PROCUREMENT POLICY COUNCIL

PROCUREMENT POLICY COUNCIL
Meeting February 23, 2011

Agenda 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

Contract Compliance Program
BMWBO Contract Compliance Program Procurement Handbook Part1 Chapter 3 Responsibilities, B. Purchasing Agency 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.

Each state agency should identify and train Initiators
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 lmm/studentCatalog.do Use “Save Progress and Close” button in 2-hour ELMS course as needed

State agency Initiator enters Preliminary Input in CC system
BMWBO State agency Initiator enters Preliminary Input in CC system This generates the STD-21 to the contractor using the contractor’s address from the Preliminary Input If undeliverable, Initiator obtains good address and uses Resend-STD-21 link

Contact BMWBO to obtain new initiator permissions to the CC system
State agency enters Preliminary Input in CC system upon award CC system generates an with the online STD-21 to the contractor Contractor submits STD-21 to agency CC staff within 10 business days CC staff generates letter to contractor and follows up to ensure compliance with nondiscrimination clause in state contract DGS Quality Assurance Team and BMWBO monitor state agencies’ effectiveness

DGS BMWBO CC Officer @ 717-346-8104
For More Information Doing Business w/ Commonwealth Contract Compliance (Keyword: Initiator) Contact: DGS BMWBO CC CC

New Solicitations next 60 Days
Contract Number Description Value Type of Contract Commodity Specialist Latex Paint $250,000 IFB Lilly Mangan Liquid Calcium Chloride $150,000 Jean Halbleib Posts and Accessories $100,000 Lori Vessella Motor Oil, Lubricants & Antifreeze $2,000,000 Susan Reinoehl

New Solicitations next 60 Days
Contract Number Description Value Type of Contract Commodity Specialist Re-manufactured Furniture $200,000 IFB Lisa Vega NA Commissary Supplies $10,000,000 Pam Gabriel Chemical Soaps $2,000,000 IFB or Renewal Kathy Lewis Components for Modular panels, Chairs & Case Goods $400,000 Shopping Carts Dam Bladder for Sunbury $500,000 Barb Cain Shopping Cart Electronic Transfer Machines $100,000

Contracts-Last 30 Days Contract Number Description Value
Type of Contract Commodity Specialist Ammunition $2,000,000 Renewed Jeff Henry Commercial Food Service Equipment $6,000,000 Renewal Barb Cain Stainless Steel Spreaders $500,000 Bob Isenberg Plastic ware-Food $5,000,000 Kathy Lewis DNA Testing $750,000 Liz Bollinger 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. 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

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: Conduct informal RFQ to suppliers qualified for the needed fuel type in your county Order fuel from supplier with lowest price. 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

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 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. Reference:

Services Team Upcoming Solicitations
Project Title Agency Commodity Specialist Supplier Name Original Contract Start Date Original Contract End Date Contract End Date Number of Contracts Carachsoft - GSA PA (Symantec Software) ALL Teprovich, Tom Carahsoft Technology Corp 2/4/2009 11/9/2009 5/13/2011 1 Comprehensive Time/Data Collection Solution Timelink International Corp 1/28/2008 1/27/2011 4/27/2011 Digital Production Publisher Equipment Bowers, Wanda Various 8/1/2006 7/31/2008 7/31/2011 6 Drafting & Engineering Equipment Jaime, Ray 11/15/2007 11/14/2009 7 Envelopes Lot 3 Noss, Toniann Meadwestvaco Corporattion 4/21/2006 2/28/2008 5/31/2011 Environmental Remediation DOT Yagle, Brandi Skelly & Loy, Inc. 4/12/2006 4/11/2009 6/30/2011 2 Equipment Maintenance Program Poepperling, Hilary HT Results LLP 7/1/2007 9/30/2011 Facility Design, Construction, Renovation & Inspection Services Jackson, Tonja 1/1/2005 12/31/2011 360 Food Catering Services Baltimore, Georgina 22 Health & Human Services Call Center Shingara, Syline Policy Studies Inc 6/30/2004 8/31/2006 10/30/2011 Lot #2 - Bound Printing K-b Offset Printing Inc 3/1/2006 Lot #4 Tax Booklets Moore Wallace North America Inc Lot #8 Disability Placards Mailroom Equipment and Supplies -WSCA CONTRACT 4/24/2006 11/8/2006 5/8/2011

Services Team Upcoming Solicitations
Project Title Agency Commodity Specialist Supplier Name Original Contract Start Date Original Contract End Date Contract End Date Number of Contracts Maps Lot #7 ALL Noss, Toniann Williams & Heintz Map Corporation 3/1/2006 2/28/2008 5/31/2011 1 On-Line Legal Research Services Habowski, Jennifer Various 2/1/2006 1/31/2011 6/30/2011 2 Photo Imaging Network Teprovich, Tom Data Works Plus Llc 12/4/2007 4/30/2009 4/30/2011 PENNDOT Continuous Cut Card Forms-JIF Forms DOT Moore Wallace North America Inc 7/1/2006 6/30/2008 PENNDOT Inspection Devices (Mass Transit Stickers) Inspection Stickers (Securemark Decal Corp.) Securemark Decal Corp 10/4/2006 5/31/2007 Professional Development Training Statewide Contract Whitsel, Kay 10/22/2006 9/30/2009 9/30/2011 254 PSU Master Agreement Penn State University 10/3/2005 Satellite Communication Services Kimport, Sheryl 8/4/2006 6/30/2009 Two Way Radio Communications Equipment & Accessories 27 Stickers, Vehicle Inspections & ID (Mass Transit Stickers) (Grafika Commercial Printing, Inc.) Grafika Commercial Printing Inc Telephone Service 800 Services - Toll Free - AT&T At&t Corp 7/2/2008 8/31/2009 8/31/2011 Waste Paper Recycling DGS Bowers, Scott Harrisburg Wastepaper 9/1/2006 8/31/2008 Underground Storage Tank Repair Services Yagle, Brandi Keystone Petroleum Equipment 9/1/2010 2/28/2011

Services Team Current Solicitations
Project Title 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 9/2/2010 10/20/2010 Audit Services - PennDOT DOT Williams, Emanuel BPR Repair/Conversion of Permanent Traffic Collection Sites Teprovich, Tom 1/5/2011 2/15/2011 Business Credit Reporting Services ALL Habowski, Jennifer 11/10/2010 12/10/2010 CADD Support-DOT Jaime, Ray Central Control Computer System DOR Mistretta, Tami 7/7/2010 8/13/2010 Digital Document & Electronic Content Management-ON HOLD-PIBH? District 6 Janitorial Services Bonner, Danielle 1/25/2011 2/22/2011 DOT Infrastructure Support Client/Server Network Support Services Goertz, John 7/6/2010 9/7/2010 Drafting & Engineering Drexel University-IGA MASTER AGREEMENT Whitsel, Kay Electrical Service Repairs to the Rest Areas District 8-0 Electronic Payment Processing (Merchant Services) 4/1/2010 5/13/2010 Enterprise Third Party Hardware Maintenance Envelopes Environmental Remediation Yagle, Brandi eTranscripts and Student Record Exchange Solution External Quality Reviews for Office of Medical Assistance Programs DPW 8/23/2010 10/7/2010 Health & Human Services Call Center Shingara, Syline Inspection & Safety Devices Noss, Toniann 11/16/2010 12/8/2010 ITQ Professional Development Training

Services Team Current Solicitations
Project Title Agency Commodity Specialist Bid Issued Bid Opening Laboratory and Phlebotomist Services DPW Moyer, Nicole 12/15/2010 1/19/2011 Learning Management Service (LMS) Solution ALL Teprovich, Tom 8/23/2010 10/13/2010 Medical Benefits for PSP PSP Williams, Emanuel Solicitation in process Medical Management Services L&I 2/10/2011 3/3/11 Nurse Aide Registry; DOH and PDA DOH/PDA Outdoor Advertising Devices and Junkyards DOT Wright, Jeffery PA Information Management System (PIMS) Being rewritten 11/18/2010 PDE GeeGee-Dugan, Christina PACE Program Aging Shingara, Syline 6/24/2010 8/25/2010 PASCSES Client Infrastructure Network 6/25/2010 8/27/2010 Pennsylvania Instant Check System (PICS) Rewrite Mistretta, Tami Pennsylvania Natural Heritage Program (PNHP) & Pennsylvania Natural Diversity Inventory (PNDI) DCNR Walters, Corey Pennsylvania Technology Inventory (PATI) Data Corish, Angela Printing of Famers Market Nutrition Program Checks AGR Noss, Toniann Relabeling Antiviral Drugs Services, FDA approved (Rebid of ID # 1056) DOH Restitution Training (Web ID TDB) PBPP Whitsel, Kay Satellite Communication Services (Voice & Data) DGS Kimport, Sheryl Special Education Compliance Monitoring System 1/5/2011 2/11/11 State Parks Reservation and Revenue Program 6/3/2010 8/5/2010 Two Way Radio Communications Equipment and Accessories Uniform Rental & Laundering and Related Textile/Facility Services Baltimore, Georgina 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 and search “solicitations “ under solicitation number: 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.) Form approval pending so each initial contract requires OGC & AG approval. If you have any questions, please feel free to contact Kay Whitsel at: or

Consulting Categories
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 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 GL Account 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 Telecommunications – Non-recurring Charges Telecommunications - Non-Recurring Charges-Credit Card Telephone Equipment

New Categories The new categories will more accurately categorize COPA IT expenditures: * Additional categories will be added to this list in order to accurately track capitalized assets that meet established thresholds. Hardware* Servers Server Maintenance Network Network Maintenance Storage Storage Maintenance Peripherals Peripherals Maintenance Desktop Desktop Maintenance Software Licensing* Maintenance Procurement – Non-recurring 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

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: nce_final_pdf

Approach In order to implement this new coding strategy beginning with FY 11/12, several tasks must be accomplished: Milestones Status Finalization and creation of the new Commitment Items and General Ledger Accounts Complete Outreach to agencies and vendors to demonstrate new spending categories 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.

Next Steps: Agency Roles and Responsibilities for Transitions Agency Requisitioners Shopping Cart Approvers Purchasers Agency Asset Master Coordinators 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 Review carts for new G/L’s Reject carts for FY11 and beyond that do not reference new G/L’s 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 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 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.

Questions? The entire agency presentation is available at: Richard Cardamone Director of Accounting, Office of the Budget Kathryn Hartzell Project Manager, Office for Information Technology

eMarketplace Enhancements
Functionality Automation of: Notice of Forthcoming Procurements ( NFP) Request for Delegation (RFD ) 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 reworded to read “The Award Form Renewal, 0000, is accepted. Added link to NFP in the Agency Lead to enable direct access Eliminated the duplicate s in the “Add additional s” 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) Award Form Upcoming Procurements If a similar effort was previously undertaken, have the results of the prior effort been evaluated to determine Why it was not successful and why the effort is to be duplicated either partially or wholly? * Yes / NA No

eMarketplace Enhancements
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.

RFP APPENDIX RFQ APPENDIX Playbook RFP APPENDIX A Standard T&C's B
Proposal Cover Sheet C Domestic Workforce Utilization Certification D Cost Matrix E Project References F Proposed Personnel Reference G Personnel Experience Summary H Personnel Experience by Key Position I Trade Secret/Confidential Proprietary Information Notice J Lobbying Certification Form (if applicable) K CoStars (Allows Municipalities & Townships to use our contract) L Small Business Certification (Must accompany COSTARS Appendix L) RFQ APPENDIX A Intentionally left blank (use for SLA’s or Matrix of hours per deliverable B Proposal Cover Sheet C Domestic Workforce Utilization Certification D Cost Matrix E Project References F Proposed Personnel Reference G Personnel Experience Summary H Personnel Experience by Key Position I Trade Secret/Confidential Proprietary Information Notice J Lobbying Certification Form (if applicable)

The direct link to the RFQ Template from Document Library is below.
Playbook IT / ITQ Document Library: Template Recommendation for Selection Letter for >$250,000 Award posting procedures The direct link to the RFQ Template from Document Library is below. %20RFQ%20Summary%20Scoring%20for%20Projects%20Greater%20Than%20$ 250,000%20(Rev% ).xlsx

Playbook MASTER Scoring Sheet

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.

XML Order Acknowledgements
SRM System Updates: XML Order Acknowledgement XML Order Acknowledgements SRM POs only (at this time) Via Goods Recipient Tentative go-live: February 25, 2011

SRM System Updates: XML Order Acknowledgement

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

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 Alerts tab in the Universal Work List (UWL) Daily alerts will repeat until action is taken by recipient

SRM System Updates: Agency Contract Alerts
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

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

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 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

PA Preferred Agricultural Products
Executive Order , 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 Will be revised to capture PAPAP information at time of solicitation Bid Attributes being developed Refer to Appendix for additional info

Dell Punch-out Procurement Process
Orders against contracts should be created using the SRM punch-out catalog: , IT Hardware (PCs, Laptops / Notebooks, Monitors) – Lot 1 , IT hardware (Rugged Notebooks) – Lot 2 , 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, or (717) End User Procedures: Business Process Improvement & Training for a complete list of names and contact information

Procurement Handbook Progress Report: Completed
Chapter Description Location Change Responsibilities Pt I Ch 03 Section B.4.e. 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 . . .". Purchase of Materials Manufactured or Services Performed by Persons with Disabilities Pt II Ch 11 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. Request to Advertise Pt III Ch 18 Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Request to Advertise Procedures"). Pt IV Ch 10 Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Procedures for Preparation of Form STD-179, Request to Advertise"). Contractor Responsibility Pt I Ch 14 Section Q.3. 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.” Version November 2010 – Revised January 4, 2011 Revision Summary Document

Procurement Handbook Progress Report: In Progress
Change Description 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 Adding language on Established Catalog Price Contract Types Pt I Ch 08 Chapter being revised to remove obsolete forms and add new forms. Pt I Ch 10 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 Forthcoming Procurements and requirement to complete the automated Source Justification Form Pt II & III Ch 04 Draft Language Under Review Use of Funds Commitments Pt I Ch 30 New Chapter. This chapter will be published with the May 2011 Version

Procurement Handbook Progress Report: Completed

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 Decrease administrative costs Make shopping experience easier for agencies Increase reporting/tracking ability via Business Intelligence Provide prompt payments to suppliers Increasing number of P-Card Enabled contracts Increasing number of suppliers who accept P-Card Exploring opportunities to expand P-Card threshold Expanding SW contract opportunities Examining off contract P-Card spend Reconciling P-Card designation in eMarketplace

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

Progress Since Last PPC Meeting Communications
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

Key benefits to using P-Card enabled suppliers:
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

Current P-Card Enabled Suppliers (14)
P-Card Expansion Current P-Card Enabled Suppliers (14) 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. 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 Wesco Distribution Inc West Publishing

Security Concerns about physical access to P-Card
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.

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

BOP’s Customer Satisfaction Survey
Rollout -- Participants: Procurement Policy Council -- Distribution: Will be ed 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.

Shared Services Billing
What is it? 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.

Shared Services Billing
What is included? 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.

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 Sole Source Dashboard

EPO & Sole Source Links

EPOs: Fiscal Year Data

EPOs: List of Agencies

General Services’ EPOs

General Services’ EPO FY Data

General Services’ EPO Detail

General Services’ EPOs Grand Total

Sole Source Procurements: FY Data

Services & Materials Sole Source: FY Data

General Services’ Sole Source FY Data

Generals Services’ Sole Source Detail

No change in process, but increased scrutiny
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. 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? No change in process, but increased scrutiny

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 In development Green Procurement Course To provide procurement professionals with background information on the COPA’s Green Procurement Program. Web based 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

Training Updates Course Purpose Delivery Status
Purchasing Card Training Course To assist procurement professionals with policy and processes involved in the Purchasing Card Program. Two-part program: Part 1 on P-Card Policy and Process (DGS) Part 2 on the Reconciliation of the P-Card (OB). Part 1 – Web based Part 2 –Instructor led In development 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: Congressional Info Service (U.S. and State Statutes, Regulations, etc.; Statistics) EBSCO (full text articles, newspapers, etc.) Reference USA , general research databases Scheduled for April 15th & 22nd, May 16th and June 3rd & 20th

Contact Information Chuck Anderson, DGS Attorney, Strategic Source Del Border, Manager, Quality Assurance Richard Cardamone, Director of Accounting, Office of the Budget Scott Cross, Director, Programs & Systems Roxana Dietz, Director, Services Procurement Kathryn Hartzell, IT Project Manager, OAIT Cheryl Kleeman, Strategic Development Manager, BOP Joan Kraft, Director, Business Process Improvement Jeff Mandel, Chief Procurement Officer Ed Myslewicz, Strategic Development Manager, BOP Beth Nonemaker, BMWBO Equal Opportunity Specialist Janice Pistor, Strategic Development Manager, BOP Walter Quade, Director, Materials Procurement Kenneth A. Rapp, Deputy Secretary for Procurement Pam Shady, Strategic Development Manager, BOP

Appendix: PA Preferred Products
End User Procedure for Capturing PA Preferred Pennsylvania-Produced Agricultural Products Procurement Information in SRM In accordance with Executive Order , 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 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:

Select the Item Data tab. Scroll to the right and click on the Details icon. On the next screen scroll down to the Manufact. Field.

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. Complete the purchase order following standard procurement policy and procedure.

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 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.

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