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21 FUNCTIONAL AREA DEFINITION The procurement functional area is responsible for advertising and awarding the construction contracts to outside construction contractors, including all documents and processes required by applicable statutory regulations. PROCUREMENT FUNCTION DELIVERABLES Responses to the survey questionnaire revealed the deliver- able types or datasets shown in Table 8 as being received, processed, or sent through the procurement functional area. Responses are indicated by two numbers: response count followed by percentage of total responses for the functional area. ADVANCED PROCESSES FDOT performs the following best practice in the procure- ment functional area: ⢠Internally: A secured CD is created containing elec- tronic final plans that is authenticated using the Profes- sionalâs Electronic Data Delivery System (PEDDS) application. The CD is authenticated to contain the final versioning of all drawings and is then reviewed for QA and project compliance. ⢠Externally: The FDOT Contracts Administration Office adds a proposal form to the Plans & Specs version of the CD and makes copies for delivery to external contrac- tors that bid on the project. ⢠Life cycle: The CD-ROM is utilized to collect agency data through all stages of the project. See O&M func- tional area in chapter six. Case Study: FDOT ⢠Work-Flow Process Diagram. Figure 10 shows a data work-flow diagram for a procurement functional area. ⢠Software Applications Utilized. Table 9 displays the software applications and data formats extracted from the IDEF0 diagram for the FDOT procurement func- tional area. ⢠Hardware and Networks. Linux and Microsoft Win- dows Servers are utilized. ⢠Challenges and Process Adjustments. The FDOT reported the following barrier and challenge to advanced processes implementation: â To deliver electronic drawings (CAD) to contrac- tors, legislative action was required for acceptance of digital signatures to replace physical engineerâs stamps on paper drawings (approval of professional engineer). CHAPTER FIVE INFORMATION TECHNOLOGY FOR PROCUREMENT Da ta Ty pe Receive Process/Generate Send Bi ddi ng Do cu ment s 13â52% 20â80% 12â48% Su rv ey 10â40% 8â32% 6â24% Dr aw in gs 11â44% 14â56% 8â32% Su ppl ementa l Sp ec s 17â68% 18â72% 15â60% Pa y It em Qu an ti ti es 16â64% 18â72% 15â60% Bi d Re su lt s/ Ta bs 15â60% 21â84% 18â72% Ot he r Da ta : Pr of e ssi on al Se rv ic es Pr oc ur ement 1â4% 1â4% 1â4% In vi ta ti on to Bi d 1â4% 2â8% Co nt ra ct Fu nd in g 1â4% 1â4% Co nt ra ct or Bi d 1â4% 1â4% A ddend um s 1â4% 1â4% 1â4% Bi d Sp ec ific at io ns 1â4% 1â4% Pr od uc t/ Pr oc e ss Qu a lit y 1â4% TABLE 8 DATA RECEIVED, PROCESSED/GENERATED, SENT FROM DOT PROCUREMENT FUNCTIONAL AREAS
FIGURE 10 FDOT data work-flow diagram for procurement functional area. Application Software ApplicationâVendor Data File Formats Project Compliance PEDDSâFDOT Proprietary/Open Project Compliance Indexer Proprietary/Open Project Compliance Journaler Proprietary/Open TABLE 9 SOFTWARE APPLICATIONS AND DATA FORMATS USED BY FDOT PROCUREMENT FUNCTIONAL AREA 22