1. PROCUREMENT POLICY COUNCIL
April 22, 2009
9:00 am to Noon

2. PPC AGENDA 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

3. Bureau of Payable Services

4. 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.

5. Procurement Announcement Form
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

6. Procurement Announcement Form

7. Procurement Announcement Form
Form can be obtained from:
DGS Website – Procurement Forms
Submit Form to:

8. 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
Service Contracts with standard T & C’s – no Comptroller approval (Non-standard
T & C’s require approvals)

9. 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

10. Contract Compliance Program
BMWBO
Contract Compliance Program
STD-21
Initial Contract Compliance Data

11. Procurement Handbook Part 1 Ch.3
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 STD-21 Compliance Review Form.

12. STD-21 Form

13. Letter to the Contractor

14. STD-21 Workflow Report

15. Doing Business w/ Commonwealth Contract Compliance (CC) DGS, BMWBO
BMWBO Contact Info
Doing Business w/ Commonwealth
Contract Compliance (CC)
DGS, BMWBO
Charlie Poticher, CC Officer
Beth Nonemaker, CC Equal Op Spec
Tel or

16. Known also as “set a sides” in other states.
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.

17. 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.

18. Small Business Reserve
Current States/ Entities Utilizing SBRs
Connecticut
Georgia
Hawaii
Illinois
Iowa
Maryland
Minnesota
New Jersey
Virginia
* Federal Government * District of Columbia

19. 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.

20. Materials Contract Update
Contract Number
Contract
Title
Status
Commodity Manager
Material
Wheelchair Vehicles
Amendment adding new items
Reinoehl
Disabled Vehicles
Canned Fruit
New Contract
Gurzenda
Pharmacy
Prescription Drugs
Flu Vaccines
Vaccines
Polycarbonate Sheets
Plastic Sheeting
Compaction Rollers
Rollers
Incontinent Pads
Renewed Contract
Less than lethal Ammunition
Non-lethal Ammo

21. Materials Contract Update
Contract Number
Contract
Title
Status
Commodity Manager
Material
Plant Mix Material
New Contract
Shiffler
Asphalt
Liquid Bituminous
Liquid Calcium Chloride
Calcium Chloride
Aviation Fuel
Dishwashing Detergent
Amendment awaiting Approval
Gurzenda
Detergent
Dilution Control
Packaging
Misc Packaging

22. Materials New Contracts
Contract Number
Contract
Title
Status
Commodity Manager
Material
Systems Furniture
New Contract awaiting approval
Reinoehl
New Furniture-will discuss

23. New Solicitations Contract Number Contract Title
Estimated Contract Bid
Commodity Manager
Material
Uniforms
May 2009
Gurzenda CN
Coal
April 2009
Shiffler CN
Heavy Duty OEM Parts
April-May 2009
Reinoehl
Truck and Misc Parts

24. Current MMCAP Contract to expire June 1st, 2009
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

25. 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.

26. 2008 Supplier Rebates Lowe's Rebate VWR Rebate Grainger Rebate
Lexmark Rebate
Total Rebate
DPW
$4,800
$4,257
$6,445
$44,278
$59,779
TRANS
$3,502
$34,064
$14,537
$56,903
DEP
$42,014
$921
$1,653
$44,588
COR
$6,759
$25,778
$2,001
$39,339
L&I
$108
$26,063
$26,171 SP
$8,846
$10,008
$19,775
DMVA
$2,258
$9,206
$230
$16,494
DCNR
$339
$8,286
$757
$14,181
DOH
$10,381
$314
$10,695
LCB
$2,526
$8,247 AG
$7,806
$44
$7,850
DGS
$182
$5,902
Others
$4,830
PGC
$154
$2,762
$1,070
$3,985 ED
$3,409
$388
$3,797
BPP
$3,605
REV
$32
$1,426
$1,457
PFBC
$362
$21
$1,303
PEMA
$93
$1,014
Total $
$33,600
$90,224
$92,064
$114,026
$329,915

27. 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.

28. Services Team New Contracts

29. Procurement of Apparel or Apparel Laundering Services
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 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.
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].

30. 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

31. Sweatfree Independent Monitoring RFP
Sweatfree IM RFP
Sweatfree Independent Monitoring RFP
Executive Order
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.
DGS Statewide Contract available approximately July 2009

32. Sweatfree – Payment

33. 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.

34. 0-$50,000 IT/ITQ 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 34 34

35. $50,001 - $250,000 Statement of work (model) ITQ T&Cs
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
Expedited RFQ Process
Sent to all suppliers in category
Team selects based on best value
Expected time from receipt of proposals: 2-3 weeks 35 35

36. Greater than $250,000 IT/ITQ Statement of work (model) ITQ T&Cs
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 36 36

37. Master IT Services ITQ Process
IT/ITQ
Master IT Services ITQ Process
All IT procurements must comply with ITB EPM 003
Under $50,000
$50,001-$250,000
$250,001 and above
Requires only 1 quote Select any qualified supplier from ITQ Service Category
Includes IT Training
Solicit all suppliers qualified in a service category
Expedited RFQ process and template
RFQ Process and follow RFP evaluation process in Procurement Handbook
Simplified evaluation process
More formal process, mirrors RFP process
Templates 37 37

38. IT/ITQ Essential Milestones
March 2009
Grandfather letters out to current qualified IT ITQ suppliers
April
Agencies can solicit and award work under the new IT ITQ
Will only solicit those suppliers who have returned signed contracts
May
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
All work must be completed under old IT Contract ITQ
Waiver process in place. Requires CoP and DGS approval
July
Work begins under new contract 38 38

39. 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 39 39

40. 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.
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!
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)
Inv. Receipt indicator
Defaults from the contract – do not remove!
ERS indicator
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.

41. Invoice Planning Important Notes:
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

42. New PCI contracts released
PCI & PIBH
New PCI contracts released
SRM header contract:
Order products/services from MSCC
SRM regular contract
Order products/services that require a quote from PCI)
SAP R/3 contract
Order inventoried products
New PIBH contracts going through release strategy
Three contracts (similar to PCI contracts)
DGS will contract numbers to PPC upon final approval
New products
Plastic liners

43. 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

44. LCB Oracle System COPA Executive Agencies LCB Supplier Registration
SRM/SAP
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 44

45. Evaluated Receipt Settlement (ERS)
ERS Pilot Update
Phase 1
Go-live: September 10, 2008
Suppliers:
Ennis Paint
Greenstar Allentown, LLC
Statistics:
153 POs issued to date
$4,992,112
Phase 2
Go-live: December 15, 2008
Suppliers:
Flor-Dri Supply Co
Larry’s Lumber Co Inc
Greenwood Manufacturing Inc
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. 45

46. 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) 46

47. 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. 47

48. 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. 48

49. 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. 49

50. 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
If an Invoice Document
does exist
for a specific GR
(Reference Doc)
the GR can not be reversed 50

51. 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)
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)
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. 51

52. Evaluated Receipt Settlement (ERS)
Important things to remember about ERS
The ERS process works efficiently when GRs are entered timely and correctly.
The Invoice Document is tied to a specific GR.
An agency must not reverse a GR without first checking for an Invoice Document. 52

53. 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

54. 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

55. 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
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 . . . 55

56. 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

57. 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

58. SRM Upgrade Records Management Eliminates multiple file types Paper
Electronic
System
Creates a single e-file repository for all records s
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

59. 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
6/26
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
Integration Test
Final Prep
Support
Scope: Shopping Carts, Bids (Solicitations), Contracts and Purchase Orders
Pilot: DGS & State Police

60. 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

61. Contract Numbering Convention
Codes built as Hierarchical Category
Number: for example:
UNSPSC
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.
New contracts can be named in logical manner
Some examples would be:
4323 Software
4412 Office supplies
Trees & shrubs

62. Guest Account
Purchasing Agents requested Supplier’s view on Supplier Portal
BOP created “Guest Accounts”
To active account, the following information to Mike Starr at
Name
CWOPA log in name
Agency
Phone Number
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

63. DOC Builder – Enhancements
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

64. DOC Builder – Open Items
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

65. 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.

66. 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

67. 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)

68. Supplier Service Center Home Page
CSC Changes cont’d
Supplier Service Center Home Page

69. Supplier Service Help Page

70. Menu option changes to the help desk phone system:
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)

71. Electronic Bid Notifications
Current Process
Requires separate eAlert registration process via DGS website
Suppliers only receive eAlerts for BOP bids.
Only 11 categories for suppliers to select for notifications.

72. Electronic Bid Notifications
New Concept
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.

73. 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.
Examples: Requests/Approvals for Sole Source and Emergency purchases; explanation for cancellation of a solicitation; shopping cart requests.
If a contract results from the solicitation:
Life of the Contract + 4 years
Otherwise:
3 years
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).
Bid Documents/
Solicitations
Includes all documents relating to the IFB and RFP solicitation processes.
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.
1 year
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).

74. 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.

75. 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.

76. Training - LIR LIR (Line Item Reconciler) Training Schedule
Region
Session Date
Status
Northwest (Polk)
April 9, 2009 AM & PM
Completed
SouthCentral
(Harrisburg)
April 10, 2009 PM
April 13, 2009 AM & PM
April 14, 2009 AM & PM
April 15, 2009 AM & PM
April 16, 2009 AM & PM
April 17, 2009 AM & PM
April 21, 2009 AM & PM
April 22, 2009 AM & PM
Pending
April 23, 2009 AM & PM
May 1, 2009 AM & PM
Region
Session Date
Status
Southeast
(King of Prussia)
April 30, 2009 AM
Pending
Southwest
(Greensburg)
May 5, 2009 AM & PM
May 6, 2009 AM & PM
May 7, 2009 AM & PM
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!!

77. The Web-Based Negotiations Course is e-mail micolon@state.pa.us
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
If you have difficulties with self-enrollment, contact Millie Colon at (717) ;

78. 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

79. 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

80. 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

81. Green Procurement Training
What is Green Procurement
Examples
Benefits
Influence
Analysis
Challenges
Resources
Tools
PA Green Procurement Policy
Role of Commodity Team
Product Analysis Form
Goals
BOP only 81

82. Green Procurement Website
BOP’s Green Procurement Website
Development phase
Go-Live April 24, 2009
Screen shots of the following pages:
Home
Employee
Supplier

83. Green Procurement Website Home Page

84. Green Procurement Website Home Page cont’d

85. Green Procurement Website Supplier Page

86. Green Procurement Website Supplier Page cont’d

87. Green Procurement Website Supplier Page cont’d

88. Green Procurement Website Employee Page

89. Green Procurement Website Employee Page - cont’d

90. Green Procurement Website Employee Page cont’d

91. 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

92. 2009 Energy Expo hosted by: Energy Expo
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

93. Approximately 50-60 booths, represented by:
Energy Expo
Approximately 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

94. 10:00 – 11:30 Green Procurement Kick-Off
Energy Expo Agenda
2009 Energy Expo Agenda
9:00 Expo Opens
10:00 – 11: Green Procurement Kick-Off
Location Hearing Room (room number TBA)
Speakers Scot Case, V.P., Terrachoice
Environmental Marketing
Jeff Mandel, DGS, Chief Procurement Officer
12:00 Special Remarks
Speakers James Creedon, DGS, Secretary
other officials

95. Energy Expo Agenda
2009 Energy Expo Agenda (continued)
12:30 – 1:30 Conservation at Work
Location Hearing Room 4
Feature Schaedler – Yesco
12:30 – 1:30 Conservation at Home
Location Hearing Room 5
Feature Phillips Lamps
2:00 Expo Closes

96. 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

97. Provide feedback to Cheryl Kleeman by May 6.
Thresholds
Draft only.
Provide feedback to Cheryl Kleeman by May 6.

98. Contact Information
Chuck Anderson, DGS Attorney, Strategic Source
Alfred Baker, PIBH, President & CEO
Millicent Brown, BMWBO
Scott Cross, Director, Programs & Systems
Roxana Dietz, Director Services Procurement
Betty Goodling, Program Manager for PIBH, BOP
Cheryl Kleeman, Strategic Development Manager, BOP
Joan Kraft, Director, Business Process Improvement
Jeff Mandel, Chief Procurement Officer
Beth Nonemaker, BMWBO
Walter Quade, Director, Materials Procurement
Sue Rojas, Strategic Development Manager, BOP
Randy Schmoyer, Manager, Procurement Unit
Mike Starr, Manager Supplier Services
Paul Wolf, Director of Quality Assurance and EPP