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Central Procurement Office Town Hall Sessions June 12 th, 2012 9:00 AM June 13 th, 2012 1:30 PM June 19 th, 2012 9:00 AM June 21 st, 2012 1:30 PM.

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Presentation on theme: "Central Procurement Office Town Hall Sessions June 12 th, 2012 9:00 AM June 13 th, 2012 1:30 PM June 19 th, 2012 9:00 AM June 21 st, 2012 1:30 PM."— Presentation transcript:

1 Central Procurement Office Town Hall Sessions June 12 th, 2012 9:00 AM June 13 th, 2012 1:30 PM June 19 th, 2012 9:00 AM June 21 st, 2012 1:30 PM

2 Agenda Overview of organizational chart Updates from Central Procurement Office Introduction of Teams – Sourcing Team – Systems Management – Category Management – Legal – Training & Process Improvement

3 CPO Leadership Team Supervisory Responsibility Admin Assistant Charlotte McKinney Business Analyst System Mgmt Director Marcy Damon Item File Manager (1) Bid/ Vdr File Mgr (1) DGS Proc System Analyst (4) DGS Procurement Supp Team Lead DGS Proc Support Assistant (2) DGS P-Card Administrator DGS P-Card Program Assistant (1) DGS Sourcing Analysts (6) DGS Proc Support Assistant (1) Category Mgmt / Legal Director Paul Krivacka Attorney (2) Legal Assistant (1) Agency Delegated Purchasing DGS Proc Compl Team Ld (1) DGS Proc Compl Specialist (3) Training Specialists (2) Training Coord (1) DGS Proc Support Assistant (1) Go DBE Program Administrator Admin Services Assistants Special Programs CPO Jessica Robertson Deputy CPO Mike Perry Position Title (Expected Count of Positions) Data in each box is as follows: CPO Jessica Robertson Training & Compliance Director James Reyes Training Admin (1) DGS Category Team Lds (5) DGS Category Specialists (20) Sourcing Director Shay Oliphant New CPO Office Organization Chart The CPO leadership team consists of a Deputy CPO and directors for Sourcing, Category Management/Legal, System Management, and Training and Compliance

4 Updates from Central Procurement Office Strategic Sourcing initiative: – Vendor partner to be identified by July 31 – What this means to agency procurement professionals? Announcements of new State-Wide contracts New techniques to ensure agencies receive the best pricing

5 Updated Internet: Resource for state agencies, vendor community and local units of government

6 Updated Intranet: Internal documents

7 Updates from Central Procurement Office Website Suggestions? Charles Key: 741-1433

8 Shay Oliphant, Director of Sourcing

9 Services we provide: Agency specific procurements over delegation amount Non-Competitive contract request (No threshold) RFI’s We want to encourage Agencies to seek supplier input prior to moving forward with procurements when warranted. RFP’s – Business Consultants Research market pricing Vendor/Competition research Identify opportunities for improvement/creation of SWC’s We are changing the review path to provide one update with both Comptroller and CPO review notes Sourcing Group Procurement Business Consultant

10 Agency Portfolio Shay Oliphant – Director of Sourcing – 741-4591 Department of Human Resources Secretary of State Economic Community Development Comptroller Safety TN Student Assistance Corporation Personalized Service

11 Agency Portfolio Becky Hoffman- 741-7159 Legislature Treasury Veterans Affairs Veterans Home Board Department of Children Services TennCare Military Personalized Service

12 Agency Portfolio Doug Whitcomb– 741-3856 Administrative Office of the Courts Department of Corrections Labor & Workforce Development Mental Health Probation & Parole Financial Institutions Personalized Service

13 Agency Portfolio Andy Kidd– 741-4591 Attorney General Finance and Administration TN Wildlife Resource Agency Department of Intellectual Disabilities & Development Health Human Services Department of Revenue Personalized Service

14 Agency Portfolio Chris Yarbrough–741-4591 District Attorney General’s Conference Agriculture TN Department of Transportation Shared Services Tourist Development TN Department of Environment & Conservation TN Bureau of Investigation Personalized Service

15 Agency Portfolio Jessica Stephens – 532-2314 Public Defenders Conference Governor’s Office State Building Commission Commerce & Insurance Education TN Higher Education Commission Department of General Services Personalized Service

16 Upcoming Opportunities Office Supplies RFP First time to use an RFP for ‘goods’ Model for future solicitations utilizing strategic sourcing principles Proactive Agency contract notifications (for contracts over agency delegation) Proactive renewals Ensure time for competitive procurements Includes Grants Sourcing team goal of $10M in savings for Fiscal Year 2013 Cost Savings

17 Marcy Damon, Director of Systems Management

18 Background and Experience Private Industry Procurement Background in the healthcare industry Joined Edison Project in November 2005 Joined Department of General Services in April 2011 Joined Central Procurement in December 2011 Strategic Goal is to provide exceptional customer service and assist in enhancing the end user experience for state procurement employees and external procurement users.

19 System Management Team Responsibilities Item creation and maintenance – Assets and Inventory Assistance Bidder and eSupplier assistance – eSupplier Portal Navigation Assistance – Bidder Response Assistance – Maintaining Bidder to Vendor Relationship Business process related questions Troubleshoot system issues Partner with Edison to enhance usability Business Process Testing in Edison

20 Systems Management Team Greg Polak Item File Manager - Over 6 years with the state -PeopleSoft Procurement Expert -Item and Contract Expert Lorraine Lassourreille Bidder File Manager -Began with state in 2007 -eSupplier/Bidder Expert -Query Writing


22 Help is Available to Bidders/Vendors on the Supplier Portal Bidder Registration: 615-741-6875 Edison Help Desk: 615-741-4357

23 Systems Management Team Robert Hamblin Procurement System Analyst 5 years with Central Procurement Expert PeopleSoft Query Writing PeopleSoft Procurement Expert Matt Ross Procurement System Analyst 12 years with Central Procurement 4 Years PeopleSoft Experience PeopleSoft Procurement Expert

24 Systems Management Team Daniel Michaels Central Procurement 12 years SME for Edison Implementation Expert in PeopleSoft Items; Assets and Inventory Specialist Ian Harris Procurement System Analyst -6 years with state -4 Years Edison experience -PeopleSoft Procurement Expert

25 Systems Management Team Internship Program Olukayode Oke Systems Management Team Intern -10 Week Internship with Systems Management Team -Special Projects: Reporting Vendor Contact Cleanup

26 System Management Strategic Projects Item File Cleanup Initiative Evaluate current Items Delete discontinued items Evaluate the use of items Streamline Item Request Process Contract Visibility Evaluate SWC visibility to Local Governments, Municipalities and Higher Education Facilities Research Options for enhancing contract and item search capabilities to the public

27 For Assistance CPO Systems Management Team Email Address: Business process related questions Item requests (Attach Completed Template) Bidder related questions Bidder/Vendor support (615)741-6875 Edison Team Edison Help Desk: (615) 741-4357 Technical system issues Password Resets Login Questions or Issues Account lockouts System Timeout Issues

28 Opportunity to leverage existing Edison functionality to: Assign contract numbers Capture information contained on contract summary sheet Provides increased reporting capability No need for manual logging (eliminates delay) Agency can continue to utilize contract summary sheet, in conjunction with Edison, for routing purposes. Change is effective JULY 1, 2012! Contract Entry Page Continuous Process Improvement

29 Main Contract Page New Link with Required Fields *Additional Information

30 Additional Contract Info

31 *Sole Source Procurement *Proprietary Procurement *Vendor Selection Method SWC Nbr *Supplier Type CFDA # Minimum Order Amount *Contract Available to Local Govt/Municipalities *Multi Year Contract *Discount from Catalog Percent from Catalog Price Required Audit Term Included ARRA Funding

32 Renewals and Extensions Renewals Renewal Options for Multi-year Contracts Options Remaining Anticipated End Date Extensions Initial Extension Days Available Number of Extension Days Remaining

33 Contract Disbursement by Amount Contract Summary Sheet Breakdown of Contract Amount as follows: Fiscal Year State Federal Interdepartmental Other Total Fiscal Year Amount Total Contract Amount

34 Paul D. Krivacka, Director of Category Management and Legal Teams


36 CPO Commodities Team

37 Responsible for Statewide Contracts for a broad range of products. Examples: Ammunition, Lawn Care Tools, Vehicles, Food, Supply Items, Clothing, Equipment, Pharmaceuticals The Commodities Team has 40+ years of combined State of Tennessee experience and 80+ years of combined private industry experience that spans many diverse industries. A few of them are highlighted below.

38 CPO Services Team

39 Responsible for Statewide Contracts for a broad range of services including but not limited to Lawn Care, Road Maintenance, Rental Equipment, Cleaning Services, Printing and Copying Services and Equipment, and Rock Salt. The Services Team has 24+ years of combined State of Tennessee experience and 58+ years of combined private industry experience that spans many industries. A few of them are highlighted below:

40 CPO Technology Team

41 Responsible for Statewide Contracts for all technology solutions including Wireless Services, Network Infrastructure Hardware, Application Software, etc. The Technology Team brings a wealth of knowledge and disciplines including entrepreneurs of start ups, teaching and developing coursework at esteemed universities, and years of experience with several private industries. A few of them are highlighted below:



44 Toni Stuart, Staff Attorney Education East Tennessee State University: BS in Sociology with a minor in Accounting Nashville School of Law : JD Tennessee Supreme Court - status as a Rule 31 Certified Mediator. Procurement/Contracts Experience 18 years with the Department of General Services with the following responsibilities – latest listed first: – 8 years as Staff Attorney: focused on public contracting; advised the Purchasing Division in all aspects of contract matters; – 6 years as Director, Central Stores – a warehouse/office supply operation; and – 4 years - upon joining the department worked with the General Counsel as a Legislative Liaison.

45 Shannon Howell, Staff Attorney Education Belmont University, Bachelor of Arts University of Tennessee College of Law, Juris Doctor Procurement/Contracts Experience Regional Organized Crime Information Center Tennessee Supreme Court, Administrative Office of the Courts Tennessee General Assembly, Fiscal Review Committee

46 Legal Team Contract review and approval Consult on contract situations Upcoming Project: – Ensure consistency in state contract terms and conditions Drafting procurement rules, regulations, and policies

47 James Reyes, Director of Training and Compliance

48 Learning & Development Three dedicated resources A blend of procurement, facilitation and instructional design experience Process Improvement Four dedicated resources Revised, comprehensive approach to the compliance process

49 James A. Reyes Director of Learning and Process Improvement Born and raised in Dallas, Texas, James and his wife moved to Nashville in 1999. Having first entered the Learning and Development Field in 2000, he has since led the strategic training initiative of organizations such as Gaylord Entertainment, WebMD, Deloitte & Touche and HCA. James is also a Green Belt Six Sigma.

50 Caramon Stovall Learning and Process Improvement Coordinator and Assistant Born and raised in Dallas, TX, Caramon was an HR Generalist for Texas Instruments, GTE and Frito Lay for over eight years. In 2002, she moved to Tucker, GA to be the HR Manager for ABS-Panasonic for two years before taking the Project/ Event Coordinator position for Fiserv Financial (formally Checkfree) for seven years. Caramon is a certified Yellow Belt Six Sigma.

51 Learning and Development Marny Kearney 15 years L&D experience Expert in Project Management, Gap Analysis and Process Improvement Mike Moore 6 years L&D experience Previous L&D experience companies such as Comdata and Dell Jeaneene Johnson 14 years procurement experience, seven as a buyer for the State New to L&D

52 Process Assurance Combined 53 years of experience ( 13 years average ) Change of focus ( auditing to Process Improvement ) Shemeles Zergaw, David Klein, Jim Bell and Helen Crowley

53 Priority: Delegation Training 2012 Legislative Session: – Public Chapter No. 625 TCA 12-3-210(a) and TCA 12-4-110(a)(5) – Allows agency delegation of procurement process $50,000 and below – Does NOT delegate Chief Procurement Officer signature on contract – Requirement that all activity below $50,000 is posted on Central Procurement Office website Delegation encompasses one-time purchases and contracts valued at $50,000 (for the life of the contract)

54 Priority: Delegation Training Response to legislative and policy changes Required to operate within new delegation Course to marry policy and procedure

55 Curriculum Developed utilizing industry benchmarks in Instructional Design Collaborative Effort

56 Training Topics Procurement 101: The Big Picture Sourcing Specification Writing Contract Management/Self-Audits

57 Timeline Pilot agency training first part of July Super User training mid-July End User training August through December

58 Questions? Thanks for attending!

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