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Procure Services

Procure Services


Procure Process Slide1Perform all procurement and contracting activities to ensure Program service needs are continually met in a timely manner.
Procure Services encompasses the work required initiate and manage the procurement process, and effectively negotiate contracts that provide the best value to the Department while delivering high quality services. This function is critically important as it is driven by and supports the needs of the other functions.

Why do we need Procure Services as a shared service?

Operating the Bureau of Contracts as a shared service is not a new idea. In fact, the Bureau’s services have been shared by all program areas for quite some time, and the “introduction” of shared services in DJJ’s contracting activities may seem a little redundant.
However, a thorough analysis of our operations has shown significant room for improvement, and strengthening the Bureau of Contracts capabilities as a shared service will offer great advantages to the Department. Looking at the “lifeline” of any relationship between the Department and a service provider, it makes sense to include the very first phase – establishing such a relationship through contracting – into the overall provider management project. Procure Services is the origin of all our services provided to our youth. A strong, efficient, and highly professional Bureau of Contracts is therefore crucial for all our provider management efforts.
Having the more routine administrative work performed in a shared service will offer a variety of benefits to the Department:
  • Higher efficiency of team members thanks to clear-cut responsibilities and higher expertise.
  • Better outcomes thanks to strategic planning and using the right procurement tools to get better services for our tax dollars.
  • Better service to program areas resulting from implied knowledge sharing among contract administrators.
  • Better service to providers resulting from consistent procurement practices.
Applying a shared services approach for procurement and contracting across all of our program areas will better enable the Department to meet the needs of the youth in our care. 

Together with the program areas, the Bureau of Contracts has already achieved a variety of improvements:

Procurement StrategyA unified procurement strategy informs decision-making across the department. Together with the Executive Leadership Team, the Bureau of Contracts has developed a procurement strategy to help with operational decision. The strategy defines the Bureau’s self-image and highlights the most important features of its desired nature. 

Long-term planning allows for strategic thinking. With new tools in place, program areas are enabled to plan procurements ahead of time. This kind of forward thinking will allow program areas to look at different procurement types and decide which procedure will likely provide the optimal outcomes. The Bureau of Contracts can assist the program areas in this decision-making process.

Internal alignment allows efficiency and knowledge sharing. Bureau of Contracts’ personnel has been organized in teams dealing with specified program areas. This allows team members to develop program specific expertise and fosters cooperative working relationships in a planned team approach. Of course, the close proximity and the collaborative nature of the Bureau allow quick reactions if unplanned needs arise. 

Better coordination through improved communication. Governance – the institutionalized schedule for meetings and reporting – allows the Bureau of Contracts to deliver the best possible service to program areas. An institutionalized series of meetings will help the bureau to coordinate all procurement activities, voice concerns and issues, and make sure that nothing falls through the cracks. 

Additionally, we have achieved a variety of other improvements that will enable the department to be more efficient and transparent:
  • Greater internal and external consistency through standardized procedures across all program areas
  • Greater flexibility through proactive workforce resource planning
  • More efficient use of supporting technology, such as our contract tracking system
The Bureau of Contracts is currently working on embedding the changes mentioned above and expects to see efficiency gains in the near future.  However, initiatives like this generate a lot of questions. It is encouraged to provide any feedback and questions, comments, or concerns. Please feel free to reach out to Bob Roller (bob.roller@djj.state.fl.us), Bureau Chief of the Bureau of Contracts.

Procurement Strategy