February 14, 2013

 March 14, 2013  10:00 – 11:30 am  University of Arkansas Cooperative Extension Auditorium 2301 South University Avenue Little Rock

What’s the difference between the two?

 Utilized when the use of competitive sealed bidding is not practical or advantageous  Used when comparative, judgmental evaluation is required  Scored based on evaluation criteria set forth in the RFP  Price taken into consideration but not the most important evaluation criteria

EXAMPLES:  Software or Data Management Systems  Large IT Procurements  Most Services

 Used when qualified vendors with specialized expertise for a specific scope of work or service are needed  Agency knows the qualifications the vendor must meet  Selection is based on the respondent’s qualifications  Price is not a consideration in selecting a vendor  Price becomes a factor only after qualified vendor is identified

EXAMPLES:  Contracts in which the agency sets the rate  Contracts in which the agency needs all qualified vendors to provide statewide coverage  No cost to the State contracts

EXAMPLES:  Advertising Campaigns  Architectural  Engineering  Legal Services

Professional and Consultant Services (PCS)

Amber Furgerson Rebecca Kee PCS Contacts

What Are PCS Contracts?

Technical/General Services Professional Services Consultant Services

Technical/General Services Completion of an assigned task, not an entire project Completion of an assigned task, not an entire project Agency has control of how the service is performed (what will be done and how it will be done) Agency has control of how the service is performed (what will be done and how it will be done) Completion of an assigned task, not an entire project Completion of an assigned task, not an entire project Agency has control of how the service is performed (what will be done and how it will be done) Agency has control of how the service is performed (what will be done and how it will be done)

Technical/General Services Skilled Individuals Skilled Individuals Recurring Nature Recurring Nature Performance Based Performance Based Quality of Work Quality of Work Results Produced Results Produced Skilled Individuals Skilled Individuals Recurring Nature Recurring Nature Performance Based Performance Based Quality of Work Quality of Work Results Produced Results Produced

Technical/General Services EXAMPLES: Standard training program Standard training program Nursing and therapy Nursing and therapy Data entry Data entry Actuary Actuary Computer & technology Computer & technology Court reporting Court reporting Interpreter InterpreterEXAMPLES: Standard training program Standard training program Nursing and therapy Nursing and therapy Data entry Data entry Actuary Actuary Computer & technology Computer & technology Court reporting Court reporting Interpreter Interpreter

Technical/General Services EXAMPLES: Equipment Maintenance Equipment Maintenance Lawn Care Lawn Care Janitorial Services Janitorial Services Waste Removal Service Waste Removal Service Pest Control Service Pest Control ServiceEXAMPLES: Equipment Maintenance Equipment Maintenance Lawn Care Lawn Care Janitorial Services Janitorial Services Waste Removal Service Waste Removal Service Pest Control Service Pest Control Service

Professional Services Professional in nature Professional in nature Requires specialized training, education, knowledge, and skill Requires specialized training, education, knowledge, and skill License or certification is needed License or certification is needed Professional in nature Professional in nature Requires specialized training, education, knowledge, and skill Requires specialized training, education, knowledge, and skill License or certification is needed License or certification is needed

Professional Services Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis Minus agency managerial control Minus agency managerial control Control over results, not day- to-day activities Control over results, not day- to-day activities Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis Minus agency managerial control Minus agency managerial control Control over results, not day- to-day activities Control over results, not day- to-day activities

Professional Services EXAMPLES: Engineering Engineering Architectural Architectural Land survey Land survey Medical doctor Medical doctor Attorney or legal Attorney or legal Advertising Campaigns Advertising CampaignsEXAMPLES: Engineering Engineering Architectural Architectural Land survey Land survey Medical doctor Medical doctor Attorney or legal Attorney or legal Advertising Campaigns Advertising Campaigns

Professional Services EXAMPLES: Financial Services Financial Services Marketing Analysis Marketing Analysis Appraisal Services Appraisal Services Environmental Studies Environmental StudiesEXAMPLES: Financial Services Financial Services Marketing Analysis Marketing Analysis Appraisal Services Appraisal Services Environmental Studies Environmental Studies

Consultant Services Review the current situation Review the current situation Subject matter experts Subject matter experts Offer advice, opinions, and recommendations only Offer advice, opinions, and recommendations only Review the current situation Review the current situation Subject matter experts Subject matter experts Offer advice, opinions, and recommendations only Offer advice, opinions, and recommendations only

Scope of Work

REPORTS, SUBMITTALS & NOTIFICATIONS

Reports, Submittals & Notifications § (14)(C) - Report filed annually with the Division of Legislative Audit procurements of exempt commodities or services used in research, education and treatment for diagnosis, cure and prevention of disease through a group purchasing entity serving public health institutions. § (14)(L) - Report to State Purchasing Director Livestock procured by an agency having an official. Report to State Procurement Emergency procurements by agencies with an official. R1: Report to State Procurement monthly Special procurements.

§ Report to State Procurement monthly commodity purchases involving a service with a total cost of $250,000 or more by agencies with an official. § Report benefit received from a contract which an employee has a financial interest to the Director of the Department of Finance and Administration. § Disclosure forms with a hit. The contract is with a member of the General Assembly, his or her spouse, person or his /her spouse is an officer, director or stockholder owning more than 10% of the stock in the business. § File with Secretary of State each year type of contract and amount of contract or benefits received during the previous year. Reports, Submittals & Notifications

§ Annual registration of state-owned motor vehicle report of each vehicle with the Director of the Department of Finance and Administration. § – Report to Risk Management Division information necessary to analyze and manage risk of loss of state assets. Minority participation monthly report by agencies with an official. Sum of total procurement report quarterly to the Minority Business Advisory Council. Shared Benefit Payment Fund monthly report to Chief Fiscal Officer of the State by agencies with an official. Reports, Submittals & Notifications

§ Report to State Procurement for semiannual report purchase of recycled paper products. Monthly DO reports for printing. § , § , § Submit information technology products or services procurements with an anticipated cost of $100,000 or more to DFA Intergovernmental Service for approval. § Submit procurements for technical services over 100,000 involving health, human services, educational service or software majorly modified or designed specifically for an agency for review by the Arkansas Legislative Council. Reports, Submittals & Notifications

R1: (c) - Submit to State Procurement Director a letter signed by administrative head of an agency designating each employee who shall be a procurement agent. R1: (a) - Submit to State Procurement Director a letter signed by administrative head of an agency designating an employee who shall be the procurement official. § Submit a request to lease a motor vehicle to the State Procurement Director. § Notify the Attorney General in writing when for any reason collusion is suspected among any bidders or offerors. Reports, Submittals & Notifications

Marketing & Redistribution Reports & Submittals § Report to Marketing and Redistribution by 10 th of following month sale of surplus computers. § Report to Marketing and Redistribution commodities where the cost to transport would be prohibitive § Submit to M & R an Intrastate Agency Sale Form for commodities sold to another agency § Submit M & R a certificate of property disposal form for commodities that have no scrap or resale value § Submit to M & R request to donate surplus property § Submit to M & R a request to trade in equipment