Transcript Slide 1
Meeting February 23, 2011 Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Introduction of Ken Rapp BMWBO – Beth Nonemaker Materials Updates – Walt Quade, Greg Knerr, Del Border Services Updates – Roxana Dietz OAIT – IT GL Spending Categories - Richard Cardamone Systems – Scott Cross RFP Updates - Roxana Dietz Other Procurement Updates – Cheryl Kleeman, Ed Myslewicz, Pam Shady EPO & Sole Source Website – Janice Pistor EPO & Sole Source Approval Process - Jeff Mandel Training Updates – Joan Kraft Appendix: EUP for Capturing PA Preferred Products 2 BMWBO Contract Compliance Program Procurement Handbook Part1 Chapter 3 Responsibilities, B. Purchasing Agency 7. Contract Compliance Program. The purchasing agency must ensure that all non-construction contractors contracts $50,000 and above and all construction contractors that are awarded contracts $100,000 and above, receive the Initial Contract Compliance Data Form, STD-21. 3 BMWBO Each state agency should identify and train Initiators Select and train people with access to contract data as contracts are awarded ELMS web based DGS WBT Contract Compliance Initiator Responsibilities training (keyword: Initiator) is at https://lms.state.pa.us/lmslmm/studentCatalog.do 4 Use “Save Progress and Close” button in 2-hour ELMS course as needed BMWBO State agency Initiator enters Preliminary Input in CC system This generates the STD-21 to the contractor using the contractor’s email address from the Preliminary Input If undeliverable, Initiator obtains good email address and uses Resend-STD-21 link 5 BMWBO 1. Contact BMWBO to obtain new initiator permissions to the CC system 2. State agency enters Preliminary Input in CC system upon award 3. CC system generates an email with the online STD-21 to the contractor 4. Contractor submits STD-21 to agency CC staff within 10 business days 5. CC staff generates letter to contractor and follows up to ensure compliance with nondiscrimination clause in state contract 6. DGS Quality Assurance Team and BMWBO monitor state agencies’ effectiveness 6 BMWBO For More Information • www.dgs.state.pa.us – Doing Business w/ Commonwealth – Contract Compliance • https://lms.state.pa.us/lms-lmm/studentCatalog.do (Keyword: Initiator) Contact: DGS BMWBO CC Officer @ 717-346-8104 CC staff @ 717-783-5034 7 New Solicitations next 60 Days 8 Contract Number Description Value Type of Contract Commodity Specialist 4400001714 Latex Paint $250,000 IFB Lilly Mangan 6810-01 Liquid Calcium Chloride $150,000 IFB Jean Halbleib 9550-10 Posts and Accessories $100,000 IFB Lori Vessella 4400006866 Motor Oil, Lubricants & Antifreeze $2,000,000 IFB Susan Reinoehl New Solicitations next 60 Days 9 Contract Number Description 4400001835 Re-manufactured Furniture NA Value Type of Contract Commodity Specialist $200,000 IFB Lisa Vega Commissary Supplies $10,000,000 IFB Pam Gabriel 4400002483 Chemical Soaps $2,000,000 IFB or Renewal Kathy Lewis 4400006738 Components for Modular panels, Chairs & Case Goods $400,000 IFB Lisa Vega Shopping Carts Dam Bladder for Sunbury $500,000 IFB Barb Cain Shopping Cart Electronic Transfer Machines $100,000 IFB Lisa Vega Contracts-Last 30 Days 10 Contract Number Description Value Type of Contract Commodity Specialist 4400004196 Ammunition $2,000,000 Renewed Jeff Henry 4400003674 Commercial Food Service Equipment $6,000,000 Renewal Barb Cain 4400002235 Stainless Steel Spreaders $500,000 Renewal Bob Isenberg 46000011158 Plastic wareFood $5,000,000 Renewed Kathy Lewis 9905-06 DNA Testing $750,000 Renewed Liz Bollinger 4400006629 Water Treatment Chemicals $350,000 IFB Susan Reinhold Truck Transport Fuel Contracts • For bulk deliveries of 5000 gallons or more of: – Diesel Fuel • B2, B5, B10, B20 Biodiesel • 80% / 20% Biodiesel blend with Ultra-Low Sulfur Kerosene (for cold weather operability) – Heating Oil • #2 Heating Oil • B5 Bio-Heating Oil – Unleaded Gasoline • Anti-gel additives available for diesel and heating oil via separate line item, priced as a per gallon up-charge. – Ordering 7500 gal of fuel and need anti-gel? Add separate line for 7500 gal. of the anti-gel additive contract line item to order. • Market Price Contracts – Price adjusted Tuesday based on Oil Price Information Service (OPIS) weekly averages. 11 – Actual price based on GR date Tank Wagon Fuel Contract • Invitation to Qualify (ITQ) contract structure • For deliveries of 4999 gal. or less of: – Diesel Fuel products, including biodiesel and ultra-low sulfur kerosene blends – Heating oil and bio-heating oil – Unleaded gasoline and E85 Ethanol • Suppliers qualified by county and by fuel type. – Current supplier listing and fuel types by county can be found in the Contract Overview on E-Marketplace – ITQ has open enrollment, supplier listing is updated whenever a new supplier is added to the contract 12 Tank Wagon Fuels Contract (Cont.) • Ordering process – Follow procurement guidelines for ordering based on anticipated $ value of the order • DGS recommends soliciting quotes from multiple suppliers regardless of $. – Mandatory use of P-Card for all orders < $5K, unless given written waiver by DGS – Most common ordering process: 1. Conduct informal e-mail RFQ to suppliers qualified for the needed fuel type in your county 2. Order fuel from supplier with lowest price. 3. Pay for delivery with P-Card – Users with larger tanks may elect to solicit quotes to cover a series of expected deliveries over a defined time period, i.e. several weeks. • Larger volume TW users may be able to obtain a utility p-card, which has no limit for petroleum purchases 13 Update on 50% Recycled Paper COPA purchases 2,478 tons of paper per year. By switching from 30% recycled content paper to 50% recycled content, would use 495.6 tons less virgin paper. Savings - 1,903 trees, or 16 acres. Same price as 30%. PA manufacturer. 7 Agencies included in sample test–no issues: BOP, Revenue, PennDOT, Health, DPW, DOC and LCB 70 cartons used in test •Testing complete and approved by all. Available for ordering sometime in May, 2011. Note: Will still be supplied through Staples contract. 14 Reference: www.is.depaul.edu/computers/labs/ei.asp Services Team Upcoming Solicitations Project Title 15 Agency Commodity Specialist Supplier Name Carahsoft Technology Corp Timelink International Corp Original Original Contract Contract Start Date End Date Carachsoft - GSA PA (Symantec Software) ALL Teprovich, Tom Comprehensive Time/Data Collection Solution ALL Teprovich, Tom Digital Production Publisher Equipment ALL Bowers, Wanda Various Drafting & Engineering Equipment ALL Jaime, Ray Various Envelopes Lot 3 ALL Noss, Toniann Meadwestvaco Corporattion 4/21/2006 Environmental Remediation DOT Yagle, Brandi Skelly & Loy, Inc. Equipment Maintenance Program ALL Contract Number of End Date Contracts 2/4/2009 11/9/2009 5/13/2011 1 1/28/2008 1/27/2011 4/27/2011 1 8/1/2006 7/31/2008 7/31/2011 6 11/15/2007 11/14/2009 5/13/2011 7 2/28/2008 5/31/2011 1 4/12/2006 4/11/2009 6/30/2011 2 Poepperling, Hilary HT Results LLP 7/1/2007 6/30/2011 9/30/2011 1 Facility Design, Construction, Renovation & Inspection DOT Services Jackson, Tonja 1/1/2005 12/31/2011 12/31/2011 360 Food Catering Services ALL Baltimore, Georgina Various 8/1/2006 7/31/2011 22 Health & Human Services Call Center ALL Shingara, Syline Policy Studies Inc 6/30/2004 8/31/2006 10/30/2011 1 Lot #2 - Bound Printing ALL Noss, Toniann K-b Offset Printing Inc 3/1/2006 2/28/2008 5/31/2011 1 Lot #4 Tax Booklets ALL Noss, Toniann Moore Wallace North America Inc 3/1/2006 2/28/2008 5/31/2011 1 Lot #8 Disability Placards ALL Noss, Toniann Moore Wallace North America Inc 3/1/2006 2/28/2008 5/31/2011 1 Mailroom Equipment and Supplies -WSCA CONTRACT ALL Bowers, Wanda Various 4/24/2006 11/8/2006 5/8/2011 2 Various 7/31/2008 Services Team Upcoming Solicitations Project Title 16 Agency Commodity Specialist Supplier Name Williams & Heintz Map Corporation Maps Lot #7 ALL Noss, Toniann On-Line Legal Research Services ALL Habowski, Jennifer Various Photo Imaging Network ALL Teprovich, Tom PENNDOT Continuous Cut Card Forms-JIF Forms DOT PENNDOT Inspection Devices (Mass Transit Stickers) Inspection Stickers (Securemark Decal Corp.) Original Original Contract Contract Start Date End Date Contract End Date Number of Contracts 3/1/2006 2/28/2008 5/31/2011 1 2/1/2006 1/31/2011 6/30/2011 2 Data Works Plus Llc 12/4/2007 4/30/2009 4/30/2011 1 Noss, Toniann Moore Wallace North America Inc 7/1/2006 6/30/2008 6/30/2011 1 DOT Noss, Toniann Securemark Decal Corp 10/4/2006 5/31/2007 5/31/2011 1 Professional Development Training Statewide Contract ALL Whitsel, Kay Various 10/22/2006 9/30/2009 9/30/2011 254 PSU Master Agreement ALL Whitsel, Kay Penn State University 10/3/2005 6/30/2011 6/30/2011 1 Satellite Communication Services ALL Kimport, Sheryl Various 8/4/2006 6/30/2009 6/30/2011 2 Two Way Radio Communications Equipment & Accessories ALL Kimport, Sheryl Various 7/1/2006 6/30/2009 6/30/2011 27 Stickers, Vehicle Inspections & ID (Mass Transit Stickers) (Grafika Commercial Printing, Inc.) DOT Noss, Toniann Grafika Commercial Printing Inc 10/4/2006 5/31/2007 5/31/2011 1 Telephone Service 800 Services - Toll Free - AT&T ALL Kimport, Sheryl At&t Corp 7/2/2008 8/31/2009 8/31/2011 1 Waste Paper Recycling DGS Bowers, Scott Harrisburg Wastepaper 9/1/2006 8/31/2008 8/31/2011 1 Underground Storage Tank Repair Services DGS Yagle, Brandi Keystone Petroleum Equipment 9/1/2010 2/28/2011 2/28/2011 1 Services Team Current Solicitations Project Title 17 Agency Commodity Specialist Bid Issued Bid Opening 2011 Public Health Institutes (PHIs) DOH Fetter, Stephanie Solicitation in process ACCESS PA Database Project PDE Corish, Angela Alcohol and Other Drug (AOD) SCI Chester and Pittsburgh DOC Moyer, Nicole Solicitation in process 9/2/2010 10/20/2010 Audit Services - PennDOT DOT Williams, Emanuel BPR Repair/Conversion of Permanent Traffic Collection Sites DOT Teprovich, Tom Solicitation in process 1/5/2011 2/15/2011 Business Credit Reporting Services ALL Habowski, Jennifer 11/10/2010 12/10/2010 CADD Support-DOT DOT Jaime, Ray Central Control Computer System Digital Document & Electronic Content Management-ON HOLD-PIBH? District 6 Janitorial Services DOT Infrastructure Support Client/Server Network Support Services Drafting & Engineering DOR Mistretta, Tami Solicitation in process 7/7/2010 8/13/2010 ALL Jaime, Ray DOT Bonner, Danielle Solicitation in process 1/25/2011 2/22/2011 DOT Goertz, John 7/6/2010 9/7/2010 ALL Jaime, Ray Solicitation in process Drexel University-IGA MASTER AGREEMENT ALL Whitsel, Kay Solicitation in process Electrical Service Repairs to the Rest Areas District 8-0 DOT Bonner, Danielle Electronic Payment Processing (Merchant Services) ALL Habowski, Jennifer Solicitation in process 4/1/2010 Enterprise Third Party Hardware Maintenance ALL Teprovich, Tom Solicitation in process Envelopes ALL Williams, Emanuel Solicitation in process Environmental Remediation DOT Yagle, Brandi Solicitation in process eTranscripts and Student Record Exchange Solution External Quality Reviews for Office of Medical Assistance Programs Health & Human Services Call Center PDE Mistretta, Tami Solicitation in process DPW Williams, Emanuel ALL Shingara, Syline Inspection & Safety Devices DOT ITQ Professional Development Training ALL 5/13/2010 8/23/2010 10/7/2010 Noss, Toniann Solicitation in process 11/16/2010 12/8/2010 Whitsel, Kay Solicitation in process Services Team Current Solicitations Project Title Laboratory and Phlebotomist Services DPW Commodity Specialist Bid Issued Bid Opening Moyer, Nicole 12/15/2010 1/19/2011 8/23/2010 10/13/2010 Learning Management Service (LMS) Solution ALL Teprovich, Tom Medical Benefits for PSP PSP Williams, Emanuel Solicitation in process Medical Management Services L&I Williams, Emanuel 2/10/2011 Nurse Aide Registry; DOH and PDA 3/3/11 DOH/PDA Teprovich, Tom Solicitation in process Outdoor Advertising Devices and Junkyards DOT Wright, Jeffery Solicitation in process PA Information Management System (PIMS) Being rewritten 11/18/2010 PDE GeeGee-Dugan, Christina Solicitation in process PACE Program Aging Shingara, Syline 6/24/2010 8/25/2010 PASCSES Client Infrastructure Network DPW GeeGee-Dugan, Christina 6/25/2010 8/27/2010 Pennsylvania Instant Check System (PICS) Rewrite PSP Mistretta, Tami Pennsylvania Natural Heritage Program (PNHP) & Pennsylvania Natural Diversity Inventory (PNDI) DCNR Walters, Corey Pennsylvania Technology Inventory (PATI) Data PDE Corish, Angela Solicitation in process Printing of Famers Market Nutrition Program Checks AGR Noss, Toniann Solicitation in process Relabeling Antiviral Drugs Services, FDA approved (Rebid of ID # 1056) DOH Moyer, Nicole Restitution Training (Web ID TDB) PBPP Whitsel, Kay Solicitation in process Satellite Communication Services (Voice & Data) DGS Kimport, Sheryl Solicitation in process Special Education Compliance Monitoring System PDE Wright, Jeffery 1/5/2011 2/11/11 DCNR Corish, Angela 6/3/2010 8/5/2010 Two Way Radio Communications Equipment and Accessories DGS Kimport, Sheryl Solicitation in process Uniform Rental & Laundering and Related Textile/Facility Services DGS Baltimore, Georgina State Parks Reservation and Revenue Program 18 Agency Solicitation in process Solicitation in process Solicitation in process 12/17/2010 1/28/2011 Consulting ITQ Contract • DGS finalized revised contract T&C’s for Consulting (non IT) ITQ based on supplier base feedback. – Solicitation is now available to accept submissions. • Contract administration documents, including instructions to agencies & solicitation requirements, will be uploaded to ITQ document library prior to contract implementation. • Current suppliers should go to www.emarketplace.state.pa.us and search “solicitations “ under solicitation number: 4400007410. – Directions provided within advertisement for them to follow to submit electronic proposal. (List of Consulting Categories provided under this contract are listed on next slide.) • 19 Form approval pending so each initial contract requires OGC & AG approval. If you have any questions, please feel free to contact Kay Whitsel at: 717-787-7675 or [email protected] Consulting Categories 20 Actuarial Services - Actuarial Consultant Healthcare/Medical Actuarial Services - Actuarial Consultant Pensions/Investment Actuarial Services - Actuarial Consultant Financial Accounting Services - General Accounting Services - Tax accounting and Auditing – federal Accounting Services - Tax accounting and Auditing – state and local Accounting Services - Decision analytics and predictive modeling Accounting Services - (Tax) Technical forms and instruction writing Accounting Services - Accounting and auditing functions of Gaming systems and operations . Accounting Services - Cost accounting Auditing Services - General Auditing Services - Financial and Financial Related Audit Services Auditing Services - Performance Audits (Internal Control / Audit Services) Auditing Services - Operational and Claims Audits Auditing Services - Compliance Audits Investigative Audits, Academic Audits Financial Services - Financial Management General Government Operations - Best Practice Analysis Management - Business Case Development and Modeling Management General Government Operations - Data Mining Management General Government Operations - Operations Analysis Management General Government Operations - Program Evaluation and Benchmarking Management General Government Operations - Measuring Process Performance/Improvement Outcomes Management General Government Operations - Strategic Planning Healthcare Services - Chronic Care Public Safety Services - Emergency Preparedness Exercises Public Safety Services - Emergency Preparedness Writer Public Safety Services – Emergency Preparedness Logistics Public Safety Services – Emergency Preparedness Training OA / OIT – IT GL Expenditures and Spending Categories Background 21 • On January 11, 2011, the Governor’s Office published Administrative Circular 11-01, “Transitioning Information Technology Procurements and Expenditures to Restructured Categories and Accounting Codes” • Current Commonwealth IT accounting codes and definitions are outdated and difficult to use. • Accurate IT spend data is very difficult to extract and use for IT planning and reporting because of these outdated definitions. • Restructuring IT expenditure codes and definitions is critical to appropriately budget for future IT initiatives, particularly given the current fiscal climate facing the Commonwealth. IT Expenditures and Spending Categories Codes that will Expire Commitment Item 6341200 6344100 6344300 6344500 6351100 6371000 6372000 6400630 6450280 6450290 6450300 6331200 6331300 22 GL Account 6341200 6344100 6344300 6344301 6344500 6351110 6351120 6351130 6351140 6371000 6372000 6372010 6372020 1906300 6450280 6450290 6450300 6331210 6331220 6331310 Description Consultant Services – EDP Contracted EDP Services – Vendor Provided Contracted Maintenance Services – EDP Prepaid EDP Maintenance Contract Contracted Repairs – EDP EDP Equipment Rentals - Data Circuits/Modems EDP Equipment Rentals - Word Processing EDP Software Rentals - Vendor Provided EDP Equipment Rentals - Computers & Peripherals EDP Software Other Computer Equipment Computer and Peripheral Purchases Data and Other Information Technology Equipment EDP-Computers and Peripherals EDP – Data Circuits and Modems EDP Software Telecommunications – Non-recurring Charges Telecommunications - Non-Recurring Charges-Credit Card Telephone Equipment IT Expenditures and Spending Categories New Categories • The new categories will more accurately categorize COPA IT expenditures: Hardware* • Servers • Server Maintenance • Network • Network Maintenance • Storage • Storage Maintenance • Peripherals • Peripherals Maintenance • Desktop • Desktop Maintenance Software Licensing* • Maintenance • Procurement – Nonrecurring • Procurement – Recurring IT Consulting Services • Managed Services (Infrastructure) • Managed Services (Software and Applications) • Managed Services (Software as a Service) • IT Help Desk • Applications Development • Applications Maintenance & Support • Security • Project Management • General Telecommunications Services* • Voice • Data • Security * Additional categories will be added to this list in order to accurately track capitalized assets that meet established thresholds. 23 IT Expenditures and Spending Categories Approach: Agency Guidance • A document has been created to provide guidance to agency staff to identify the appropriate coding when entering procurements this document is available for download through the following link: http://www.portal.state.pa.us/portal/server.pt/document/1040494/itspending_proposedcategories_v2_agencyguida nce_final_pdf 24 IT Expenditures and Spending Categories Approach • In order to implement this new coding strategy beginning with FY 11/12, several tasks must be accomplished: Milestones Finalization and creation of the new Commitment Items and General Ledger Accounts Complete Outreach to agencies and vendors to demonstrate new spending categories Complete Identification and update of existing procurement documents which will have to be updated by June 1, 2011, and ~ This will include any existing multi-year procurements which extend into FY 11/12 and beyond. Ongoing Outreach to vendors regarding any required updates to invoices for existing procurements for FY 11/12 and beyond. 25 Status IT Expenditures and Spending Categories Next Steps: Agency Roles and Responsibilities for Transitions Agency Requisitioners Use new G/L’s for IT related carts for FY11 and beyond Update existing carts not yet approved for FY11 by June 1, 2011 Shopping Cart Approvers Review carts for new G/L’s Reject carts for FY11 and beyond that do not reference new G/L’s Purchasers Update open purchase orders with new G/L’s for FY11 and beyond by June 1, 2011 Use new G/L’s for IT related purchase orders for FY11 and beyond Agency Asset Master Coordinators Use new G/L’s for IT related asset masters for FY11 and beyond If the asset record was already created, a new record has to be created; the remainder of the process remains the same. * Note – Agencies will not be required to use the new commitment items for the 2011-12 SEM Rebudget submission; agencies can use commitment items from the initial budget submission and input SAP adjustments after the Rebudget is retracted to move budget items to the new commitment items. 26 IT Expenditures and Spending Categories Questions? The entire agency presentation is available at: http://www.portal.state.pa.us/portal/server.pt/document/1041921/itspending_agencybriefings_v4_final_pdf Richard Cardamone Director of Accounting, Office of the Budget [email protected] Kathryn Hartzell Project Manager, Office for Information Technology [email protected] 27 eMarketplace Enhancements • Functionality – Automation of: Notice of Forthcoming Procurements ( NFP) Request for Delegation (RFD ) • Award Form Upcoming Procurements Functionality & Benefits – Added automated date field that records date & time when the Approver approved the form. The date changes if there is a modification to the form • ID# added to the top of the NFP, RFD, & Award forms – – – – Award renewal e-mail reworded to read “The Award Form Renewal, 0000, is accepted. Added link to NFP in the Agency Lead e-mail to enable direct access Eliminated the duplicate e-mails in the “Add additional e-mails” section of NFP form Added new buttons in the “Upload documents” section of Award form to enable agencies to post updated supplier/contract list when new suppliers are added – Created auto archive functionality moving forms from public view once solicitation is posted. – Option enhanced to enable NA selection in response to question on previous efforts taken (see below) If a similar effort was previously undertaken, have the results of the prior effort been evaluated to determine 28 Why it was not successful and why the effort is to be duplicated either partially or wholly? * Yes / NA No eMarketplace Enhancements • • • 29 For solicitations < Materials/Services threshold; NFP not required For Materials solicitations > threshold; use shopping cart unless it is large procurement discussed with BOP or agency desires to lead procurement. (Submit NFP) For Services & IT solicitations > threshold; must submit NFP Playbook •“RFP-RFQ Playbook” has been updated. •The Playbook is available on the Agency Dashboard under the Resource Toolbox section. 30 Playbook RFP APPENDIX RFQ APPENDIX RFP RFQ APPENDIX APPENDIX 31 A Standard T&C's A Intentionally left blank (use for SLA’s or Matrix of hours per deliverable B Proposal Cover Sheet B Proposal Cover Sheet C Domestic Workforce Utilization Certification C Domestic Workforce Utilization Certification D Cost Matrix D Cost Matrix E Project References E Project References F Proposed Personnel Reference F Proposed Personnel Reference G Personnel Experience Summary G Personnel Experience Summary H Personnel Experience by Key Position H Personnel Experience by Key Position I Trade Secret/Confidential Proprietary Information Notice I Trade Secret/Confidential Proprietary Information Notice J Lobbying Certification Form (if applicable) J Lobbying Certification Form (if applicable) K CoStars (Allows Municipalities & Townships to use our contract) L Small Business Certification (Must accompany COSTARS Appendix L) Playbook IT / ITQ Document Library: • Template • Recommendation for Selection Letter for >$250,000 – Award posting procedures The direct link to the RFQ Template from Document Library is below. http://www.itqrp.state.pa.us/ITQ/ITQ/ITQLibrary/Documents/6.2%20%20RFQ%20Summary%20Scoring%20for%20Projects%20Greater%20Than%20$ 250,000%20(Rev%202.15.11).xlsx 32 Playbook MASTER Scoring Sheet 33 Supplier Enablement Update Upcoming Punch-out Catalogs: – Medical Supplies & Equipment - McKesson Medical Surgical Minnesota Supply Inc – Latex Paint – The Sherwin Williams Co – Dental Supplies & Equipment – Henry Schein Inc – All will be XML, Auto-PO, P-card New ERS Supplier • Laird Plastics No anticipated go live dates at this time. As more information becomes available we will provide updates. 34 SRM System Updates: XML Order Acknowledgement • XML Order Acknowledgements – – – – 35 SRM POs only (at this time) Via email Goods Recipient Tentative go-live: February 25, 2011 SRM System Updates: XML Order Acknowledgement 36 Digital Ink MSCC Contract Catalog Issue: MDM is auto rounding to adjust to mandatory 2 decimal places on shopping carts Resolution: – Temporarily pulling MSCC catalog until a permanent solution can be found – MSCC catalog items will be added to SAP R3 Contract – Agencies will continue to use SRM contract for ordering Describe Requirement items as outlined in the contract Corrections to existing POs: – MSCC prices that rounded up • Invoices will not block, comptrollers will pay correct invoiced lower amount – MSCC prices that rounded down • Invoices will block • PO pricing must be corrected • Contract pricing sheets will be posted on eMarketplace 37 SRM System Updates • Agency Contract Alerts – Go-live February 28, 2011 • Do not anticipate any issues during testing – Could push go-live back 1 or 2 weeks – Alerts sent via • Outlook email • Alerts tab in the Universal Work List (UWL) – Daily alerts will repeat until action is taken by recipient 38 SRM System Updates: Agency Contract Alerts 39 • View from Universal Work list Alerts Tab: • The alert must be “Completed” by the recipient (right click the item and choose Complete) for the item to be removed from the alerts tab. • View from outlook email: SRM System Updates: Records Management • RM PO/Contract Snapshot Issue: When attempting to view PO and Contract snapshots in RM users are getting an Internet Explorer error message – Status: IES is working with SAP on resolving this issue • 2/8/11: SAP escalated to their next level of support – Interim action: View PO/contract change versions in SRM directly 40 SRM System Updates: Describe Requirement Shopping Carts • Change to the Describe Requirement shopping cart functionality in SRM – Allows requisitioners to change a vendor (source of supply) or price on a describe requirement shopping cart after they’ve selected the data – Email communication sent February 4, 2011 – Change effective February 7, 2011 • End User Procedure (EUP) available on DGS Training website – Resource Toolbox > End User Procedures > Shopping Cart > Changing Price or Vendor on Describe Requirement Shopping Carts – Please refer to the website for updates and other helpful EUPs 41 PA Preferred Agricultural Products Executive Order 2010-03, Pennsylvania-Produced Agricultural Products Program (PAPAP) • Agencies under the Governor’s jurisdiction that purchase agricultural products (as defined by the executive Order) shall, to the extent permitted by the laws and agreements and so as not to trigger the reciprocal preference laws of other states, purchase PA-produced agricultural products when available at competitive prices. • Agencies are required annually to provide a report to the Department of Agriculture describing the types, quantities and costs of each agricultural product purchased and each PA-produced agricultural product purchased. • Process has been developed to capture this information on SRM Pos – http://www.dgsweb.state.pa.us/comod/Training/PAPreferredEUP.doc • Will be revised to capture PAPAP information at time of solicitation • Bid Attributes being developed • Refer to Appendix for additional info 42 Dell Punch-out Procurement Process • Orders against contracts should be created using the SRM punch-out catalog: – 4400002819, IT Hardware (PCs, Laptops / Notebooks, Monitors) – Lot 1 – 4400002801, IT hardware (Rugged Notebooks) – Lot 2 – 4400002806, IT Hardware (Thin Client Laptops) – Lot 3 • • • • Agencies are not required to obtain quotes from Dell All pertinent data is pulled from the punch-out catalog into the SRM shopping End User Procedure (EUP) Creating Shopping Carts from Catalogs using P-card Items not available through the punch-out – Require a quote – Have special ordering requirements – EUP: Creating Orders Referencing Dell Quote Numbers. Questions: • Contract questions: – Ray Jaime, Commodity Specialist, [email protected] or (717) 346-3827 • End User Procedures: – Business Process Improvement & Training for a complete list of names and contact information 43 Procurement Handbook Progress Report: Completed Chapter Description Location Responsibilities Pt I Ch 03 Section B.4.e. Purchase of Materials Manufactured or Services Performed by Persons with Disabilities Pt II Ch 11 Request to Advertise Pt III Ch 18 Request to Advertise Pt IV Ch 10 Contractor Responsibility Pt I Ch 14 Section Q.3. Change Revised to include requirement to complete new on-line Award form, the language now reads, "Once the contract has been executed, the purchasing agency must complete the Award Form which includes the disadvantaged business commitments made in the contract. The Award Form shall . . .". Removed section B.1, 1.a., & 1.b.. Added a new Section B.1. Added the words PIBH Carve-out list in section B.2. and B.3. Removed the reference to the SRM Contract number in Section B.3. and replaced it with, "the PIBH statewide requirements contract". Removed the words "in SAP R/3" in Section B.3. Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Request to Advertise Procedures"). Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Procedures for Preparation of Form STD-179, Request to Advertise"). Revised to read, “. . . the score for its technical submittal of the proposal must be greater than or equal to 70% of the total amount of technical points allotted to the technical criterion for selection.” 44 Version November 2010 – Revised January 4, 2011 Revision Summary Document Procurement Handbook Progress Report: In Progress Change Description 45 Location Status Definition and use of RFEI Pt I Ch 02 & 06 In Development (Legal) RFP process distinction between BAFO and Pre-selection Negotiation Pt I Ch 06 In Development (BOP) Chapter being revised to remove unused terminology and to reflect current process and terms Pt I Ch 32 In Development (BOP) Adding language on Established Catalog Price Contract Types Pt I Ch 08 In Development (BOP) Chapter being revised to remove obsolete forms and add new forms. Pt I Ch 10 In Development (BOP) Revisions to processes associated with the procurement of vehicles Pt II Ch 18 & 19 Draft language under Review (BOP) New chapter on the Acquisition of Federal Surplus Property Pt II Ch 27 To Be Drafted (BOP & BSSO) Revisions to reflect the proper use of the Delegation Request and Notice of Pt II & III Forthcoming Procurements and requirement to complete the automated Source Ch 04 Justification Form Use of Funds Commitments Pt I Ch 30 Draft Language Under Review New Chapter. This chapter will be published with the May 2011 Version Procurement Handbook Progress Report: Completed 46 Procurement Handbook Progress Report: Completed 47 P-Card Expansion OB/OA/DGS Partnering on Project to Expand Use of P-Card While Maintaining Proper Controls Goals Actions Under Review • Increase COPA revenue thru higher rebates • Increasing number of P-Card Enabled contracts • Decrease administrative costs • Increasing number of suppliers who accept P-Card • Make shopping experience easier for agencies • Increase reporting/tracking ability via Business Intelligence • Provide prompt payments to suppliers • Exploring opportunities to expand P-Card threshold • Expanding SW contract opportunities • Examining off contract P-Card spend • Reconciling P-Card designation in eMarketplace 48 P-Card Expansion • Big Picture Potential P-Card Rebate – PO Spend from July 2009 – June 2010 < $5K where a P-Card was not used: $86,035,238 – Potential $1,247,511 additional rebate 49 P-Card Expansion • Progress Since Last PPC Meeting – Role Changes – OA automatically assigning all SRM requisitioners with P-Card role • Communications – Ensure requisitioners physically obtain P-Cards – Confirm that P-Card master data in SRM is current – List of P-Card Enabled Suppliers to be sent to agency requisitioners • Goal -- Begin using P-Card enabled suppliers for all purchases up to $5K 50 P-Card Expansion • Key benefits to using P-Card enabled suppliers: – Decreases administrative costs • POs automatically generated • POs auto-faxed to supplier • No Goods Receipt required • Invoices do not need to be processed through Comptroller Operations • Eliminates blocked invoices • Ability to generate data for P-Card Reconciliation Process 51 P-Card Expansion Current P-Card Enabled Suppliers (14) 52 Supplier Commodity Arbill Industries Inc. Maint., Repair & Operational (MRO) Career-Builder Employment Recruiting Dell Marketing LLP IT Hardware ePlus Technology Inc. IT Peripherals & Networking Gear General Electric Service DGS Property Mgt. only/small engine repair PA Industries for the Blind & Handicapped (PIBH) Various Pomeroy IT Solutions Sales Co. IT Peripherals & Networking Gear Reed ElSevier Inc d/b/a LexisNexis Online Legal Research Sargents Court Reporting Court Reporting Schaedler Yesco Distribution Inc MRO VWR International LLC Lab Equipment & Supplies W. W. Grainger Inc MRO Wesco Distribution Inc MRO West Publishing Online Legal Research P-Card Expansion • Security Concerns about physical access to P-Card – Card numbers are masked in SRM and only the last four digits of the card number are displayed. – Card data can be maintained in the SRM system, while the cards can be physically stored in a secure, central location. 53 BOP’s Customer Satisfaction Survey • BOP initiating electronic Customer Satisfaction Survey – Identify opportunities for improvement to enhance service to agencies • Survey Content – Rate BOP’s: • Customer Service • Responsiveness • Professionalism • Procurement Knowledge – Solicits feedback regarding: • Benefits of centralized procurement to agencies • BOP’s strengths and areas requiring improvement • Policy Updates and Training • Communications tools used to share information with agencies • BOP’s website 54 BOP’s Customer Satisfaction Survey • Rollout -- Participants: Procurement Policy Council -- Distribution: Will be emailed to Procurement Policy Council -- Survey Period: February 23, 2011 – March 11, 2011 -- Time Commitment: Approximately 15 minutes -- Survey Tool: Zoomerang web-based -- Respondents remain anonymous • Able to provide contact information for follow-up calls Please respond to this survey. Your input is invaluable to addressing core services and BOP’s continuous improvement. 55 Shared Services Billing Shared Services Billing is the cost allocation for contract services provided by BOP •Calculations provide a breakdown by BA, Fund and Cost Ctr •Allocations are based on the ratio of total spend relative to agency spend Agencies are not required to use account coding based on detail provided, however it can be used as a guide for allocation. 56 Shared Services Billing Calculation 1 •PO Spend from Statewide contract •P-card Spend –SRM transactions –Works transactions Calculation 2 •Reconciliation –Projections –Actuals Detailed transactions are from the previous Fiscal Year. Annually sent out approximately mid-April. Calculations are pro-rated based on agency spend to total spend. 57 EPO & Sole Source Dashboard • BOP partnered with Business Warehouse Team to create dashboard • Purpose of Emergency Purchase Orders & Sole Source Dashboard – Enables Commonwealth of PA’s executive level to monitor Emergency Purchase Orders & Sole Source Procurements – Provides transparency to agencies • Benefits – Executive level data • Ability to drill into details – Current data instantly • Extracts data from Business Warehouse – SAP and SRM EPO Dashboard 58 Sole Source Dashboard EPO & Sole Source Links 59 EPOs: Fiscal Year Data 60 EPOs: List of Agencies 61 General Services’ EPOs 62 General Services’ EPO FY Data 63 General Services’ EPO Detail 64 General Services’ EPOs Grand Total 65 Sole Source Procurements: FY Data 66 Services & Materials Sole Source: FY Data 67 General Services’ Sole Source FY Data 68 Generals Services’ Sole Source Detail 69 EPO & Sole Source • No change in SS and EPO process from agencies • BOP has interim process in place requiring secondary executive level review/approval prior to release. • May be some additional lead-time required • EP’s <$10K will be managed by BOP functional approvers. No change in process, but increased scrutiny • Some independent agencies using EPO doc type for services=>Routes to BOP for approval – BOP is not approving authority • If create new doc type for EPO’s what workflow for approval? 70 Training Updates Course Purpose Delivery Status RFP Policy Course • Policy portion of course now be web-based course. Web-based Available RFP Process Course • Limited to RFQ/RFP processes. – Completion of RFP Policy course is pre-requisite to attending instructor-led RFP training. Instructor led Scheduled April 11 & 18. Inventory Management Course • Designed for individuals who currently have inventory management roles in SAP Instructor led In development Green Procurement Course • To provide procurement professionals with background information on the COPA’s Green Procurement Program. Web based In development Surplus & Supply Course • To assist procurement professionals with an understanding of Bureau of Supplies and Surplus Operations’ various programs and how they can benefit the agencies Web based In development 71 Training Updates Course Purpose Purchasing Card • To assist procurement professionals with policy and processes involved in the Purchasing Card Program. Training Course • Two-part program: – Part 1 on P-Card Policy and Process (DGS) – Part 2 on the Reconciliation of the P-Card (OB). Delivery Status In development Part 1 – Web based Part 2 – Instructor led Procurement Policy and Process • PA course scheduled for 2/28 – 3/3. Session full. • To date, 142 PA’s have attended class; 109 certified. Instructor led Next Session scheduled for July Beyond Google • Assist procurement professional in utilizing databases, web sources, and virtual reference services such as: Instructor led Scheduled for April 15th & 22nd, May 16th and June 3rd & 20th – Congressional Info Service (U.S. and State Statutes, Regulations, etc.; Statistics) – EBSCO (full text articles, newspapers, etc.) – Reference USA , general research databases 72 Contact Information 73 Chuck Anderson, DGS Attorney, Strategic Source 717-214-7739 [email protected] Del Border, Manager, Quality Assurance 717-783-1627 [email protected] Richard Cardamone, Director of Accounting, Office of the Budget 717-265-7274 [email protected] Scott Cross, Director, Programs & Systems 717-783-8676 [email protected] Roxana Dietz, Director, Services Procurement 717-783-8062 [email protected] Kathryn Hartzell, IT Project Manager, OAIT 717-265-8386 [email protected] Cheryl Kleeman, Strategic Development Manager, BOP 717-346-4326 [email protected] Joan Kraft, Director, Business Process Improvement 717-705-0564 [email protected] Jeff Mandel, Chief Procurement Officer 717-787-5862 [email protected] Ed Myslewicz, Strategic Development Manager, BOP 717-346-8176 [email protected] Beth Nonemaker, BMWBO Equal Opportunity Specialist 717-783-5034 [email protected] Janice Pistor, Strategic Development Manager, BOP 717-346-8115 [email protected] Walter Quade, Director, Materials Procurement 717-787-4775 [email protected] Kenneth A. Rapp, Deputy Secretary for Procurement 717-787-5295 [email protected] Pam Shady, Strategic Development Manager, BOP 717-703-2933 [email protected] Appendix: PA Preferred Products End User Procedure for Capturing PA Preferred Pennsylvania-Produced Agricultural Products Procurement Information in SRM In accordance with Executive Order 2010-03, all agencies under the Governor’s jurisdiction that purchase agricultural products (as defined by the executive Order) shall, to the extent permitted by the laws and agreements of the United States and the Commonwealth of Pennsylvania and so as not to trigger the reciprocal preference laws of other states, purchase Pennsylvania-produced agricultural products when available at competitive prices. Part I: Executive Order 2010-03 Reporting requirements. Agencies are required to provide a report to the Department of Agriculture describing the types, quantities and costs of each agricultural product purchased and each Pennsylvania-produced agricultural product purchased. To assist with meeting the reporting requirements of the Executive Order a process has been developed to enable purchasers to capture this information electronically on SRM procurements. Part II: Electronically Capturing PA Preferred Agricultural Products (PAPAP) procurements in SRM. Agency purchasers must complete the following steps for all applicable SRM Purchase Orders: 74 Appendix: PA Preferred Products 75 1. Select the Item Data tab. 2. Scroll to the right and click on the Details icon. 3. On the next screen scroll down to the Manufact. Field. Appendix: PA Preferred Products 4. In the Manufact. Field type the acronym PAPAP to represent a “PA Preferred Agricultural Product”. Important Note: For reporting purposes this acronym must be typed exactly as shown in this EUP and must be done on every applicable line item within a purchase order. 5. 76 Complete the purchase order following standard procurement policy and procedure. Appendix: PA Preferred Products Part III: Using Business Warehouse to extract PAPAP procurement information. Users can access this information via the Business Warehouse. Users should execute the SRM PO Overview report to capture the required data: Order Quantity, Order Value, Product Description, Date of Order, Supplier Name, and Supplier Number. Users should add the Manufacturer Name to the report to enable them to filter the report results by those Purchase Orders in which the PAPAP indicator was entered. This report executed as detailed in this procedure meets the requirements of Executive Order 2010-03 and can be submitted to the Department of Agriculture on or before January 1 of each year. For more instructions on running BW reports see the BW Procurement Reporting Course material on the DGS Training website. 77