Transcript Slide 1

April 22, 2009
9:00 am to Noon
1
PPC AGENDA
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13.
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Finance Transformation – Jeff Mandel & Randy Schmoyer
BMWBO –Millicent Brown and Beth Nonemaker
Materials - Walt Quade
Services – Roxana Dietz
PCI & PIBH Presentation – Betty Goodling and Al Baker
SRM – Joan Kraft, Cheryl Kleeman and Sue Rojas
Customer Support Center – Mike Starr
E-Alert Project – Sue Plecker
Legal – Chuck Anderson
Training – Jeff Mandel
Green Procurement – Paul Wolf
UNSPSC – Paul Wolf
Thresholds – Jeff Mandel
Bureau of Payable Services
3
Bureau of Payable Services
The Bureau of Payable Services will manage the accounts payable function across the Commonwealth in a
centralized structure, allowing for the implementation of standardized processing and procedures that will
facilitate monitoring and control while improving transaction time.
Contracts Division
The Contracts Division will manage service RFPs, contracts, purchase orders and grant agreements across the enterprise in a
central unit.
Invoice Processing Division
The Invoice Processing Division will review, verify, and process enterprise-wide Purchase order (PO) and Non-PO
invoices, including grants, agency- and comptroller-generated invoices, and manage exception processing in a central
location. The division will be divided into:
• PO Processing, which will occur in units based on work distribution and have supervisors overseeing a team of processors.
• Non-PO Processing, which will have a Pcards / Advancement accounts payment group, and customer-based units.
Bureau of Payable Services
Exception Processing, which will include a Quality Control unit that works with Dept of Revenue to scan and index
invoices before any information gets into SAP and address issues with invoices that have been entered into SAP that
the PO and non-PO group cannot complete because of additional effort required.
Payable Services Center (PSC) Division
The PSC Division will serve as the primary point of contact for Commonwealth external vendors. The division’s main
responsibilities include: handling vendor activities (W 9’s, 1099’s, Replication, master vendor file support corrections),
issuing resolutions through the call center, maintaining vendor data across the enterprise, scanning documents (such as
Contracts) that are not scanned centrally by the Department of Revenue, and providing mailroom support for all of the
Comptroller Organization.
4
Procurement Announcement Form
5
•
Required for Service Procurements between $20,000 $250,000
•
Required for all Independent Agencies that are not
required to obtain DGS delegation
•
If Service Procurement is anticipated to be greater than
$250,000 the DGS “Request for Delegation Form” should
used instead of this form
Procurement Announcement Form
6
Procurement Announcement Form
• Form can be obtained from:
DGS Website – Procurement Forms
• Submit Form to:
[email protected]
7
Finance Transformation
Current
Future May 11th
SRM Solicitation Approval – all IFB and
RFP with Services require Comptroller
approval
SRM Solicitation Approval for Services –
No Comptroller approval for bid invitations
that have standard terms & conditions
(Non-standard T & C’s require approvals)
Complete the new DGS/OB solicitation
form and participation in the evaluation
process based on risk assessment.
PO Approval – all Purchase Orders over
$5,000 require Comptroller approval
except for auto generated PO’s
PO associated with contract (DGS or
Agency) – Comptroller approval over
$20,000
PO not associated with contract –
Comptroller approval over $10,000
Service Contracts – all service contracts
over $5,000 require Comptroller approval
8
Service Contracts with standard T & C’s –
no Comptroller approval (Non-standard
T & C’s require approvals)
Finance Transformation
• The new approval process will take effect May 11th . Change to the invoice
mailing address took effect April 15th .
• Any service related IFB, RFP, PO or contract that was published and
released for approval prior to May 8th will continue to use the current
approval process as long as no further changes are initiated in the
document. If changes are initiated after May 11th and the document is
republished it will follow the new approval process.
• Any SRM PO that was created prior to May 11th, rejected and the PO was
changed and republished after May 11th will go through the new approval.
• Any service related IFB, RFP, PO or contract that was created prior to May
8th but not published for approval until after May 11th will use the new
approval process.
• CRP-Thresholds for new contracts and invoices CRP review will be
reduced from $10,000 to $5,000 effective 5/11/09 as per MD 219.9.
9
BMWBO
Contract Compliance Program
STD-21
Initial Contract Compliance Data
10
Procurement Handbook Part 1 Ch.3
7. Contract Compliance Program. The
purchasing agency must ensure that all nonconstruction contractors contracts $50,000
and above and all construction contractors
that are awarded contracts $100,000 and
above, receive the STD-21 Compliance
Review Form.
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STD-21 Form
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Letter to the Contractor
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STD-21 Workflow Report
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BMWBO Contact Info
• www.dgs.state.pa.us
• Doing Business w/ Commonwealth
• Contract Compliance (CC)
•
•
•
•
•
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DGS, BMWBO
Charlie Poticher, CC Officer
Beth Nonemaker, CC Equal Op Spec
Tel. 717-346-8104 or 717-783-5034
[email protected]
Pilot Program
Purpose: To allow small businesses to bid
without competing with larger more
established businesses AND to increase
economic opportunities for small businesses,
including minority and women-owned small
businesses.
Known also as “set a sides” in other states.
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Definition of Small Business
1. Contractor is not a subsidiary of another firm.
2. Contractor is not dominant in its field of operation.
3. Contractor employs no more than 100 person
4. Contractor had less than $20,000,000 in gross annual
revenues in each of its last two fiscal years
5. If Contractor is new business (less than 1 year),
Contractor has an approved business plan by the
Small Business Development Center or by a
Pennsylvania Enterprise Center authorized by the
Minority Development Agency of the United States
Department of Commerce.
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Small Business Reserve
Current States/ Entities Utilizing SBRs
• Connecticut
• Georgia
• Hawaii
• Illinois
• Iowa
* Federal Government
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• Maryland
• Minnesota
• New Jersey
• Virginia
• Georgia
* District of Columbia
Proposed Implementation of SBR
– Target Date →→→
Third Quarter 2009
– Agencies helping in this pilot program include, but are not limited
to L&I, DPW, DEP, and DCNR.
– SBR Work Group is considering having this go into effect for
approximately 20 procurements.
– On-line Self Certification for Small Businesses is currently being
developed.
– Immediate goal is to determine the feasibility of such program for
the Commonwealth. If successful, we hope to have 10% of all
agency procurements placed in SBRs by July 2010.
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Materials Contract Update
Contract
Number
20
Contract
Title
Status
Commodity
Manager
Material
4400004213
Wheelchair
Vehicles
Amendment
adding new
items
Reinoehl
Disabled
Vehicles
46000013674
Canned Fruit
New Contract
Gurzenda
Canned Fruit
4400004755
Pharmacy
New Contract
Gurzenda
Prescription
Drugs
4400004604
Flu Vaccines
New Contract
Gurzenda
Vaccines
4400004600
Polycarbonate
Sheets
New Contract
Gurzenda
Plastic
Sheeting
4400004547
Compaction
Rollers
New Contract
Reinoehl
Rollers
4400004755
Incontinent
Pads
Renewed
Contract
Gurzenda
Incontinent
Pads
4400004289
Less than lethal
Ammunition
New Contract
Gurzenda
Non-lethal
Ammo
Materials Contract Update
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Contract
Number
Contract
Title
Status
Commodity
Manager
Material
5610-36
Plant Mix
Material
New Contract
Shiffler
Asphalt
5710-01
Liquid
Bituminous
New Contract
Shiffler
Liquid
Bituminous
6810-01
Liquid Calcium
Chloride
New Contract
Shiffler
Calcium
Chloride
9135-05
Aviation Fuel
New Contract
Shiffler
Aviation Fuel
4600007753
Dishwashing
Detergent
Amendment
awaiting
Approval
Gurzenda
Detergent
4600008005
Dilution Control
Amendment
awaiting
Approval
Gurzenda
Dilution Control
4400004314
Packaging
New Contract
Gurzenda
Misc Packaging
4400004313
Packaging
New Contract
Gurzenda
Misc Packaging
Materials New Contracts
Contract
Number
7110-06
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Contract
Title
Systems
Furniture
Status
New Contract
awaiting
approval
Commodity
Manager
Reinoehl
Material
New Furniturewill discuss
New Solicitations
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Contract
Number
Contract
Title
Estimated
Commodity
Contract Bid Manager
Material
8415-03
Uniforms
May 2009
Gurzenda
Uniforms
8415-04
Uniforms
May 2009
Gurzenda
Uniforms
CN00030379
Coal
April 2009
Shiffler
Coal
CN6100010719
Heavy Duty
OEM Parts
April-May
2009
Reinoehl
Truck and Misc
Parts
Pharmacy Contract
• Current MMCAP Contract to expire June 1st, 2009
• We have contracted with McKesson to supply our
prescription drugs beginning June 1st, 2009
• This represents a savings of $2,500,000 annually to
COPA using agencies
• The basic contracting procedures remain the same
• Training on the new website will begin the week of
April 20th, 2009
• MMCAP contract for other Medical Supplies remains
in place
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Systems Furniture Contract
• Multiple Award - 17 suppliers.
• If cost is < $50,000 Agency may order.
• If cost between $50K to $1M Agency conducts
an RFQ to all suppliers on contract and include
MBE/WBE participation requirements.
• Cost > over $1M Agency must send the
shopping cart to DGS-BOP for review and
possible bid. This will include a MBE/WBE
submittal.
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2008 Supplier Rebates
Lowe's Rebate
VWR Rebate
Grainger Rebate
Total Rebate
DPW
$4,800
$4,257
$6,445
$44,278
$59,779
TRANS
$4,800
$3,502
$34,064
$14,537
$56,903
$42,014
$921
$1,653
$44,588
$6,759
$25,778
$2,001
$39,339
$26,063
$26,171
DEP
COR
$4,800
L&I
$108
SP
$8,846
$921
$10,008
$19,775
DMVA
$4,800
$2,258
$9,206
$230
$16,494
DCNR
$4,800
$339
$8,286
$757
$14,181
$314
$10,695
$2,526
$8,247
$44
$7,850
$182
$5,902
$4,830
$4,830
$1,070
$3,985
$388
$3,797
$3,605
$3,605
$1,426
$1,457
$921
$21
$1,303
$921
$93
$1,014
$92,064
$114,026
$329,915
DOH
LCB
$10,381
$4,800
AG
DGS
$921
$7,806
$4,800
$921
Others
PGC
$154
ED
$2,762
$3,409
BPP
REV
$32
PFBC
$362
PEMA
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Lexmark Rebate
Total $
$33,600
$90,224
2008 Supplier Rebates cont’d
• Lowe’s and Grainger Rebate arrived in February 2009.
• Lexmark and VWR Rebates arrived in April 2009.
• Checks were hand delivered to the Department of Revenue
with the accompanying Agency Distributions.
• The Department of Revenue credited your Agency account
GGO for the amount indicated.
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Services Team New Contracts
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Sweatshop Provisions
Procurement of Apparel or Apparel Laundering Services
“Apparel" is defined as: "Products manufactured, woven, cut, sewn or
otherwise similarly processed by mechanical or human effort from fabrics,
leather, or cloth made for use as clothing, shoes, or other attire.“
– CERTIFICATION Required By Executive Order 2004-4 Anti-Sweatshop Procurement
Policy
– Eligibility. To be eligible for award, a bidder [or offeror] must submit the following
items with its bid [or proposal], or no later than two (2) business days after notification
from the Department of General Services [or other purchasing agency]:
• A certification, in the form included with this invitation for bids [or request for
proposals] signed by an individual authorized to make the certifications on behalf of
the bidder [or offeror].
• A list of each proposed facility to be utilized in the manufacture of the apparel or the
laundering of the apparel, including subcontractors, with business name, address,
contact person, and telephone number where such work will be conducted.
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• Failure to provide this required information prior to the expiration of the second
business day after notification shall result in the rejection of the bid [or proposal].
What is a Sweat shop?
• A sweatshop is a working environment with conditions that are considered
by many people of industrialized nations to be difficult or dangerous,
usually where the workers have few opportunities to address their situation.
• This can include exposure to harmful materials, hazardous situations,
extreme temperatures, or abuse from employers.
• Each and every employee used in connection with the manufacturing or
laundering of apparel will be paid an hourly rate at least equivalent to the
Poverty Threshold.
– Sweatshop workers often work long hours for little pay, regardless of
any laws mandating overtime pay or a minimum wage.
• Each and every employee used in connection with the manufacturing or
laundering of apparel will be provided with working conditions that meet
or exceed the International Labor Organization Convention's ("ILO")
standards.
– Governing forced labor, child labor, payment of wages, hours of work,
occupational health and safety and nondiscrimination
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Sweatfree IM RFP
Sweatfree Independent Monitoring RFP
•
Executive Order 2004-4
 Anti-Sweatshop Procurement Policy prohibits Agencies from
entering into procurement contracts for apparel and laundry
services with companies that employ workers in sweatshop
conditions.
•
Multi-state purchasing agreement with Ohio and Oregon.
•
The services will be required on an as-needed basis by various
government and state agencies throughout the Commonwealth of
Pennsylvania, Ohio and Oregon and other states that may elect to
participate in the resulting contract.
•
•
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DGS Statewide Contract available approximately July 2009
Sweatfree – Payment
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Reporting Requirements Admin. – Service Fee
• DGS will issue all contracts for Apparel and Laundry Services
including those under Procurement Handbook Thresholds.
• Administrative Service Fee
– 1% of total sales for the previous quarter
• Quarterly Reports
– Procurement activity for the Commonwealth of
Pennsylvania.
– Administrative Fee within thirty (30) days following the
end of each quarter.
– Failure to do so may result in breach of contract and may
be cause for cancellation of contract for default.
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IT/ITQ
• 0-$50,000
– Statement of work (model)
– ITQ T&Cs
– Allow for mixed T&M and deliverables – Use established
rate card for T&M work.
• T&M can not be greater than 40% of Purchase Order (PO) value
– Agency makes selection of supplier
– No Competitive solicitation required
– $100,000 cap per supplier in same category
• In same fiscal year by agency
• No limit on PO quantity
• To exceed $100K max requires waiver from DGS
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IT/ITQ
• $50,001 - $250,000
– Statement of work (model)
– ITQ T&Cs
– Allow for mixed T&M and deliverables – Use
established rate card for T&M work.
• T&M can not be greater than 40% of PO value
–
–
–
–
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Expedited RFQ Process
Sent to all suppliers in category
Team selects based on best value
Expected time from receipt of proposals: 2-3
weeks
IT/ITQ
• Greater than $250,000
– Statement of work (model)
• 70% Rule in effect for technical
– ITQ T&Cs
– Allow for mixed T&M and deliverables – Use established rate card for
T&M work.
• T&M can not be greater than 40% of PO value
– Standard RFQ Process (mimics RFP Process)
– Sent to all suppliers in category
– Agencies must request DGS delegation authority (Same as RFP
requirement)
– Team selects based on best value
– Uses recommended percentage allocations
• Cost, DB, Technical (Same as RFP requirement)
– Minimum Point Allocations:
» Cost: 30%, MBE/WBE: 20%
» Technical provision
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IT/ITQ
Master IT Services ITQ Process
All IT procurements must comply with ITB EPM 003
Under $50,000
$50,001-$250,000
Requires only 1 quote Select Solicit all suppliers qualified
any qualified supplier from in a service category
ITQ Service Category
Includes IT Training
Expedited RFQ process and
template
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$250,001 and above
Solicit all suppliers qualified
in a service category
RFQ Process and follow
RFP evaluation process in
Procurement Handbook
Simplified evaluation
process
More formal process,
mirrors RFP process
Templates
Templates
IT/ITQ Essential Milestones
• March 2009
– Grandfather letters out to current qualified IT ITQ suppliers
• April 10 2009
– Agencies can solicit and award work under the new IT ITQ
• Will only solicit those suppliers who have returned signed contracts
• May 1 2009
– Open enrollment for new suppliers begins
– Paper version of IT ITQ Questionnaire available on web site
• In agency library section of the IT ITQ website
• June 30 2009
– All work must be completed under old IT Contract ITQ
• Waiver process in place. Requires CoP and DGS approval
• July 1 2009
– Work begins under new contract
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ITQ Timeline – Web Development
• Phase 1: Complete March 2009
– Entire proposal, including client references, will be developed
online
– No more hardcopy proposal
– Suppliers upload Questionnaire and necessary documents
• Phase 2: Complete April 2009
– Company profile uploaded
– Agency view of qualified suppliers and their Company Profile
– Supplier proposals are evaluated and results posted
– Company profile will include existing functionality in current
ITQ website
– Financial Data
– Rate Card
• Phase 3: Complete June 2009
– Project Performance Evaluations by agencies
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Invoicing Plan Procedures
The end-user procedure contains detailed screen shots and instructions, but this checklist
should be used by Purchasers when creating PO’s for invoicing plans.
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Invoicing Plan
Required Fields:
Additional
Information:
IP Doc Type
Select IP document type when creating the PO.
Header-Additional Data:
Validity Periods
Enter Start and End date of invoicing plan.
Header-Customer Data:
Invoice Reference
Enter the serial # of equipment.
Follow with the Delivery Complete Indicator.
Line Details-Delivery Tab:
Goods Receipt – no indicator *
Invoicing plans do not require goods receipts – do not select the GR indicator!
Line Details-Delivery Tab:
Delivery Complete
Enter when the equipment has been delivered. This indicator initiates the
payment process.
Line Details-Invoice Tab:
Tax Code= I0
Enter Tax Code I0 (A/P Sales Tax, exempt)
Line Details-Invoice Tab:
Inv. Receipt indicator
Defaults from the contract – do not remove!
Line Details-Invoice Tab:
ERS indicator
Defaults from the contract – do not remove!
Line Details-Invoice Tab:
GR-based IV – no indicator
This indicator defaults from master data but will prompt the Purchaser to remove
the indicator through system hard stop messages.
Invoicing Plan
Invoice Planning Important Notes:
– Invoice Reference Field: The supplier relies on the
information in the Reference Field to know how to apply the
payment. Ensure the insertion of the machine serial number.
The serial number can be found on the IKON’s Delivery and
Acceptance Sheet. If this field is blank, the supplier will not know how to
apply the payment.
– ERS Box: Ensure the ERS box is checked or the vendor will
not get paid. This is an auto populated field. DO NOT
UNCHECK
– Delivery Complete: Ensure the Delivery Complete Box is
checked. You may now receive all 4 years upon the delivery
of the machine.
– Validity Start: This should always be the first day of the
month after the machine is (expected to be) or received
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PCI & PIBH
• New PCI contracts released
– 4400004305
• SRM header contract:
– Order products/services from MSCC
– 4400004576
• SRM regular contract
– Order products/services that require a quote from PCI)
– 4600013875
• SAP R/3 contract
– Order inventoried products
• New PIBH contracts going through release strategy
– Three contracts (similar to PCI contracts)
• DGS will email contract numbers to PPC upon final approval
– New products
• Plastic liners
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PIBH
• Before release of any solicitation, purchasing agency is to first offer
materials and services referenced on Carve-Out List to PIBH
• Agencies should be pro-active in reviewing new potential opportunities for
PIBH
– Early determination regarding PIBH’s involvement
– Gives PIBH additional time to get qualifications in order
– Reduces and/or eliminates delays in procurement process
• PIBH materials available for purchase on office and janitorial supply
contracts
• PIBH gets preference over comparable items on other statewide contracts
• Order PIBH trash liners directly from PIBH
43
LCB Oracle System
COPA
Executive
Agencies
SRM/SAP
LCB
Supplier
Registration
Oracle
• LCB Oracle system went live March 1, 2009
• SRM supplier data was loaded into Oracle
• Some supplier data did not transfer
• Affected suppliers to complete a registration form
• Suppliers will have separate Oracle supplier number
• LCB POs will cross reference appropriate DGS contract numbers
• LCB is sending limited correspondence to suppliers
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Evaluated Receipt Settlement (ERS)
ERS Pilot Update
Phase 1
Phase 2
Go-live: September 10, 2008
Go-live: December 15, 2008
Suppliers:
– Ennis Paint
– Greenstar Allentown, LLC
Suppliers:
– Flor-Dri Supply Co
– Larry’s Lumber Co Inc
– Greenwood Manufacturing
Inc
Statistics:
– 153 POs issued to date
– $4,992,112
Statistics:
– 21 POs issued to date
– $122,662
Reminder: When a supplier is set up for ERS it is done in the Supplier record;
this will affect every PO or contract issued to that supplier.
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Evaluated Receipt Settlement (ERS)
Before reversing GRs on ERS purchase orders, users should
verify if an Invoice Document has been generated.
1. Log into R/3.
2. Select / Open ME23N (Purchase Order Display)
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Evaluated Receipt Settlement (ERS)
3. Click on Purchase Order on the menu bar at top of the screen and select
“Other Purchase Order”.
4. Enter PO number and click on other document.
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Evaluated Receipt Settlement (ERS)
5. Click on Purchase Order History tab in item details section (bottom section).
6. Click on the Invoice Receipt Material Document number to display the invoice
document.
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Evaluated Receipt Settlement (ERS)
7. Find the Reference
Doc column (1) by scrolling
to the right using the arrows
(2) or scroll bar (3).
8. Note the GR (Reference
Doc) number.
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Evaluated Receipt Settlement (ERS)
Compare the GR (Reference Doc) numbers on the Invoice Documents
to each GR entered on the PO.
If an Invoice Document
does not exist
for a specific GR
(Reference Doc)
the GR can be reversed
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If an Invoice Document
does exist
for a specific GR
(Reference Doc)
the GR can not be reversed
Evaluated Receipt Settlement (ERS)
How to reverse a GR for which an Invoice Document exists
ERS invoice has not been picked up in the Treasury payment
proposal (not cleared)
1.
2.
3.
4.
Agency contacts the Comptroller and then reverses the goods receipt.
Comptroller manually blocks the bad invoice.
ERS Program is executed. A credit memo is produced.
Comptroller clears the reversed invoice and the credit memo via F-44.
ERS invoice has been picked up in the Treasury payment proposal
(cleared)
1.
2.
3.
4.
5.
6.
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Agency contacts the Comptroller.
Comptroller contacts Treasury and has the invoice redlined or rejected.
Agency waits to hear back from Comptroller to reverse the goods receipt.
Agency reverses the goods receipt.
ERS program is executed and a credit memo is produced.
Comptroller follows their procedures for a redlined or rejected invoice.
Evaluated Receipt Settlement (ERS)
Important things to remember
about ERS
1. The ERS process works efficiently when
GRs are entered timely and correctly.
2. The Invoice Document is tied to a specific
GR.
3. An agency must not reverse a GR without
first checking for an Invoice Document.
52
SRM P-Card Orders
Symptom: Error messages when trying to process p-card orders in SRM
(Grainger & ePlus)
Action: IES escalated and requested conference
call with SAP to identify options
Interim Resolution: Agencies can use the p-card
outside the system for orders to Grainger and
ePlus until the system issue is resolved
Prior to support pack issue
Granger’s volume July 2008 – March 2009:
– 1,950 P-card orders
– Equivalent: 10 orders per day
53
Placing SRM Documents on Hold
Symptom: System takes too long to place a purchase order on hold
Problem: Product category has not been entered. When the system
validates data before saving in a held status, it is checking through all
product categories before finding no match.
Example where product category has been entered:
Example where product category has not been entered:
Resolution: Maintain a product category on each line item before saving
to a held status.
54
SRM Upgrade
SRM Upgrade:
Researched SRM/Procurement for Public Sector (PPS) Version 7.0
• Records Management
• Configurable line item
structure within a contract
• 2-Envelope evaluation
system
– Ability to split cost and
technical proposals
– Keep cost information
secret
• Multi-round bidding
– Round 1 RFP
– Round 2 BAFO
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• Min/max order quantities
per PO against a contract
• Invoice search capability
• Allows for payment plans
and penalties
• Document Builder 3.0
• Allows for commitment of
funds on shopping carts
• Validity dates on POs
• PO copy functionality
• And more . . .
SRM Upgrade
Concerns on upgrading at this time:
• Ramp up customer
• No current U.S. customers using the product
• Large scale upgrade too costly
• Staff shortages: Impact and burden to agencies too high
Alternative to full 7.0 implementation
• Identified stand alone components
• Provide value to the agencies
• Minimize impact and burden
SRM Component Upgrade Project:
• SRM Master Data Management (MDM) Catalog
• Records Management
56
SRM Upgrade
SRM Master Data Management (MDM) Catalog
•
•
•
•
•
Currently using Catalog Content Manager (CCM)
– CCM limitations
• No real time transfer of catalog data between R3 and SRM
• Prohibits timely updating of warehouse catalog
MDM will allow for synchronization of R3 and SRM
– Automatic price updates
– Items and prices always current
MDM is a requirement for future SRM upgrades
Improvements to MSCC contract functionality
No impact to agency purchasers or requisitioners
Status: MDM configuration & development to begin week of April 20th.
57
SRM Upgrade
Records Management
•
•
•
Eliminates multiple file types
• Paper
• Electronic
• System
Creates a single e-file repository for all records
• Emails
• Excel/Word Documents: Meeting minutes, notes to file, scoring
sheets, etc.
• Scanned documents: Correspondence, proposals, etc.
• Electronic: POs, shopping Carts, contracts, Solicitations, bids
Single point of access to view all data
Status:
• Held requirements gathering workshops
– IES, DGS, SAP, DEP, DMVA, SP, DOT, OA, DOC, F&B
• Developing record model (in process)
– Present record model to project group
– Evaluate and make recommendations for change
58
SRM Upgrade
Project Timeline
3/9
3/16
3/23
3/30
4/6
4/13
4/20
4/27
5/4
5/11
5/18
5/25
6/1
6/8
6/15
6/22
Prep
MDM
Catalog
Workshops
Document
Confirm
Config / Unit Test
Integration Test
Final
Prep
Support
Technical Upgrade – existing CCM functionality
Records
Management
Workshops
Document
Confirm
Config / Unit Test
Scope: Shopping Carts, Bids (Solicitations), Contracts and Purchase Orders
59
Integration Test
Final
Prep
Support
Pilot: DGS & State Police
6/26
Contract Numbering Convention
• Old legacy system lost with SRM implementation
• BOP has capability within SRM to create new numbering strategy
• BOP reviewing use of UNSPSC Codes as new numbering convention
• UNSPSC Code offers single global classification system
• Process under review by BOP and Agencies
• Will notify agencies once determination made to start new numbering
convention.
• Commodity Specialist creates contract, assigns UNSPSC code along with
simple description. Would become new contract number and name.
• To learn more about the coding structure, visit www.unspsc.org
60
Contract Numbering Convention
Codes built as Hierarchical Category
Number: for example:
UNSPSC 43201501
•
•
61
New contracts can be named in
logical manner
Some examples would be:
– 4323 Software
– 4412 Office supplies
– 101615 Trees & shrubs
Segment – 43 Information Technology
Broadcasting and Telecommunications
Communications Devices and
Accessories
Family – 20 Components for
information technology or
broadcasting or telecommunications
Computer Equipment and Accessories
Class – 15 Computers Computer
accessories
Commodity – 01 Computer switch
boxes Docking station
BOP would utilize Segment, Family and
possibly Class portion of Code in order to
establish a contract numbering convention
for our Statewide Contracts.
Guest Account
62
•
Purchasing Agents requested
Supplier’s view on Supplier Portal
•
BOP created “Guest Accounts”
•
To active account, email the
following information to Mike Starr
at [email protected]
– Name
– CWOPA log in name
– Agency
– Phone Number
– Email address
•
Instructions to change password sent
once account activated
•
Please follow general guidelines to
ensure integrity of Supplier Portal and
“Guest Account”
– Review bidding reference guide
located on PA Supplier Portal
– Access to bids and bidding
process only
– At no time shall anyone “submit”
a bid. Any bid submitted by
Commonwealth staff will result in
that staff’s access being locked
DOC Builder – Enhancements
•
•
•
•
•
•
•
•
•
•
•
•
•
•
63
Speed of processing improved
Table of Contents more concise
Bid and Performance Security language displayed
Number of DB proposals corrected
DB language included
70% threshold appears
RTK clauses included
Federal funding clauses included
Allows for T&M contract type
Liquidated Damages language appears
Trade Secret language appears
Extension of Contract Term language included
Confidentiality clause correctly inserted into services document
Services documents no longer include Supply clauses
DOC Builder – Open Items
64
•
Font issues remain in “Contract Definitions” section
•
Question in “Solicitation” section requests default fill in for agency website.
– Will be changed to eMarketplace default but allow edit for agency website if
required
•
BOP working on list of editable clauses
•
BOP looking to lock down editable clauses and display statement that directs supplier
to refer to attachments (Appendices) for custom clauses
•
User guides require revision
– Mandatory utilization of Doc Builder will occur upon user guides correction
•
Enhanced Doc Builder provides:
– Accurate information
– User friendly experience
– Professional documents
– Faster response time
DOC Builder – No Change
• Users get an “unknown crash” when they cut and paste from Microsoft
Word
– Cutting and pasting from Microsoft Word document into Doc Builder
can cause this error
– Utilize separate attachment to avoid issue
• SRM times out while you are in Doc Builder
– When creating document in SRM, document is put on hold before Doc
Builder initiated
– When finished with Doc Builder, search for SRM document
• Doc Builder must be started numerous times
– System design
• Doc Builder freezes
– Notify IES
– Submit Remedy ticket or call help desk with each occurrence
• Agency specific information cannot be attached in Parts 1-3
– This is intentional. Unless editable section is allowed, DGS Legal does
not allow edits to these Parts.
65
DOC Builder – Summary
What are the benefits?
• Approval Process routed through system workflow rather than paper
• Access to clauses
• Avoid Contract OGC & AG approval
• Customize document to contain only required appendices
• Approvers have checklist to approve documents
• Print reviewer’s checklist and answer summary in Doc Builder stand
alone version
Why is it better?
• Doc Builder now works better, faster and more concise
• More professional appearance
• Information more complete
What’s next?
• Doc Builder use encouraged
• Guidance documents being developed
66
CSC Changes
Financial Transformation and Supplier confusion necessitated
the need for enhancements to the Customer Service Center:
• New home page for Supplier Service Center
 Single point of entry
 Step by step process
• Improved navigation bar
• New help page includes options for:
 Registration
 Bidding and e-Alerts
 Company data
 Miscellaneous (COSTARS & BMWBO)
67
CSC Changes cont’d
Supplier Service Center Home Page
68
Supplier Service
Supplier Service Help Page
69
Help Desk Changes
Menu option changes to the help desk phone system:
Option 1 – Supplier registration, managing data,
invoicing, 1099 questions
Option 2 – Bidding and e-Alerts
Option 3 – SRM policy and process
Option 4 – Agency technical assistance
(Option 3 and 4 are designated for Commonwealth Agencies)
70
Electronic Bid Notifications
• Requires separate eAlert registration process via
DGS website
• Suppliers only receive eAlerts for BOP bids.
• Only 11 categories for suppliers to select for
notifications.
71
Electronic Bid Notifications
• Only one registration required on PA Supplier Portal.
• Suppliers will receive notifications by selecting “Manage Bank Data &
Product Categories in the PA Supplier Portal.
• Suppliers will receive notifications from all agencies who process bids
within SRM.
• eAlerts will only be sent to suppliers using the 4 digit UNSPSC Code, if
an agency selects different code, the eAlert will roll up to the 4 digit code.
(400 codes).
• An eAlert crosswalk and instructions will be available on the new
“Supplier Service Center” website.
72
Draft Procurement Retention Policy
Category
Description
Retention Period
Shopping Cart/Purchase
Requisitions
Covers internally generated documents requesting a procurement be started
and internal written determinations that are required by the Procurement
Code. This category does not include documents related to the actual
solicitation process, or documents submitted by a vendor.
If a contract results from
the solicitation:
Life of the Contract + 4
years
Otherwise:
3 years
Examples: Requests/Approvals for Sole Source and Emergency purchases;
explanation for cancellation of a solicitation; shopping cart requests.
Purchase Orders
Covers Contract Purchase Orders (purchase orders issued against an existing
contract document). This category does not include Standalone Purchase
Orders (purchase orders not issued against an existing contract).
Life of the Contract + 4
years
Bid Documents/
Solicitations
Includes all documents relating to the IFB and RFP solicitation processes.
If a contract results from
the solicitation:
Life of the Contract + 4
years
Otherwise:
1 year
Examples: The IFB or RFP, all Addenda/Flyers, all bids or proposals
received for a solicitation, BAFO communications, Bid Tab or RFP
Contractor Selection Memo.
Contract
Includes all documents related to a Contract. This would include a copy of
the executed contract, all attached exhibits and any other official records
generated as part of the negotiation and execution process (such as CRP
determinations), and all change notices and amendments.
This category also includes Standalone Purchase Orders (purchase orders
not issued against an existing contract).
73
Life of the Contract + 4
years
RFP Award Timeline
All of the following should occur when the Commonwealth receives
the signed, negotiated contract from the selected offeror and it is
ready for Commonwealth signature/approvals:
 Start the Commonwealth execution/approval process
 Send out non-selection letters to the unsuccessful offerors
 Post the signed RFP Contractor Selection Memorandum to Awards
section of eMarketplace (Changes to be forthcoming to enable attachment)
 Schedule any requested debriefings promptly
 Only if a specific request is made under the RTKL, release unsuccessful
and the successful proposals (redacted) and a copy of the final contract
(redacted; at this point only signed by the vendor)
The contract (generally incorporating the successful proposal) once
fully approved by the Commonwealth is then posted on
eMarketplace and Treasury's website.
74
Training
• Purchasing Agent Recognition
Certificates have been mailed to Agency Deputies of Administration for presentation to the individuals
who have completed all necessary training to obtain their CPPA (Certified Professional Purchasing
Agent) certification.

Those individuals who received their certification are:














Cynthia Anderson – Department of General Services
Carolyn Bender – Department of General Services
Jill Dimpsey – PA Emergency Management Agency
Joan L Douglass – PA State Police
Kelly L Frederick – PA State Police
Diane Harden – Liquor Control Board
Alison Hoke-Fitts – Department of Agriculture
Clayton McCleave – Department of Banking
Glenda Nagle – Department of Military and Veterans Affairs
Barbara Partyka – Department of Labor and Industry
Kevin Rockwell – Department of Public Welfare
Mike Schindler – Department of Labor and Industry
Robert Slusser – Department of Education
Christopher Wolf – Department of State
NOTE: The next Procurement Policy & Processes – Purchasing Agent
Course will be held on July 13-16, 2009.
75
Training - LIR
• LIR (Line Item Reconciler) Training Schedule
Region
Session Date
Status
Region
Session Date
Status
Northwest
(Polk)
April 9, 2009 AM & PM
Completed
Southeast
(King of Prussia)
April 30, 2009 AM
Pending
SouthCentral
(Harrisburg)
April 10, 2009 PM
Completed
May 5, 2009 AM & PM
Pending
April 13, 2009 AM & PM
Completed
Southwest
(Greensburg)
May 6, 2009 AM & PM
Pending
April 14, 2009 AM & PM
Completed
May 7, 2009 AM & PM
Pending
April 15, 2009 AM & PM
Completed
April 16, 2009 AM & PM
Completed
April 17, 2009 AM & PM
Completed
April 21, 2009 AM & PM
Completed
April 22, 2009 AM & PM
Pending
April 23, 2009 AM & PM
Pending
May 1, 2009 AM & PM
Pending
NOTE: This training is only for invoices related POs. Processes for invoices
related to non-POs will be taught by the Office of the Budget. Please ensure
that your LIR’s (Line Item Reconciler) have enrolled for this training!!
76
Training
The Web-Based Negotiations Course is
NOW AVAILABLE!!
The Negotiations Course is now available via WBT and administered via
E-LMS. For self-enrollment through ELMS, please visit BOP’s Training
Community Calendar at www.dgs.state.pa.us/procurement.
If you have difficulties with self-enrollment,
contact Millie Colon at (717) 346-3841;
e-mail [email protected]
77
BOP’s Manager of Green Procurement
• New role at BOP, Manager of Green Procurement
• Role and Responsibilities
– Manage Environmentally Preferable Purchasing
– Organize and conduct employee training
– Develop and maintain EPP Procedures
– Centralize EPP resources
– Promote and manage relationships with suppliers,
and counterparts in other states
– Evaluate success of EPP programs/contracts
– Research, analyze and implement relevant best
practices
78
Green Procurement Policy
• Green Procurement Policy, Part 1, Chapter 22 of
Procurement Handbook, effective April 2, 2009
• Commonwealth of PA is a significant consumer in the
marketplace
– Procurement decisions impact the environment and human
health
• Department of General Services’ goal
– Integrate environmental considerations into every aspect of
procurement
• Providing economic health and environmental gains that
will further our goals
79
Green Procurement Policy
• Commonwealth agencies are expected to use their buying
power to procure environmentally-preferable products and
services in order to:
– Advance the protection of the environment and support
sustainability
– Minimize the potential environmental and health impacts on
workers and the public
– Encourage the production and sale of affordable,
environmentally friendly and human health conscious
products
80
Green Procurement Training
•
•
•
•
•
•
•
•
•
•
•
•
81
What is Green Procurement
Examples
Benefits
Influence
Analysis
Challenges
Resources
Tools
PA Green Procurement Policy
Role of Commodity Team
BOP only
Product Analysis Form
Goals
Green Procurement Website
• BOP’s Green Procurement Website
– Development phase
– Go-Live April 24, 2009
• Screen shots of the following pages:
– Home
– Employee
– Supplier
82
Green Procurement Website Home Page
83
Green Procurement Website Home Page cont’d
84
Green Procurement Website Supplier Page
85
Green Procurement Website Supplier Page cont’d
86
Green Procurement Website Supplier Page cont’d
87
Green Procurement Website Employee Page
88
Green Procurement Website Employee Page - cont’d
89
Green Procurement Website Employee Page cont’d
90
PA eMarketplace Displays Green Icons
• PA eMarketplace will display green icons to identify
contracts containing certified products
EcoLogo
Energy Star
EPEAT
Green Seal
Recycled Content
91
Energy Expo
• 2009 Energy Expo hosted by:
– DGS Facilities Management, Energy Management Office
and DGS Bureau of Procurement
– When: April 30, 2009 from 9:00 AM -2:00 PM
– Where: Keystone Building, Atrium and
Hearing Rooms 4 and 5
– Theme: Energy Conservation at Home and Work
92
Energy Expo
• Approximately 50-60 booths, represented by:
–
–
–
–
State agencies
Energy service companies
Public utilities
Transit agencies
• Representatives will showcase:
– Energy conservation initiatives
– State-of-the art technology
– Conservation measures including:
• Alternative fuel
• Green products
• Hybrid vehicles
*Electric car & hybrid vehicles will be displayed outside of the Keystone
Building
** Exposition vendor area will be open from 9:00 -2:00
93
Energy Expo Agenda
• 2009 Energy Expo Agenda
94
• 9:00
Expo Opens
• 10:00 – 11:30
Green Procurement Kick-Off
• Location
• Speakers
Hearing Room (room number TBA)
Scot Case, V.P., Terrachoice
Environmental Marketing
Jeff Mandel, DGS, Chief Procurement Officer
• 12:00
Special Remarks
• Speakers
James Creedon, DGS, Secretary
other officials
Energy Expo Agenda
• 2009 Energy Expo Agenda (continued)
95
• 12:30 – 1:30
• Location
• Feature
Conservation at Work
Hearing Room 4
Schaedler – Yesco
• 12:30 – 1:30
• Location
• Feature
Conservation at Home
Hearing Room 5
Phillips Lamps
• 2:00
Expo Closes
Material Group Number Update
Background:
• Material Group Number = UNSPSC Number
• Last UNSPSC revision loaded into SAP has 28,155 numbers
• Current UNSPSC latest revision includes 40,000 + numbers (42%
increase)
 Concerns regarding system performance
Recommendation:
• Utilizes all 8-digit UNSPSC service numbers (starting with 7,8,or 9)
• Remaining numbers are 6-digits + 2 zeros
• Retains all 8-digit material numbers previously utilized by CWOPA
• Result 13,562 numbers
 Approx. 52% reduction
Implementation:
Target date - May 1, 2009
96
Thresholds
Current
$ Value
<$5,000
$5,001-$10,000
$10,001-$20,000
>$20,000-$100,000
>$100,000-$250,000
>$250,000
Materials
No bid Agency
Services
No bid Agency
Construction
No bid Agency
Mfg. Equip Repair/Calib.
No bid Agency
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
BOP
Formal method
BOP
Formal method
BOP
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
Agency
Formal method
Agency
Formal method
BOP or Agency if
delegated
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
Agency
Formal method
BOP
Formal method
BOP
No bid Agency
Services
No bid Agency
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
Agency
Formal method
Agency
Formal method
BOP or Agency if
delegated
Construction
No bid Agency
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
Agency
Formal method DGS PW
Formal method
Agency
Formal method
Agency
Formal method
Agency
Formal method
BOP
Proposed
$ Value
<$10,000
$10,000 - $25,000
>$25,000-$50,000
>$50,000-$100,000
>$100,000 - $250,000
>$250,000
97
Materials
No bid Agency
Informal bid/3 quotes
Agency
Formal method
Agency
Formal method
BOP
Formal method
BOP
Formal method
BOP
Agency Construction/
Leashold Improvements
No bid Agency <$15,000
Informal bid/3 quotes
Agency $15,001 - $25,000
Formal method
Agency
Formal method
Agency
Formal method DGS PW
Formal method DGS PW Formal method DGS PW
Draft only.
Provide feedback to Cheryl Kleeman by May 6.
Mfg. Equip Repair/Calib.
No bid Agency
Formal method
Agency
Formal method
Agency
Formal method
Agency
Formal method
Agency
Formal method
BOP
Contact Information
Chuck Anderson, DGS Attorney, Strategic Source
[email protected]
Alfred Baker, PIBH, President & CEO
[email protected]
Millicent Brown, BMWBO
[email protected]
Scott Cross, Director, Programs & Systems
[email protected]
Roxana Dietz, Director Services Procurement
[email protected]
Betty Goodling, Program Manager for PIBH, BOP
[email protected]
Cheryl Kleeman, Strategic Development Manager, BOP
[email protected]
Joan Kraft, Director, Business Process Improvement
[email protected]
Jeff Mandel, Chief Procurement Officer
[email protected]
Beth Nonemaker, BMWBO
[email protected]
Walter Quade, Director, Materials Procurement
[email protected]
Sue Rojas, Strategic Development Manager, BOP
[email protected]
Randy Schmoyer, Manager, Procurement Unit
[email protected]
Mike Starr, Manager Supplier Services
[email protected]
Paul Wolf, Director of Quality Assurance and EPP
[email protected]
98
717-214-7739
717-236-3610
717-787-8336
717-783-8676
717-787-8062
717-787-7324
717-346-4326
717-705-0564
717-787-5862
717-783-5034
717-787-4775
717-346-8176
717-783-7880
717-787-4101
717-783-1627