Presentation on theme: "PROCUREMENT POLICY COUNCIL"— Presentation transcript:
1PROCUREMENT POLICY COUNCIL April 22, 20099:00 am to Noon
2PPC AGENDA Finance Transformation – Jeff Mandel & Randy Schmoyer BMWBO –Millicent Brown and Beth NonemakerMaterials - Walt QuadeServices – Roxana DietzPCI & PIBH Presentation – Betty Goodling and Al BakerSRM – Joan Kraft, Cheryl Kleeman and Sue RojasCustomer Support Center – Mike StarrE-Alert Project – Sue PleckerLegal – Chuck AndersonTraining – Jeff MandelGreen Procurement – Paul WolfUNSPSC – Paul WolfThresholds – Jeff Mandel
4Bureau of Payable Services The Bureau of Payable Services will manage the accounts payable function across the Commonwealth in a centralized structure, allowing for the implementation of standardized processing and procedures that will facilitate monitoring and control while improving transaction time.Contracts DivisionThe Contracts Division will manage service RFPs, contracts, purchase orders and grant agreements across the enterprise in acentral unit.Invoice Processing DivisionThe 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 ServicesException 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) DivisionThe PSC Division will serve as the primary point of contact for Commonwealth external vendors. The division’s main responsibilities include: handling vendor activities (W 9’s, 1099’s, Replication, master vendor file support corrections), issuing resolutions through the call center, maintaining vendor data across the enterprise, scanning documents (such as Contracts) that are not scanned centrally by the Department of Revenue, and providing mailroom support for all of the Comptroller Organization.
5Procurement Announcement Form Required for Service Procurements between $20,000 - $250,000Required for all Independent Agencies that are not required to obtain DGS delegationIf Service Procurement is anticipated to be greater than $250,000 the DGS “Request for Delegation Form” should used instead of this form
7Procurement Announcement Form Form can be obtained from:DGS Website – Procurement FormsSubmit Form to:
8Finance Transformation CurrentFuture May 11thSRM Solicitation Approval – all IFB and RFP with Services require Comptroller approvalSRM Solicitation Approval for Services – No Comptroller approval for bid invitations that have standard terms & conditions(Non-standard T & C’s require approvals)Complete the new DGS/OB solicitation form and participation in the evaluation process based on risk assessment.PO Approval – all Purchase Orders over $5,000 require Comptroller approval except for auto generated PO’sPO associated with contract (DGS or Agency) – Comptroller approval over $20,000PO not associated with contract – Comptroller approval over $10,000Service Contracts – all service contracts over $5,000 require Comptroller approvalService Contracts with standard T & C’s – no Comptroller approval (Non-standardT & C’s require approvals)
9Finance Transformation The new approval process will take effect May 11th . Change to the invoice mailing address took effect April 15th .Any service related IFB, RFP, PO or contract that was published and released for approval prior to May 8th will continue to use the current approval process as long as no further changes are initiated in the document. If changes are initiated after May 11th and the document is republished it will follow the new approval process.Any SRM PO that was created prior to May 11th, rejected and the PO was changed and republished after May 11th will go through the new approval. Any service related IFB, RFP, PO or contract that was created prior to May 8th but not published for approval until after May 11th will use the new approval process.CRP-Thresholds for new contracts and invoices CRP review will be reduced from $10,000 to $5,000 effective 5/11/09 as per MD
10Contract Compliance Program BMWBOContract Compliance ProgramSTD-21Initial Contract Compliance Data
11Procurement Handbook Part 1 Ch.3 Contract Compliance Program. The purchasing agency must ensure that all non-construction contractors contracts $50,000 and above and all construction contractors that are awarded contracts $100,000 and above, receive the STD-21 Compliance Review Form.
15Doing Business w/ Commonwealth Contract Compliance (CC) DGS, BMWBO BMWBO Contact InfoDoing Business w/ CommonwealthContract Compliance (CC)DGS, BMWBOCharlie Poticher, CC OfficerBeth Nonemaker, CC Equal Op SpecTel or
16Known also as “set a sides” in other states. Pilot ProgramPurpose: 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.
17Definition 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 person4. Contractor had less than $20,000,000 in gross annual revenues in each of its last two fiscal years5. 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.
18Small Business Reserve Current States/ Entities Utilizing SBRsConnecticutGeorgiaHawaiiIllinoisIowaMarylandMinnesotaNew JerseyVirginia* Federal Government * District of Columbia
19Proposed Implementation of SBR Target Date →→→ Third Quarter 2009Agencies 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.
20Materials Contract Update Contract NumberContractTitleStatusCommodity ManagerMaterialWheelchair VehiclesAmendment adding new itemsReinoehlDisabled VehiclesCanned FruitNew ContractGurzendaPharmacyPrescription DrugsFlu VaccinesVaccinesPolycarbonate SheetsPlastic SheetingCompaction RollersRollersIncontinent PadsRenewed ContractLess than lethal AmmunitionNon-lethal Ammo
23New Solicitations Contract Number Contract Title Estimated Contract BidCommodity ManagerMaterialUniformsMay 2009GurzendaCNCoalApril 2009ShifflerCNHeavy Duty OEM PartsApril-May 2009ReinoehlTruck and Misc Parts
24Current MMCAP Contract to expire June 1st, 2009 Pharmacy ContractCurrent MMCAP Contract to expire June 1st, 2009We have contracted with McKesson to supply our prescription drugs beginning June 1st, 2009This represents a savings of $2,500,000 annually to COPA using agenciesThe basic contracting procedures remain the sameTraining on the new website will begin the week of April 20th, 2009MMCAP contract for other Medical Supplies remains in place
25Systems 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.
272008 Supplier Rebates cont’d Lowe’s and Grainger Rebate arrived in February 2009.Lexmark and VWR Rebates arrived in April 2009.Checks were hand delivered to the Department of Revenue with the accompanying Agency Distributions.The Department of Revenue credited your Agency account GGO for the amount indicated.
29Procurement of Apparel or Apparel Laundering Services Sweatshop ProvisionsProcurement 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 PolicyEligibility. 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].
30What 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
31Sweatfree Independent Monitoring RFP Sweatfree IM RFPSweatfree Independent Monitoring RFPExecutive OrderAnti-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
33Reporting Requirements Admin. – Service Fee DGS will issue all contracts for Apparel and Laundry Services including those under Procurement Handbook Thresholds.Administrative Service Fee1% of total sales for the previous quarterQuarterly ReportsProcurement 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.
340-$50,000 IT/ITQ Statement of work (model) ITQ T&Cs Allow for mixed T&M and deliverables – Use established rate card for T&M work.T&M can not be greater than 40% of Purchase Order (PO) valueAgency makes selection of supplierNo Competitive solicitation required$100,000 cap per supplier in same categoryIn same fiscal year by agencyNo limit on PO quantityTo exceed $100K max requires waiver from DGS3434
35$50,001 - $250,000 Statement of work (model) ITQ T&Cs IT/ITQ$50,001 - $250,000Statement of work (model)ITQ T&CsAllow for mixed T&M and deliverables – Use established rate card for T&M work.T&M can not be greater than 40% of PO valueExpedited RFQ ProcessSent to all suppliers in categoryTeam selects based on best valueExpected time from receipt of proposals: 2-3 weeks3535
36Greater than $250,000 IT/ITQ Statement of work (model) ITQ T&Cs 70% Rule in effect for technicalITQ T&CsAllow for mixed T&M and deliverables – Use established rate card for T&M work.T&M can not be greater than 40% of PO valueStandard RFQ Process (mimics RFP Process)Sent to all suppliers in categoryAgencies must request DGS delegation authority (Same as RFP requirement)Team selects based on best valueUses recommended percentage allocationsCost, DB, Technical (Same as RFP requirement)Minimum Point Allocations:Cost: 30%, MBE/WBE: 20%Technical provision3636
37Master IT Services ITQ Process IT/ITQMaster IT Services ITQ ProcessAll IT procurements must comply with ITB EPM 003Under $50,000$50,001-$250,000$250,001 and aboveRequires only 1 quote Select any qualified supplier from ITQ Service CategoryIncludes IT TrainingSolicit all suppliers qualified in a service categoryExpedited RFQ process and templateRFQ Process and follow RFP evaluation process in Procurement HandbookSimplified evaluation processMore formal process, mirrors RFP processTemplates3737
38IT/ITQ Essential Milestones March 2009Grandfather letters out to current qualified IT ITQ suppliersAprilAgencies can solicit and award work under the new IT ITQWill only solicit those suppliers who have returned signed contractsMayOpen enrollment for new suppliers beginsPaper version of IT ITQ Questionnaire available on web siteIn agency library section of the IT ITQ websiteJuneAll work must be completed under old IT Contract ITQWaiver process in place. Requires CoP and DGS approvalJulyWork begins under new contract3838
39ITQ Timeline – Web Development Phase 1: Complete March 2009Entire proposal, including client references, will be developed onlineNo more hardcopy proposalSuppliers upload Questionnaire and necessary documentsPhase 2: Complete April 2009Company profile uploadedAgency view of qualified suppliers and their Company ProfileSupplier proposals are evaluated and results postedCompany profile will include existing functionality in current ITQ websiteFinancial DataRate CardPhase 3: Complete June 2009Project Performance Evaluations by agencies3939
40Invoicing Plan Procedures The end-user procedure contains detailed screen shots and instructions, but this checklist should be used by Purchasers when creating PO’s for invoicing plans.Invoicing PlanRequired Fields:AdditionalInformation:IP Doc TypeSelect IP document type when creating the PO.Header-Additional Data:Validity PeriodsEnter Start and End date of invoicing plan.Header-Customer Data:Invoice ReferenceEnter the serial # of equipment.Follow with the Delivery Complete Indicator.Line Details-Delivery Tab:Goods Receipt – no indicator *Invoicing plans do not require goods receipts – do not select the GR indicator!Delivery CompleteEnter when the equipment has been delivered. This indicator initiates the payment process.Line Details-Invoice Tab:Tax Code= I0Enter Tax Code I0 (A/P Sales Tax, exempt)Inv. Receipt indicatorDefaults from the contract – do not remove!ERS indicatorGR-based IV – no indicatorThis indicator defaults from master data but will prompt the Purchaser to remove the indicator through system hard stop messages.
41Invoice Planning Important Notes: Invoicing PlanInvoice Planning Important Notes:Invoice Reference Field: The supplier relies on the information in the Reference Field to know how to apply the payment. Ensure the insertion of the machine serial number. The serial number can be found on the IKON’s Delivery and Acceptance Sheet. If this field is blank, the supplier will not know how to apply the payment.ERS Box: Ensure the ERS box is checked or the vendor will not get paid. This is an auto populated field. DO NOT UNCHECKDelivery 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
42New PCI contracts released PCI & PIBHNew PCI contracts releasedSRM header contract:Order products/services from MSCCSRM regular contractOrder products/services that require a quote from PCI)SAP R/3 contractOrder inventoried productsNew PIBH contracts going through release strategyThree contracts (similar to PCI contracts)DGS will contract numbers to PPC upon final approvalNew productsPlastic liners
43PIBHBefore release of any solicitation, purchasing agency is to first offer materials and services referenced on Carve-Out List to PIBHAgencies should be pro-active in reviewing new potential opportunities for PIBHEarly determination regarding PIBH’s involvementGives PIBH additional time to get qualifications in orderReduces and/or eliminates delays in procurement processPIBH materials available for purchase on office and janitorial supply contractsPIBH gets preference over comparable items on other statewide contractsOrder PIBH trash liners directly from PIBH
44LCB Oracle System COPA Executive Agencies LCB Supplier Registration SRM/SAPOracleLCB Oracle system went live March 1, 2009SRM supplier data was loaded into OracleSome supplier data did not transferAffected suppliers to complete a registration formSuppliers will have separate Oracle supplier numberLCB POs will cross reference appropriate DGS contract numbersLCB is sending limited correspondence to suppliers44
45Evaluated Receipt Settlement (ERS) ERS Pilot UpdatePhase 1Go-live: September 10, 2008Suppliers:Ennis PaintGreenstar Allentown, LLCStatistics:153 POs issued to date$4,992,112Phase 2Go-live: December 15, 2008Suppliers:Flor-Dri Supply CoLarry’s Lumber Co IncGreenwood Manufacturing IncStatistics:21 POs issued to date$122,662Reminder: When a supplier is set up for ERS it is done in the Supplier record;this will affect every PO or contract issued to that supplier.45
46Evaluated Receipt Settlement (ERS) Before reversing GRs on ERS purchase orders, users should verify if an Invoice Document has been generated.1. Log into R/3.2. Select / Open ME23N (Purchase Order Display)46
47Evaluated Receipt Settlement (ERS) 3. Click on Purchase Order on the menu bar at top of the screen and select“Other Purchase Order”.4. Enter PO number and click on other document.47
48Evaluated 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 invoicedocument.48
49Evaluated Receipt Settlement (ERS) 7. Find the ReferenceDoc column (1) by scrollingto the right using the arrows(2) or scroll bar (3).8. Note the GR (ReferenceDoc) number.49
50Evaluated Receipt Settlement (ERS) Compare the GR (Reference Doc) numbers on the Invoice Documentsto each GR entered on the PO.If an Invoice Documentdoes not existfor a specific GR(Reference Doc)the GR can be reversedIf an Invoice Documentdoes existfor a specific GR(Reference Doc)the GR can not be reversed50
51Evaluated Receipt Settlement (ERS) How to reverse a GR for which an Invoice Document existsERS invoice has not been picked up in the Treasury paymentproposal (not cleared)Agency contacts the Comptroller and then reverses the goods receipt.Comptroller manually blocks the bad invoice.ERS Program is executed. A credit memo is produced.Comptroller clears the reversed invoice and the credit memo via F-44.ERS invoice has been picked up in the Treasury payment proposal(cleared)Agency contacts the Comptroller.Comptroller contacts Treasury and has the invoice redlined or rejected.Agency waits to hear back from Comptroller to reverse the goods receipt.Agency reverses the goods receipt.ERS program is executed and a credit memo is produced.Comptroller follows their procedures for a redlined or rejected invoice.51
52Evaluated Receipt Settlement (ERS) Important things to remember about ERSThe ERS process works efficiently when GRs are entered timely and correctly.The Invoice Document is tied to a specific GR.An agency must not reverse a GR without first checking for an Invoice Document.52
53SRM P-Card OrdersSymptom: Error messages when trying to process p-card orders in SRM(Grainger & ePlus)Action: IES escalated and requested conferencecall with SAP to identify optionsInterim Resolution: Agencies can use the p-cardoutside the system for orders to Grainger andePlus until the system issue is resolvedPrior to support pack issueGranger’s volume July 2008 – March 2009:1,950 P-card ordersEquivalent: 10 orders per day53
54Placing SRM Documents on Hold Symptom: System takes too long to place a purchase order on holdProblem: Product category has not been entered. When the systemvalidates data before saving in a held status, it is checking through allproduct 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 savingto a held status.54
55SRM Upgrade SRM Upgrade: Researched SRM/Procurement for Public Sector (PPS) Version 7.0Records ManagementConfigurable line item structure within a contract2-Envelope evaluation systemAbility to split cost and technical proposalsKeep cost information secretMulti-round biddingRound 1 RFPRound 2 BAFOMin/max order quantities per PO against a contractInvoice search capabilityAllows for payment plans and penaltiesDocument Builder 3.0Allows for commitment of funds on shopping cartsValidity dates on POsPO copy functionalityAnd more . . .55
56SRM Upgrade Concerns on upgrading at this time: Ramp up customer No current U.S. customers using the productLarge scale upgrade too costlyStaff shortages: Impact and burden to agencies too highAlternative to full 7.0 implementationIdentified stand alone componentsProvide value to the agenciesMinimize impact and burdenSRM Component Upgrade Project:SRM Master Data Management (MDM) CatalogRecords Management56
57SRM Upgrade SRM Master Data Management (MDM) Catalog Currently using Catalog Content Manager (CCM)CCM limitationsNo real time transfer of catalog data between R3 and SRMProhibits timely updating of warehouse catalogMDM will allow for synchronization of R3 and SRMAutomatic price updatesItems and prices always currentMDM is a requirement for future SRM upgradesImprovements to MSCC contract functionalityNo impact to agency purchasers or requisitionersStatus: MDM configuration & development to begin week of April 20th.57
58SRM Upgrade Records Management Eliminates multiple file types Paper ElectronicSystemCreates a single e-file repository for all recordssExcel/Word Documents: Meeting minutes, notes to file, scoring sheets, etc.Scanned documents: Correspondence, proposals, etc.Electronic: POs, shopping Carts, contracts, Solicitations, bidsSingle point of access to view all dataStatus:Held requirements gathering workshopsIES, DGS, SAP, DEP, DMVA, SP, DOT, OA, DOC, F&BDeveloping record model (in process)Present record model to project groupEvaluate and make recommendations for change58
60Contract Numbering Convention Old legacy system lost with SRM implementationBOP has capability within SRM to create new numbering strategyBOP reviewing use of UNSPSC Codes as new numbering conventionUNSPSC Code offers single global classification systemProcess under review by BOP and AgenciesWill 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
61Contract Numbering Convention Codes built as Hierarchical CategoryNumber: for example:UNSPSCSegment – 43 Information Technology Broadcasting and Telecommunications Communications Devices and AccessoriesFamily – 20 Components for information technology or broadcasting or telecommunications Computer Equipment and AccessoriesClass – 15 Computers Computer accessoriesCommodity – 01 Computer switch boxes Docking stationBOP would utilize Segment, Family and possibly Class portion of Code in order to establish a contract numbering convention for our Statewide Contracts.New contracts can be named in logical mannerSome examples would be:4323 Software4412 Office suppliesTrees & shrubs
62Guest AccountPurchasing Agents requested Supplier’s view on Supplier PortalBOP created “Guest Accounts”To active account, the following information to Mike Starr atNameCWOPA log in nameAgencyPhone NumberaddressInstructions to change password sent once account activatedPlease follow general guidelines to ensure integrity of Supplier Portal and “Guest Account”Review bidding reference guide located on PA Supplier PortalAccess to bids and bidding process onlyAt no time shall anyone “submit” a bid. Any bid submitted by Commonwealth staff will result in that staff’s access being locked
63DOC Builder – Enhancements Speed of processing improvedTable of Contents more conciseBid and Performance Security language displayedNumber of DB proposals correctedDB language included70% threshold appearsRTK clauses includedFederal funding clauses includedAllows for T&M contract typeLiquidated Damages language appearsTrade Secret language appearsExtension of Contract Term language includedConfidentiality clause correctly inserted into services documentServices documents no longer include Supply clauses
64DOC Builder – Open Items Font issues remain in “Contract Definitions” sectionQuestion in “Solicitation” section requests default fill in for agency website.Will be changed to eMarketplace default but allow edit for agency website if requiredBOP working on list of editable clausesBOP looking to lock down editable clauses and display statement that directs supplier to refer to attachments (Appendices) for custom clausesUser guides require revisionMandatory utilization of Doc Builder will occur upon user guides correctionEnhanced Doc Builder provides:Accurate informationUser friendly experienceProfessional documentsFaster response time
65DOC Builder – No ChangeUsers get an “unknown crash” when they cut and paste from Microsoft WordCutting and pasting from Microsoft Word document into Doc Builder can cause this errorUtilize separate attachment to avoid issueSRM times out while you are in Doc BuilderWhen creating document in SRM, document is put on hold before Doc Builder initiatedWhen finished with Doc Builder, search for SRM documentDoc Builder must be started numerous timesSystem designDoc Builder freezesNotify IESSubmit Remedy ticket or call help desk with each occurrenceAgency specific information cannot be attached in Parts 1-3This is intentional. Unless editable section is allowed, DGS Legal does not allow edits to these Parts.
66DOC Builder – Summary What are the benefits? Approval Process routed through system workflow rather than paperAccess to clausesAvoid Contract OGC & AG approvalCustomize document to contain only required appendicesApprovers have checklist to approve documentsPrint reviewer’s checklist and answer summary in Doc Builder stand alone versionWhy is it better?Doc Builder now works better, faster and more conciseMore professional appearanceInformation more completeWhat’s next?Doc Builder use encouragedGuidance documents being developed66
67CSC ChangesFinancial Transformation and Supplier confusion necessitated the need for enhancements to the Customer Service Center:New home page for Supplier Service CenterSingle point of entryStep by step processImproved navigation barNew help page includes options for:RegistrationBidding and e-AlertsCompany dataMiscellaneous (COSTARS & BMWBO)
68Supplier Service Center Home Page CSC Changes cont’dSupplier Service Center Home Page
70Menu option changes to the help desk phone system: Help Desk ChangesMenu option changes to the help desk phone system:Option 1 – Supplier registration, managing data, invoicing, 1099 questionsOption 2 – Bidding and e-AlertsOption 3 – SRM policy and processOption 4 – Agency technical assistance(Option 3 and 4 are designated for Commonwealth Agencies)
71Electronic Bid Notifications Current ProcessRequires separate eAlert registration process via DGS websiteSuppliers only receive eAlerts for BOP bids.Only 11 categories for suppliers to select for notifications.
72Electronic Bid Notifications New ConceptOnly 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.
73Draft Procurement Retention Policy CategoryDescriptionRetention PeriodShopping Cart/Purchase RequisitionsCovers 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 yearsOtherwise:3 yearsPurchase 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).Bid Documents/SolicitationsIncludes all documents relating to the IFB and RFP solicitation processes.Examples: The IFB or RFP, all Addenda/Flyers, all bids or proposals received for a solicitation, BAFO communications, Bid Tab or RFP Contractor Selection Memo.1 yearContractIncludes 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).
74RFP Award TimelineAll 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 processSend out non-selection letters to the unsuccessful offerorsPost the signed RFP Contractor Selection Memorandum to Awardssection of eMarketplace (Changes to be forthcoming to enable attachment)Schedule any requested debriefings promptlyOnly if a specific request is made under the RTKL, release unsuccessfuland 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.
75Training Purchasing Agent Recognition Certificates have been mailed to Agency Deputies of Administration for presentation to the individuals who have completed all necessary training to obtain their CPPA (Certified Professional Purchasing Agent) certification.Those individuals who received their certification are:Cynthia Anderson – Department of General ServicesCarolyn Bender – Department of General ServicesJill Dimpsey – PA Emergency Management AgencyJoan L Douglass – PA State PoliceKelly L Frederick – PA State PoliceDiane Harden – Liquor Control BoardAlison Hoke-Fitts – Department of AgricultureClayton McCleave – Department of BankingGlenda Nagle – Department of Military and Veterans AffairsBarbara Partyka – Department of Labor and IndustryKevin Rockwell – Department of Public WelfareMike Schindler – Department of Labor and IndustryRobert Slusser – Department of EducationChristopher Wolf – Department of StateNOTE: The next Procurement Policy & Processes – Purchasing AgentCourse will be held on July 13-16, 2009.
76Training - LIR LIR (Line Item Reconciler) Training Schedule RegionSession DateStatusNorthwest (Polk)April 9, 2009 AM & PMCompletedSouthCentral(Harrisburg)April 10, 2009 PMApril 13, 2009 AM & PMApril 14, 2009 AM & PMApril 15, 2009 AM & PMApril 16, 2009 AM & PMApril 17, 2009 AM & PMApril 21, 2009 AM & PMApril 22, 2009 AM & PMPendingApril 23, 2009 AM & PMMay 1, 2009 AM & PMRegionSession DateStatusSoutheast(King of Prussia)April 30, 2009 AMPendingSouthwest(Greensburg)May 5, 2009 AM & PMMay 6, 2009 AM & PMMay 7, 2009 AM & PMNOTE: This training is only for invoices related POs. Processes for invoices related to non-POs will be taught by the Office of the Budget. Please ensure that your LIR’s (Line Item Reconciler) have enrolled for this training!!
77The Web-Based Negotiations Course is e-mail firstname.lastname@example.org TrainingThe Web-Based Negotiations Course isNOW AVAILABLE!!The Negotiations Course is now available via WBT and administered viaE-LMS. For self-enrollment through ELMS, please visit BOP’s Training Community Calendar atIf you have difficulties with self-enrollment, contact Millie Colon at (717) ;
78BOP’s Manager of Green Procurement New role at BOP, Manager of Green ProcurementRole and ResponsibilitiesManage Environmentally Preferable PurchasingOrganize and conduct employee trainingDevelop and maintain EPP ProceduresCentralize EPP resourcesPromote and manage relationships with suppliers,and counterparts in other statesEvaluate success of EPP programs/contractsResearch, analyze and implement relevant best practices78
79Green Procurement Policy Green Procurement Policy, Part 1, Chapter 22 ofProcurement Handbook, effective April 2, 2009Commonwealth of PA is a significant consumer in the marketplaceProcurement decisions impact the environment and human healthDepartment of General Services’ goalIntegrate environmental considerations into every aspect ofprocurementProviding economic health and environmental gains that will further our goals79
80Green 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 sustainabilityMinimize the potential environmental and health impacts on workers and the publicEncourage the production and sale of affordable, environmentally friendly and human health conscious products80
81Green Procurement Training What is Green ProcurementExamplesBenefitsInfluenceAnalysisChallengesResourcesToolsPA Green Procurement PolicyRole of Commodity TeamProduct Analysis FormGoalsBOP only81
82Green Procurement Website BOP’s Green Procurement WebsiteDevelopment phaseGo-Live April 24, 2009Screen shots of the following pages:HomeEmployeeSupplier
91PA eMarketplace Displays Green Icons PA eMarketplace will display green icons to identify contracts containing certified productsEcoLogoEnergy StarEPEATGreen SealRecycled Content
922009 Energy Expo hosted by: Energy Expo DGS Facilities Management, Energy Management Office and DGS Bureau of ProcurementWhen: April 30, 2009 from 9:00 AM -2:00 PMWhere: Keystone Building, Atrium andHearing Rooms 4 and 5Theme: Energy Conservation at Home and Work
93Approximately 50-60 booths, represented by: Energy ExpoApproximately booths, represented by:State agenciesEnergy service companiesPublic utilitiesTransit agenciesRepresentatives will showcase:Energy conservation initiativesState-of-the art technologyConservation measures including:Alternative fuelGreen productsHybrid vehicles*Electric car & hybrid vehicles will be displayed outside of the KeystoneBuilding** Exposition vendor area will be open from 9:00 -2:00
9410:00 – 11:30 Green Procurement Kick-Off Energy Expo Agenda2009 Energy Expo Agenda9:00 Expo Opens10:00 – 11: Green Procurement Kick-OffLocation Hearing Room (room number TBA)Speakers Scot Case, V.P., TerrachoiceEnvironmental MarketingJeff Mandel, DGS, Chief Procurement Officer12:00 Special RemarksSpeakers James Creedon, DGS, Secretaryother officials
95Energy Expo Agenda2009 Energy Expo Agenda (continued)12:30 – 1:30 Conservation at WorkLocation Hearing Room 4Feature Schaedler – Yesco12:30 – 1:30 Conservation at HomeLocation Hearing Room 5Feature Phillips Lamps2:00 Expo Closes
96Material Group Number Update Background:Material Group Number = UNSPSC NumberLast UNSPSC revision loaded into SAP has 28,155 numbersCurrent UNSPSC latest revision includes 40,000 + numbers (42% increase)Concerns regarding system performanceRecommendation:Utilizes all 8-digit UNSPSC service numbers (starting with 7,8,or 9)Remaining numbers are 6-digits + 2 zerosRetains all 8-digit material numbers previously utilized by CWOPAResult 13,562 numbersApprox. 52% reductionImplementation:Target date - May 1, 2009
97Provide feedback to Cheryl Kleeman by May 6. ThresholdsDraft only.Provide feedback to Cheryl Kleeman by May 6.
98Contact InformationChuck Anderson, DGS Attorney, Strategic SourceAlfred Baker, PIBH, President & CEOMillicent Brown, BMWBOScott Cross, Director, Programs & SystemsRoxana Dietz, Director Services ProcurementBetty Goodling, Program Manager for PIBH, BOPCheryl Kleeman, Strategic Development Manager, BOPJoan Kraft, Director, Business Process ImprovementJeff Mandel, Chief Procurement OfficerBeth Nonemaker, BMWBOWalter Quade, Director, Materials ProcurementSue Rojas, Strategic Development Manager, BOPRandy Schmoyer, Manager, Procurement UnitMike Starr, Manager Supplier ServicesPaul Wolf, Director of Quality Assurance and EPP