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Department of Management Services

Client Agency Agreements

Client Agency Agreements (CAA) are arrangements between the Department of Management Services (DMS) and a Requesting Agency (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.

 

How the CAA works:

  1. The Client Agency completes the CAA Request Form (Adobe PDF Document 575.28 KB) and submits it to PMR@dms.myflorida.com. For reference, here is an example of a Client Agency Agreement (Adobe PDF Document 1.20 MB).
  2. DMS will review the request for feasibility including factors such as adequate funding, scope, and time to complete. If the project is approved, DMS will draft a CAA and send to client agency for signature.
  3. Client agency returns signed CAA to DMS.
  4. DMS executes and provides a copy of the executed CAA to the client agency.
  5. DMS assigns a project manager and the project begins.
  6. DMS manages the project, however, financial/budgetary controls remain with the Client Agency.  (DMS will provide consultation and assistance in this area, if needed.)
  7. 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 (Adobe PDF 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 Money 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.