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1 April 22, 2009 9:00 am to Noon. 2 PPC AGENDA 1.Finance Transformation – Jeff Mandel & Randy Schmoyer 2.BMWBO –Millicent Brown and Beth Nonemaker 3.Materials.

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Presentation on theme: "1 April 22, 2009 9:00 am to Noon. 2 PPC AGENDA 1.Finance Transformation – Jeff Mandel & Randy Schmoyer 2.BMWBO –Millicent Brown and Beth Nonemaker 3.Materials."— Presentation transcript:

1 1 April 22, :00 am to Noon

2 2 PPC AGENDA 1.Finance Transformation – Jeff Mandel & Randy Schmoyer 2.BMWBO –Millicent Brown and Beth Nonemaker 3.Materials - Walt Quade 4.Services – Roxana Dietz 5.PCI & PIBH Presentation – Betty Goodling and Al Baker 6.SRM – Joan Kraft, Cheryl Kleeman and Sue Rojas 7.Customer Support Center – Mike Starr 8.E-Alert Project – Sue Plecker 9.Legal – Chuck Anderson 10.Training – Jeff Mandel 11.Green Procurement – Paul Wolf 12.UNSPSC – Paul Wolf 13.Thresholds – Jeff Mandel

3 3 Bureau of Payable Services

4 4 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 divisions main responsibilities include: handling vendor activities (W 9s, 1099s, 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 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 6 Procurement Announcement Form

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

8 8 CurrentFuture May 11 th 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 & Cs 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 POs 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 & Cs – no Comptroller approval (Non-standard T & Cs require approvals) Finance Transformation

9 9 The new approval process will take effect May 11 th. Change to the invoice mailing address took effect April 15 th. Any service related IFB, RFP, PO or contract that was published and released for approval prior to May 8 th 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 11 th and the document is republished it will follow the new approval process. Any SRM PO that was created prior to May 11 th, rejected and the PO was changed and republished after May 11 th 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 11 th 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 10 Contract Compliance Program STD-21 Initial Contract Compliance Data BMWBO

11 11 Procurement Handbook Part 1 Ch.3 7.Contract Compliance Program. The purchasing agency must ensure that all non- construction contractors contracts $50,000 and above and all construction contractors that are awarded contracts $100,000 and above, receive the STD-21 Compliance Review Form.STD-21Compliance Review Form

12 12 STD-21 Form

13 13 Letter to the Contractor

14 14 STD-21 Workflow Report

15 15 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 16 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 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 18 Small Business Reserve Current States/ Entities Utilizing SBRs Connecticut Georgia Hawaii Illinois Iowa Maryland Minnesota New Jersey Virginia Georgia * Federal Government * District of Columbia

19 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 20 Materials Contract Update Contract Number Contract Title StatusCommodity Manager Material Wheelchair Vehicles Amendment adding new items ReinoehlDisabled Vehicles Canned FruitNew Contract GurzendaCanned Fruit PharmacyNew Contract GurzendaPrescription Drugs Flu VaccinesNew Contract GurzendaVaccines Polycarbonate Sheets New Contract GurzendaPlastic Sheeting Compaction Rollers New Contract ReinoehlRollers Incontinent Pads Renewed Contract GurzendaIncontinent Pads Less than lethal Ammunition New Contract GurzendaNon-lethal Ammo

21 21 Materials Contract Update Contract Number Contract Title StatusCommodity Manager Material Plant Mix Material New ContractShifflerAsphalt Liquid Bituminous New ContractShifflerLiquid Bituminous Liquid Calcium Chloride New ContractShifflerCalcium Chloride Aviation FuelNew ContractShifflerAviation Fuel Dishwashing Detergent Amendment awaiting Approval GurzendaDetergent Dilution ControlAmendment awaiting Approval GurzendaDilution Control PackagingNew ContractGurzendaMisc Packaging PackagingNew ContractGurzendaMisc Packaging

22 22 Materials New Contracts Contract Number Contract Title StatusCommodity Manager Material Systems Furniture New Contract awaiting approval ReinoehlNew Furniture- will discuss

23 23 New Solicitations Contract Number Contract Title Estimated Contract Bid Commodity Manager Material UniformsMay 2009GurzendaUniforms UniformsMay 2009GurzendaUniforms CN CoalApril 2009ShifflerCoal CN Heavy Duty OEM Parts April-May 2009 ReinoehlTruck and Misc Parts

24 24 Pharmacy Contract Current MMCAP Contract to expire June 1 st, 2009 We have contracted with McKesson to supply our prescription drugs beginning June 1 st, 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 20 th, 2009 MMCAP contract for other Medical Supplies remains in place

25 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 Supplier Rebates Lowe's RebateVWR RebateGrainger RebateLexmark RebateTotal Rebate DPW $4,800$4,257$6,445$44,278$59,779 TRANS $4,800$3,502$34,064$14,537$56,903 DEP $42,014$921$1,653$44,588 COR $4,800$6,759$25,778$2,001$39,339 L&I $108 $26,063$26,171 SP $8,846$921$10,008$19,775 DMVA $4,800$2,258$9,206$230$16,494 DCNR $4,800$339$8,286$757$14,181 DOH $10,381 $314$10,695 LCB $4,800 $921$2,526$8,247 AG $7,806 $44$7,850 DGS $4,800 $921$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$921$21$1,303 PEMA $921$93$1,014 Total $ $33,600$90,224$92,064$114,026$329,915

27 Supplier Rebates contd Lowes and Grainger Rebate arrived in February Lexmark and VWR Rebates arrived in April 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 28 Services Team New Contracts

29 29 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 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 31 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 32 Sweatfree – Payment

33 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 34 0-$50,000 –Statement of work (model) –ITQ T&Cs –Allow for mixed T&M and deliverables – Use established rate card for T&M work. T&M can not be greater than 40% of Purchase Order (PO) value –Agency makes selection of supplier –No Competitive solicitation required –$100,000 cap per supplier in same category In same fiscal year by agency No limit on PO quantity To exceed $100K max requires waiver from DGS IT/ITQ

35 35 $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 IT/ITQ

36 36 Greater than $250,000 –Statement of work (model) 70% Rule in effect for technical –ITQ T&Cs –Allow for mixed T&M and deliverables – Use established rate card for T&M work. T&M can not be greater than 40% of PO value –Standard RFQ Process (mimics RFP Process) –Sent to all suppliers in category –Agencies must request DGS delegation authority (Same as RFP requirement) –Team selects based on best value –Uses recommended percentage allocations Cost, DB, Technical (Same as RFP requirement) –Minimum Point Allocations: »Cost: 30%, MBE/WBE: 20% »Technical provision IT/ITQ

37 37 Master IT Services ITQ Process All IT procurements must comply with ITB EPM 003 IT/ITQ 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

38 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

39 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

40 40 The end-user procedure contains detailed screen shots and instructions, but this checklist should be used by Purchasers when creating POs for invoicing plans. Invoicing Plan Required Fields: Additional Information: IP Doc TypeSelect IP document type when creating the PO. Header-Additional Data: Validity Periods Enter Start and End date of invoicing plan. Header-Customer Data: Invoice Reference Enter the serial # of equipment. Follow with the Delivery Complete Indicator. Line Details-Delivery Tab: Goods Receipt – no indicator * Invoicing plans do not require goods receipts – do not select the GR indicator! Line Details-Delivery Tab: Delivery Complete Enter when the equipment has been delivered. This indicator initiates the payment process. Line Details-Invoice Tab: Tax Code= I0 Enter Tax Code I0 (A/P Sales Tax, exempt) Line Details-Invoice Tab: Inv. Receipt indicator Defaults from the contract – do not remove! Line Details-Invoice Tab: ERS indicator Defaults from the contract – do not remove! Line Details-Invoice Tab: GR-based IV – no indicator This indicator defaults from master data but will prompt the Purchaser to remove the indicator through system hard stop messages. Invoicing Plan Procedures

41 41 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 IKONs 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 Invoicing Plan

42 42 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 43 PIBH Before release of any solicitation, purchasing agency is to first offer materials and services referenced on Carve-Out List to PIBHCarve-Out List Agencies should be pro-active in reviewing new potential opportunities for PIBH – Early determination regarding PIBHs 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 44 LCB Oracle System COPA Executive Agencies SRM/SAP Supplier Registration LCB 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

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

46 46 Evaluated Receipt Settlement (ERS) 1. Log into R/3. 2. Select / Open ME23N (Purchase Order Display) Before reversing GRs on ERS purchase orders, users should verify if an Invoice Document has been generated.

47 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.

48 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.

49 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.

50 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

51 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) 1.Agency contacts the Comptroller and then reverses the goods receipt. 2.Comptroller manually blocks the bad invoice. 3.ERS Program is executed. A credit memo is produced. 4.Comptroller clears the reversed invoice and the credit memo via F-44. ERS invoice has been picked up in the Treasury payment proposal (cleared) 1.Agency contacts the Comptroller. 2.Comptroller contacts Treasury and has the invoice redlined or rejected. 3.Agency waits to hear back from Comptroller to reverse the goods receipt. 4.Agency reverses the goods receipt. 5.ERS program is executed and a credit memo is produced. 6.Comptroller follows their procedures for a redlined or rejected invoice.

52 52 Evaluated Receipt Settlement (ERS) Important things to remember about ERS 1.The ERS process works efficiently when GRs are entered timely and correctly. 2.The Invoice Document is tied to a specific GR. 3.An agency must not reverse a GR without first checking for an Invoice Document.

53 53 Symptom: Error messages when trying to process p-card orders in SRM (Grainger & ePlus) 53 SRM P-Card Orders 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 Grangers volume July 2008 – March 2009: –1,950 P-card orders –Equivalent: 10 orders per day

54 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.

55 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...

56 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

57 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.

58 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

59 59 3/93/16 Prep 4/205/256/26 MDM Catalog 3/233/304/64/134/275/45/115/186/16/86/156/22 Workshops Document ConfirmConfig / Unit TestIntegration Test Final Prep Records Management Workshops Document ConfirmConfig / Unit TestIntegration Test Final Prep Support Technical Upgrade – existing CCM functionality Scope: Shopping Carts, Bids (Solicitations), Contracts and Purchase Orders Pilot: DGS & State Police SRM Upgrade Project Timeline

60 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 61 Contract Numbering Convention New contracts can be named in logical manner Some examples would be: –4323 Software –4412 Office supplies – Trees & shrubs 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.

62 62 Guest Account Purchasing Agents requested Suppliers 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 staffs access being locked

63 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 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 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 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 reviewers 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 Whats next? Doc Builder use encouraged Guidance documents being developed

67 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 68 CSC Changes contd Supplier Service Center Home Page

69 69 Supplier Service Supplier Service Help Page

70 70 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 71 Electronic Bid Notifications Requires separate eAlert registration process via DGS website Suppliers only receive eAlerts for BOP bids. Only 11 categories for suppliers to select for notifications.

72 72 Electronic Bid Notifications Only one registration required on PA Supplier Portal. Suppliers will receive notifications by selecting Manage Bank Data & Product Categories in the PA Supplier Portal. Suppliers will receive notifications from all agencies who process bids within SRM. eAlerts will only be sent to suppliers using the 4 digit UNSPSC Code, if an agency selects different code, the eAlert will roll up to the 4 digit code. (400 codes). An eAlert crosswalk and instructions will be available on the new Supplier Service Center website.

73 73 Draft Procurement Retention Policy CategoryDescriptionRetention 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 OrdersCovers Contract Purchase Orders (purchase orders issued against an existing contract document). This category does not include Standalone Purchase Orders (purchase orders not issued against an existing contract). Life of the Contract + 4 years Bid Documents/ Solicitations Includes all documents relating to the IFB and RFP solicitation processes. 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. If a contract results from the solicitation: Life of the Contract + 4 years Otherwise: 1 year ContractIncludes 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). Life of the Contract + 4 years

74 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 75 Purchasing Agent RecognitionPurchasing 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 Training NOTE: The next Procurement Policy & Processes – Purchasing Agent Course will be held on July 13-16, 2009.

76 76 Training - LIRRegion Session Date Status Northwest (Polk) April 9, 2009 AM & PMCompleted SouthCentral (Harrisburg) April 10, 2009 PMCompleted April 13, 2009 AM & PMCompleted April 14, 2009 AM & PMCompleted April 15, 2009 AM & PMCompleted April 16, 2009 AM & PMCompleted April 17, 2009 AM & PMCompleted April 21, 2009 AM & PMCompleted April 22, 2009 AM & PMPending April 23, 2009 AM & PMPending May 1, 2009 AM & PMPending LIR (Line Item Reconciler) Training ScheduleLIR (Line Item Reconciler) Training Schedule Please ensure that your LIRs (Line Item Reconciler) have enrolled for this training!! 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 LIRs (Line Item Reconciler) have enrolled for this training!!Region Session Date Status Southeast (King of Prussia) April 30, 2009 AMPending Southwest (Greensburg) May 5, 2009 AM & PMPending May 6, 2009 AM & PMPending May 7, 2009 AM & PMPending

77 77 Training The Negotiations Course is now available via WBT and administered via E-LMS. For self-enrollment through ELMS, please visit BOPs Training Community Calendar at If you have difficulties with self-enrollment, contact Millie Colon at (717) ; The Web-Based Negotiations Course is NOW AVAILABLE!!

78 78 BOPs 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

79 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

80 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

81 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

82 82 Green Procurement Website BOPs Green Procurement Website –Development phase –Go-Live April 24, 2009 Screen shots of the following pages: –Home –Employee –Supplier

83 83 Green Procurement Website Home Page

84 84 Green Procurement Website Home Page contd

85 85 Green Procurement Website Supplier Page

86 86 Green Procurement Website Supplier Page contd

87 87 Green Procurement Website Supplier Page contd

88 88 Green Procurement Website Employee Page

89 89 Green Procurement Website Employee Page - contd

90 90 Green Procurement Website Employee Page contd

91 91 PA eMarketplace Displays Green Icons PA eMarketplace will display green icons to identify contracts containing certified products EcoLogoEnergy Star Green Seal Recycled Content EPEAT

92 92 Energy Expo 2009 Energy Expo hosted by: –DGS Facilities Management, Energy Management Office and DGS Bureau of Procurement –When: April 30, 2009 from 9:00 AM -2:00 PM –Where: Keystone Building, Atrium and Hearing Rooms 4 and 5 –Theme: Energy Conservation at Home and Work

93 93 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 94 Energy Expo Agenda 2009 Energy Expo Agenda 9:00 Expo Opens 10:00 – 11:30 Green Procurement Kick-Off Location Hearing Room (room number TBA) Speakers Scot Case, V.P., Terrachoice Environmental Marketing Jeff Mandel, DGS, Chief Procurement Officer 12:00Special Remarks SpeakersJames Creedon, DGS, Secretary other officials

95 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 – 1:30Conservation at Home LocationHearing Room 5 FeaturePhillips Lamps 2:00Expo Closes

96 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 97 Thresholds Draft only. Provide feedback to Cheryl Kleeman by May 6.

98 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

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