLORIDA PAROLE COMMISSION 757 SOUTHWOOD SHARED RESOURCE CENTER c5 0 500M 1B 1 5B 28 2 58 Done P amp Local intranet Protected Mode Off 1006 v The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Chart includes active agency contracts as of 5 20 2013 1 00 AM View contract detail information using FACTS Main or Advance Contract Searches February 2013 Page 71 of 88 Florida Accountability Contract Tracking System FACTS I User Manual 2 Print the chart by right clicking your mouse on the chart and clicking Print Chart 3 N
11. Florida Statutes Standard Two Party Agreements by Statute These are agreements where two parties agree on standard terms and conditions pursuant to applicable laws Three or More Party Agreement This is an agreement where more than two parties agree on standard terms and services pursuant to applicable laws LU 1 Print the listing by right clicking your mouse on the listing and clicking Print 2 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Number of Active Contracts x zum Number of Active Contracts g mera Contract Amount Method of Procurement Contract Amount Contract Amount Contract zx Done P Local intranet Protected Mode Off f v 100 v The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Print the listing by right clicking your mouse on the listing and clicking Print 2 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type February 2013 Page 68 of 88 Florida Accountability Contract Tracking System FACTS I User Manual 3 Clicking Contract Amount by Method Procurement will display the following FLORIDA ACCOUNTABILITY E Contra
12. The main contract record has errors Cannot process the children records The length of Long Title is greater than the maximum allowed length of 60 The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records vNbR rF204624389001 LL LLL LEE LEE ELE LEE E E E EFE E EL EL FN L 1 1g The main contract record has errors Cannot process the children records DLBL 924590 The division has received these grant funds from the state of The Contract Exemption Explanation is required for the selected Method of Procurement MAIN ADD 430000 00006 Keys Provide keys to the 7 Emergency Re The main contract record has errors Cannot process the children records BUGT 0 00 RE 43102393001433002000004000000 2006 04 20 11 1E E ELLE ELTE LET E 11 The main contract record has errors Cannot process the children records VNDR F204624389001 111 11 ELLEEE LEE LEE ELLE EE E EE LEN LL Error The main contract record has errors Cannot process the children record DLBL 991522 The division has received these grant funds from the state of Contract Information Agency Id 430000 Contract Id 00007 Agency Contract Id FM238 The eri Service Type is invalid DLBL 070080 The division has received these grant funds from the state of Florida and has the authorit The length of Long Title is greater than the maximum allowed length of 60 MAIN ADD 430000 00008 vehicles Transfer 5 vehicles to the
13. current and future years Selection of the appropriate classification is done by clicking one of the two radio buttons o Account Code 29 digits numeric auto tab entry or consecutive entry conditionally required This field identifies the FLAIR account code that relates to the amount entered The first entry field auto tabs to the next account code component box as the user fills in the information while the second entry field does not provide for any tabbing or dashes separating account code components It is required if the Amount is not equal to zero Input account codes must be valid on the FLAIR Account Description File Account codes entered in FACTS are added to the FLAIR Contract February 2013 Page 17 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Correlation File When processing contract payments in FLAIR the account code used in the payment is validated against this file Therefore any account code that a payment will be made against must be entered into the Budget screen o Fiscal Year Effective Date 8 digits numeric conditionally required This field is used to identify the effective date of the budget It is conditionally required if the Amount is not equal to zero Input must be in the format MM DDJ Y YYY or selected from the pop up calendar that is activated by clicking on the date box and must be a valid date The pop up calendar has drop downs for the month and year which change
14. s 287 057 3 e FS Exempt Legal services including Attorney paralegal expert witness 2 appraisal and mediator services E s 287 057 3 f 4 FS Exempt Health services including examination diagnosis treatment 3 prevention medical consultation or administration E s 287 057 3 f 5 a FS amp Rule 60A 1002 4 k FAC Exempt Services to persons w mental physical disabilities by non 4 profit corporations E s 287 057 3 f 6 FS amp Rule 60A 1 002 4 k FAC 5 Exempt Medicaid services E s 287 057 3 f 7 FS amp Rule 60A 1 002 4 k FAC 6 Exempt Family Placement E s 287 057 3 f 8 FS amp Rule 60A 1002 4 k FAC Exempt Prevention services related to mental health substance and 7 child abuse shelters runaways by non profits E s 287 057 3 f 9 FS amp Rule 60A 1 002 4 K FAC g Exempt Training and education services E s 287 057 3 f 10 amp s440 491 6 FS 10 Exempt Department of Citrus advertising and promotional items s E 601 10 12 FS 11 Lottery Procurement s 24 105 FS Exempt Specialized equipment devices and technology including 12 low vision aids for Vision Impaired Persons E s 413 011 3 FS 14 Lottery Single Source Purchase of Single Source Commodities or E Services s 24 105 FS 15 Lottery Competitive Solicitation s 24 105 FS 16 Lottery Competitive Quote s 24 105 FS 17 Lottery Emergency Purchase s 24 105 FS 18 Lott
15. AND CLOTH BACKED ABRASIVES SANDBLASTING Contract status Method of Procurement ALL CONTRACT STATUSES Active E esed or Exp Administrative Coste Closed or Expired j ind Contains Acmiistrate Coss YES ONO S ETHER Renewed Periodic increase Prose tor Pertosle moresse FYES FNO S ETHER Contract Manager Name E snow contracts win pubes aucts on Done P Local intranet Protected Mode Off fv 65 v FACTS also provides an Advanced Contract Search This search is accessed by clicking on the blue Advanced Contract Search hyperlink on the main contract search page This search page allows a user to search by the fields listed above as well as additional fields including Vendor Name FLAIR Contract ID Contract Type Method of Procurement Contract Execution Fiscal Year Contract Status Administrative Cost and Periodic Increase Logged in FACTS users can also search for contracts by Contract Manager Name On this page a user can search for multiple Agencies Commodity Service types and Contract Status to search for multiple selections in these fields hold the CNTL key down while selecting multiple options The search can also be limited to only contracts with published audits by checking on the Show contracts with published audits only box All the Commodity Service codes available in FACTS can be downloaded to Microsoft Excel by clicking on the Download Commodity Service Types link and following the o
16. Academy until te The main contract record has errors Cannot process the children records BUGT 0 00 RE 43102393001433002000004000000 2007 04 23 1111111111111111 The main contract record has errors Cannot process the children records VNDR F204624389001 LL ELETETEEEEEEEELE LEE ELE LE LEE E LL L L 1 main contract record has errors Cannot process the children records DLBL 071111 The division has received these grant funds from the state of length of Long Title is greater than the maximum allowed length of 60 MAIN ADD 430000 00010 Homeland Homeland security Grant Program UMBRELLA 7 main contract record has errors Cannot process the children records CTCH ADD E 0 00 E1 2010 04 28 2010 04 28 2010 06 30 Changed expiration dat main contract record has errors Cannot process the children records CTCH ADD E 0 00 E2 2010 07 19 2010 07 19 2010 12 31 Changed expiration dat The main contract record has errors Cannot process the children records CTCH ADD E 0 00 E3 2010 12 27 2010 12 27 2011 06 15 Changed expiration dat main contract record has errors Cannot process the children records CTCH ADD E 2192440 00 E4 2011 09 27 2011 09 27 2011 12 31 Re issue of agre The main contract record has errors Cannot process the children records BUGT 3932107 00 RE 43102393001433002000004000000 2008 03 31 LLL L1 1 T1 The main contract record has errors Cannot process the children records BUGT E4 2192440 00 RE 431023930014 33002000004000000 2011 07 0
17. AccuMULAtoR AGENCY AMENOMENT REFERENCE 48 10 1 000192 48260400 00 104166 00 70172015 20112012 Budgetar Contract Change No Contract Changes Found for the contract Vendor 592145011011 FLORIDA TRAILS INC 130 MADRID DRIVE SEBRING FL 338768105 CFDA CSFA No CFDA Codes Found for the contract No CSFA Codes Found for Ihe contract Clicking the Contract Summary Form hyperlink will open another browser window in which the form is displayed Using the browser s print function the user can print the form to a local printer and add the additional information and signature required on the form February 2013 Page 49 of 88 Florida Accountability Contract Tracking System FACTS I User Manual SUMMARY OF CONTRACTUAL SERVICES AGREEMENT FLORIDA SCHOOL FOR THE DEAF OLO Department AND THE BLIND Agency Contact FLAIR Contract 00031 Telephone Contract SC120007 Contractor Vendor Payee FLORIDA TRAILS INC Original Contract Total Contract Contract Standard Two Party Amount 570 000 00 Amount 570 000 00 Type Agreement by Statute Contract Start Date 07 01 2011 Contract End Date 06 30 2012 Contract Last Signed Date 07 01 2011 Advanced Funded No METHOD OF PROCUREMENT AGENCY REFERENCE Invoice Number Invoice Period Total Amount of Previous Payments CONTRACT MANAGER CERTIFICATION Agency Request for Proposal s 287 057 1 b FS certify by evidence of my signature the information on
18. Agency Id 430000 contract Id 00014 Agency Contract Id FM266 Error The CFDA Code is invalid crDA 97 067 LLL LL EEEELEEEE TEE EE ELLE EE EE LEE LE LL 1 1 Contract Information Agency Id 430000 Contract Id 00019 Agency Contract Id FM278 Error The CFDA Code is invalid CFDA 97 0671 LL LL LL ELLE LELELTEEEE EE EE EE LE LEE LEE LL 1 Contract Information Agency Id 430000 Contract Id 00060 Agency Contract Id FM285 42 Error Deliverable Price is required DLBL 907950 2010 2011 state Homeland security Grant Subrecipient Agreement to support training and equipment for Ci MAIN ADD 430000 00002 Carport Portable carport on grounds of Fire station BUGT 0 00 RE 43102393001433002000004000000 2004 08 17 LL LLL LL 1111111111 VNDR F204624389001 LLL LE LELTELEEELEEE EL ELE ELLE ELE LE LEE 1 DLBL 155090 The division has received these grant funds from the State of DLBL 155090 The division has received these grant funds from the state of DLBL 155090 The division has received these grant funds from the state of MAIN ADD 430000 00003 Arson Trac Bomb Arson Tracking System Program until BUGT 0 00 RE 43102393001433002000004000000 2004 12 08 LLL ELE TEL ELLE E TL 1 1 1 VNDR F204624389 LLL ELELE LEE ELE LE LEE ELLE EE EE ELLE EL LL L G DLBL 991150 The division has received these grant funds from the state of MAIN ADD 430000 00004 Firesetter Formation of a interagency partnership tc BUGT 0 00 RE 43102393001433002000004000000 2005 09 16
19. FLAIR Contract Identifier If the agency is using a contract management system the use of this field and the FLAIR Contract Identifier will provide a link between the two systems and allow the agency to continue to use their own contract management system while complying with the requirements of the FACTS Agencies that do not maintain separate contract management systems may duplicate the FLAIR Contract ID in this field The field will be stored in FACTS and retrieved for reporting purposes o Original Contract Amount 13 2 digits numeric do not use the sign required This field is used to report the original amount of the contract It is input into the system when the contract record is established The original amount can be zero for Master Agreement contracts that are using task or work orders to authorize services and the related budget amounts or other contracts that do not have a total contract amount specified in the contract document o Contract Type 2 digits alphanumeric required must be selected from a drop down list A contract is defined as any written agreement between one or more parties The following Contract Types have been identified for classifying contracts in the system They will be displayed through a drop down box activated by clicking on the down arrow on the right side of the box and are the only valid input into this field e GA Grant Award Agreements The receipt of grant dollars by a repor
20. I User Manual Vill Add Contract Change Amendments Extensions Renewals FLORIDA ACCOUNTABILITY Coi CONTRACT TRACKING SYSTEM Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT Add Contract Change LJ Agency Contract ID test FLAIR Contract ID TESTE Contract Long Title testing REQUIRED s Add Contract Change Agency Amendment Reference Change Type Amendment Amendment Amount Amendment Effective Date 2c mooner Amendment Execution Date 9x wwoo vmmr New Ending Date ex sese rmm Change Description Cancel Next This web page is for entering contract amendment extension and renewal information A Add Contract Change o Agency Amendment Reference 8 digits alphanumeric required This field is used to uniquely identify each contract amendment Values are determined by the agency and do not necessarily have to be in numerical order This field cannot be edited once an alphanumeric code is used in this field it cannot be changed or reused o Change Type 1 digit alphanumeric required input selected from a drop down list This field is required for all changes or modifications to the original contract Valid values as provided through a drop down box activated by clicking the arrow at the right side of the box are A Amendment Amendments change the existing terms or conditions of the contract E Extension A contract exten
21. I do Active contracts in FACTS should have only active vendor ids assigned to them since it is assumed that payments are still being made on them You replace any inactive vendor ids on active contracts with active vendor ids See VII Update Contract Details If the contract is complete it place it in Closed Expired status Closed Expired status contracts will maintain the information displayed for both active or inactive vendor ids February 2013 Page 74 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Cost Reimbursement Cost Reimbursement Plus Percentage of Cost Cost Reimbursement Plus Incentive Fee I have active contracts with past Original End Date or New End Date what should I do Contracts must stay in active Active Renewal or Extended status until the last contract payment processes through FLAIR However active contracts with Original End Date or New End Date several months in the past need investigation to determine if the contract s status or end date need to be changed Once the last payment is recorded in FACTS the contract s status should be changed to Close Expired If the contract has been renewed or extended a Change Record establishing a new end date needs to be in FACTS How should I record a Cost Reimbursement contract s contract amount and deliverable prices in FACTS A Cost Reimbursement contract s budg
22. Number 002 3211 Contract Status Active Business Case Study Done No Date of Execution 10 01 2011 Legal Challenges to Procurement No Date of Beginning 10 01 2011 Original End Date 09 20 2013 Contract Manager Information Agency Service Area 3750 Agency Manager Name Elizabeth Weidner Statutory Authority Per F S Section 258 007 3 amp Chapter 620 2 F A C Phone Number 8504874115 Contract Involves State or Federal Financial Assistance No Email Elizabeth weidner dep state fl us Recipient Type mee cuc i2 Qer2 0000 NN M ADEL UN M C e aes MA 4 Done amp Unknown Zone Mixed Protected Mode Off fa v R80 v Clicking the Update Contract Details button takes the user to the Update Contract Details web page from this page any necessary update can be preformed Review section VIII Update Contract Details FLORIDA ACCOUNTABILITY Contract FAQ ContactUs Message Transparencyv Search Questions e From CFO Atwater Florida CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Update Contract Details Agency Contract ID C 3211 FLAIR Contract ID C3211 Contract Long Title Alfred B Maclay Gardens State Park Concession Contract Short Summary Edit Main Contract Contract Short Title maclay Contract Type Revenue Agreement Date of Execution 10 01 2011 Add Edit Items E Add Cont
23. Payments Documents Audits Audit results posted prior to June 30 2012 appear in a summarized form As of July 1 2012 the audit reporting process was expanded to include additional questions and comments from the Bureau of Auditing As audits are captured in electronic format they will be posted to this system If you are interested in seeing audit reports by Fiscal Year and Agency Action Plans please click here to navigate to the Transparency Florida Contract Audit page AUDIT TYPE REVIEW DATE FISCAL YEAR view Settlement Agreement Audit 06 12 2013 2012 2013 View amp Error on page P amp Unknown Zone Mixed Protected Mode Off fy v R100 v e This tab allows access to the contract and settlement audits e Audit Type e Review Date e Fiscal Year e Clicking the View link at the end of an audit listing displays the Audit Summary and Audit Findings FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION Ci PE Summary Agency Name DEPARTMENT OF JUVENILE JUSTICE Agency Contract ID P2116 Long Tit Data Base Consul Services Total Contract Amount 156 000 J Vendor Name MARK RUSSEL Total Budgetary Amount 156 000 00 Total Payments to date NA Date of Execution 05 25 2012 General Description Dats Base Management Consultant Details Deliverables Payments Documents Audits Audit results posted pr
24. Procurement Contract Amount by Agency Contract Amount by Contract Type February 2013 Page 72 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicking here to see Contract Type definitions displays the following FLORIDA ACCOUNTABILITY 7A rtsv Transparencyv CONTRACT TRACKING SYSTEM es FromC er amp Reports Florida Grant Award Agreements The receipt of grant dollars by a reporting entity that are either federal or state financial assistance or grant funding by another non governmental entity Grant Agreements will not be required for inclusion in the FACTS system during the initial implementation of the system Grant Disbursement Agreements Contracts for the expenditure of funds associated with either a Catalog of Federal Domestic Assistance CFDA number a Catalog of State Financial Assistance CSFA number or a grant from a non governmental entity to a recipient or sub recipient by the reporting entity These contracts are identified using the vendor checklist to classify them as either vendors or sub recipients Contractors who are identified as vendors should be classified as Contract Type SC Standard Two Party agreements by statute and are required to be reported in FACTS Contractors determined to be sub recipients will not be required for inclusion in the FACTS system during the initial implementation of the system They are scheduled for inclusion during phase five which
25. State Contract Term ID Long Title AMOCO 909 178507746 Contract s Exemption Justification PREAPPROVED SITE REHABILITATION Contract Type Standard Two Party Agreement by Statute Agency Reference Number Contract Status Active Business Case Study Done No Date of Execution 06 04 2012 Legal Challenges to Procurement No Date of Beginning 06 04 2012 Original End Date 11 11 2012 Contract Manager Information Agency Service Area DWM Agency Manager Name LORI WEBSTER Statutory Authority 376 30711 1 B F S Phone Number 8505956712 Contract Involves State or Federal Financial Assistance No Email lori_webster doh state fl us ca Done Unknown Zone Mixed Protected Mode Off f v 80 v February 2013 Page 61 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XVII View Upload History Clicking the View Upload History hyperlink on the Dashboard takes the user to Upload History web page FLORIDA_ACCOUNTABILITY E CONTRACT TRACKING SYSTEM Contract FAQ ContactUs Message Transparency v Logged In As testkarent FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT Upload History This lists contains files that are pending processing LOsFILE There are no pending files to display This lists contains files that have been uploaded and processed by your agency within the last 30 days Please allow up to 24 hours after uploading a file for t to appear on th
26. Tracking System FACTS User Manual A NONPROFIT ORGANIZATION Method of Payment Codes A contract where the amount of payment does not depend on the amount of resources or time expended Including a single amount paid at the completion of the contract paid on a percent completion basis at completion of all services or at completion of task and at completion of defined tasks or mileposts Fixed Price Lump Sum State funds advanced to vendor based on estimated cost with a reconciliation of cost at the conclusion of the contract State funds advanced based on estimated unit of service cost 1 e Advanced Fixed Price Unit Cost Unit Bed Cost with a periodic reconciliation of units provided before the conclusion of the contract February 2013 Page 86 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Payment Codes Descriptions Advanced with Fixed Fee Schedule Advanced with Cost Reimbursement Cost Reimbursement Cost Reimbursement Plus Fixed Fee s including Fixed Price Components Cost Reimbursement Plus Percentage of Cost Cost Reimbursement Plus Incentive Fee February 2013 Page 87 of 88 Definitions State funds advanced based on estimated service cost i e hourly rates with a periodic reconciliation of hourly services provided before the conclusion of the contract State funds advanced based on estimated cost to be incurred i e building rent hourl
27. UPLOAD DATE vew Original Contract DNK16 Original Contract 04 25 2013 5 14 2013 9 49 30 PM D Original Contract DNK16 Original Contract 04 25 2013 5 16 2013 9 51 10 PM 7 Agency Resources Description There are no additional agency resources at this time 4 Error on page P Unknown Zone Mixed Protected Mode Off f v R80 v e This tab allows access to the contract documents Original Contract Contract Amendments Contract Extensions Contract Renewals Agency additional resources documents Clicking the PDF icon displays the documents in Adobe Acrobat Reader format that can be searched viewed printed and or saved as an Acrobat file February 2013 Page 34 of 88 Florida Accountability Contract Tracking System FACTS I User Manual F Audits Tab FLORIDA ACCOUNTABILITY A Contract FAQ ContactUs Message Chartsw Transparencyv p CONTRACT TRACKING SYSTEM Que Stat es FromCFO Atwater amp rts Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT CEDE Contract Informati Back to Contract Search Summary Agency Name DEPARTMENT OF JUVENILE JUSTICE Agency Contract ID P2116 Long Title Data Base Consulta perices Vendor Name MARK RUSSELL Total Contract Amount 156 000 Total Budgetary Amount 156 000 00 Total Payments to date NA Date of Execution 05 25 2012 General Description Data Base Management Consultant n Details Deliverables
28. Vendor No separate written agreement is needed for the participating agencies to use the multi agency contract They would need a separate procurement document An example of this is a State Term Contract that was procured by DMS or the court reporter contract that is procured by the Attorney General s Office No Ceiling Rate Agreement This is an agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utility agreements and task directed rate agreements Purchase Order This is an agency document used to formalize the purchase of services or commodities at a specific rate and or terms Purchase orders will not be included in the system as part of the initial implementation They will be retrieved from My Florida Market Place and added to the system at a future date that will be negotiated by DFS and DMS Revenue Agreements Contracts where revenue is received for goods and services provided on behalf of governmental entities An example of this would be contracted concessions or food services where the contractor manages the delivery of services and charges user fees for them and then submits commissions back to the agency Settlement Agreements An obligation of the State or agency to expend state funds in order to discharge a debt due a person entity or group of persons when the amount owed is in dispute These agreements must have been approved by the CFO pursuant to Section 17 03
29. Y Contract FAQ Contact Us Message Transparencyv Search Questions Stai s From water Florida CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Vendor Information Agency Contract ID C 3211 FLAIR Contract ID C3211 Contract Long Title Alfred B Maclay Gardens State Park Concession REQUIRED FIELDS Vendor ID 270578968 Vendor ID is not valid No Vendors have been added to the contract Back to Update Contract Details amp Local intranet Protected Mode Off g v R100 v February 2013 Page 57 of 88 Florida Accountability Contract Tracking System FACTS I User Manual User can enter an active vendor id in the Vendor ID field and click the Add Vendor button or click on the Vendor ID hyperlink to search for an active vendor id using the vendor name Only active vendors are available through the search Search Vendor Vendor Name fairy Only First matching 200 records are displayed VENDOR ID NAME ADDRESS CITY STATE ZIP 35927 LYNAN FARMS DRIVE F 270828180001 FAIRY MAIDS RESIDENTIAL CLEANIN DADE CITY FL 335250000 F010577273001 FAIRYLAND LEARNING CENTER 146 AVE T NE WINTER HAVEN FL 33881000 CRAWFORDVILLE FL 5267060274001 FAIRYSTEINE RANDOLPH 4 GAVIN RD 323270000 F270578968001 FAIRYTALES kcu amp SPECIAL PO BOX 180306 TALLAHASSEE FL 323180000 Local intranet Prote
30. and intercity bus service programs and projects Section 341 051 F S DOT Exemption Public Transit Block Grant Program Section 341 052 F S Exempt Federal or state law prescribes with whom the agency must contract s 287 057 10 FS Rate of payment is established during the appropriation process s 287 057 10 FS State Term Contract Purchase without Request For Quotes from Qualified Vendors ss 287 042 2 amp 287 056 FS and Rule 60A 11 044 2 FAC State Term Contract Purchase with Request For Quotes from Qualified Vendors ss 287 042 2 amp 287 056 FS and Rule 60A 1 043 amp 60A 1 044 2 FAC February 2013 Page 83 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Code Description Alternate contract source 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 FS amp Rules 60A 1 002 4 D FAC State Purchasing Agreement Rule 60A 1 025 FAC Purchase under 2 500 Rule 60A 1 002 2 FAC Informal quoted purchase not exceeding Category Two Request for Quotes s 287 056 2 FS amp Rule 60A 1 002 4 m FAC Informal quote below the bidding thresholds for Public Property and Public
31. by DFS To receive a User ID for FACTS the Agency Access Point of Contact will need to fill out the FACTS Access Request Form and submit it to DFS at FACTS Info myfloridacfo com DFS will then grant the User access to the system and notify the user of their User ID To ensure the accuracy of the data entered into FACTS it is recommended that the form be typed o Ifa User is unsure of the Access Point of Contact for their agency the User can contact the FACTS team at FACTS Info myflorida com o FLAIR Agency Identifier OLO 6 digits numeric retrieved This field identifies system data by user agency and serves as the primary security mechanism It is input by FACTS system administrators when the User ID is established in the security file and is retrieved from that file and logged on all transactions entered Agencies will only be allowed to view and edit data for their own OLO February 2013 Page 3 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Password up to 20 digits alphanumeric required The password must be a minimum of 8 characters long and must contain at least one instance from three of the following four categories It can contain all four English lowercase characters a z English UPPERCASE characters A Z Base 10 digits 0 9 Non alphanumeric special characters e g 96 puppe ps After the user has successfully logged in the Dashboard screen w
32. date in the calendar will populate the date box with the date in the correct format The contract s execution date will be the last signature date o Date of Beginning 8 digits numeric required This field identifies the date the contractor may begin the delivery of goods or services The date must be input using the MM DD Y Y YY format or selected from the pop up calendar that is activated by clicking in the date box and it must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format If not specified in the contract the contract s beginning date will be the date of the last signature February 2013 Page 10 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Original End Date 8 digits numeric optional This field identifies the final date that all goods or services must be provided under the original contract The date must be input using the MM DD Y Y YY format or selected from the pop up calendar that is activated by clicking in the date box and it must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format Since it is an optional field it can also be left blank
33. estimate of the final cost cannot be determined but assures the vendor a flexible award for meeting or exceeding performance targets including any cost savings February 2013 Page 75 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Contracts having a larger estimated contract cost and an accurate estimate of the final Cost Reimbursement Plus Award Fee cost cannot be determined but assures the vendor a fixed award for meeting or exceeding performance targets including any cost savings In addition the method of determining the reimbursement amount for the deliverable should be described in the Performance Metric field which allows for 1 000 characters i e 100 per patient treated but not less than 1 000 a month February 2013 Page 76 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XXII Appendix 1 FACTS Code Definitions Contract Type Codes Titles and Definitions Code Title Definition GA Grant Award Agreements The receipt of grant dollars by a reporting entity that are either federal or state financial assistance or grant funding by another non governmental entity GD Grant Disbursement Agreement The expenditure of funds associated with a Catalog of Federal Domestic Assistance CFDA number associated with a Catalog of State Financial Assistance CSFA number or associated with a grant from a non governmental entit
34. is required if the Contract Involve State or Federal Financial Aid field input value is Y Input values must be valid and will be edited against the FLAIR Title file of CSFA codes Multiple values may be input for each contract B CFDA CSFA Code Listing Section As codes are added to the contract they are listed with following information e Code e Description February 2013 Page 40 of 88 Florida Accountability Contract Tracking System FACTS I User Manual From here a user can also delete codes if necessary The system will request confirmation before deleting a code as shown below Message from webp 3 Are you sure you want to delete this record Cancel C Web Page Processing Error Messages Once the user has added the information on the web page the user must click the Add or Next button at the bottom of the page to proceed to next input web page Should any of the required information be missing or incorrect one or more of the following error messages will appear at the bottom of the page The user must provide the required information or correct the error before the system will allow the user to proceed to the next input page e CFDA Code is invalid e CSFA Code is invalid February 2013 Page 41 of 88 Florida Accountability Contract Tracking System FACTS I User Manual X Data Confirmation Agencies indicate that FACTS is not to send confidential and or exempt pursuant to Florida la
35. is scheduled to be implemented in 2013 but may be included earlier if the user agencies opt to do so Master Agreements Agreements where the pricing is agreed upon at the point of execution However services are not authorized to begin until a separate contractual document is issued i e task or work orders Examples of this would be surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation MOU MOA or Interagency Agreement This is a two or more party agreement where the terms may not be specified in law These agreements are typically between governmental entities Both agencies should record the agreement in FACTS If an agreement of this type does not result in a cost to the state then it is not required to be entered into FACTS Multi Agency Participation Agreements These are agreements where the pricing is agreed upon at the point of execution However multiple agencies are allowed to receive the services being provided by the Vendor No separate written agreement is needed for the participating agencies to use the multi agency contract They would need a separate procurement document An example of this is a State Term Contract that was procured by DMS or the court reporter contract that is procured by the Attorney General s Office No Ceiling Rate Agreement This is an agreement for which the total contract obligation cannot be determined until all the
36. not contain sequence numbers The contractor s address information will be retrieved from the FLAIR files and stored in the FACTS system The FLAIR Accounts Receivable Customer file should only be used for Grant Awards and Revenue Contracts Contract Types GA and RA For interagency agreements the first 21 digits of the FLAIR Account code that will ultimately receive the payments should be input Contractor address information will not be retrieved for 21 digit account code entries however the name of the receiving State agency will be displayed as the vendor name February 2013 Page 21 of 88 Florida Accountability Contract Tracking System FACTS I User Manual The vendor identifier can be typed in or selected from a Search Vendor results listing Click the Vendor ID hyperlink to activate the Search Vendor web page Vendor Name Only First matching 200 records sre displayed VENDOR ID NAME ADDRESS CITY STATE DP F202667245001 AWEBCO CONSTRUCTION INC 2323 DEL PRADO BLVD 7 SUITE 134 CAPE CORAL FL 339900000 000014072001 JEBCO VENTURES INC 2628 17TH STREET SARASOTA FL 242240000 F113429156001 LEBCO INDUSTRIAL SUPPLIES INC 1649 BEACONSFIELD DRIVE WESLEY CHAPEL FL 22542000 F650540254001 LIBRARY SALES INC DBA SEBCO BO 2001 SW 31 AVENUE HALLANDALE FL 220082021 F050461576001 NEBCO 4275 PIEDMONT ROW DRIVE SUITE 600 CHARLOTTE NC 282100000 8591074058001 NEBCREATIONS FO BOX 973134 MIAMI FL 331970000 F591985412002 REBCO ENTERPRISES I
37. results listing for the View Active Contracts with Past End Date Page is e Agency Name FLAIR Contract ID Contract Status Original End Date New End Date Contract Manager Name Contract Manager Email Contract Manger Phone February 2013 Page 60 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicking the FLAIR Contract ID number hyperlink takes the user to the Contract Information web page from this page click the Update Contract Details button perform any necessary update Review section VIII Update Contract Details FLORIDA ACCOUNTABILITY A CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANOE Password LOGOUT CER Contract Information Published n Summary Agency Name DEPARTMENT OF ENVIRONMENTAL PROTECTION Agency Contract ID 2012 17 W0029A Long Title AMOCO 909 178507746 Vendor Name URS CORPORATION SOUTHERN Total Contract Amount 247 500 00 Total Budgetary Amount 247 500 00 Total Payments to date NA Date of Execution 06 04 2012 General Description REMEDIAL ACTION AT AMOCO 909 Contrect Summary Form d Details Deliverables Payments Documents Audits Main Information Procurement Information Agency Contract ID 2012 17 W0029A Authorized Advanced Payment No FLAIR Contract ID 0029A Method of Procurement DEP Exempt Prespproved Site Rehabilitation Program 376 30711 2 s F S Short Title PETRO
38. the Commodity Service Type hyperlink takes the user to the contract s Deliverables page Clicking on the View Audit hyperlink takes the user to the contract s Audits page which provides a link to individual audit reports At any page the user can click the Update Contract Details button to go to the contract s Update Contract Details page so that information about the contract can be added or edited An Agency User can also click the Contract Summary Form hyperlink to view and print the contract s Summary of Contract Service Agreement form to be submitted to the Bureau of Auditing with the contract s payment voucher Public Users do not have access to either the Update Contract Details button or the Contract Summary Form hyperlink The search results can be downloaded to Microsoft Excel by clicking the Download Results link and following the on screen instructions February 2013 Page 48 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XII Contract Summary Form The FACTS Contract Summary Form must accompany all Contract Vouchers that are submitted to the Bureau of Auditing for payment There are two methods to access the form 1 For individuals with access to FACTS the Contract Summary Form link can be accessed by searching for the contract you need to print the Summary Form for and then select the contract from the search page Once the Contract Information pa
39. web page Should any of the required information be missing or incorrect one or more of the following error messages will appear at the bottom of the page The user must provide the required information or correct the error before the system will allow the user to proceed to the next input page Commodity Service Type is required if Contract Wide Consequences No Commodity Service Type is invalid Not on FLAIR Title File Major Deliverable is required if Contract Wide Consequences No Method of Payment is required if Contract Wide Consequences No Major Deliverable Price is required if Contract Wide Consequences No Major Deliverable Price is invalid incorrect format Performance Metrics is required if Contract Wide Consequences No Financial Consequences is required if Contract Wide Consequences No February 2013 Page 28 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Vil Update Contract Details rs ne rt ser Se ar a FLORIDA ACCOUNTABILITY a Transparency v CONTRACT TRACKING SYSTEM Foris Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT Update Contract Details Agency Contract ID test FLAIR Contract ID TEST Contract Long Title testing Contract Short Summary Edit Main Contract Contract Short Title test Contract Type Standard Two Party Agreement by Statute Date of Execution 01 1
40. 1 11111 The main contract record has errors Cannot process the children records VNDR F204624389001 LL ELEETETEEEEEEEEELE LEE ELLE EE ELE LE LL L The main contract record has errors Cannot process the children records DLBL 907950 The division has received these grant funds from the state of Error The main contract record has errors Cannot process the children records CFDA 97 067 11 11 ELLLEE TELE ELLE LEE E E E E FL FF T En Contract Information Agency Id 430000 Contract Id 00012 Agency Contract Id FM263 Error The length of change Description is greater than the maximum allowed length of 60 CTCH ADD A 0 00 A1 2009 06 17 2009 06 17 Barry University will of The length of Change Description is greater than the maximum allowed length of 60 CTCH ADD A 0 00 A2 2010 10 12 2010 10 12 Barry University will of The length of Long Title is greater than the maximum allowed length of 60 MAIN ADD 430000 00013 Research Multi jurisdictional Investigative Research The main contract record has errors Cannot process the children records BUGT 0 00 RE 43102393001433002000004000000 2008 05 21 1 1 T1 LLL LLLI EL 1 111 The main contract record has errors Cannot process the children records vNDR F204624389001 l E E EE EE E EE E E EL E LE E E E E E E E E E FL EL 1 Error The main contract record has errors Cannot process the children records DLBL 991150 The division has received these grant funds from the state of Contract Information
41. 1 digit alphanumeric required This is an indicator of whether the contract provides for administrative costs Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No o Administrative Cost Percentage 6 digits alphanumeric conditionally required This field 1s used to indicate the vendor s administrative cost percentage that 1s allowed under the contract It is required if the Provides for Administrative Cost value Yes o Provide for Periodic Increase 1 digit alphanumeric required This is an indicator of whether the contract provides for increases in compensation for the vendor Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No o Periodic Increase Percentage 6 digits alphanumeric conditionally required This field provides the percentage of periodic increase to the vendor that is allowed under the contract It is required if the Provides for Periodic Increase field Yes Contract Procurement Information Section o Authorized Advance Payment 1 digit alphanumeric required This field indicates if advance payments have been authorized in the contract Valid input values of Yes or No are selected through the use of radio buttons If any part of the contract is authorized for an advance payment then Yes should be selected The field default
42. 2136 699 139 00 CONSTRUCTION RELATED SERVICES Master Agreement View Gilbane FLORIDA SCHOOL FOR THE DEAF AND THE BLIND GILBANE BUILDING COMPANY C12083 6 816 221 00 CONSTRUCTION RELATED SERVICES Standard Two PatyA View Mil FLORIDA SCHOOL FOR THE DEAF AND THE BLIND GILBANE BUILDING COMPANY C12140 650 497 00 CONSTRUCTION RELATED SERVICES Standard Two Party A View TAYLOR FLORIDA SCHOOL FOR THE DEAF AND THE BLIND TAYLOR ENGINEERING INC C10142 544 423 00 ENGINEERING SERVICES NOT OTHERWISE Standard Two PatyA View Displaying 1 to of 5 The search results listing for the Main Search Page is Contract Short Name Agency Name Vendor Name Agency Assigned Contract ID Total Contract Amount Commodity Service Type Contract Type View Audits link All of the result columns are storable from A to Z or High to Low except for Commodity Service Type and View Audits link Clicking the Contract Short Name hyperlink takes the user to the contract s Contract Information page as explained earlier Clicking on the Commodity Service Type hyperlink takes the user to the contract s Deliverables page Clicking on the View Audit hyperlink takes the user to the contract s Audits page which provides a link to individual audit reports At any page the Agency User can click the Update Contract Details button to go to the contract s Update Contract Details page so that information about the contract can be added or edited F
43. 270578968001 SPECIAL EV petu TALLAHASSEE FL 323180000 Won teme Delete Back to Update Contract Details amp Local intranet Protected Mode Off g vy R100 v Since the contract has been previously published it is not necessary to go through the Finish To Review and Publish The Web processes February 2013 Page 59 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XVI View Active Contracts with Past End Date Contracts must stay in active Active Renewal or Extended status until the last contract payment processes through FLAIR However active contracts with Original End Date or New End Date several months in the past may need investigation to determine if the contract s status or end date needs to be changed After the last payment the contract s status should be change to Close Expired If the contract has been renewed or extended a Change Record establishing a new end date needs to be entered FACTS Clicking the View Active Contracts with Past End Date hyperlink on the Dashboard takes the user to View Active Contracts with Past End Date results web page The information on this page is downloadable by clicking the Download Results button FLORIDA_ACCOUNTABILITY N CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT AGENCY
44. 3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT Agency Contract ID AON66 FLAIR Contract ID AONGG a m Contract Long Title PROJ PARTICIPATION REQUIRED FIELDS Budgetary Amount Totals Amount Original Contract Amount 0 00 Total Contract Amount 3 700 000 00 Total Recurring Budgetary Amounts 3 700 000 00 1 Total Non recurring Budgetary Amounts 0 00 t1 aF 3i Bi CAT YR Total Budgetary Amount 3 700 000 00 ur i a Total Unfunded Amount 0 00 Amount Type Non Reourring Recurring Account Code OR Fiscal Year Effective Date ww op vvvv Cost Accumulator Agency Amendment Reference Original Contract AONE v Add Budget Done P amp Local intranet Protected Mode Off fg v 100 v This web page is for entering the budgetary funding of the contract A Budgetary Amount Section o Amount 13 2 digits numeric do not use the sign required This field is used to quantify all types of budgetary entries Input amounts may be positive negative or zero If a zero value is entered an account code is not required o Amount Type 2 digits alphanumeric required This field is used to classify budgetary entries for reporting purposes Valid entries are RE Recurring or NR Non Recurring Non recurring budgets are budget amounts that are only authorized for one year Recurring budgets also referred to as base budgets have been approved for
45. 5 2013 Contract Change Edit Previous Contract Change Change Type Amendment Change Date 01 18 2013 Add Edit Items Add Contract Change EdiuAdd Budget Add CEDAICSFA Edit Add Vendor Edit Add Deliverable Select finish to go to the View Contract Details page Finish To Review Users are directed to the Update Contract Details page prior to finishing contract information entry This page allows users to add or edit additional information This page includes the following sections Contract Short Summary Contract Changes and Add Edit Items Contract Short Summary section allows the user to Edit Main Contract information the first contract entry page Contract Change sections allows the user to Edit Previous Contract Change last amendment The Add Edit section allows the users to add or edit Contract Changes Budget Vendors Deliverables and CFDA CSFA numbers Clicking the Finish to Review button will allow users to review their entered data and either make additional changes to a contract or finalize data entry by clicking the Finish Contract button February 2013 Page 29 of 88 Florida Accountability Contract Tracking System FACTS I User Manual The Contract Information web page allows the user to review data in the following sections and or tabs FLORIDA ACCOUNTABILITY E Transparency v CONTRACT TRACKING SYSTEM Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHA
46. 515 FS Emergency procurement s 287 057 3 a FS amp Rule 60A 1 046 FAC Emergency Purchases for Public Property and Publicly Owned Buildings s 255 0525 5 FS Emergency Purchases per Governor s Executive Order s 14 021 FS Single source approval over Category Two s 287 057 3 c FS amp Rule 60A 1 045 FAC Consultants Competitive Negotiation Act s 287 055 FS Description Exempt CHD Use of County Procurement Standards ss 287 057 3 amp 337 11 FS Exempt Commodities purchased for resale s 287 012 5 FS Exempt Regulated utilities and government franchised and public communications except long distance telecommunications services or governmental franchise SVCCS Rule 60A 1 002 4 a amp b FAC Exempt Artistic services s 287 057 3 f 1 FS amp Rule 60A 1002 4 c FAC Exempt Academic program review s 287 057 3 f 2 FS amp Rule 60A 1 002 4 d FAC Exempt Lectures by individuals s 287 057 3 f 3 FS amp Rule 60A 1 002 4 e FAC Exempt Continuing education and events paid for by collected fees s 287 057 3 g FS Exempt Auditing Services Rule 60A 1 002 4 f FAC Prior to July 1 2010 Exempt Payment of Membership Dues s 216 345 4 FS amp Rule 60A 1 002 4 h FAC Exempt Professional Examinations s 455 217 1 c FS amp Rule 60A 1 002 4 FAC February 2013 Page 85 of 88 Florida Accountability Contract
47. A ACCOUNTABILITY CONTRACT TRACKING SYSTEM Done amp amp Local intranet Protected Mode Off jy R10 The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Chart includes active agency contracts as of 5 20 2013 1 00 AM View contract detail information using FACTS Main or Advance Contract Searches Print the chart by right clicking your mouse on the chart and clicking Print Chart Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type on February 2013 Page 66 of 88 Florida Accountability Contract Tracking System FACTS I User Manual 2 Clicking Number of Active Contracts by Contract Type will display the following FLORIDA ACCOUNTABILITY N Contract FAQ ContactUs Message Chartsv Transparencyv s Stale Agencies FromCFO Atwater amp Reports Florida CONTRACT TRACKING SYSTEM Number of Active Contracts by Contract Type Number of Active Contracts by Contract Type Standard Two Party Agreement by Statute n Done P Local intranet Protected Mode Off fg 7 R10 v The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Char
48. B Free Hotmail Suggested Stes v 10 001 AGRICULTURAL RESEARCH BASIC AND APPLIED RESEARCH 10 025 PLANT AND ANIMAL DISEASE ANO PEST CONTROL 10 028 OCALA BALD EAGLE SURVEYS a o 10 029 AVIAN INFLUENZA INDEMNITY PROGRAM 10 051 COMMODITY LOANS AND PURCHASES 10 052 COTTON PRODUCTION STABILIZATION 10 053 DAIRY INDEMNITY PROGRAM 10 054 EMERGENCY CONSERVATION PROGRAM ocgle 3 GR Pager Sefety Tooke dM 10 055 PRODUCTION FLEXIBILITY PAYMENTS FOR CONTRACT COMMODITIES 10 056 FARM STORAGE FACILITY LOANS 10 058 WHEAT PRODUCTION STABILIZATION 10 059 NATIONAL WOOL ACT PAYMENTS 10 062 WATER BANK PROGRAM 10 064 FORESTRY INCENTIVES PROGRAM 10 065 RICE PRODUCTION STABILIZATION 10 066 LIVESTOCK ASSISTANCE PROGRAM 10 067 FARMER OWNED RESERVE PROGRAM 10 069 CONSERVATION RESERVE PROGRAM 10 070 COLORADO RIVER BASIN SALINITY CONTROL PROGRAM 10 071 FEDERAL STATE COOPERATION IN WAREHOUSE EXAMINATION AGREEMENT 10 072 WETLANDS RESERVE PROGRAM 10 073 CROP DISASTER PROGRAM 10 075 SPECIAL APPLE PROGRAM 10 076 EMERGENCY LOAN FOR SEED PRODUCERS 10 080 MILK INCOME LOSS CONTRACT PROGRAM 10 081 LAMB MEAT ADJUSTMENT ASSISTANCE PROGRAM Select CFOA Code Select CFDA Code Cancel o CSFA Code 6 digits numeric conditionally required This field is used to identify the Code of State Financial Assistance CSFA that is associated with this contract Either a CFDA or a CSFA code
49. Change Date 8 digits numeric required This field is used to identify the date that changes to the contract were executed It must be input using a MM DD YY YY format or selected from the pop up calendar that is activated by clicking in the date box and must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format o New Ending Date 8 digits numeric conditionally required This field identifies the new contract ending date resulting from a contract extension or renewal It must be input using a MM DD Y YYY format or selected from the pop up calendar that is activated by clicking in the date box and must be a valid date The pop up calendar has drop February 2013 Page 37 of 88 Florida Accountability Contract Tracking System FACTS I User Manual downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format o Change Description up to 60 digits alphanumeric required This is a free form field that is used to describe the changes to a contract Once an amendment has been entered on a contract it cannot be removed from the contract AII fields with the exception of the Amendment Reference Number can be edited B Web Page Processing Error Me
50. Contract Information Finish Contract Update Contract Details Baok to Contract Search Summary Agency Name DEPARTMENT OF TRANSPORTATION Agency Contract ID B0PS2 Long Title OTHER CONTRAC Vendor Name AEC CONSTRUCTION INC bi User Confirmation x Total Contract Amount 0 08 Total Budgetary Amount 0 09 This Contract is about to be pubished to the FACTS pubio website Do you want to continue Total Payments to date NA Date of Execution 04 28 2010 a you the Details Deliverable Procurement Information Authorized Advanced Payment No Method A Business Case Study Done No Legal Challenges to Procurement No Contract Manager Information Agency Manager Name Hanscom Phone Number 041 44595 Email kar hanscom dot state flus Outsourcing Capital Improvements 2 Was the Contracted Function Previously Performed by the State No a SSS a Ne a a eT Done e Unknown Zone Mixed Protected Mode Off fg R75 If a Contract containing information that is confidential and or exempt pursuant to Florida law is sent to FACTS public website a FACTS User can correct the error by Use the FACTS dashboard Search or Edit Contract function to locate the contract Click Update Contract Details button on the Contract Information page Click the Edit Main Contract hyperlink on the Update Contract Details page and Check the Do not publish this Contract on the FACTS public website c
51. E SHORTITLE FLAR CONTRACT IQ CONTRACT STATUS AGENCY ID LE DELETE testkarent 1 15 2013 3 12 20 PM test TESTS Active 489000 Go Delete testkarent 1 15 2013 9 33 18 AM testing TESTS Active 489000 Go Delete testkarent 1 9 2013 11 20 37 AM 00081 Active Disptaying 1 to 3 of 3 unfinished contracts Retum To Dashboard All the results can be sorted A to Z or High to Low FLORIDA ACCOUNTABILITY E Contract FAQ Contac tUs Me essage Transport ncy v CONTRACT TRACKING SYSTEM Logged In As testkarent FLORIDA SCHOOL FOR THE DEAF AND THE BUND DASHBOARD CHANGE PASSWORD LOGOUT View Unfinished Contract Entries Search Shor Title Contract ID test Search testkarent 1 15 2013 3 12 20 PM test TESTB Active 489000 Go Delete Displaying 1 to 1 of 1 unfinished contract The result list e User Identification e Date Time Last update e Short Title February 2013 Page 53 of 88 Florida Accountability Contract Tracking System FACTS I User Manual e FLAIR Contract ID e Agency Assigned ID B Completing Data Entry Clicking the Go hyperlink next to Agency ID under the Finish Contract Entry takes the user to the first incomplete data entry page for the contract All previous entered data has been saved in FACTS and can also be reviewed and edited From this point the user can partially complete data entry or fully complete data entry and publish the contract for public viewing FLORIDA ACCOU
52. ISAL DMU53 Closed or Expired 550000 View DuBoseBillye3 6 12 2013 10 24 11 AM GRANT PLAN A5358 Active 550000 iew DuBoseBillye3 6 12 2013 10 51 06 AM EXPERT WIT DN777 Active 550000 View DuBoseBillye3 6 11 2013 2 25 31 PM RR XING PE ANW20 Active 550000 View Displayingito4of4 El Return To Dashboard p snenr EE meu EE vuv The View Confidential Exemption Contracts page list User Date Time Short Title FLAIR Contract Number Contract Status Agency ID Find contracts by scrolling through the list or by using the search options available on the page Once found view the contact information and make updates if applicable by clicking the View hyperlink at end on the row February 2013 Page 63 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XIX Add Contract Documents Currently the Add Contract Documents function is not available to the agencies The Department of Financial Services asked agencies in June 2012 to provide images of their five largest contracts based on total contract amount for posting to FACTS A number of agencies have notified us that changes have been made to some of those contracts since the images were loaded and have inquired about loading additional images to reflect these changes Images in support of amendments extensions or other changes to contracts that currently have images a
53. NAME FLAIR CONTRACT ID a CONTRACT STATUS ORIGINAL END DATE NEWENDDATE CONTRACT MANAGER NAME CONTRACT MANAGER EMAIL CONTRACT MANAGER PHONE DEPARTMENT OF ENVIRONMENTAL PROTECTION 0029A Active 11 11 2012 LORI WEBSTER lori_webster doh state flus 8505956712 DEPARTMENT OF ENVIRONMENTAL PROTECTION 0033A Active 11 11 2012 LORI WEBSTER lori_webster doh state flus 8505956712 DEPARTMENT OF ENVIRONMENTAL PROTECTION 00B01 Active 8 1 2003 1 31 2013 Dena VanLandingham Dena VanLandingham dep state flus 8509227711 DEPARTMENT OF ENVIRONMENTAL PROTECTION 00DU1 Active 8 1 2003 9 30 2004 Dena VanLandingham Dena VanLandinghamQ dep state flus 8509227711 DEPARTMENT OF ENVIRONMENTAL PROTECTION O1LE1 Extended 6 30 2003 Dena VanLandingham Dena VanLandingham dep state flus 8509227111 DEPARTMENT OF ENVIRONMENTAL PROTECTION vpn Active 2115 2004 12 15 2011 Dena VanLandingham Dena VanLandingham dep state flus 8509227111 DEPARTMENT OF ENVIRONMENTAL PROTECTION 0333A Active 11 27 2012 LATECIA JENNINGS lateciaj coj net 9042557142 DEPARTMENT OF ENVIRONMENTAL PROTECTION 0392A Active 2727 2013 JOLENE ROSZEL jroszel coj net 9042557169 DEPARTMENT OF ENVIRONMENTAL PROTECTION 0406A Active 12 30 2012 PATRICIA GEEJONES patricia coj net 9042557109 DEPARTMENT OF ENVIRONMENTAL PROTECTION 0409A Active 12 12 2012 SHEILA LUCE LuceS epchc org 8136272600 Displaying 1 to 10 RET 1 2 s 4 s e 7 o iam 65 Next DE amp amp Local intranet Protected Mode Off fg 90 v The search
54. NC 605 ORANGE STREET SOUTH PALM HARBOR FL 346830000 amp J Local intranet User must enter at least three characters to perform the vendor search To select a vendor click the Select hyperlink Once the vendor identifier has been typed in or selected from the result list user clicks the Add Vendor button See Chapter 5 of the FLAIR Procedures Manual http www myfloridacfo com aadir enterpriseeducation flaireducation htm for additional information on FLAIR Vendor Files FLAIR Statewide Vendor File Changes http www myfloridacfo com aadir EnterpriseEducation index htm Since the vendor identifier may contain social security numbers this information will not be displayed to the public B Vendor Listing Section As vendors are added to the contract they are listed with following information o Vendor ID up to 21 digits alphanumeric retrieved from data entry o Name up to 60 digits alphanumeric retrieved This field identifies the contractor s name that will provide services under the contract The information is retrieved from the FLAIR vendor files and may not be input This information will be displayed to the public This information will not be provided when the FLAIR Account Description File is recorded in the Vendor Identifier field February 2013 Page 22 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Address up to 60 digits alphanumeric retrieved
55. NCY FOR HEALTH CARE CENTERS FOR MEDICARE amp Jes 0 00 See Standard Two Party Agreement by Statute View 10 18 2011 10 18 2011 10 18 2016 Active memeo eee Agreement peres lene ene AAQ6S 0 00 EM Lowe ER View 44 2002 14 2012 Active Business Associate A i D I RECECE EEEN 1 2 3 415 6 7 3 BM v5 Next gt gt The search results listing for the Advanced Search Page is Contract Short Agency Name Vendor Name Title Agency Assigned Contract ID Total Contract Amount February 2013 Page 47 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Commodity Service Type Contract Type View Audits link Execution Date Begin Date End Date Contract Status General Information Agency Service Area Advance Payment Method of Procurement State Term ID Exemption Explanation Statutory Authority Recipient Type Agency Reference Number Admin Percentage Contract Manager Information available only in the download Excel file if the user is logged into FACTS The slide bar at the bottom of the results page must be used to see across all the columns The Contract Short Title Agency Name Vendor Name Agency Assigned Contract ID Total Contract Amount and Contract Type result columns can be sorted from A to Z or High to Low Clicking the Contract Short Name hyperlink takes the user to the contract s Contract Information page as explained earlier Clicking on
56. NGE PASSWORD LOGOUT FEE Contract Information Publish to Web Update Contract Detais Back to Contract Search Summary Agency Name FLORIDA SCHOOL FOR THE DEAF AND THE BLIND Long Title testing Total Contract Amount 10 050 00 Total Payments to date NA General Description testing Contract Summary Form Agency Contract ID test amp Vendor Name IBM Total Budgetary Amount 0 00 Date of Execution 01 15 2013 Details Deliverables Payments Documents Audits Main Information Procurement Information Agency Contract ID testi Authorized Advanced Payment No FLAIR Contract ID TESTE Method of Procurement informal quoted purchase not exceeding Category Two Request for Quotes s 287 056 2 FS amp Rule 60A Short Title test 1 02 4 m FAC Long Title testing State Contract Term ID Contract Type Standard Two Party Agreement by Statute Contract s Exemption Justification Contract Status Active Agency Reference Number Date of Execution 01 15 2013 Business Case Study Done No Date of Beginning 01 15 2013 Legal Challenges to Procurement No Original End Date 02 13 2013 Agency Service Area Contract Manager Information Statutory Authority fs 187 Agency Manager Name karen preacher Contract Involves State or Federal Financial Assistance No Phone Number 8504135581 Recipient Type Email karenpreacher mySondacfo com Provide for Administrative Cost No Provide for Periodic Increase No Outsourcing Capit
57. NTABILITY CONTRACT TRACKING SYSTEM E Chartsy Transparencyv r Ss Frida Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT Budget Agency Contract ID Al494 Contract Long Title PROJ PARTICIPATION REQUIRED FIELDS FLAIR Contract ID Al494 Budgetary Amount Totals Amount Original Contract Amount 1 958 630 00 Anca TIPS worsening messi Total Contract Amount 1 958 630 00 OR Total Recurring Budgetary Amounts 0 00 Total Non recurring Budgetary Amounts 0 00 U1 GF SF FD BE CAT YR Total Budgetary Amount 0 00 E OF Total Unfunded Amount 1 958 630 00 Fiscal Year Effective Date 5 m yop vrvy Cost Accumulator _ El Done amp Local intranet Protected Mode Off fg v R100 v From the first incomplete data page the user can utilize the back button to return to previously entered data FLORIDA ACCOUNTABILITY say CONTRACT TRACKING SYSTEM logged in As testkaren FLORI Edit Co Main Contract Information Contract Procurement Information Contract Manager Information Outsourcing Capital improvements FLAR Contract TOOT Autonzed Advanced Payment Yes No Agency Manager Name karon preacher Was the Contracted Function Prewously Performed by the State Short Tite test Mat Phone Number senec 8504135581 Yes no Roues non Hees lt Contracted Functions Considered for sourcing back to the Agancy Contract ID texs Yes Ho
58. OARD CHANGE PASSWORD LOGOUT pload History This lists contains files that are pending processing There are no pending files to display This lists contains files that have been uploaded and processed by your agency within the last 30 days Please allow up to 24 hours after uploading a file for it to appear on this list toome etc a i l T a E er r A The processed log file confirms how many records Main and Children were loaded which records were not and why so corrective action can be taken Clicking on the file name listed in the Logfile will open another window using Microsoft Notepad FACTS log file naming convention is Type of Upload BACT_ of WEB_ Ageny OLO Date YYYY DD MM LOG P Batch 430000 2012 30 01 Log Notepad File Edit Format View Help Error The length of Long Title is greater than the maximum allowed length of 60 The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records The length of Long Title is greater than the maximum allowed length of 60 The main contract record has errors Cannot process the children records The main contract record has errors Cannot process the children records
59. Ong Contract Amount 10000 00 General SSC MON Di the Vendor Make Captal improvements on State Property Contract Type ei Yes Ho Standard Two Party Agreement by Statute State Tam Contract sexing Captal improvement Descngton ag Contracts Exemstion Justi cation Date of Execution m Date ot Beginning Orignal End Date e Value of Capta improvements Statutory Author fr Agere y Ralerarece Humber Vatve of Unamortized Capital mproeements Contract inches State or Federal Financial Assistance Business Case Study Done Yes No SSS ae Legal Challenges to Procurement Yes Ho Agency Sernce Area Legs Challenge Description Provide Adene tratie Cost Admivstiatee Cost Percentage Prowse for Pencdc Increase Penode increase Percentage Cancel Nex All the data entry edits described earlier are the same February 2013 Page 54 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XV View Active Contracts with Inactive Vendors Active contracts in FACT should have only active vendor ids assigned to them since it is assumed that payments are still being made on them If the contract is complete it should be placed in Closed Expired status Closed Expired status contract can have inactive vendor ids Clicking the View Active Contracts with Inactive Vendors hyperlink on the Dashboard takes the user to View Active Contracts With Inactive Vendors results
60. Reference Deliverable Number Save Deliverable Done e amp Local intranet Protected Mode Off v 100 v This web page is entering the deliverable of the contract A Add Deliverable Section o Contract Wide Consequences 1 digit radio button required This field is used to identify a contract where the deliverables do not have specific and identifiable performance measures and financial consequences Acceptable values of Yes or No are selected through the use of radio buttons The default value is No A selection of Yes will generate a code of 99999 in the Commodity Service field Entire Contract in the Major Deliverable field and Blank in the Method of Payment field and will not require the input of data in the Performance Metrics and Financial Consequences fields on this page However information can be entered in these fields o Commodity Service Type 6 digits alphanumeric conditionally required can be selected from a drop down list This field is used to designate the types of goods or services that are being acquired under the contract Valid input values are commodity codes in the DMS Commodity Contractual Services catalog This field is required unless the Contract Wide Consequences indicator Yes in which case the field will default to a value of 99999 February 2013 Page 24 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicki
61. act payment details e Fiscal Year total payments February 2013 Page 32 of 88 Florida Accountability Contract Tracking System FACTS I User Manual FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT CED 21 Contract Information Finished Summary Agency Name DEPARTMENT OF TRANSPORTATION Agency Contract ID AOROS Long Title GRANT IN AID AVIAT Vendor Name COLLIER COUNTY AIRPORT Total Contract Amount 480 000 00 Total Budgetary Amount 480 000 00 Total Payments to date 15 487 07 Date of Execution 04 26 2008 n General Description GRANT IN AID AVIAT Contract Summary Form Details Deliverables Payments Documents Audits Payments are also referred to as expenditures creating or incurring a legal obligation to disburse money or disbursements the payment of expenditures Payments include disbursements and accounting adjustments made on a contract Payments are always positive amounts while accounting adjustments may be positive or negative depending on the type of adjustment Payment Details Expand All Payments Download Payments Ej Date in the listing below indicates the date the payment voucher was recorded in the system not the date the payment was issued MORE FISCAL YEAR TOTAL AMOUNT E 20112012 15 487 07 STATEWIDE DOCUMENT AGENCY DOCUMENT VENDOR NAME AMOUNT GF oso n BE B c
62. al Improvements Was the Contracted Function Previously Performed by the State No Was the Contracted Functions Considered for Insourcing back to the State No Did the Vendor Make Capital Improvements on State Property No BACKTOTOP Budget Information Original Contract Amount 10 000 00 Total Non Recurring Budgetary Amount 0 00 Total Contract Amount 10 050 00 Total Budgetary Amount 0 00 Total Recurring Budgetary Amount 0 00 Total Unfunded Amount 10 050 00 As of Date 1 15 2013 Download Budget Information No Recurring Budgetary records Found for this contract WON RECURRING BUDGETARY AMOUNT ACCOUNT CODE FISCAL YEAR EFFECTIVE DATE COST ACCUMRULATOR AGENCY AMENOMENT REFERENCE 0 00 0115 2013 20122013 BACKTO TOP t Contract Change As of Date 1 15 2013 Download Contract Change CHANGE TYRE AMENDMENT AMOUNT AGENCY AMENDMENT REFERENCE CHANGE oesciuenon AMENDMENT EFFECTIVE DATE AMENDMENT EXECUTION DATE NEW enoma DATE Amendment 50 00 A amended scope of work 01 18 2013 01 18 2013 anaoa BACK TO Toe Vendor Download Vendor VENDOR o mawe ADDRESS mv STATE ZIP 130071965110 G 4100 BOHANNON DR MENLO PARK CA 940250000 BACK TO TO CFDA CSFA No CFDA Codes Found for the contract No CSFA Codes Found for the contract A Summary The information in this section provides an overview of the contract information This information is pulled from various fields that have been entered To edit this information the Agency User would
63. ar mR ch DATE D2000653456 0045290001 COLLIER COUNTY BOCC 15 487 07 55 10 2 540001 55100100 00 088719 09 06 06 2012 If a payment or adjustment to a contract was made before July 1 2012 the information may not be posted in this system amp amp Error on page P Unknown Zone Mixed Protected Mode Off f v R85 v e Individual payments when the More Plus icon or Expand all Payments link is clicked listing Statewide Document Number Agency Document Number Vendor Name Payment Amount FLAIR Disbursement Account Code segments Payment Date The information contained in this tab is downloadable to Microsoft Excel by clicking the Download Payment link and following the on screen instructions February 2013 Page 33 of 88 Florida Accountability Contract Tracking System FACTS I User Manual E Documents Tab FLORIDA_ACCOUNTABILITY CONTRACT TRACKING SYSTEM ET C gao Contract Information Summary Agency Name DEPARTMENT OF TRANSPORTATION Agency Contract ID DNK18 Long Title REAL ESTATE APPRAISAL Vendor Name ENTREKEN ASSOCIATES INC Total Contract Amount 15 000 00 Total Budgetary Amount 15 000 00 Total Payments to date NA Date of Execution 04 25 2013 General Description REAL ESTATE APPRAISAL Details Deliverables Payments Documents Audits Documents Contract Documents Cilek on te par icon is view ine aocument CONIRACTAMENCMENT CHANGE TYPE EXECUTED DATE DOCUMENT
64. avigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type 5 Clicking Contract Amount by Agency will display the following FLORIDA ACCOUNTABILITY 7A Contract FAQ Us Message Chartsv Transparencyv CONTRACT TRACKING SYSTEM Contract Amount By Contract Type Contract Amount by Contract Type Questions Si s From CFO Atwater amp Reports Florida Standard Two Party Agreement by Statute 2 H i 0 108 208 308 408 508 Done e amp Local intranet Protected Mode Off ta v 100 v m The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Chart includes active agency contracts as of 5 20 2013 1 00 AM Note contracts and consequently the contract s amount typically span multiple fiscal years View contract detail information using FACTS Main or Advance Contract Searches 2 Print the chart by right clicking your mouse on the chart and clicking Print Chart 3 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page 4 Click here to see Contract Type definitions Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of
65. commodities or services are delivered such as utility agreements and task directed rate agreements Purchase Order This is an agency document used to formalize the purchase of services or commodities at a specific rate and or terms Purchase orders will not be included in the system as part of the initial implementation They will be retrieved from My Florida Market Place and added to the system at a future date that will be negotiated by DFS and DMS Revenue Agreements Contracts where revenue is received for goods and services provided on behalf of governmental entities An example of this would be contracted concessions or food services where the contractor manages the delivery of services and charges user fees for them and then submits commissions back to the agency Settlement Agreements An obligation of the State or agency to expend state funds in order to discharge a debt due a person entity or group of persons when the amount owed is in dispute These agreements must have been approved by the CFO pursuant to Section 17 03 Florida Statutes Standard Two Party Agreements by Statute These are agreements where two parties agree on standard terms and conditions pursuant to applicable laws Three or More Party Agreement This is an agreement where more than two parties agree on standard terms and services pursuant to applicable laws rm Done P amp Local intranet Protected Mode Off f v 100 v The following footnotes and hyper links to
66. ct F hartsy Transparencyy CONTRACT TRACKING SYSTEM Search Qu eports Florida Contract Amount by Method of Procurement Done P amp Local intranet Protected Mode Off f7 R100 The following footnotes and hyper links to other charts and reports are at the bottom of the page 1 Chart includes active agency contracts as of 5 20 2013 1 00 AM Note contracts and consequently the contract s amount typically span multiple fiscal years View contract detail information using FACTS Main or Advance Contract Searches Display percentages by placing the mouse pointer on a chart section Display the dollar amount and number of contracts by Method of Procurement by clicking on a chart sections 4 Print the chart by right clicking your mouse on the chart and clicking Print Chart 5 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page on Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type February 2013 Page 69 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicking on a section of the pie chart displays the following listing Florida FLORIDA ACCOUNTABILITY 7A Contract FAQ tUs Mess Chartsv Transparencyy h Q ti reports CONTRACT TRACKING SYSTEM Competitive Method of Procurement
67. ct as provided in s 334 044 with any port listed in s 311 09 1 or any such statutorily authorized seaport entity Section 311 14 2 F S DOT Exemption Additional authorization for funding certain dredging projects Section 311 22 F S DOT Exemption Authority to fund Space Florida in development and improvement of aerospace facilities Section 311 360 F S DOT Exemption Funding grants for Aviation Airport programs and projects Section 332 007 F S February 2013 Page 81 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Description DOT Exemption Authority to acquire property by exercise of eminent domain Section 334 27 F S DOT Exemption 511 Traveler Information System for highway authorities and public transit districts only Section 334 60 F S DOT Exemption Contracts with counties and municipalities to perform routine maintenance work on the State Highway System Section 335 055 F S DOT Exemption Authority to purchase surplus properties from the Federal Government Section 337 03 F S DOT Exemption Emergency repairs Section 337 11 6 a c F S DOT Exemption Construction or maintenance of lighting on poles owned by electric utility Section 337 11 15 F S DOT Exemption Acquisition lease and disposal of real and personal property for transportation
68. cted Mode Off v amp 100 Clinking Select before the desired vendor enters the vendor id into the Vendor ID field ELORIDA ACCOUNTABILITY Contract FAQ Contact Us M ge Transparencyv CONTRACT TRACKING SYSTEM Search Questions Stai Fr Florida Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Vendor Information Agency Contract ID C 3211 FLAIR Contract ID C3211 Contract Long Title Alfred B Maclay Gardens State Park Concession REQUIRED FIELDS Vendor ID F270578968001 Vendor ID is required No Vendors have been added to the contract Back to Update Contract Details Done amp Local intranet Protected Mode Off f 100 v Clicking the Add Vendor button adds the active vendor to the contract February 2013 Page 58 of 88 Florida Accountability Contract Tracking System FACTS I User Manual FLORIDA ACCOUNTABILITY 7 Contract FAQ Contact Us Message Transparencyv CONTRACT TRACKING SYSTEM Search Fro t ENS Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Vendor Information L2 Agency Contract ID C 3211 FLAIR Contract ID C3211 Contract Long Title Alfred B Maclay Gardens State Park Concession REQUIRED FIELDS Vendor ID VENDOR D name ADDRESS env same ze MINORITY VENDOR DESIGNATION FAIRYTALES WEDDING amp PO BOX Non Minority White Woman F
69. de appraisal services including site visitation valuation of the property before the taking Cost Reimbursement E 2 CASH REGISTERS AND CASH DRAWERS Supplies Cost Reimbursement Displaying 1102012 Deliverable History Deliverable History Done P amp Unknown Zone Mixed Protected Mode Off f v R85 v This tab displays the deliverables associated with the contract It initially lists the deliverable s Deliverable Number Commodity Service Type description and Method of Payment Deliverable Number Commodity Type Major Deliverable and Method of Payment can be sorted a to z or z to a More details relating to the deliverable can be viewed by clicking the Expand All Deliverables hyperlink or the Plus sign in front of the deliverable listing e Deliverable Price e Non Price Justification e Performance Metrics e Financial Consequences e Source Documentation Page Reference Clicking the Deliverable History hyperlink opens another window to provide addition information e Status February 2013 Page 31 of 88 Florida Accountability Contract Tracking System FACTS I User Manual e User Identification person who entered or updated the information e Date and Time of the information was entered or updated The information contained in this tab is downloadable to Microsoft Excel by clicking the Download Deliverables link and following the o
70. der that all contracts in the FLAIR Contract Information file that have not been published in FACTS by the close of business on Friday June 1 2012 will be marked for deletion in FLAIR on the night of June 1 2012 This will preclude the use of those contract numbers in any future FLAIR transactions All contract amendment records will also be marked for deletion at that time The records will remain on the FLAIR Contract Information file in Deleted status and remain available for P amp Local intranet Protected Mode Off f v 125 v The Dashboard is the user s gateway to information and functions available in FACTS e The Home News About the Agency and Meet the CFO hyperlinks at the top of every page provide information about the Chief Financial Officer and the Department of Financial Services e The Florida Accountability Contract Tracking System FACTS hyperlinks 1 Contract Search Takes the user to the FACTS Main Search page that will be addressed in Section XI 2 FAQ Questions Opens another window with the most frequently asked questions and associated answers 3 Contact Us State Agencies Takes the user to the FACTS Agency Contact page that contains the Public Records contact for all State Agencies 4 Message from the CFO Atwater Takes the user to the FACTS Message from CFO Atwater page where a video of the CFO talking about FACTS can be played 5 Transparency Florida Takes the
71. e been identified for use in the system A selection is required except when the Contract Wide Consequences indicator Yes in which case the field will default to a value of Entire Contract They will be displayed for selection through a drop down box activated by clicking on the down arrow on the right side of the box and are the only valid input into this field Refer to Appendix 1 FACTS Code Definitions below o Major Deliverable Price 13 2 digits numeric do not use the sign required This field is used to record the price of each major deliverable of the contract Zero is an acceptable value o Non Price Justification up to 150 digits alphanumeric conditionally required value must be selected from a drop down list activated by clicking on the down arrow on the right side of the box Refer to Appendix 1 FACTS Code Definitions Non Price Justifications below Contract Wide Consequences is the option that cannot be selected from the drop down list but will automatically populate if Contract Wide Consequences is Yes o Source Documentation Page Reference up to 250 digits alphanumeric optional This is a free form field for use by the agencies in recording contract documentation references Page references can be referenced for each contract deliverable o Deliverable Number up to 25 alphanumeric optional This is a free form field for use by the agencies to assign a deliverable l
72. e box with the date in the correct format o Legal Challenges to Procurement 1 digit alphanumeric required This is an indicator of whether or not there were any legal challenges to the procurement of this contract Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No February 2013 Page 13 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Legal Challenge Description 2 000 digits alphanumeric conditionally required This field provides for a description of all legal challenges that were taken against the awarding of the contract It is required if the Legal Challenges to Procurement value Yes Contract Manager Information Section o Agency Manager Name up to 31 digits alphanumeric required This field is used to identify the agency s contract manager It will not be displayed to the public o Phone Number 10 digits alphanumeric no brackets paces or dashes required This field is used to identify the telephone number of the agency s contract manager It will not be displayed to the public o E Mail up to 50 digits alphanumeric must be in xxx xxx xxx or xxx agency state fl us format required This field is used to identify the e mail address for the agency s contract manager It will not be displayed to the public General Description Section o General Overview of the Contract
73. e only valid input into this field A Active C Closed or Expired A closed or expired contract is a contract that has ended upon completion of the terms of the agreement or has expired and was not renewed or extended Closed contracts will remain in FACTS for a period of 10 years February 2013 Page 9 of 88 Florida Accountability Contract Tracking System FACTS I User Manual D Deleted Used for Error Corrections If a contract is entered into FACTS in error and before it is published to the public the Agency User can select Deleted this will remove the contract from all display listings and will allow the contract s assigned FLAIR ID to be reused on another contract However if the contract has been published to the public the Agency Point of Contact will need to send an email to FACTS Info myfloridacfo com explaining the circumstances and requesting that the contract be deleted If a published contract is deleted the contract s assigned FLAIR ID cannot be reused on another contract for 10 years E Active Extended A contract extension is the continuation of an existing contract for a period of time under the same terms and conditions Unless authorized by statute a contract extension must be signed prior to the expiration date of the existing contract Section 287 057 12 Florida Statutes authorizes contract extensions once for up to six months Contracts procured under other Statutes such as Chapter
74. ed Expired or Terminated status in FACTS o View Active Contracts with Inactive Vendors This report lists FACTS agreements in Active status associated with an inactive vendor Use this report to review vendor information associated with your contracts to determine if a different vendor registrations location should be associated with the agreement in FACTS o View Upload History This report gives a location where the Agency User can view the batch upload files that are either pending or have been processed o View Confidential Exempt Contracts This report lists FACTS agreements not published to FACTS public website because they contain confidential and or exempt information pursuant to Florida law February 2013 Page 6 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Ill Add a New Contract FLORIDA ACCOUNTABILITY E ct Us ge Chartsv Transparencyv CONTRACT TRACKING SYSTEM e os Poras Logged In As DuBoseBilye3 DEPARTMENT OF TRANSPORTATION aama ounce rasama vocour Add New Contract REQUIRED RELOS Main Contract Information Contract Procurement Information Contract Manager Information General Description FLAIR Contract ID Authorized Advanced Payment Yes No Agency Manager Name amama ovaa or na comar Short Title Method of Procurement Phone Number c ssssssssss Long Title PX v Emain wees caa Method of Procurement Full Description Original Contract Amount Cont
75. ed d Penocte increase Prose tarPerocioioreate DYES NO SETER Contract Manager name E Show contract wm ptenes auans ony n Done P amp Local intranet Protected Mode Off f v 865 v Results eS RECRIES EEEE 11213 4 5 6 7 o B v5 Nest gt gt sommacr sonr pee tae CUTS AGEMCKASSNED TOTALCONTRACT COuMODTYISERVICE TYPE aE MEM EXECUTION aeomoare euo CONTRAC Access BENS FOR HEALTHCARE MAGELLAN MEDICAID MED115 1 790 820 00 COMPUTER DATABASES Standard Two Party Agreement by Statute View 4 6 2010 4 6 2010 6 30 2013 Active To prance Expansion d Actuarial Ar HR BEIM CARE MILLIMAN USA INC MED084 3 322 000 00 Multiple Standard Two Party Agreement by Statute View 2 5 2008 2 5 2008 1 31 2009 Extended To provide Medicaid Av Actuarial OE MILLIMAN USA INC MED144 3 900 000 00 Multiple Standard Two Party Agreement by Statute View 7 24 2012 7 24 2012 6 30 2015 Active To provide Medicaid A Agreement Sen lone AAQ03 0 00 EM Standard Two Party Agreement by Statute View 8 30 2010 8 30 2010 6 30 2013 Active Faser Aaroomard REISEN SOR EE TM oe AA002 0 00 eel Standard Two Party Agreement by Statute View 8 30 2010 8 30 2012 6 30 2013 Active Standard Senice Lave D AGENCY FOR MEALTH CARE FLORIDA DEPARTMENT OF joy E GOVERNMENT Memorandum af AgremenUndesandig rey yatsag 41850 ma Cooperative Ageemen d RNC NEM n Aged le Radio 0 00 bocca Pel ela OF View 11993 7 1993 Active paar i aid Agreement AGE
76. eld captures amounts that are added or deducted from the contract The field defaults to a value of zero but may be positive or negative Input amounts will be used to systematically calculate the current amount of the contract for system purposes All contract amendments should be recorded in the system including amendments that do not change the dollar amount of the contract Amendments involving amount changes should also be reported on the Budget Screen o Amendment Effective Date 8 digits numeric required This field specifies the effective date of the contract amendment It must be input using a MM DD YYYY format or selected from the pop up calendar that is activated by clicking in the date box and must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format o Amendment Execution Date 8 digits numeric required This field is used to identify the date that changes to the contract were executed It must be input using a MM DD Y Y YY format or selected from the pop up calendar that is activated by clicking in the date box and must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format o
77. ency Non Price Justifications Interstate Agreements for work with other states where a price cannot be determined until the work has been completed Rate is based on a formula specified in the contract Price cannot be determined until the work has been completed Vendor for services but the services are paid for by the public with a percentage of the fee comes to the agency Revenue Generating Agreement Utilities agreements or task order directed services at an agreed to rate per hour or service without a ceiling for the total cost Rate Agreement Deliverable is a contract wide Contract Wide Consequences consequences without a deliverable price Data exchange agreements and other Agreement without a financial exchange or memorandums of understanding or impact agreements without financial exchanges or impact February 2013 Page 88 of 88
78. erms Purchase orders will not be included in the system as part of the initial implementation They will be retrieved from My Florida Market Place and added to the system at a future date that will be negotiated by DFS and DMS e RA Revenue Agreements Contracts where revenue is received for goods and services provided on behalf of governmental entities An example of this would be contracted concessions or food services where the contractor manages the delivery of services and charges user fees for them and then submits commissions back to the agency e SA Settlement Agreements An obligation of the State or agency to expend state funds in order to discharge a debt due a person entity or group of persons when the amount owed is in dispute These agreements must have been approved by the CFO pursuant to Section 17 03 Florida Statutes e SC Standard Two Party Agreements by Statute These are agreements where two parties agree on standard terms and conditions pursuant to applicable laws e TP Three or More Party Agreement This is an agreement where more than two parties agree on standard terms and services pursuant to applicable laws o Contract Status 1 digit alphanumeric required must be selected from a drop down list The following Contract s Status codes have been identified They will be displayed through a drop down box activated by clicking on the down arrow on the right side of the box and are th
79. ery Cooperative Agreement s 24 105 FS February 2013 Page 79 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Code Description Exempt Division of Blind Services Rehabilitation Council for the E Blind purchase s 413 011 FS F s 255 60 FS Exempt Transportation for the Disadvantaged Exempt Propane Collected Assessments s 527 9 b Propane collected assessments deposited into the General Inspection Trust Fund are not subject to the procedures found in s 287 057 in the expenditure of these funds FS Request for Application method of competitively awarding State Federal grants to non profits and other governmental entities DEP Exempt Division of Recreation and Parks may grant privileges leases concessions and permits for the use of land for the E C accommodation of visitors in the various parks monuments and memorials s 258 007 3 FS s 376 30711 2 a FS s 376 30713 FS DEP Exempt Inland Protection Trust Fund Reimbursement review Contracts s 376 3071 12 j FS DEP Exempt Inland Protection Trust Fund Petroleum Cleanup E Participation Program s 376 3071 13 FS E DEP Exempt Inland Protection Trust Fund Early Detection Incentive Program s 376 3071 9 FS DEP State Restoration Funding Assistance s 376 30711 7 FS Revenue Generating P
80. eted amount should be entered as the Original Contract Amount since there is no reasonable way to determine the contract s total cost until all the work associated with the contract has been completed The contract s Deliverables should be entered as described in the contract s scope of work with zero Deliverable Price and Price cannot be determined until the work has been completed for Method of Payment However if the contract provides that the vendor is reimbursed based on fees or formulas established in the contract i e 100 per patient treated but not less than 1 000 a month then the Deliverable Price is still zero but the Method of Payment should be one of the following that best describs how the reimbursement is determined A cost reimbursement contract is used when an accurate estimate of the final cost cannot be determined Usually with a not to exceed maximum Contracts having a larger estimated contract cost and an accurate estimate of the final Cost Reimbursement Plus Fixed Fee s including cost cannot be determined but assures the Fixed Price Components vendor a profit or fixed award for meeting or exceeding performance targets including any cost savings Contracts pay a fee that rises as the contractor s costs rise Because this contract type provides no incentive for the contractor to control costs it is rarely utilized Contracts having a larger estimated contract cost and an accurate
81. g Delete the system will ask for confirmation as shown in the message box below Message from webp ES 3 Are you sure you want to delete this record Cancel C Web Page Processing Error Messages Once the user has added the information on the web page the user must click the Add or Next button at the bottom of the page to proceed to next input web page Should any of the required information be missing one or more of the following error messages will appear at the bottom of the page The user must provide the required information before the system will allow the user to proceed to the next input page e At Least One Vendor needs to be added to the contract e The length of Vendor ID cannot be less than 10 e Vendor ID is not valid Not on one of FLAIR vendor files February 2013 Page 23 of 88 Florida Accountability Contract Tracking System FACTS I User Manual VI Deliverables Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT Deliverable Agency Contract ID AON66 FLAIR Contract ID AON66 Contract Long Title PROJ PARTICIPATION REQUIRED FIELDS Add Deliverable Contract Wide Consequences Yes QNo Performance Metrics Major Deliverable n Financial Consequences Commodity Seriice Type Method of Payment Select bd Major Deliverable Price Non Price Justification Select X Source Documentation Page
82. ge is displayed the link is located in the left bottom corner of the Contract Information Page Summary section 2 For those individuals who do not have sign in access to FACTS the following link may be used http www myfloridacfo com aadir summary csa htm The user will then search for the contract as in step 1 above and the Contract Summary Form link will be available in the left bottom corner of the Contract Information Page Summary section This form is not available from the Public Search page FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM HOOL FOR THE DEAF Logged In As testi ga Contract Information I Published Update Contract Details Bach to Contract Search Summary Agency Name FLORIO JR THE DEAF AND THE BLIND Agency Contract ID SC120007 General Description Prowde transportation seraces to students home on weekends Contract Summary Form Deta s Deliverables Payments Documents Audits Main Information Agency Contract ID SC120007 FLAIR Contract ID 00031 Original End Date 06 30 2012 Agency Service Area Statutory Authority 1002 36 4y 5 F S 1002 36 4ye F Co wolves State or Financial Assistance No isly Performed by the State No cing back to the State No 000 00 Total Budgetary Ar ry Amount 570 000 00 Total Unfunded A Download Budgst Information RECURRING BUDGETARY AMOUNT account coos FISCAL YEAR EFFECTIVE DATE cost
83. heck box Click Agree button in the message box to confirm that he she is finishing the agreement and that it will not be sent to the website because the Contract contains information that is confidential and or exempt pursuant to Florida law and 6 Click Next at the bottom of the Edit Contract page pope br February 2013 Page 43 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XI Search or Edit Contracts A Main Search FLORIDA ACCOUNTABILITY mY CONTRACT TRACKING SYSTEM Contract FAQ ContactUs Message Search Questions State Agencies FromCFO Atwater Transparency v Logged In As testkarent FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT E Main Search Quick Tips Search Contracts Advanced Contract Search To search for contract information please enter at least one search criteria in the fields below If you would like to see details for all agencies or all commodity groups please provide additional criteria in any of the remaining felds Agency Name Vendor Name FLORIDA SCHOOL FOR THE DEAF AND THE BLIND Agency Assigned Contract ID if known Contract Dollar Value From Beginning and or Ending Dates of Contract mm ddiyyyy Commodity Service Type Begin E ALL COMMODITY GROUPS E Show contracts with published audits only By using this Search you agree to terms and conditions ofthe Search Reset Search Contracts The
84. id and then place the incorrect one in an inactive status With this option the FLAIR Contract ID number cannot be used on a payment and the contract will not be viewable by the public but keeps the FLAIR Contract ID number available for future use during the 10 year period If you need to use the number all fields with the exception of the FLAIR Contract ID field can be edited to reflect the information in the new contract I entered a Contract Change Amendment in error how do I delete the Contract Change The Amendment Reference Number is a key field that cannot be deleted If an Amendment has been added to a Contract in error the amount should be changed to reflect 0 00 and the description field should be updated to indicate that the Amendment was entered in error What is Account Code Correlation and how does this affect payments I make against a contract All Account Codes entered on the Budget Screen in FACTS are provided to the FLAIR Contract Correlation file When processing a payment in FLAIR the contract number must be associated with one of the account codes entered in order for the payment to pass the processing edits If a contract payment is entered and the account code has not be passed to the FLAIR Contract Correlation file the payment will reject Only the account codes are passed to the FLAIR Contract Correlation file not the budgetary amounts for the account codes I have contracts associated with Inactive vendors what should
85. ill display This screen will provide available options to choose from In the event a user forgets their password or becomes locked out of FACTS the user will need to have their password reset to request a password reset the user will contact The Department of Financial Services Help Desk at 850 413 3190 FACTS passwords expire every 90 days After 90 days a user will be prompted to update their password after logging into the system If a user wishes to change their password before 90 days they can use the Change Password link at the top right of the screen This option is only available after a user has signed into FACTS February 2013 Page 4 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Il General Dashboard 9 FLORIDA S CHIEF FINANCIAL FLORIDA ACCOUNTABILITY 7 Contract FAQ ContactUs Message Chartsy Transparencyv CONTRACT TRACKING SYSTEM Search Questions State Agencies From CFO Atwater amp Reports Florida Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT Dashboard 7 LU What would you like to do Add New Contract Upload Contract Info Search or Edit Contract Reports View Unfinished Contract Entries View Active Contracts with Past End Date View Active Contracts with Inactive Vendors View Upload History View Confidential Exempt Contracts Global A amp A System Messages 05 30 2012 This is a remin
86. ine value that keeps the entered deliverables in the agencies desired order even if they are modified later both in FACTS and on the Contract Summary Form February 2013 Page 26 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Contracts Performance Metrics up to 2 000 digits alphanumeric conditionally required This free form field is used to record performance metric descriptions and measurements for the goods or services that will be provided Multiple performance measures are allowed for each contract or deliverable This field is required unless Contract Wide Consequences is Yes o Contract s Financial Consequences up to 2 000 digits alphanumeric conditionally required This free form field is used to record the financial consequences to the contractor for non performance Multiple financial consequences are allowed for each contract or deliverable This field is required unless the Contract Wide Consequences is Yes C Deliverables Listing Section Logged in As DuBoseBilljeS DEPARTMENT OF TRANSPORTATION korea cunc exeo ocou Deliverable L4 Agency Contract 1D DNA27 FLAIR Contract ID DNAZT Contract Long Tits REAL ESTATE APPRAISAL REGURED FIELOS Add Deliverable Y Hi i m Pro ce appraisal services notuaing ete vstaton Valuation of ne propery betore me taking vaaton of me remaicer property ster L m e en nee ee m 9
87. ior to June 20 2012 appear in a summarized form As of July 1 2012 the audit reporting process was expanded to include additional questions and comments from the Bureau of Auditing As audits are captured in electronic format they wil be posted to this system If you are interested in seeing audit reports by Fiscal Year and Agency Action Plans please click here to navigate to the Transparency Florida Contract Audit page AUOTTYPE m REVIEW DATE Pacar YEAR vew Settlement Agreement Audit 06 42 2013 20122013 View Audit Summary Audit Type Settiement Agreement Audit Review Date 06 12 2013 Settlement Amount 1 000 00 Settlement Agreement FLAIR Contract ID P2116 FACTS Contact Summary of Services Johnson Table Maintenance Settlement Reason PAYMENT BEFORE OR AFTER CONTRACT DATE SETTLEMENT Settlement Reason Summary Vendor performed maintenance on the Johnson Table for one week before the contract was executed Is the settlement agreement the result of a lawsuit No Associated Contract Purchase Order Information Associated FLAIR Contract ID P2116 FACTS Conrac Agency Contract ID Purchase Order Number P2118 Were deliverables related to the associated contractipurchase order received Yes Comments Level of service was questionable Error on page amp amp Unknown Zone Mixed Protected Mode Off f v R75 v February 2013 Page 35 of 88 Florida Accountability Contract Tracking System FACTS
88. is list Loome The Upload History web page displays two sections The first section Log File lists the files that have been uploaded and are pending processing by FACTS The second section Log File lists the uploaded files that have been processed by FACTS within the last 30 days The processed log file confirms how many records Main and Children were loaded which records were not and why so corrective action can be taken It takes up to 24 hours after uploading a file for FACTS to process it FACTS upload file naming convention is Type of Upload BACT_ of WEB_ Date and Time YYYYMMDDHHMMSS_ FACTS User ID_ and Agency OLO February 2013 Page 62 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XVIII View Confidential Exempt Contracts Clicking the View Confidential Exempt Contracts hyperlink on the Dashboard takes the user to View Confidential Exempt Contracts results web page The information on this page is downloadable by clicking the Download Results button FLORIDA ACCOUNTABILITY A Contract FA Contact Us Message Chartsv Transparencyv CONTRACT TRACKING SYSTEM h F Florida Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT View Confidential Exempt Contracts Search Short Title Contract ID USER DATE TIME SHORITITLE FLAIR CONTRACT ID CONTRACT STATUS AGENCY ID VIEW CONTRACT DuBoseBillye3 6 12 2013 11 28 01 AM APPRA
89. klist to classify them as either vendors or sub recipients Contractors who are identified as vendors should be classified as Contract Type SC Standard Two Party agreements by statute and are required to be reported in FACTS Contractors determined to be sub recipients will not be required for inclusion in the FACTS system during the initial implementation of the system They are scheduled for inclusion during phase five which is scheduled to be implemented in 2013 but may be included earlier if the user agencies opt to do so Master Agreements Agreements where the pricing is agreed upon at the point of execution However services are not authorized to begin until a separate contractual document is issued i e task or work orders Examples of this would be surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation MOU MOA or Interagency Agreement This is a two or more party agreement where the terms may not be specified in law These agreements are typically between governmental entities Both agencies should record the agreement in FACTS If an agreement of this type does not result in a cost to the state then it is not required to be entered into FACTS Multi Agency Participation Agreements These are agreements where the pricing is agreed upon at the point of execution However multiple agencies are allowed to receive the services being provided by the
90. ly Owned Buildings of 200 000 s 255 0525 FS Single source 2 500 or greater not to exceed Category Two Rule 60A 1 002 3 FAC Agency Invitation to Bid s 287 057 1 a FS Agency Invitation to Bid for Public Property and Publicly Owned Buildings s 255 0525 FS DOT Invitation to Bid ch 337 FS Agency Request for Proposal s 287 057 1 b FS Agency Request for Proposal for Public Property and Publicly Owned Buildings s 255 0525 FS DOT Request for Proposal ch 334 FS Agency Invitation to Negotiate s 287 057 1 c FAC Agency Invitation to Negotiate for Public Property and Publicly Owned Buildings s 255 0525 FS Agency negotiated after receiving fewer than two responsive offers to a competitive procurement s 287 057 5 FS Exempt Services or Commodities provided by Governmental Agencies including contract with independent non profit college or university within the state s 287 057 3 f 12 amp s 287 057 22 FS Exempt Purchase made from RESPECT Qualified nonprofit agency for the blind or for the other severely handicapped s 413 036 2 FS February 2013 Page 84 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Code Exempt Purchase made from PRIDE Department of Corrections E prison industry programs s 287 095 3 amp s 946
91. ments are defined as improvement with a cost in excess of 1 000 and an estimated useful life in excess of one year Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No o Capital Improvement Description up to 2 000 digits alphanumeric conditionally required This field is used to describe the capital improvements that were acquired under the contract Itisa required field if the Did the Vendor Make Capital Improvements on State Property value Yes o Value of Capital Improvements 13 2 digits numeric do not use the sign conditionally required This field is to record the value of the capital improvements that were provided by the contract It is a required field if the Did the Vendor Make Capital Improvements on State Property value Yes o Value of Unamortized Capital Improvements 13 2 numeric do not use the sign conditionally required This field shows the amount of capital improvements acquired under the contract that have not yet been amortized It is a required field if the Did the Vendor Make Capital Improvements on State Property value Yes F Web Page Processing Error Messages Once the user has added the information on the web page the user must click the Next button at the bottom of the page to proceed to the next input web page Should any of the required information be mis
92. n screen instructions February 2013 Page 45 of 88 Florida Accountability Contract Tracking System FACTS I User Manual C Main Search Results FLORIDA ACCOUNTABILITY sw Contract FAQ Contact Us Message Transparency v CONTRACT TRACKING SYSTEM en Logged In As tesikaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT Rot Main Search Advanced Contract Search Search Contracts To search for contract information please enter at least one search criteria in the fields below If you would like to see details for all agencies or all commodity groups please provide additional criteria in any of the remaining fields Agency Name Vendor Name FLORIDA SCHOOL FOR THE DEAF AND THE BUND Agency Assigned Contract ID if known Contract Dollar Value From Beginning and or Ending Dates of Contract mm dd yyyy Commodity Service Type ig ALL COMMODITY GROUPS Show contracts with pub shed audts only By using this Search you agree to terms and conditions of the Search Reset Search Contracts Results p RECETTE Download Resuas CONIRACI SHORT ILE AGENCY NAME VENDOR name AGENCYASSGNEDCONIRACIID TOTAL CONTRACT AMOUNT COMMODITY SERVICE TYPE coumact TYPE view AUDITS Annett FLORIDA SCHOOL FOR THE DEAF AND THE BLIND FLORIDA TRAILS INC SC120007 570 000 00 TRANSPORTATION OF PEOPLE AR LAND amp Standard Two Paty A View Danis FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DANIS CONSTRUCTION LLC C1
93. n screen instructions D Payments Tab FLORIDA_ACC CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT v ro Contract Information Finished Summary Agency Name DEPARTMENT OF TRANSPORTATION Agency Contract ID AOROS Long Title GRANT IN AID AVIAT Vendor Name COLLIER COUNTY AIRPORT Total Contract Amount 480 000 00 Total Budgetary Amount 480 000 00 Total Payments to date 15 487 07 Date of Execution 04 26 2008 General Description GRANT IN AID AVIAT Contract Summary Form Details Deliverables Payments Documents Audits Payments are also referred to as expenditures creating or incurring a legal obligation to disburse money or disbursements the payment of expenditures Payments include disbursements and accounting adjustments made on a contract Payments are always positive amounts while accounting adjustments may be positive or negative depending on the type of adjustment Payment Details Expand All Payments Download Payments Date in the listing below indicates the date the payment voucher was recorded in the system not the date the payment was issued MORE FISCAL YEAR TOTAL AMOUNT 2011 2012 15 487 07 If a payment or adjustment to a contract was made before July 1 2012 the information may not be posted in this system A Done e amp Unknown Zone Mixed Protected Mode Off fa v R85 v e This tab displays contr
94. need to go to the appropriate field in the details of the contract to make the edit B Details Tab e Main Information e Procurement information February 2013 Page 30 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Contract Manger Information will not be seen by the public Outsourcing Capital Information Budget Information Contract Changes Vendor Vendor ID will not be seen by the public CFDA CSFA The information contained in these sections is downloadable to Microsoft Excel by clicking the appropriate download link located in each section and following the on screen instructions C Deliverables Tab FLORIDA_ACCOUNTABILITY A CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF TRANSPORTATION DASHBOARD CHANGE PASSWORD LOGOUT Ret o Contract Information Finished Update Contract Details Summary Agency Name DEPARTMENT OF TRANSPORTATION Agency Contract ID DNA27 Long Title REAL ESTATE APPRAISAL Vendor Name POMEROY APPRAISAL ASSOCIATES OF Total Contract Amount 10 000 00 Total Budgetary Amount 10 000 00 Total Payments to date NA Date of Execution 12 21 2011 General Description REAL ESTATE APPRAISAL E Contract Summary Form Details Deliverables Payments Documents Audits Expand All Deliverables Download Deliverables El MAJOR DELIVERABLE METHOD OF PAYMENT MORE DELIVERABLE NUMBER a COMMODITY SERVICE TYPE E 4 EXPERT WITNESS SERVICES Provi
95. neering and surveying contracts issued by the Department of Transportation e MO Memorandum of Agreement Understanding or Interagency Agreement This is a two or more party agreement where the terms may not be specified in law These agreements are February 2013 Page 8 of 88 Florida Accountability Contract Tracking System FACTS I User Manual typically between governmental entities Both agencies should record the agreement in FACTS If an agreement of this type does not result in a cost to the state then it is not required to be entered into FACTS e MP Multi Agency Participation Agreements These are agreements where the pricing is agreed upon at the point of execution However multiple agencies are allowed to receive the services being provided by the Vendor No separate written agreement is needed for the participating agencies to use the multi agency contract They would need a separate procurement document An example of this is a State Term Contract that was procured by DMS or the court reporter contract that is procured by the Attorney General s Office e No Ceiling Rate Agreement This is an agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utility agreements and task directed rate agreements e PO Purchase Order This is an agency document used to formalize the purchase of services or commodities at a specific rate and or t
96. nfirmation that the Contract contains information that is confidential and or exempt pursuant to Florida law An input value of No will trigger a user message box when clicking the Finish Contract button at the conclusion of contract entry requiring a confirmation that the Contract does not contains information that is confidential and or exempt pursuant to Florida law o Recipient Type 1 digit alphanumeric conditionally required must be selected from a drop down list This field is required if CFDA or CSFA codes are entered for the contract Valid values which will be provided through a drop down list activated by clicking on the down arrow on the right side of the box are A Nonprofit Organization B For Profit Organization includes Sole Proprietor C Local Government D State Community Colleges February 2013 Page 11 of 88 Florida Accountability Contract Tracking System FACTS I User Manual E District School Boards F Another State Agency excluding State Universities G State Universities H No Sub recipient Federal Financial Assistance Only I Sub recipients Federal Financial Assistance Only J Federal Agency o Agency Service Area up to 5 digits alphanumeric optional This field is available to allow agencies to input contracts by their internal districts regions or other geographic service area This field will not be validated o Provide Administrative Cost
97. ng the Commodity Service Type hyperlink actives the Select Commodity Service Type selection box Clicking the down arrow displays a listing of major Commodity Service Types Categories Clicking on one of the major Commodity Service Types displays another version of the Select Commodity Service Type selection box Clicking on the down arrow on the second row displays Commodities Services listed under the major Commodity Service Types Categories After selecting one of the displayed Commodities Services February 2013 Page 25 of 88 Florida Accountability Contract Tracking System FACTS I User Manual and clicking the Select Commodity Service Type button the appropriate code is entered in the Commodity Service Type field o Major Deliverable 2 000 digits alphanumeric conditionally required This free form field is used to describe each deliverable under the contract Multiple deliverables are allowed for a contract however each deliverable must be entered separately Each deliverable must be directly related to the scope of work and specify the performance measures that will be used to measure compliance This field is required except when the Contract Wide Consequences indicator Yes in which case the field will default to a value of Entire Contract o Method of Payment 2 digits alphanumeric conditionally required value must be selected from a drop down list The following Methods of Payment hav
98. olumn heading Print the listing by right clicking your mouse on the listing and clicking Print Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Amount by Contract Type February 2013 Page 70 of 88 Number of Active Contracts by Contract Type Contract Florida Accountability Contract Tracking System FACTS User Manual 4 Clicking Contract Amount by Agency will display the following JEFF ATWATER e FLORIDA S CHIEF FINANCIAL OFFICER FLORIDA ACCOUNTABILITY 7 Contract FAQ Contact Us Message Chartsv Transparencyv Search Questions State Agencies FromCFO Atwater amp Reports Florida CONTRACT TRACKING SYSTEM Contract Amount by Agency Contract Amounts for Top 5 Agencies DEPARTMENT OF TRANSPORTATION 29 518 DEPARTMENT OF CHILDREN AND FAMILIES AGENCY FOR HEALTH CARE ADMINISTRATION 4 738 DEPARTMENT OF MANAGEMENT SERVICES 2 698 DEPARTMENT OF EDUCATION J 2 568 so 88 168 248 328 408 F amp Local intranet Protected Mode Off g 100 v Clicking the See Contract Amounts for the Remaining Agencies displays the following FLORIDA ACCOUNTABILITY N Contract FAQ Contact Us Message Chartsy Transparencyv Search Questions State Agencies FromCFO Atwater amp Reports Florida CONTRACT TRACKING SYSTEM Contract Amount By Agency Contract Amounts for Remaining Agencies DEPARTMENT OF CORRECTIONS DEPARTMENT OF HEALTH
99. ommodities RA Revenue Agreement Revenue received for goods and services provided on behalf of governmental entities SC Standard Two Party Agreement by Statute This is an agreement where two parties agree on standard terms and conditions pursuant to applicable laws TP Three or More Party Agreement This is an agreement where more than two parties agree on standard terms and conditions pursuant to applicable laws Contract Status Codes Titles and Definitions Code Title Definition Active An active agreement that has not reached its expiration date Closed or Expired An agreement that has reached its expiration date Deleted Removal of agreement data from public view due to data entry error Extended Agreement expiration date extended pursuant to applicable Statue or Rule but not renewed Renewed Agreement that have been renewed pursuant to applicable statue or rule Terminated Agreement that has been ended prior to its stated completion expiration date February 2013 Page 78 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement i s Code Code Description OR E Exception Exemption Code 0 Exempt Adoption Placement Services Licensed by DCF E Rule 60A 1 002 4 j FAC 1 Exempt Prescriptive assistive devices
100. on If you are not authorized to log into this system exit now do not make changes or download data Unauthorized changes to the system and data are logged and subject to monitoring Instances of unauthorized access or modification may result in legal action n Authorized agency representatives are custodians of the data contained in this system Entering and managing accurate data is each custodians responsibility Authorized users are prohibited from sharing username and password information All changes made in the system are recorded under each user s account The Department of Financial Services does not screen the content provided by each Agency Confidential inaccurately redacted or incorrect data files loaded into the system are the responsibility of authorized agency representatives and the agency to resolve Inquiries related to inaccurate confidential or trade secret information received by the Department of Financial Services will be directed to your Agency contact on file P amp Local intranet Protected Mode Off tg v 100 v The FACTS application is best viewed when using software versions of Internet Explorer 8 or higher o User ID of User Adding or Updating Data up to 20 digits alphanumeric required This field is the User Name that is entered in order to obtain access to the system and is logged by the FACTS system to identify the users who added or updated information in the system o User ID s are assigned
101. onfirmation that the Contract does contains information that is confidential and or exempt pursuant to Florida law and must not be sent to FACTS public website FLORIDA ACCOUNTABILITY s ract FAQ CONTRACT TRACKING SYSTEM Back fo Consact Ses Outsourcing Capital Improvements amp Unknown Zone Mixed Protected Mode Off 4 75 February 2013 Page 42 of 88 Florida Accountability Contract Tracking System FACTS I User Manual By clicking the Agree button the FACTS user is confirming that they are finishing the agreement and that it will not be sent to the website because the Contract contains information that is confidential and or exempt pursuant to Florida law If the Do not publish this Contract on the FACTS public website checkbox on the Add New Contract webpage has an input value of No it will trigger a user message box when clicking the Finish Contract button at the conclusion of contract entry requiring a confirmation that the Contract does not contains information that is confidential and or exempt pursuant to Florida law Clicking the Agree the FACTS user is confirming that they are finishing the agreement and it does not contain information that is confidential and or exempt pursuant to Florida law FLORIDA ACCOUNTABILITY 7 Coni CONTRACT TRACKING SYSTEM Logged In As DuBoseBitye3 DEPARTMENT OF TRANSPORTATION DAEMEOARD CHANGE Pas BWORD LODOUT D r
102. other charts and reports are at the bottom of the page 1 Print the listing by right clicking your mouse on the listing and clicking Print 2 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type February 2013 Page 73 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XXI FAQ s If I have a termination agreement for a contract and the final payment has not been made should I go ahead and close the contract A contract should stay active in FACTS until all applicable payments have been made When a contract is closed in FACTS an update to the Contract Information File in FLAIR is sent to close the contract in FLAIR Once this occurs any payment made against the contract will be rejected I entered the FLAIR Contract ID incorrectly and have already published the contract can I go back into the contract and edit the number The FLAIR Contract ID field is a key field that cannot be changed two options are available when this occurs a Re Enter the contract with the correct FLAIR Contract ID and request the incorrect one be deleted by the FACTS Team keep in mind FLAIR Contract ID s cannot be reused for 10 years b Enter the contract with the correct contract
103. plain any exemptions from competitive procurement that were utilized for the contract It is required if a competitive procurement exemption code is used in the Method of Procurement field o Agency Reference Number up to 50 digits alphanumeric optional This field is provided to capture and report references to competitive procurement documentations that were issued by and are maintained by the agencies Examples would be the identifier of an RFP or ITN that an agency issued to acquire services under the contract o Business Case Study Done 1 digit alphanumeric required This is an indicator of whether or not a business case study was done for this contract Acceptable values of Yes or No are selected through the use of radio buttons The field defaults to a value of No Business case studies are required by section 287 0571 F S for any contract that will outsource the agency s services o Business Case Date 8 digits numeric conditionally required This field is used to indicate the date that a business case study was done for this contract It is required if the Business Case Study Done value Yes Input values must be a valid date in the MM DD YY Y Y format or selected from the pop up calendar that is activated by clicking on the date box The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a date in the calendar will populate the dat
104. purposes Section 337 25 4 and 5 a F S DOT Exemption Acquisition of property and property rights for limited access facility and service roads Section 338 04 F S DOT Exemption Placement of wireless facilities on turnpike property Section 338 235 3 F S DOT Exemption Florida Highway Beautification Council Section 339 2405 F S DOT Exemption State Funded Infrastructure Bank Loans and Credit Enhancements for Constructing and Improving Highway Transportation Facilities Section 339 55 F S February 2013 Page 82 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Description DOT Exemption Rail Funding Section 341 303 F S DOT Exemption Acquisition of lands in the Big Cypress National Preserve Section 380 055 F S DOT Exemption JPAs LAP Aid and contributions by governmental entities for FDOT projects federal aid Section 339 12 F S DOT Exemption Small County Road Assistance Program Section 339 2816 F S DOT Exemption County Incentive Grant Program Section 339 2817 F S DOT Exemption Small County Outreach Program Section 339 2818 F S DOT Exemption Transportation Regional Incentive Program Section 339 2819 F S DOT Exemption Ridesharing promotion programs Section 341 041 11 F S DOT Exemption Federal aid grants for public transit
105. r contract change web pages o Fiscal Year Effective Date derived This field identifies the fiscal year effective date for the budgetary amount The dates are derived from either the original contract entry or contract change web pages o Fiscal Year Indicator 9 digits alphanumeric system generated This field is generated by the system based on the Effective Date field This section allows the user to Edit or Delete budget records Clicking Edit next to budget record populates the Budget Amount Section fields so they can be changed if necessary Clicking the Update Budget button saves the changes Clicking the Cancel button returns the user to the previous page without saving any changes made When clicking Delete the system will ask for confirmation as shown in the message box below Message from webp ES 3 Are you sure you want to delete this record Cancel February 2013 Page 19 of 88 Florida Accountability Contract Tracking System FACTS I User Manual D Web Page Processing Error Messages Once the user has added the information on the web page the user must click the Add or Next button at the bottom of the page to proceed to next input web page Should any of the required information be missing or be incorrect one or more of the following error messages will appear at the bottom of the page The user must provide the required information or correct the error before
106. ract No CSFA Codes have been added to the contract Back to Update Contract Details A Add CFDA CSFA This web page is for entering the Codes of Federal Domestic Assistance CFDA or Codes of State Financial Assistance CSFA that is associated with this contract o CFDA Code 6 digits numeric conditionally required This field is used to identify the Code of Federal Domestic Assistance CFDA that is associated with this contract Either a CFDA or a CSFA code is required if the Contract Involve State or Federal Financial Aid field input value is Y That listing is on the Department of Financial Services website http www myfloridacfo com addir statewidecontractreporting htm The CFDA and CSFA codes can also be accessed directly from the FACTS input screen Click on the CFDA Code hyperlink underlined in Blue then click the down arrow to be directed to a listing of valid codes to select from Click the appropriate code and then click the Select CFDA or CSFA Code button to enter the code Input values must be valid codes and will be edited against the FLAIR Title file Multiple values may be input for each contract February 2013 Page 39 of 88 Florida Accountability Contract Tracking System FACTS I User Manual x jconver gt S56 aon e Select CFDA Code tl Search B Shor 07 000 OFFICE OF NATIONAL DRUG CONTROL POLICY z ph d 10 000 DEPARTMENT OF AGRICULTURE We Favorites i Web Sice Gallery gt
107. ract Change Edit Add Budget Add CFDA CSFA Edit Add Vendor Edit Add Deliverable Select finish to go to the View Contract Details page Finish To Review amp Local intranet Protected Mode Off fa v 1006 v Clicking Edit Add Vendor takes the user to Vendor Information web page February 2013 Page 56 of 88 Florida Accountability Contract Tracking System FACTS I User Manual FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM Contract FAQ Message Search Fr E Transparencyy Florida Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DASHBOARD CHANGE PASSWORD LOGOUT Vendor Information Agency Contract ID C 3211 FLAIR Contract ID C3211 Contract Long Title Alfred B Maclay Gardens State Park Concession REQUIRED FIELDS Ve lor ID venbon io name ApoRESS em sae ze MINORITY VENDOR FAIRYTALES 144 ROYAL OAKS C270578968 WEDDING COURT CRAWFORDVILE FL 323270000 Not Selected Delete Back to Update Contract Details amp Local intranet Protected Mode Off R100 v Clicking the Delete hyperlink at the end of the roll to delete the inactive vendor requires the user to confirm their action Message from webpage o Are you sure you want to C delete this record Only active vendors can be added in FACTS If an inactive vendor is deleted in error it cannot be added back FLORIDA ACCOUNTABILITY E
108. ract Type Outsourcing Capital Improvements Was the Contracted Function Previously Performed by the State a Select Y State Term Contract ID E Contract Status wy Contact s Exemption Justification eas Select ges pert Aem Was the Contracted Function Considered for Insourcing back to Date of Beginning woo the State Original End Date worms Yes No Stetstory Authority eem Did the Vendor Make Capital Improvements on State Property Yes No Capital Improvement Description Contract Involves State or Federal Financial Assistance Business Case Study Done Yes No Do not publish this Contract on the FACTS public website 1 Business Case Date sc ws Recipient Type asaram wea sruacta assistance cunc Legal Challenges to Procurement Yes 8 No See Agency Service Area Provide Administrative Cost Yes No Administrative Cost Percentage Provide for Periodic Increase Yes No Periodic Increase Percentage Value of Capital Improvements Value of Unamortized Capital Improvements Done e amp Local intranet Protected Mode Off v amp 706 v This web page is used to enter the general information for a contract A Main Contract Information Section o FLAIR Contract ID 5 digits alphanumeric required This field identifies the individual contracts within the system for FLAIR processing purposes Input data will be loaded into FLAIR and added to the FLAIR Title file which will allow subsequent FLAIR transactions
109. re are two Search options in FACTS for published contracts accessible from the user s Dashboard by clicking the Search or Edit Contract function hyperlink The first one is the main search page This page contains a limited number of search options Agency Name Vendor Name Agency Assigned Contract ID not the FLAIR Contract ID Contract Dollar Value Beginning and Ending Dates of the Contract and Commodity Service Types The search can also be limited to only contracts with published audits by checking on the Show contracts with published audits only box February 2013 Page 44 of 88 Florida Accountability Contract Tracking System FACTS I User Manual B Advanced Search FLORIDA ACCOUNTABILITY E ci arts Transparencyv CONTRACT TRACKING SYSTEM 7 Logged in As Du oseSllyes DEPARTMENT OF TRANSPORTATION C Advanced Search pm Contract Search Agancy Nama Vendor Name ALL AGENCES AGENCY FOR HEALTH CARE ADMINISTRATION AGENCY FOR PERSONS WITH DISABILITIES Minority Vendor Designation DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES DEPARTMENT OF CHILDREN AND FAMILIES c Contract Dotar Value Agency Assigned Contract ID IT known FLAIR Contract 1D n Contract Execution Fiscal Year Beginning and or Ending Dates of Contract mm dd y Contract Type Commodity Service Type Downioas Commosty Service Types ALL COMMODITY TYPES ABORTIFACENT DRUGS ABRASIVES DENTAL BURS COMPOUNDS ABRASIVES PAPER
110. rocurement Leases having a term of less than 120 consecutive days E s 255 249 FS February 2013 Page 80 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Method of Procurement Codes C Competitive Procurement Code OR E Exception Exemption Description State Board of Administration whether directly or incidentally related to the investment or debt transactions are exempt from the provisions of chapter 287 s 215 44 7 FS Leases less than 5 000 sq ft in a privately owned facility may be obtained via quotes s 255 249 FS and Rule 60H 1 016 FAC Leases more than 5 000 sq ft in a privately owned facility must be obtained through competitive procurement s 255 249 FS and Rule 60H 1 015 FAC Stay in Place Replacement Lease Fair Market Price Negotiations s 255 25 3 3 FS Emergency Lease s 255 25 10 FS State Owned Office Building Lease through the Department of Management Services s 255 503 FS C Leases with Federal Agencies and other State Local Government entities Request for Application Method of competitively awarding State Federal Grants to for profit organizations Non competitively awarded Grants to Governmental Entities non profits or for profit organizations DOT Exemption Florida Seaport Transportation and Economic Development Funding Section 311 07 F S DOT Exemption Seaport freight mobility planning DOT may contra
111. rom this location the Agency User can also click the Contract Summary Form hyperlink to view and print the contract s Summary of Contract Service Agreement form to be submitted to the Bureau of Auditing with the contract s payment voucher Public Users do not have access to either the Update Contract Details button or the Contract Summary Form hyperlink February 2013 Page 46 of 88 Florida Accountability Contract Tracking System FACTS I User Manual The search results can be downloaded to Microsoft Excel by clicking the Download Results link and following the on screen instructions D Advanced Search Results A ACCOUNTABILITY E CONTRACT TRACKING SYSTEM ALL AGENCIES AGENCY FOR HEALTH CARE ADMINSTRATON fa AGENCY FOR PERSONS WITH DISABILTIES Minority Vendor Designation bepaatwen or AGRICULTURE AND CONSUMER SERVICES DEPARTMENT OF CHILDREN AND FAMILES H Contract Donar vawe Agancy Assignsa Contract ib fanow FLUR Contract iO Contract Execution Fiscal vaar Beginning ancor Enaing Dates of Contract mma c Contract Type Commoaty serves Type Downisas Cons Senso T ges 3 ALL COMMODITY TYPES P ABORTFACENT DRUGS F ABRASVES DENTAL BURS COMPOUNDS ABRASIVES PAPER AND CLOTH BACKED ABRASIVES SANDBLASTING J Contract status Matnog of Procurement r conrear sraruses s posi E Aaminstratve Costs 4 Eense Comare Acmnierane Code AYES NO SETHER Renew
112. rring Budget amounts that are entered in the system o Total Budgetary Amount 13 2 digits numeric derived This amount is derived by summarizing the Recurring and Non Recurring Budgetary amounts February 2013 Page 18 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Total Unfunded Amount 13 2 digits numeric derived This amount is calculated by the system to show the difference between the Total Contract Amount and the Total Budgetary Amount It represents potential contract obligations that have not yet been covered by budgetary entries and could represent unprocessed budget amendments or anticipated appropriations of future periods Budget Listing Section o Agency Amendment Reference derived This field identifies and track individual budget entries and comes from the Add Contract Change web page entry Absence of an Agency Amendment Reference or the word ORIGINAL indicates that the budget line is from the original contract entry o Recurring Budgetary Amount Non Recurring Budgetary Amount derived This field identifies that the budgetary amount listed is either a Recurring or Non Recurring Budgetary Amount The amounts are derived from either the original contract entry or contract change web pages o Account Code derived This field identifies the FLAIR account code that relates to the budgetary amount The account codes are derived from either the original contract entry o
113. s stions S s From CFO METHOD OF PROCUREMENT Agency Invitation to Negotiate s 287 057 1 c FAC DOT Invitation to Bid s 337 FS Agency Request for Proposal s 287 057 1 b FS Consultants Competitive Negotiation Act s 287 055 FS Agency Invitation to Negotiate for Public Property And Publicly Owned Buildings s 255 0525 FS DOT Request for Proposal s 334 FS Agency negotiated after recieving fewer than two responsive offers to a competitive procurement S 287 057 6 5 FS Agency Invitation to Bid s 287 057 1 a FS Lottery Competitive Solicitation s 24 105 FS Request for Application method of competitively awarding State Federal grants to non profits and other governmental entities Alternate contract source 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 FS amp Rules 60A 1 002 4 I FAC State Term Contract Purchase with Request For Quotes from Qualified Vendors ss 287 042 2 amp 287 056 FS and Rule 60A 1 043 amp 60A 1 044 2 FAC Leases more than 5 000 sq ft in a privately owned facility must be obtained through competitive procurement s 255 249 FS and Rule 60H 1 015 FAC Leases less than 5 000 sq ft in a privately owned facility may be obtained using quotes s 255 249 FS and Rule 60H 1 016 FAC
114. s 255 or 337 Florida Statutes may have different requirements R Active Renewed Renewals are identified by extensions of the contract dates with additional compensation for additional goods or services The agency is asking the contractor to provide more of the goods or services that were purchased or required in the original contract under the same terms and conditions Renewals must be executed prior to the expiration date of the agreement and must have all the same terms and conditions of the original agreement Renewals are contingent on satisfactory performance evaluation and may be renewed for a period that may not exceed three years or the term of the original contract whichever is longer pursuant to section 287 058 1 g Florida Statutes If the goods or services are purchased as a result of a competitive solicitation the renewal price must be specified in the bid proposal or reply T Terminated This status identifies contracts that are terminated prior to the date established in the contract by either of the parties o Date of Execution 8 digits numeric required This field identifies the date the contract was executed by all parties The date must be input using the MM DD YY YY format or selected from the pop up calendar that is activated by clicking in the date box and it must be a valid date The pop up calendar has drop downs for the month and year which change to the available dates on the calendar Clicking on a
115. s to a value of No o Method of Procurement 2 digits alphanumeric required must be selected from a drop down list The system has established Contract Methods of Procurement and Procurement Exemption codes for use in the system The codes identify either the methods of competitive procurement that were used for the contract or the reason that a competitive procurement was not undertaken They will be February 2013 Page 12 of 88 Florida Accountability Contract Tracking System FACTS I User Manual displayed for selection through a drop down box activated by clicking on the down arrow on the right side of the box and are the only valid input into this field The valid codes are listed in Appendix 1 of this manual o Method of Procurement Full Description retrieved This field contains a description of the method of procurement and is retrieved based on the indicator that is selected from the Method of Procurement drop down box o State Term Contract ID up to 50 digits alphanumeric conditionally required This field provides the reference to the specific DMS State Term contract identifier when the goods or services acquired under the contract were procured under the terms of a State Term contract It is required input if the Method of Procurement is equal to A B or D o Contracts Exemption Justification up to 2 000 digits alphanumeric conditionally required This free form field is to be used to ex
116. s z Q8 Hv ie TSFACTSWorkshop061312 My fece f Functional Requirements for Contract Reporting System Phas Documents Functional Requirements for Contract Reporting System Phas Functional Requirements for Contract Reporting System Phas fEFunctionalRequirementsforContractReportingSystemPhaseOn fEFunctionalRequirementsforContractReportingSystemPhaseOn f FundionalRequirementsforContractReportingSystemPhaseOn FundionalSpedifications10061 1 f Meeting Minutes Policy Group Meeting 12 19 11 E SampleBatchFile 012012 amp SampleExcelConversionFile I SampleSCRSBatchFile12022011 File name Sample SCRSBatchFile 12022011 Files of type All Fies Once the user has clicked the Upload File button the Upload History web page appears displaying two sections The first section Log File lists the files that have been uploaded and are pending processing by FACTS The second section Log File lists the uploaded files that have been processed by FACTS within the last 30 days It takes up to 24 hours after uploading a file for FACTS to process it FACTS upload file naming convention is Type of Upload BACT_ of WEB_ Date and Time YYYYMMDDHHMMSS_ FACTS User ID_ and Agency OLO February 2013 Page 51 of 88 Florida Accountability Contract Tracking System FACTS I User Manual FLORIDA_ACCOUNTABILITY CONTRACT TRACKING SYSTEM Logged In As testkaren FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHB
117. sing or be incorrect one or more of the following error messages will appear at the bottom of the page The user must provide the required information or correct the error before the system will allow the user to proceed to the next input page FLAIR Contract ID is required FLAIR ID already exists Short Title is required Long Title is required Agency Contract ID is required February 2013 Page 15 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Original Contract Amount is required Original Contract Amount is invalid number Incorrect Format Contract Type is required Contract Status is required Date of Execution is required Date of Execution is invalid date Incorrect Format Date of Beginning is required Date of Beginning is invalid date Incorrect Format Statutory Authority is required Method of Procurement is required Agency Manager Name is required Phone Number is required Phone Number is invalid Incorrect Format Email is required Email is invalid Incorrect Format General Description is required Contract Type is invalid Required Contract Status is invalid Required Method of Procurement is invalid Required Contract Exemption Justification is required for the selected Method of Procurement February 2013 Page 16 of 88 Florida Accountability Contract Tracking System FACTS I User Manual IV Budget Screen DUXUUTIUPESSINCUITUN I Logged In As DuBoseBillye
118. sion is the continuation of an existing contract for a period of time under the same terms and conditions Unless authorized by statute a contract extension must be signed prior to the expiration date of the existing contract Section 287 057 12 Florida Statutes authorizes contract extensions once for up to six months Contracts procured under other Statutes such as Chapters 255 or 337 Florida Statutes may have different requirements February 2013 Page 36 of 88 Florida Accountability Contract Tracking System FACTS I User Manual R Renewal Renewals are identified by extensions of the contract dates with additional compensation for additional goods or services The agency is asking the contractor to provide more of the goods or services that were requested in the original contract under the same terms and conditions Renewals must be executed prior to the expiration date of the agreement and must have all the same terms and conditions of the original agreement Renewals are contingent on a satisfactory performance evaluation and may be renewed for a period that may not exceed three years or the term of the original contract whichever is longer pursuant to section 287 058 1 g Florida Statutes If the goods or services are purchased as a result of a competitive solicitation the renewal price must be specified in the bid proposal or reply o Amendment Amount 13 2 digits numeric do not use the sign required This fi
119. ssages Once the user has added the information on the web page the user must click the Add or Next button at the bottom of the page to proceed to the next input web page Should any of the required information be missing or incorrect one or more of the following error messages will appear at the bottom of the page The user must provide the required information or correct the error before the system will allow the user to proceed to the next input page Agency Amendment Reference is required Amendment Amount is required Amendment Amount is invalid Incorrect Format Amendment Effective Date is required Amendment Date is invalid Incorrect format Amendment Execution Date is required Amendment Execution Date 1s invalid Incorrect Format Change Description is required Must use Edit Previous Contract Change hyperlink to edit a previously entered contract change February 2013 Page 38 of 88 Florida Accountability Contract Tracking System FACTS I User Manual IX Add CFDA CSFA E ale E ee Se Ee ict ee FLORIDA ACCOUNTABILITY 1 Contract FAQ Contact Us Message CONTRACT TRACKING SYSTEM Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BUND DASHBOARD CHANGE PASSWORD LOGOUT CFDA CSFA Agency Contract ID test8 FLAIR Contract ID TESTE Contract Long Title testing REQUIRED FIELDS Add CFDA Add CSFA CFDA Code CSEA Code Add CFDA Add CSFA No CFDA Codes have been added to the cont
120. t includes active agency contracts as of 5 20 2013 1 00 AM View contract detail information using FACTS Main or Advance Contract Searches 2 Print the chart by right clicking your mouse on the chart and clicking Print Chart 3 Navigate to the next chart by using the chart dropdown or clicking one of the links at the bottom of the page 4 Click here to see Contract Type definitions Number of Active Contracts by Agency Number of Active Contracts by Contract Type Contract Amount by Method of Procurement Contract Amount by Agency Contract Amount by Contract Type February 2013 Page 67 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Clicking here to see Contract Type definitions hyper link displays the following Contract Type Definitions Grant Award Agreements The receipt of grant dollars by a reporting entity that are either federal or state financial assistance or grant funding by another non governmental entity Grant Agreements will not be required for inclusion in the FACTS system during the initial implementation of the system Grant Disbursement Agreements Contracts for the expenditure of funds associated with either a Catalog of Federal Domestic Assistance CFDA number a Catalog of State Financial Assistance CSFA number or a grant from a non governmental entity to a recipient or sub recipient by the reporting entity These contracts are identified using the vendor chec
121. the system will allow the user to proceed to the next input page At least one budget must be added to the contract Amount Type is required Account Code is required if Amount is not zero Account code is invalid Not a valid FLAIR Disbursement Account Code Fiscal Year Effective Date invalid Incorrect Format February 2013 Page 20 of 88 Florida Accountability Contract Tracking System FACTS I User Manual V Vendor Information FLORIDA ACCOUNTABILITY N Contract FAQ ContactUs Message Transparency v CONTRACT TRACKING SYSTEM Queer Sii Apache RCFO Atari Vida Logged In As testkarent FLORIDA SCHOOL FOR THE DEAF AND THE BUND DASHBOARD CHANGE PASSWORD LOGOUT Vendor Information L Agency Contract ID test FLAIR Contract ID TESTS Contract Long Title testing Add Vendor No Vendors have been added to the contract Back Next This web page is for entering the vendors payees of the contract A Entry Section o Contractor s Vendor Identifier 21 digits alphanumeric required This field uniquely identifies the contractor that will provide the goods or services Input values will be edited against the FLAIR Statewide Vendor file the FLAIR Accounts Receivable Customer files or the FLAIR Account Description file Statewide Vendor file entries should contain both the prefix and sequence numbers FLAIR Accounts Receivable Customer files should include the prefix but no sequence number since the file does
122. this form is true and correct the goods and services have been satisfactorily received and payment is now due understand that the office of the State Financial Officer reserves the right to require additional documentation and or to conduct periodic post audits of any agreements Contract Manager Name printed mmama nann mda nanma Meta n Done February 2013 Page 50 of 88 amp amp Local intranet Protected Mode Off J v 9412595 v Florida Accountability Contract Tracking System FACTS I User Manual XIII Upload Contract Info Contract information required to be entered in FACTS can be batch loaded using the Upload Contract Info function hyperlink on the Dashboard Batch file requirements can be located at http www myfloridacfo com aadir FACTSProjectDocumentation htm FLORIDA ACCOUNTABILITY Contract FAQ ContactUs Message Transparency v CONTRACT TRACKING SYSTEM Logged In As testkaren1 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND DASHBOARD CHANGE PASSWORD LOGOUT Upload History Browse Upload File Clicking the Browse button allows the user to locate the upload file on their computer or network Once the file is located clicking the Open button in the Choose File to Upload dialog box will cause the file name to be entered in the empty file Then clicking the Upload File button will initiate the upload process Choose File to Upload Look in E Webste Document
123. ting entity that are either federal or state financial assistance or grant funding by another non governmental entity Grant Agreements will not be required for inclusion in the FACTS system during the initial implementation of the system e GD Grant Disbursement Agreements Contracts for the expenditure of funds associated with either a Catalog of Federal Domestic Assistance CFDA number a Catalog of State Financial Assistance CSFA number or a grant from a non governmental entity to a recipient or sub recipient by the reporting entity These contracts are identified using the vendor checklist to classify them as either vendors or sub recipients Contractors who are identified as vendors should be classified as Contract Type SC Standard Two Party agreements by statute and are required to be reported in FACTS Contractors determined to be sub recipients will not be required for inclusion in the FACTS system during the initial implementation of the system They are scheduled for inclusion during phase five which is scheduled to be implemented in 2013 but may be included earlier if the user agencies opt to do so e MA Master Agreements Agreements where the pricing is agreed upon at the point of execution However services are not authorized to begin until a separate contractual document is issued 1 e task or work orders Examples of this would be surveyor contracts issued by the Department of Environmental Protection or engi
124. to the available dates on the calendar Clicking on a date in the calendar will populate the date box with the date in the correct format o Cost Accumulator up to 60 digits alphanumeric optional This optional field is provided to allow agencies to assign a FLAIR OCA Grant or Project ID code to entries Input will not be validated against the related FLAIR files o Agency Amendment Reference 8 digits alphanumeric required The agency user must enter this to identify and track individual budget entries This field is only displayed if a contract change has been recorded on the contract Once a contract has a contract change recorded this field will be displayed requiring the user to select the appropriate reference original contract or change to track and identify the budget entry Totals Section o Original Contract Amount derived data This is the Original Contract Amount entered in the Main Contract Information section of the Contract page o Total Contract Amount 13 2 digits numeric derived This amount is derived from the sum of the Original Contract Amount and Amendment Amounts that are entered in the system o Total Recurring Budgetary Amounts 13 2 digits numeric derived This amount is derived from the sum of contract Recurring Budget amounts entered in the system o Total Non Recurring Budgetary Amounts 13 2 digits numeric derived This amount is derived from the sum of contract Non recu
125. ttached to them in FACTS may be submitted to FACTS info MyFloridaCFO com for loading into the system Please confirm that the changes supported by the images are recorded in FACTS before submitting new images Images may only be attached to existing amendment records in the system The Department is not accepting images for any other contracts at this time Please contact FACTS Info MyFloridaCFO com if you have any questions regarding this process February 2013 Page 64 of 88 Florida Accountability Contract Tracking System FACTS I User Manual XX Charts amp Reports Various charts and reports are avail to both the public and agency users of FACTS Clicking the Charts amp Reports down arrow displays the following list of charts and reports FLORIDA_ACCOUNTABILITY V Chartsv Transparencyv Questions Sta From CFO Atwater m down CONTRACT TRACKING SYSTEM ncy Number of Active Contracts by Contract Tyr User ID Contract Amount by Password Method of Procurement Contract Amount by Agenc Terms of Use gay This site is a Florida state government site intended to capture and riii a tauia information If you are not authorized to log into this system exit nov download data Unauthorized changes to the system and data are lo8 Instances of unauthorized access or modification may result in legal a n Authorized agency representatives are custodians of the data contained in this system Entering and managing acc
126. urate data is each custodians responsibility Authorized users are prohibited from sharing username and password information All changes made in the system are recorded under each user s account The Department of Financial Services does not screen the content provided by each Agency Confidential inaccurately redacted or incorrect data files loaded into the system are the responsibility of authorized agency representatives and the agency to resolve Inquiries related to inaccurate confidential or trade secret information received by the Department of Financial Services will be directed to your Agency contact on file P amp Local intranet Protected Mode Off fa v 1006 v 1 Clicking Number of Active Contracts by Agency will display the following 9 FLORIDA S CHIEF FINANCIAL OFFICER FLORIDA ACCOUNTABILITY 7A Contract FAQ ContactUs Message Chartsv Transparencyv h CONTRACT TRACKING SYSTEM Number of Active Contracts by Agency Number of Active Contracts for Top 5 Agencies Questions ncies From CFO Atwater amp Reports Florida DEPARTMENT OF TRANSPORTATION iil DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES STATE COURTS SYSTEM P amp Local intranet Protected Mode Off tq v R100 v Clicking the See Number of Active Contracts for the Remaining Agencies displays the following February 2013 Page 65 of 88 Florida Accountability Contract Tracking System FACTS I User Manual FLORID
127. user to Transparency Florida website where other web applications are available to inform individuals about Florida s financial activities e Dashboard Change Password and Logout hyperlinks are also available at the top of every web page so the user can return to the Dashboard change their password or logout of FACTS e Global A amp A System Messages is how the DFS Division of Accounting and Auditing provides system related messages to all FACTS users e FACTS functional hyperlinks will take the Agency User to the separate locations in FACTS to complete needed tasks o Add New Contract allows the user to start adding a new contract o Search or Edit Contract takes the user to a location to search for a contact and then edit the contract if necessary February 2013 Page 5 of 88 Florida Accountability Contract Tracking System FACTS I User Manual O Upload Contract Info is the location where an agency can upload a batch file to FACTS for nightly processing e Reports are available on the FACTS dashboard to help agencies monitor the accuracy of information in FACTS o View Unfinished Contract Entries This report allows the Agency User to view those contracts not published to the public view so they can be completed and published o View Active Contracts with Past End Date This report lists FACTS agreements in Active status with an expired end date Use this report to determine if expired agreements need to be updated to Clos
128. using the data It is unique to a single contract and cannot be duplicated within an agency for ten years The field is required for all Contract Tracking System transactions and is allowed on all FLAIR transactions It is required on all FLAIR disbursement transactions for the related contract and will be used to retrieve expenditure data by contract for reporting on the internet Each Agency will determine how to assign FLAIR Contract ID s within their agency If when entering a contract the following message is received FLAIR ID already exists it is referring to this ID not the Agency Contract ID This is the FLAIR ID that is titled on the Contract Title File o Short Title up to 10 digits alphanumeric required This required field is used to populate the FLAIR Title file and is retrieved for reporting purposes Agencies should use the space to record something that would assist them in identifying the contract o Long Title up to 60 digits alphanumeric required This required field is used to populate the FLAIR Title file and is retrieved for reporting purposes The entry in this field should identify the contract in a manner that would be meaningful to the public February 2013 Page 7 of 88 Florida Accountability Contract Tracking System FACTS I User Manual o Agency Contract ID up to 50 digits alphanumeric required This field is used to identify agency assigned contract identifiers that are larger than the
129. w contract information to its public website To help ensure this FACTS provides a Do not publish this Contract on the FACTS public website check box on the Add New Contract webpage Contract Procurement Information Auborena Advanced Payment verts Son Toe rd Lan Tite sasa Memos of Presurenant Ful Dasorosen Contact Seat mem EL Contract Manager Information Agency Varage Nar Prane Nene gt sommes General Description Outsourcing Capital Improvements Was sa Corta Functor Poor Parcas ty me Ste veis We te Certa Fonction Command tor Intowang back ite cae Ye Ne Did the Vendor Maka Capea improvements on State Property Yer Me Capen mese Denton Vete of Capas improvemeste 5 Yat of Uramersses Caprai movements amp amp Local intranet Protected Mode Off Y 75 7 This field is used to indicate if the contract contains confidential and or exempt information pursuant to Florida law This field is a checkbox where a check indicates Yes this contract contains confidential and or exempt information pursuant to Florida law and should not be sent to the FACTS public website and a blank indicates No this contract does not contain confidential and or exempt information pursuant to Florida law and should be sent to the FACTS public website An input value of Yes will trigger a user message box when clicking the Finish Contract button at the conclusion of contract entry requiring a c
130. web page The information on this page is downloadable by clicking the Download Results button FLORIDA_ACCOUNTABILITY 7 CONTRACT TRACKING SYSTEM Logged In As DuBoseBillye3 DEPARTMENT OF ENVIRONMENTAL PROTECTION DAIHEOARD CHANGE PA 1 1WORD LOGOUT View Active Contracts With Inactive Vendors AGENCY NAME am CONTRACTED a CONTRACT SATE XENDOR D XENLOR NAMES DEPARTMENT OF ENVIRONMENTAL PROTECTION 3211 Active C270578968 FAIRYTALES WEDDING DEPARTMENT OF ENVIRONMENTAL PROTECTION CA001 Active C591693016 ADVANTUS LEISURE MANAGEMENT SVS DEPARTMENT OF ENVIRONMENTAL PROTECTION A002 Active C203691445 PIRATES WATER TAXI DEPARTMENT OF ENVIRONMENTAL PROTECTION CA005 Active C592404869 LOWE S TUBELAND INC DEPARTMENT OF ENVIRONMENTAL PROTECTION CA006 Active C202902844 M CRUZ RENTALS LLC DEPARTMENT OF ENVIRONMENTAL PROTECTION A007 Active C592560549 BUFFALO JOE S INC DEPARTMENT OF ENVIRONMENTAL PROTECTION CA009 Active C592437606 COIN O MATIC DEPARTMENT OF ENVIRONMENTAL PROTECTION CA010 Active C271580884 CACTUS JACK S TRAIL RIDES DEPARTMENT OF ENVIRONMENTAL PROTECTION CA011 Active C592988623 HEALD LAUNDRIES INC DEPARTMENT OF ENVIRONMENTAL PROTECTION CA012 Active 266235717 TRI COUNTY VENDING INC Oe aro eri 112 2 4 s e 7 2 B Next gt gt Download Resuits Done amp Local intranet Protected Mode Off fg v 280 v The search results listing for the View Active Contracts With Inactive Vendors Page is e Agency Name
131. y to a recipient or sub recipient by the reporting entity IA Memorandum of This is a two party agreement where Agreement Understanding or Interagency the terms may not be specified in law Agreement These agreements are typically between governmental entities MA Master Agreement This is an agreement where the pricing is agreed upon at the point of execution However services are not authorized to begin until a separate contractual document is issued i e task work order MP Multi Agency Participation Agreement This is an agreement where the pricing is agreed upon at the point of execution However multiple agencies are allowed to receive the services being provided by the Vendor No separate written agreement is needed for the participating agencies NO NoCeiling Rate Agreement This is an agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utilities agreements and task directed rate agreements February 2013 Page 77 of 88 Florida Accountability Contract Tracking System FACTS I User Manual Contract Type Codes Titles and Definitions Code Title Definition PO Purchase Order This is a document sent to the Vendor that the reporting entity uses to purchase services or commodities at a specific rate and or terms The Vendor acknowledges acceptance by delivering the services or c
132. y wages etc with a periodic reconciliation of incurred cost before the conclusion of the contract A cost reimbursement contract is used when an accurate estimate of the final cost cannot be determined Usually with a not to exceed maximum Contracts having a larger estimated contract cost and an accurate estimate of the final cost cannot be determined but assures the vendor a profit or fixed award for meeting or exceeding performance targets including any cost savings Contracts pay a fee that rises as the contractor s costs rise Because this contract type provides no incentive for the contractor to control costs it is rarely utilized Contracts having a larger estimated contract cost and an accurate estimate of the final cost cannot be determined but assures the vendor a flexible award for meeting or exceeding performance targets including any cost savings Florida Accountability Contract Tracking System FACTS I User Manual Method of Payment Codes Descriptions Definitions Contracts having a larger estimated contract cost and an accurate estimate of the final cost cannot be determined but assures the vendor a fixed award for meeting or exceeding performance targets including any cost savings Cost Reimbursement Plus Award Fee Contract results in revenue for the Revenue Generating agency Basis for payment established in the agreement Contract results in no cost no AO ost disbursements to the ag

(FACTS) User Manual - Florida Department of Financial Services

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