Writing an Effective Executive Summary

1
Writing an Effective Executive Summary

• For Purchasing Department Approval

2
Introduction

• When BCC approval is required for an ES
• Easy step-by-step instructions on how to
  effectively compose an ES
• Where to find example summaries

3
When an ES is Required

• To award Solicitations (ITB or RFP) Bids over
  50k and all negotiated RFP contracts
• CCNA Work Orders over 200k
• Change Orders to Contracts or Work Orders
• Waivers of Competition

4
Items That Do Not Require BCC Action

• Florida State Contract Purchases
• GSA Schedule 70 Procurements
• (i.e., information technology)
• Piggybacking other Governmental Entitys Contract
• (Purchasing Director has approval authority)

5
Leases Agreements

• Under 50k, require Purchasing Directors
  authorization
• Over 50k, require both Purchasing Directors and
  BCC approval

6
Example Summaries

• Example summaries can be found on
  www.colliergov.net/purchasing
• Some examples include recommendation to award
  (and in some cases, reject) RFP, ITB, Budget
  Amendment, Change Order, Work Order Amendment,
  Emergency PO approval, sole source, etc.

7
Executive Summary Format

• Title
• Objective
• Considerations
• Fiscal Impact
• Growth Management Impact
• Legal Considerations
• Recommendations
• Preparer

8
Title

• Always starts out with Recommendation to award
  or Authorization to .
• Example Recommendation to award Bid No. 08-XXXX,
  Victoria Park West Stormwater Improvements to
  Construction Co. Inc. in the amount of
  500,000.00 (Project 600000).

9
Objective

• State benefit to County and/or public
• Example To award an annual contract to supply
  the necessary materials and labor for the milling
  of existing Collier County asphalt

10
Considerations

• Provide background on issue who, what, where,
  when, why and how.
• Give date and addenda item of previous BCC action
• Provide Purchasing details (date of bid, etc.)
• Example The bid was advertised on September 18,
  2007 and two hundred and thirty two (232) notices
  were sent to potential bidders. On October 18,
  2007, eleven (11) bids were received and reviewed
  by Staff. Responsive bids were received from the
  following firms The project is located in the
  Victoria Park West Subdivision, in Section 26,
  Township 48 South, Range 25 East, in Collier
  County, Florida.

11
Fiscal Impact

• State amount, if budgeted and funding source
  (include grant monies)
• State if recurring costs and source
• State FY affected
• If County-wide, provide statement that funds for
  this purchase are available within the budget of
  the following using departments

12
Growth Management Impact

• If action does not impact growth management
  include
• There is no growth management impact associated
  with this ES
• XZY Park is inventoried in the Growth Management
  Plan
• Preservation of listed species is supported in
  the Growth Management Plan

13
Legal Considerations

• This section must be drafted by County Attorney
  office staff
• Recommendation
• Example That the Board of County Commissioners
  award Bid No. 08-XXXX, Victoria Park West
  Stormwater Improvements to Construction Co.
  Inc., and authorize the Board Chairman to execute
  the standard, County Attorney approved contract.

14
Prepared By

• Name, title and department of Preparer
• List all attachments (e.g., bid tabulations, back
  up documentation, etc.)

15
Final Preparation

• Always spell check and grammar check document and
  verify recommended award amounts with bid
  tabulation and/or contract
• Email ES document in Word to Procurement
  Strategist for review prior to uploading in
  Agenda Central
• Contact Purchasing for required reviewers for
  Agenda Central items

16
Format of ES

• Bold Title
• Arial font, 12 pitch
• Justified right hand margin
• 1 margins on all sides

17
Summary

• Not all actions require BCC approval
• Examples of various Executive Summaries are
  available on the Purchasing web page
• If you have any questions about the ES process,
  contact your Procurement Strategist