1. Procurement Policy and Training: Now What? Presented by Steve Krueger – Procurement Policy & Protest Manager Cheryl Shaw – Procurement Training Manager Melanie Buechel – Sole Source Oversight Manager

2. PROCUREMENT POLICIES

3. Delegation of Authority (DES-090-00)DES-090-00 Sole Source Contracts (DES-140-00)DES-140-00 Emergency Procurements (DES-130-00)DES-130-00 Direct Buy (DES-125-03)DES-125-03 Complaints and Protests (DES-170-00)DES-170-00 Agency Contract Reporting (DES-210-01)DES-210-01 Background—Existing Policies

4. Procurement Policy Vetting Process Implementation Public Review Procurement Customer Advisory Group DES Internal Review

5. Competitive Solicitation Policy Requirements Advertise (WEBS) Promote Competition Transparent Complaints & Protests Requirements—When Applicable Reciprocity World Trade Organization Prevailing Wage Mercury Reduction Electronic Product Preference Recycled material preference Funding Source Requirements Recommended Practices Business Diversity Environmental Considerations Performance Based Contracts Documentation Procurement Methodologies Request for Quotes Request for Qualifications and Quote Invitation For Bid Request for Proposal Reverse Auction Multistep Two-Tier Competitive Negotiations Research Based Recruitment Based Phone Quotes Exemptions DES Master Contracts Direct Buy DES Print Jobs Surplus Non-Profit Agencies for the Blind Community Rehabilitation Programs Purchases from Federal Programs Food Grown in Washington

6. Protest Bonds Food Grown in Washington Decommissioning Best Buy Questions: steve.krueger@des.wa.govsteve.krueger@des.wa.gov (360) 407-9400 Other Procurement Policy Work

7. Procurement & Contract Training Update

8. Within each course: RCW 39.26 Roles and Responsibilities Risk and risk mitigation Delegated authority Ethics Building relationships Critical thinking Content specific to Procurement and Contracting Who to contact for help What do learners need to know and do…..

9. 17,700 Learners trained 40,000 Courses completed 6,000 New LMS users Current

10. CM101 75% Return –Objective Met 91% –Satisfaction with Course 89% –Able to Apply 87% Ethics 68% Return –Objective Met 99% –Satisfaction with Course 98% Executive Management 62% –Objective Met 97% –Satisfaction with Course 100% –Able to Apply 100% Response from learners

11. “I would like to see additional training on the following topics”

12. Contract ManagementTerms and RelationshipsITOther Topics  Posting process  Types  Writing contracts  Leases  Client service contracts  Contracts WA State  RCW’s  Convenience contracts with templates  2 Tier contracts  Consequences  Required contract documentation  Performance based criteria  When contract vs purchase order  Evidence based monitoring  OFM contracting management system  Details on contract management  Individual types of contracts  Sole course contracts and tools  RFP, RFQ, RFQQ  When to use RFQ or RFQQ  What is a MOU or MOA  Interagency & interlocal agreements  Public works and AE contracts  CPR,ECMS, ICIS System  Contractor vs employee  Audit proof  Customer relations-whatever I can take  OST manages state contracts what is the relationship with DES  I am the CM and PM I would like a global approach as opposed to individual roles  Program mgr. vs contract officer  Contractor negotiations, best and final  Data sharing agreements  IT contracts  Remedy problems with vendors, do not want to terminate  IT when to use purchase orders  DES policy on IT contract  IT step by step workflow  OCIO security standards & policy 141  Software accountability & record keeping  How to word a WEBS posting  Specific examples  Real life examples  Federal funding  Grants  Project management and SOW  Management skills  Tracking budgets, tools  Risk management  Best practices  7 habits of highly effective people  Procurement process management  Public works  Document tracking, budgets  Performance based criteria Survey Feedback WA-State Contract Management 101 January-August 2015 I would like to see additional training on the following topics

13. Survey Feedback WA-State Executive Management Purchasing and Procurement January-August 2015 I would like to see additional training on the following topics Contract ManagementRisk MitigationITOther Topics  The process of completing a contract start to finish  Contract clauses and writing styles “the language of contracts”  Contract negotiation  What is the impact of exceeding the scope of a procurement  More examples  IT Contracts  IT Procurement  IT Risk Assessment  IT Lease  IT Purchase and RFP, RFQ, RFQQ  Software accountability and record keeping  Negotiation training  Ethics  Examples of documents RFB, RFP  DES list of contract staff with phone numbers  Critical thinking and problem solving  Public disclosure  PRA overview with non Pro employees  Records management  Public works

14. Survey Feedback WA-State Small Purchases January-August 2015 I would like to see additional training on the following topics Contract TrainingTravelPCardOther Topics  Review of current statewide master contracts  Coding of purchases and explanation of contracts  Step by step completion of purchase orders  DDA specific contract refresher both with contracting  Review ACD processes and best practices  DDA contract specific to SOW and how it fits with Provider One model  How to find master convenience contracts  How to look up and read contracts  Contract Management, identify business on master contracts like Grainger  Cover more small purchases in depth with examples  When to use contract language on a purchase order  Sample of convenience contracts  Look up and read contracts  State has an expectation on use of personal credit/debit cards necessary prior to cancelation of event  Travel cards  Travel procurement charges  Initiating rentals without using PCard  Pcard in general  OMWBE for PCard purchases  Focus on Pcard use  Purchase order vs PCard  Why is pre-payment for a service prohibited  How does the state make purchases without first making deposits  Conflict resolution  Contract ethics  ePlus system  Complex computer usage  Computer programs and training  Gas card and working with vendors  How are vendors chosen  IT master contracts  More details with purchase orders  Nuts and bolts of purchase procedures  Record keeping and records management with retention schedules  Performance base contracts  IT purchases  Use of phones  When to keep receipts  Master contract process how are vendors selected  Find a master convenience contract

15. Effective learning solutions meet the needs of the learner and organization by…. addressing the issue being cost effective providing individual & team growth and development confirming body of knowledge

16. Bits and Bytes Available anywhere anytime Brief messages Easily accessible Quick to produce and make available Lead to other options – Online course work – Subject experts live Video Governance Process- How to General business

17. Online course work eLearning Modules Complete one or the one’s that matter most now Complete all for full course credit “Managing a Contract” Module 1Module 2 Module 3Module 4

18. Working with Subject Experts Workshops and webinars Hands on experience Learn with others Together grappling the same problem Expert

19. Combinations Bit and Bytes eLearningWorkshops

20. Next.... Internal and External programs Learning and Development Sustainability

21. Thank you! Questions? Cheryl Shaw Cheryl.Shaw@des.wa.gov

22. Information Technology Procurement Training

23. Why? Procurement of IT Goods and Services = Risk

24. Systems and Parts (software, hardware, services) Operating Environment –Business, technical, procurement/contractual strategic engagement and best practice protocols –How to assess IT procurement effectiveness IT Sourcing – why and how is it different? Discovery Phase

25. IT Procurement / Contracting Forum IT Procurement Staff AAGs Business Managers Financial Managers IT Managers / CIOs WaTech (formerly OCIO, CTS and part of DES) Discovery Phase

26. SWAT Team –Not your normal SWAT Proactive Advisory Mentoring Issue Spotting Project Management Assistance Continuing Education –Certification and Refresh Discovery Phase

27. Strategic Vendor Management –Enterprise/Individual Agencies IT Long Term Changes –Transitional Logistics/Planning Preliminary Research of training that already exists Discovery Stage

28. Washington State Information Technology Operating Environment – Procurement of IT Goods and Services Key Players Washington Technology Solutions (WaTech) Chapter 43.41.A RCW Statewide IT Policy and Direction (formerly OCIO) Chapter 43.19 RCW Statewide Applications (formerly DES) Chapter 43.105 Statewide Utility Technology Provider (formerly CTS) DES Chapter 39.26.RCW Procurement of Goods and Services Agency Chief Information Officers/ Procurement Professionals IT Procurement Knowledge, Skills and Abilities Convergence of Business, Technical, Operations, Legal, Government

29. Initial training – Intro to the IT Procurement Available in early 2016 Development Team: –WaTech Policy –DES Enterprise Procurement Policy –IT AAG –DES Training Delivery Team IT Procurement Training Project Lead –Becci Riley, DES Enterprise Procurement Policy Manager Initial Training

30. What you will learn: –Washington State Operating Environment –Strategic Relationships Business, Technical, Legal, Procurement –WaTech Role –DES Role Brainstorm / Future Topics / Development of Teams Open to all!!! Initial Training

31. Questions??? Becci Riley becci.riley@des.wa.gov Melanie Buechel melanie.buechel@des.wa.gov Thank You!