Department of Management Services
Client Agency Agreements
CAAs are arrangements between the Department of Management Services (DMS) and a client agency for DMS to manage a capital improvement project on the client agency’s behalf, per section 255.31, Florida Statutes. For project management services, DMS is statutorily authorized in section 215.196, Florida Statutes, to assess a DMS fee for this service.
IMPORTANT NOTE BEFORE BEGINNING THE CAA PROCESS: DMS automatically provides a project probable cost for all CAAs which includes code compliance, DMS construction guidelines, life safety requirements, etc. This is part of DMS’ comprehensive project management service to client agencies.
How the CAA works:
- The client agency completes the CAA Request Form (
1.86 MB) and submits it to PMR@dms.myflorida.com. - DMS will review the completed CAA Request Form for feasibility including factors such as adequate funding, scope, and timeline to complete. The DMS project manager will incorporate any additional project costs that may be required to complete the project and return to the requestor for approval. If the client agency approves the project, DMS will draft a CAA and send to the client agency via email for signature.
- Client agency returns the signed CAA to DMS via email or postal service.
- DMS executes and provides a copy of the executed CAA to the client agency. For reference, here is an example of a Client Agency Agreement ( 1.20 MB).
- DMS manages the project, however, financial/budgetary controls remain with the client agency. (DMS will provide consultation and assistance in this area, if needed.)
- By entering into a CAA, the client agency gives DMS the authority to enter into contracts on the client agency’s behalf
Deadline: CAA and/or amendments must be fully executed six months prior to funds reversion date.
- Example: If a CAA is funded using Operating funds which expire September 30, 20XX (if certified forwarded), the Requesting Client Agency must have the CAA request submitted and a contract executed by all parties no later than March 30, 20XX. DMS typically requires two weeks for drafting and executing a CAA.
- No new CAA requests will be accepted after March 31 for the current fiscal year.
- Amendments to existing CAAs after March 31 will be reviewed on a case-by-case basis.
Additional Tools and Tips
Client Agency Budget Release
DMS recommends that each Client Agency follow its Agency’s internal budget release process. For additional assistance, please call Donna Vollertsen, Chief of Business Support Services, at 850-487-1120.
Office of Policy and Budget (OPB) Approval
Per Memo #12-019, each agency shall submit contracts or contract amendments in excess of $1 million to OPB for approval and send to the Contracts Administrator before the contract or contract amendment can be signed. This step is to be completed by the Client Agency.
Contract/Encumbrances
Please use the CAA best practices document ( 179.79 KB) provided by DMS for encumbering CAAs, Architect/Engineer contracts, and Construction Manager contracts.
DMS Fee Calculator
The DMS fee for managing a project becomes part of the Architects Incidental Trust Fund. The fee amount can be determined using the DMS CAA Fee Calculator. This calculator is only to be used as a guide, with the actual fee being determined by the DMS Contracts Administrator upon request of a CAA or CAA amendment.
Transferring Funds between Projects
DMS does not have authority over the Client Agency’s budget, only the approval to spend up to the agreed upon amount on the specified project. Effective July 1, 2017, no amendment requests to move CAA funding between existing CAA projects may be processed. Each project must be closed out via an amendment and a new CAA must be requested.
Federally Funded Projects
Federally funded projects executed under Client Agency Agreements are subject to the Davis Bacon Act which increases project costs. Please be mindful of the potential impact to project budgets prior to making a request.
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