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Meeting February 23, 2011
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Meeting
February 23, 2011
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Agenda
1. Introduction of Ken Rapp
2. BMWBO – Beth Nonemaker
3. Materials Updates – Walt Quade, Greg Knerr, Del Border
4. Services Updates – Roxana Dietz
5. OAIT – IT GL Spending Categories - Richard Cardamone
6. Systems – Scott Cross
7. RFP Updates - Roxana Dietz
8. Other Procurement Updates – Cheryl Kleeman, Ed Myslewicz, Pam Shady
9. EPO & Sole Source Website – Janice Pistor
10. EPO & Sole Source Approval Process - Jeff Mandel
11. Training Updates – Joan Kraft
Appendix:
EUP for Capturing PA Preferred Products
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Contract Compliance Program
Procurement Handbook Part1
Chapter 3 Responsibilities, B. Purchasing Agency
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 Initial Contract Compliance Data Form, STD-21.
BMWBO
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Each state agency should identify and train Initiators
Select and train people with access to contract data as contracts are awarded
ELMS web based DGS WBT Contract Compliance Initiator Responsibilities training (keyword: Initiator) is at https://lms.state.pa.us/lms-lmm/studentCatalog.do
Use “Save Progress and Close” button in 2-hour ELMS course as needed
BMWBO
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BMWBO
State agency Initiator enters Preliminary Input in CC system
This generates the STD-21 to the contractor using the contractor’s email address from the Preliminary Input
If undeliverable, Initiator obtains good email address and uses Resend-STD-21 link
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BMWBO
1. Contact BMWBO to obtain new initiator permissions to the CC system
2. State agency enters Preliminary Input in CC system upon award
3. CC system generates an email with the online STD-21 to the contractor
4. Contractor submits STD-21 to agency CC staff within 10 business days
5. CC staff generates letter to contractor and follows up to ensure compliance with nondiscrimination clause in state contract
6. DGS Quality Assurance Team and BMWBO monitor state agencies’ effectiveness
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BMWBO
For More Information
• www.dgs.state.pa.us
– Doing Business w/ Commonwealth
– Contract Compliance
• https://lms.state.pa.us/lms-lmm/studentCatalog.do
(Keyword: Initiator)
Contact:
DGS BMWBO CC Officer @ 717-346-8104
CC staff @ 717-783-5034
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Contract Number
Description Value Type of Contract
Commodity Specialist
4400001714 Latex Paint $250,000 IFB Lilly Mangan
6810-01 Liquid Calcium Chloride
$150,000 IFB Jean Halbleib
9550-10 Posts and Accessories
$100,000 IFB Lori Vessella
4400006866 Motor Oil, Lubricants & Antifreeze
$2,000,000 IFB Susan Reinoehl
New Solicitations next 60 Days
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Contract Number
Description Value Type of Contract
Commodity Specialist
4400001835 Re-manufactured
Furniture
$200,000 IFB Lisa Vega
NA Commissary Supplies $10,000,000 IFB Pam Gabriel
4400002483 Chemical Soaps $2,000,000 IFB or Renewal
Kathy Lewis
4400006738 Components for Modular panels, Chairs
& Case Goods
$400,000 IFB Lisa Vega
Shopping Carts
Dam Bladder for Sunbury
$500,000 IFB Barb Cain
Shopping Cart Electronic Transfer Machines
$100,000 IFB Lisa Vega
New Solicitations next 60 Days
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Contract Number
Description Value Type of Contract
Commodity Specialist
4400004196 Ammunition $2,000,000 Renewed Jeff Henry
4400003674 Commercial Food Service
Equipment
$6,000,000 Renewal Barb Cain
4400002235 Stainless Steel Spreaders
$500,000 Renewal Bob Isenberg
46000011158
Plastic ware-Food
$5,000,000 Renewed Kathy Lewis
9905-06 DNA Testing $750,000 Renewed Liz Bollinger
4400006629 Water Treatment Chemicals
$350,000 IFB Susan Reinhold
Contracts-Last 30 Days
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Truck Transport Fuel Contracts
• For bulk deliveries of 5000 gallons or more of:– Diesel Fuel
• B2, B5, B10, B20 Biodiesel
• 80% / 20% Biodiesel blend with Ultra-Low Sulfur Kerosene (for cold weather operability)
– Heating Oil• #2 Heating Oil
• B5 Bio-Heating Oil
– Unleaded Gasoline
• Anti-gel additives available for diesel and heating oil via separate line item, priced as a per gallon up-charge.
– Ordering 7500 gal of fuel and need anti-gel? Add separate line for 7500 gal. of the anti-gel additive contract line item to order.
• Market Price Contracts– Price adjusted Tuesday based on Oil Price Information Service (OPIS) weekly
averages.
– Actual price based on GR date
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Tank Wagon Fuel Contract
• Invitation to Qualify (ITQ) contract structure
• For deliveries of 4999 gal. or less of:– Diesel Fuel products, including biodiesel and ultra-low sulfur kerosene
blends
– Heating oil and bio-heating oil
– Unleaded gasoline and E85 Ethanol
• Suppliers qualified by county and by fuel type.– Current supplier listing and fuel types by county can be found in the
Contract Overview on E-Marketplace
– ITQ has open enrollment, supplier listing is updated whenever a new supplier is added to the contract
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Tank Wagon Fuels Contract (Cont.)
• Ordering process– Follow procurement guidelines for ordering based on anticipated $ value
of the order• DGS recommends soliciting quotes from multiple suppliers regardless of $.
– Mandatory use of P-Card for all orders < $5K, unless given written waiver by DGS
– Most common ordering process: 1. Conduct informal e-mail RFQ to suppliers qualified for the needed fuel type in
your county
2. Order fuel from supplier with lowest price.
3. Pay for delivery with P-Card
– Users with larger tanks may elect to solicit quotes to cover a series of expected deliveries over a defined time period, i.e. several weeks.
• Larger volume TW users may be able to obtain a utility p-card, which has no limit for petroleum purchases
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Update on 50% Recycled PaperCOPA purchases 2,478 tons of paper per year.
By switching from 30% recycled content paper to 50% recycled content, would use 495.6 tons less virgin paper. Savings - 1,903 trees, or 16 acres.
Same price as 30%.
PA manufacturer.
7 Agencies included in sample test–no issues: BOP, Revenue, PennDOT, Health, DPW, DOC and LCB
70 cartons used in test •Testing complete and approved by all.
Available for ordering sometime in May, 2011.Note: Will still be supplied through Staples contract.
Reference:www.is.depaul.edu/computers/labs/ei.asp
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Project Title AgencyCommodity Specialist
Supplier NameOriginal Contract
Start Date
Original Contract End Date
Contract End Date
Number of Contracts
Carachsoft - GSA PA (Symantec Software) ALL Teprovich, TomCarahsoft Technology Corp
2/4/2009 11/9/2009 5/13/2011 1
Comprehensive Time/Data Collection Solution ALL Teprovich, TomTimelink International Corp
1/28/2008 1/27/2011 4/27/2011 1
Digital Production Publisher Equipment ALL Bowers, Wanda Various 8/1/2006 7/31/2008 7/31/2011 6
Drafting & Engineering Equipment ALL Jaime, Ray Various 11/15/2007 11/14/2009 5/13/2011 7
Envelopes Lot 3 ALL Noss, ToniannMeadwestvaco Corporattion
4/21/2006 2/28/2008 5/31/2011 1
Environmental Remediation DOT Yagle, Brandi Skelly & Loy, Inc. 4/12/2006 4/11/2009 6/30/2011 2
Equipment Maintenance Program ALL Poepperling, Hilary HT Results LLP 7/1/2007 6/30/2011 9/30/2011 1
Facility Design, Construction, Renovation & Inspection Services
DOT Jackson, Tonja Various 1/1/2005 12/31/2011 12/31/2011 360
Food Catering Services ALL Baltimore, Georgina Various 8/1/2006 7/31/2008 7/31/2011 22
Health & Human Services Call Center ALL Shingara, Syline Policy Studies Inc 6/30/2004 8/31/2006 10/30/2011 1
Lot #2 - Bound Printing ALL Noss, ToniannK-b Offset Printing Inc
3/1/2006 2/28/2008 5/31/2011 1
Lot #4 Tax Booklets ALL Noss, ToniannMoore Wallace North America Inc
3/1/2006 2/28/2008 5/31/2011 1
Lot #8 Disability Placards ALL Noss, ToniannMoore Wallace North America Inc
3/1/2006 2/28/2008 5/31/2011 1
Mailroom Equipment and Supplies -WSCA CONTRACT
ALL Bowers, Wanda Various 4/24/2006 11/8/2006 5/8/2011 2
Services Team Upcoming Solicitations
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Project Title AgencyCommodity Specialist
Supplier NameOriginal Contract
Start Date
Original Contract End Date
Contract End Date
Number of
Contracts
Maps Lot #7 ALL Noss, ToniannWilliams & Heintz Map Corporation
3/1/2006 2/28/2008 5/31/2011 1
On-Line Legal Research Services ALL Habowski, Jennifer Various 2/1/2006 1/31/2011 6/30/2011 2
Photo Imaging Network ALL Teprovich, TomData Works Plus Llc
12/4/2007 4/30/2009 4/30/2011 1
PENNDOT Continuous Cut Card Forms-JIF Forms DOT Noss, ToniannMoore Wallace North America Inc
7/1/2006 6/30/2008 6/30/2011 1
PENNDOT Inspection Devices (Mass Transit Stickers) Inspection Stickers (Securemark Decal Corp.)
DOT Noss, ToniannSecuremark Decal Corp
10/4/2006 5/31/2007 5/31/2011 1
Professional Development Training Statewide Contract
ALL Whitsel, Kay Various 10/22/2006 9/30/2009 9/30/2011 254
PSU Master Agreement ALL Whitsel, KayPenn State University
10/3/2005 6/30/2011 6/30/2011 1
Satellite Communication Services ALL Kimport, Sheryl Various 8/4/2006 6/30/2009 6/30/2011 2
Two Way Radio Communications Equipment & Accessories
ALL Kimport, Sheryl Various 7/1/2006 6/30/2009 6/30/2011 27
Stickers, Vehicle Inspections & ID (Mass Transit Stickers) (Grafika Commercial Printing, Inc.)
DOT Noss, ToniannGrafika Commercial Printing Inc
10/4/2006 5/31/2007 5/31/2011 1
Telephone Service 800 Services - Toll Free - AT&T ALL Kimport, Sheryl At&t Corp 7/2/2008 8/31/2009 8/31/2011 1
Waste Paper Recycling DGS Bowers, ScottHarrisburg Wastepaper
9/1/2006 8/31/2008 8/31/2011 1
Underground Storage Tank Repair Services DGS Yagle, BrandiKeystone Petroleum Equipment
9/1/2010 2/28/2011 2/28/2011 1
Services Team Upcoming Solicitations
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Services Team Current SolicitationsProject Title Agency Commodity Specialist Bid Issued Bid Opening
2011 Public Health Institutes (PHIs) DOH Fetter, StephanieSolicitation in
process
ACCESS PA Database Project PDE Corish, AngelaSolicitation in
process
Alcohol and Other Drug (AOD) SCI Chester and Pittsburgh DOC Moyer, Nicole 9/2/2010 10/20/2010
Audit Services - PennDOT DOT Williams, EmanuelSolicitation in
process
BPR Repair/Conversion of Permanent Traffic Collection Sites DOT Teprovich, Tom 1/5/2011 2/15/2011Business Credit Reporting Services ALL Habowski, Jennifer 11/10/2010 12/10/2010
CADD Support-DOT DOT Jaime, RaySolicitation in
process
Central Control Computer System DOR Mistretta, Tami 7/7/2010 8/13/2010Digital Document & Electronic Content Management-ON HOLD-PIBH?
ALL Jaime, RaySolicitation in
process
District 6 Janitorial Services DOT Bonner, Danielle 1/25/2011 2/22/2011DOT Infrastructure Support Client/Server Network Support Services
DOT Goertz, John 7/6/2010 9/7/2010
Drafting & Engineering ALL Jaime, RaySolicitation in
process
Drexel University-IGA MASTER AGREEMENT ALL Whitsel, KaySolicitation in
process
Electrical Service Repairs to the Rest Areas District 8-0 DOT Bonner, DanielleSolicitation in
process
Electronic Payment Processing (Merchant Services) ALL Habowski, Jennifer 4/1/2010 5/13/2010
Enterprise Third Party Hardware Maintenance ALL Teprovich, TomSolicitation in
process
Envelopes ALL Williams, EmanuelSolicitation in
process
Environmental Remediation DOT Yagle, BrandiSolicitation in
process
eTranscripts and Student Record Exchange Solution PDE Mistretta, TamiSolicitation in
process
External Quality Reviews for Office of Medical Assistance Programs
DPW Williams, Emanuel 8/23/2010 10/7/2010
Health & Human Services Call Center ALL Shingara, SylineSolicitation in
process
Inspection & Safety Devices DOT Noss, Toniann 11/16/2010 12/8/2010
ITQ Professional Development Training ALL Whitsel, KaySolicitation in
process
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Project Title Agency Commodity Specialist Bid Issued Bid OpeningLaboratory and Phlebotomist Services DPW Moyer, Nicole 12/15/2010 1/19/2011Learning Management Service (LMS) Solution ALL Teprovich, Tom 8/23/2010 10/13/2010
Medical Benefits for PSP PSP Williams, EmanuelSolicitation in
process
Medical Management Services L&I Williams, Emanuel 2/10/2011 3/3/11
Nurse Aide Registry; DOH and PDA DOH/PDA Teprovich, TomSolicitation in
process
Outdoor Advertising Devices and Junkyards DOT Wright, JefferySolicitation in
process
PA Information Management System (PIMS) Being rewritten 11/18/2010
PDEGeeGee-Dugan, Christina
Solicitation in process
PACE Program Aging Shingara, Syline 6/24/2010 8/25/2010
PASCSES Client Infrastructure Network DPWGeeGee-Dugan, Christina
6/25/2010 8/27/2010
Pennsylvania Instant Check System (PICS) Rewrite PSP Mistretta, TamiSolicitation in
process
Pennsylvania Natural Heritage Program (PNHP) & Pennsylvania Natural Diversity Inventory (PNDI)
DCNR Walters, CoreySolicitation in
process
Pennsylvania Technology Inventory (PATI) Data PDE Corish, AngelaSolicitation in
process
Printing of Famers Market Nutrition Program Checks AGR Noss, ToniannSolicitation in
process
Relabeling Antiviral Drugs Services, FDA approved (Rebid of ID # 1056)
DOH Moyer, NicoleSolicitation in
process
Restitution Training (Web ID TDB) PBPP Whitsel, KaySolicitation in
process
Satellite Communication Services (Voice & Data) DGS Kimport, SherylSolicitation in
process
Special Education Compliance Monitoring System PDE Wright, Jeffery 1/5/2011 2/11/11State Parks Reservation and Revenue Program DCNR Corish, Angela 6/3/2010 8/5/2010
Two Way Radio Communications Equipment and Accessories DGS Kimport, SherylSolicitation in
process
Uniform Rental & Laundering and Related Textile/Facility Services
DGS Baltimore, Georgina 12/17/2010 1/28/2011
Services Team Current Solicitations
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• DGS finalized revised contract T&C’s for Consulting (non IT) ITQ based on supplier base feedback.
– Solicitation is now available to accept submissions.
• Contract administration documents, including instructions to agencies & solicitation requirements, will be uploaded to ITQ document library prior to contract implementation.
• Current suppliers should go to www.emarketplace.state.pa.us and search “solicitations “ under solicitation number: 4400007410.
– Directions provided within advertisement for them to follow to submit electronic proposal. (List of Consulting Categories provided under this contract are listed on next slide.)
• Form approval pending so each initial contract requires OGC & AG approval.
If you have any questions, please feel free to contact Kay Whitsel at: 717-787-7675 or [email protected]
Consulting ITQ Contract
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Consulting Categories
Actuarial Services - Actuarial Consultant Healthcare/MedicalActuarial Services - Actuarial Consultant Pensions/InvestmentActuarial Services - Actuarial Consultant FinancialAccounting Services - GeneralAccounting Services - Tax accounting and Auditing – federalAccounting Services - Tax accounting and Auditing – state and localAccounting Services - Decision analytics and predictive modelingAccounting Services - (Tax) Technical forms and instruction writingAccounting Services - Accounting and auditing functions of Gaming systems and operations .Accounting Services - Cost accountingAuditing Services - GeneralAuditing Services - Financial and Financial Related Audit ServicesAuditing Services - Performance Audits (Internal Control / Audit Services)Auditing Services - Operational and Claims AuditsAuditing Services - Compliance AuditsInvestigative Audits, Academic AuditsFinancial Services - FinancialManagement General Government Operations - Best Practice AnalysisManagement - Business Case Development and ModelingManagement General Government Operations - Data MiningManagement General Government Operations - Operations AnalysisManagement General Government Operations - Program Evaluation and BenchmarkingManagement General Government Operations - Measuring Process Performance/Improvement OutcomesManagement General Government Operations - Strategic Planning Healthcare Services - Chronic CarePublic Safety Services - Emergency Preparedness ExercisesPublic Safety Services - Emergency Preparedness WriterPublic Safety Services – Emergency Preparedness LogisticsPublic Safety Services – Emergency Preparedness Training
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OA / OIT – IT GL Expenditures and Spending Categories
Background
• On January 11, 2011, the Governor’s Office published Administrative Circular 11-01, “Transitioning Information Technology Procurements and Expenditures to Restructured Categories and Accounting Codes”
• Current Commonwealth IT accounting codes and definitions are outdated and difficult to use.
• Accurate IT spend data is very difficult to extract and use for IT planning and reporting because of these outdated definitions.
• Restructuring IT expenditure codes and definitions is critical to appropriately budget for future IT initiatives, particularly given the current fiscal climate facing the Commonwealth.
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IT Expenditures and Spending Categories
Codes that will ExpireCommitment Item GL
AccountDescription
6341200 6341200 Consultant Services – EDP6344100 6344100 Contracted EDP Services – Vendor Provided6344300 6344300 Contracted Maintenance Services – EDP 6344301 Prepaid EDP Maintenance Contract6344500 6344500 Contracted Repairs – EDP6351100 6351110 EDP Equipment Rentals - Data Circuits/Modems 6351120 EDP Equipment Rentals - Word Processing
6351130 EDP Software Rentals - Vendor Provided 6351140 EDP Equipment Rentals - Computers & Peripherals6371000 6371000 EDP Software6372000 6372000 Other Computer Equipment 6372010 Computer and Peripheral Purchases 6372020 Data and Other6400630 1906300 Information Technology Equipment6450280 6450280 EDP-Computers and Peripherals6450290 6450290 EDP – Data Circuits and Modems6450300 6450300 EDP Software 6331200 6331210 Telecommunications – Non-recurring Charges 6331220 Telecommunications - Non-Recurring Charges-Credit Card 6331300 6331310 Telephone Equipment
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IT Expenditures and Spending CategoriesNew Categories
• The new categories will more accurately categorize COPA IT expenditures:
* Additional categories will be added to this list in order to accurately track capitalized assets that meet established thresholds.
Hardware*• Servers• Server Maintenance• Network• Network Maintenance• Storage• Storage Maintenance• Peripherals• Peripherals Maintenance• Desktop• Desktop Maintenance
Software Licensing*• Maintenance• Procurement – Non-recurring• Procurement – Recurring
IT Consulting Services• Managed Services (Infrastructure)• Managed Services (Software and Applications)• Managed Services (Software as a Service)• IT Help Desk• Applications Development• Applications Maintenance & Support• Security• Project Management• General
Telecommunications Services*• Voice• Data• Security
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IT Expenditures and Spending Categories
Approach: Agency Guidance
• A document has been created to provide guidance to agency staff to identify the appropriate coding when entering procurements this document is available for download through the following link:
http://www.portal.state.pa.us/portal/server.pt/document/1040494/itspending_proposedcategories_v2_agencyguidance_final_pdf
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IT Expenditures and Spending Categories
Approach
• In order to implement this new coding strategy beginning with FY 11/12, several tasks must be accomplished:
Milestones StatusFinalization and creation of the new Commitment Items and General Ledger Accounts Complete
Outreach to agencies and vendors to demonstrate new spending categories Complete
Identification and update of existing procurement documents which will have to be updated by June 1, 2011, and~ This will include any existing multi-year procurements which extend into FY 11/12 and beyond.
Ongoing
Outreach to vendors regarding any required updates to invoices for existing procurements for FY 11/12 and beyond.
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IT Expenditures and Spending Categories
Next Steps: Agency Roles and Responsibilities for Transitions
AgencyRequisitioners
Shopping CartApprovers Purchasers
Agency AssetMaster Coordinators
Use new G/L’s for IT related carts for FY11 and beyond
Update existing carts not yet approved for FY11 by June 1, 2011
Review carts for new G/L’s
Reject carts for FY11 and beyond that do not reference new G/L’s
Update open purchase orders with new G/L’s for FY11 and beyond by June 1, 2011
Use new G/L’s for IT related purchase orders for FY11 and beyond
Use new G/L’s for IT related asset masters for FY11 and beyond
If the asset record was already created, a new record has to be created; the remainder of the process remains the same.
* Note – Agencies will not be required to use the new commitment items for the 2011-12 SEM Rebudget submission; agencies can use commitment items from the initial budget submission and input SAP adjustments after the Rebudget is retracted to move budget items to the new commitment items.
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Questions?
IT Expenditures and Spending Categories
The entire agency presentation is available at:
http://www.portal.state.pa.us/portal/server.pt/document/1041921/itspending_agencybriefings_v4_final_pdf
Richard Cardamone Director of Accounting, Office of the Budget
Kathryn HartzellProject Manager, Office for Information Technology
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eMarketplace Enhancements
• Functionality– Automation of:
Notice of Forthcoming Procurements ( NFP) Request for Delegation (RFD )
• Functionality & Benefits– Added automated date field that records date & time when the Approver approved the form. The date
changes if there is a modification to the form• ID# added to the top of the NFP, RFD, & Award forms
– Award renewal e-mail reworded to read “The Award Form Renewal, 0000, is accepted.– Added link to NFP in the Agency Lead e-mail to enable direct access– Eliminated the duplicate e-mails in the “Add additional e-mails” section of NFP form– Added new buttons in the “Upload documents” section of Award form to enable agencies to post
updated supplier/contract list when new suppliers are added– Created auto archive functionality moving forms from public view once solicitation is posted.– Option enhanced to enable NA selection in response to question on previous efforts taken (see below)
Award FormUpcoming Procurements
Yes / NA No If a similar effort was previously undertaken, have the results of the prior effort been evaluated to determine
Why it was not successful and why the effort is to be duplicated either partially or wholly? *
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eMarketplace Enhancements
• For solicitations < Materials/Services threshold; NFP not required• For Materials solicitations > threshold; use shopping cart unless it is large procurement
discussed with BOP or agency desires to lead procurement. (Submit NFP)• For Services & IT solicitations > threshold; must submit NFP
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Playbook
•“RFP-RFQ Playbook” has been updated.•The Playbook is available on the Agency Dashboard under the Resource Toolbox section.
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RFP
APPENDIX
A Standard T&C's
B Proposal Cover Sheet
C Domestic Workforce Utilization Certification
D Cost Matrix
E Project References
F Proposed Personnel Reference
G Personnel Experience Summary
H Personnel Experience by Key Position
I Trade Secret/Confidential Proprietary Information Notice
J Lobbying Certification Form (if applicable)
K CoStars (Allows Municipalities & Townships to use our contract)
L Small Business Certification (Must accompany COSTARS Appendix L)
RFQ
APPENDIX
A Intentionally left blank (use for SLA’s or Matrix of hours per deliverable
B Proposal Cover Sheet
C Domestic Workforce Utilization Certification
D Cost Matrix
E Project References
F Proposed Personnel Reference
G Personnel Experience Summary
H Personnel Experience by Key Position
I Trade Secret/Confidential Proprietary Information Notice
J Lobbying Certification Form (if applicable)
RFP APPENDIX RFQ APPENDIX
Playbook
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Playbook
IT / ITQ Document Library:
• Template
• Recommendation for Selection Letter for >$250,000
– Award posting procedures
The direct link to the RFQ Template from Document Library is below.
http://www.itqrp.state.pa.us/ITQ/ITQ/ITQLibrary/Documents/6.2%20-%20RFQ%20Summary%20Scoring%20for%20Projects%20Greater%20Than%20$250,000%20(Rev%202.15.11).xlsx
33
MASTER Scoring Sheet
Playbook
34
Supplier Enablement Update
Upcoming Punch-out Catalogs:– Medical Supplies & Equipment - McKesson
Medical Surgical Minnesota Supply Inc– Latex Paint – The Sherwin Williams Co– Dental Supplies & Equipment – Henry Schein Inc– All will be XML, Auto-PO, P-card
New ERS Supplier• Laird Plastics
No anticipated go live dates at this time. As more information becomes available we will provide updates.
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• XML Order Acknowledgements– SRM POs only (at this time)– Via email – Goods Recipient– Tentative go-live: February 25, 2011
SRM System Updates: XML Order Acknowledgement
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SRM System Updates: XML Order Acknowledgement
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Digital Ink MSCC Contract Catalog
Issue: MDM is auto rounding to adjust to mandatory 2 decimal places on shopping carts
Resolution: – Temporarily pulling MSCC catalog until a permanent solution can be found– MSCC catalog items will be added to SAP R3 Contract– Agencies will continue to use SRM contract for ordering Describe
Requirement items as outlined in the contract
Corrections to existing POs:– MSCC prices that rounded up
• Invoices will not block, comptrollers will pay correct invoiced lower amount– MSCC prices that rounded down
• Invoices will block• PO pricing must be corrected• Contract pricing sheets will be posted on eMarketplace
38
SRM System Updates
• Agency Contract Alerts– Go-live February 28, 2011
• Do not anticipate any issues during testing– Could push go-live back 1 or 2 weeks
– Alerts sent via• Outlook email • Alerts tab in the Universal Work List (UWL)
– Daily alerts will repeat until action is taken by recipient
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SRM System Updates: Agency Contract Alerts
• View from Universal Work list Alerts Tab:
• The alert must be “Completed” by the recipient (right click the item and choose Complete) for the item to be removed from the alerts tab.
• View from outlook email:
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SRM System Updates: Records Management
• RM PO/Contract Snapshot Issue: When attempting to view PO and Contract snapshots in RM users are getting an Internet Explorer error message– Status: IES is working with SAP on resolving this issue
• 2/8/11: SAP escalated to their next level of support– Interim action: View PO/contract change versions in SRM directly
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SRM System Updates: Describe Requirement Shopping Carts
• Change to the Describe Requirement shopping cart functionality in SRM
– Allows requisitioners to change a vendor (source of supply) or price on a describe requirement shopping cart after they’ve selected the data
– Email communication sent February 4, 2011– Change effective February 7, 2011
• End User Procedure (EUP) available on DGS Training website– Resource Toolbox > End User Procedures > Shopping Cart >
Changing Price or Vendor on Describe Requirement Shopping Carts – Please refer to the website for updates and other helpful EUPs
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PA Preferred Agricultural Products
Executive Order 2010-03, Pennsylvania-Produced Agricultural Products Program (PAPAP)
• Agencies under the Governor’s jurisdiction that purchase agricultural products (as defined by the executive Order) shall, to the extent permitted by the laws and agreements and so as not to trigger the reciprocal preference laws of other states, purchase PA-produced agricultural products when available at competitive prices.
• Agencies are required annually to provide a report to the Department of Agriculture describing the types, quantities and costs of each agricultural product purchased and each PA-produced agricultural product purchased.
• Process has been developed to capture this information on SRM Pos
– http://www.dgsweb.state.pa.us/comod/Training/PAPreferredEUP.doc
• Will be revised to capture PAPAP information at time of solicitation
• Bid Attributes being developed
• Refer to Appendix for additional info
43
Dell Punch-out Procurement Process
• Orders against contracts should be created using the SRM punch-out catalog:
– 4400002819, IT Hardware (PCs, Laptops / Notebooks, Monitors) – Lot 1– 4400002801, IT hardware (Rugged Notebooks) – Lot 2– 4400002806, IT Hardware (Thin Client Laptops) – Lot 3
• Agencies are not required to obtain quotes from Dell• All pertinent data is pulled from the punch-out catalog into the SRM shopping• End User Procedure (EUP) Creating Shopping Carts from Catalogs using P-card• Items not available through the punch-out
– Require a quote– Have special ordering requirements– EUP: Creating Orders Referencing Dell Quote Numbers.
Questions:• Contract questions:
– Ray Jaime, Commodity Specialist, [email protected] or (717) 346-3827• End User Procedures:
– Business Process Improvement & Training for a complete list of names and contact information
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Procurement Handbook Progress Report: Completed
Chapter Description Location ChangeResponsibilities Pt I Ch 03 Section
B.4.e.Revised to include requirement to complete new on-line Award form, the language now reads, "Once the contract has been executed, the purchasing agency must complete the Award Form which includes the disadvantaged business commitments made in the contract. The Award Form shall . . .".
Purchase of Materials Manufactured or Services Performed by Persons with Disabilities
Pt II Ch 11 Removed section B.1, 1.a., & 1.b.. Added a new Section B.1. Added the words PIBH Carve-out list in section B.2. and B.3. Removed the reference to the SRM Contract number in Section B.3. and replaced it with, "the PIBH statewide requirements contract". Removed the words "in SAP R/3" in Section B.3.
Request to Advertise Pt III Ch 18 Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Request to Advertise Procedures").
Request to Advertise Pt IV Ch 10 Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Procedures for Preparation of Form STD-179, Request to Advertise").
Contractor Responsibility Pt I Ch 14 Section Q.3.
Revised to read, “. . . the score for its technical submittal of the proposal must be greater than or equal to 70% of the total amount
of technical points allotted to the technical criterion for selection.”
Version November 2010 – Revised January 4, 2011Revision Summary Document
45
Procurement Handbook Progress Report: In Progress
Change Description Location StatusDefinition and use of RFEI Pt I Ch 02 & 06 In Development (Legal)
RFP process distinction between BAFO and Pre-selection Negotiation Pt I Ch 06 In Development (BOP)
Chapter being revised to remove unused terminology and to reflect current process and terms
Pt I Ch 32 In Development (BOP)
Adding language on Established Catalog Price Contract Types Pt I Ch 08 In Development (BOP)
Chapter being revised to remove obsolete forms and add new forms. Pt I Ch 10 In Development (BOP)
Revisions to processes associated with the procurement of vehicles Pt II Ch 18 & 19 Draft language under Review (BOP)
New chapter on the Acquisition of Federal Surplus Property Pt II Ch 27 To Be Drafted (BOP & BSSO)
Revisions to reflect the proper use of the Delegation Request and Notice of Forthcoming Procurements and requirement to complete the automated Source Justification Form
Pt II & IIICh 04
Draft Language Under Review
Use of Funds Commitments Pt I Ch 30 New Chapter. This chapter will be published with the May 2011 Version
46
Procurement Handbook Progress Report: Completed
47
Procurement Handbook Progress Report: Completed
48
OB/OA/DGS Partnering on Project to Expand Use of P-Card While Maintaining Proper Controls
Goals• Increase COPA revenue thru higher
rebates
• Decrease administrative costs
• Make shopping experience easier for agencies
• Increase reporting/tracking ability via Business Intelligence
• Provide prompt payments to suppliers
Actions Under Review• Increasing number of P-Card Enabled
contracts
• Increasing number of suppliers who accept P-Card
• Exploring opportunities to expand P-Card threshold
• Expanding SW contract opportunities
• Examining off contract P-Card spend
• Reconciling P-Card designation in eMarketplace
P-Card Expansion
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• Big Picture Potential P-Card Rebate
– PO Spend from July 2009 – June 2010 < $5K where a P-Card was not used: $86,035,238
– Potential $1,247,511 additional rebate
P-Card Expansion
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• Progress Since Last PPC Meeting
– Role Changes – OA automatically assigning all SRM requisitioners with P-Card role
• Communications
– Ensure requisitioners physically obtain P-Cards
– Confirm that P-Card master data in SRM is current
– List of P-Card Enabled Suppliers to be sent to agency requisitioners
• Goal -- Begin using P-Card enabled suppliers for all purchases up to $5K
P-Card Expansion
51
• Key benefits to using P-Card enabled suppliers:– Decreases administrative costs
• POs automatically generated
• POs auto-faxed to supplier
• No Goods Receipt required
• Invoices do not need to be processed through Comptroller Operations
• Eliminates blocked invoices
• Ability to generate data for P-Card Reconciliation Process
P-Card Expansion
52
P-Card Expansion
Supplier Commodity
Arbill Industries Inc. Maint., Repair & Operational (MRO)
Career-Builder Employment Recruiting
Dell Marketing LLP IT Hardware
ePlus Technology Inc. IT Peripherals & Networking Gear
General Electric Service DGS Property Mgt. only/small engine repair
PA Industries for the Blind & Handicapped (PIBH) Various
Pomeroy IT Solutions Sales Co. IT Peripherals & Networking Gear
Reed ElSevier Inc d/b/a LexisNexis Online Legal Research
Sargents Court Reporting Court Reporting
Schaedler Yesco Distribution Inc MRO
VWR International LLC Lab Equipment & Supplies
W. W. Grainger Inc MRO
Wesco Distribution Inc MRO
West Publishing Online Legal Research
Current P-Card Enabled Suppliers (14)
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• Security Concerns about physical access to P-Card
– Card numbers are masked in SRM and only the last four digits of the card number are displayed.
– Card data can be maintained in the SRM system, while the cards can be physically stored in a secure, central location.
P-Card Expansion
54
• BOP initiating electronic Customer Satisfaction Survey– Identify opportunities for improvement to enhance service to agencies
• Survey Content– Rate BOP’s:
• Customer Service • Responsiveness• Professionalism • Procurement Knowledge
– Solicits feedback regarding:• Benefits of centralized procurement to agencies• BOP’s strengths and areas requiring improvement• Policy Updates and Training• Communications tools used to share information with agencies • BOP’s website
BOP’s Customer Satisfaction Survey
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• Rollout
-- Participants: Procurement Policy Council
-- Distribution: Will be emailed to Procurement Policy Council
-- Survey Period: February 23, 2011 – March 11, 2011
-- Time Commitment: Approximately 15 minutes
-- Survey Tool: Zoomerang web-based
-- Respondents remain anonymous
• Able to provide contact information for follow-up calls
Please respond to this survey. Your input is invaluable to addressing core services and BOP’s continuous improvement.
BOP’s Customer Satisfaction Survey
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Shared Services Billing
Shared Services Billing is the cost allocation for contract services provided by BOP
•Calculations provide a breakdown by BA, Fund and Cost Ctr•Allocations are based on the ratio of total spend relative to agency spend
Agencies are not required to use account coding based on detail provided, however it can be used as a guide for allocation.
57
Shared Services Billing
Calculation 1•PO Spend from Statewide contract•P-card Spend
–SRM transactions–Works transactions
Calculation 2•Reconciliation
–Projections–Actuals
Detailed transactions are from the previous Fiscal Year. Annually sent out approximately mid-April.
Calculations are pro-rated based on agency spend to total spend.
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EPO & Sole Source Dashboard
• BOP partnered with Business Warehouse Team to create dashboard
• Purpose of Emergency Purchase Orders & Sole Source Dashboard
– Enables Commonwealth of PA’s executive level to monitor Emergency Purchase Orders & Sole Source Procurements
– Provides transparency to agencies
• Benefits
– Executive level data
• Ability to drill into details
– Current data instantly
• Extracts data from Business Warehouse
– SAP and SRM
EPO Dashboard
Sole Source Dashboard
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EPO & Sole Source Links
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EPOs: Fiscal Year Data
61
EPOs: List of Agencies
62
General Services’ EPOs
63
General Services’ EPO FY Data
64
General Services’ EPO Detail
65
General Services’ EPOs Grand Total
66
Sole Source Procurements: FY Data
67
Services & Materials Sole Source: FY Data
68
General Services’ Sole Source FY Data
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Generals Services’ Sole Source Detail
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EPO & Sole Source
• No change in SS and EPO process from agencies
• BOP has interim process in place requiring secondary executive level review/approval prior to release.
• May be some additional lead-time required
• EP’s <$10K will be managed by BOP functional approvers.
• Some independent agencies using EPO doc type for services=>Routes to BOP for approval
– BOP is not approving authority
• If create new doc type for EPO’s what workflow for approval?
No change in process, but increased scrutiny
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Training Updates
Course Purpose Delivery Status
RFP Policy Course
• Policy portion of course now be web-based course. Web-based Available
RFP Process Course
• Limited to RFQ/RFP processes. – Completion of RFP Policy course is pre-requisite to
attending instructor-led RFP training.
Instructor led ScheduledApril 11 & 18.
Inventory Management Course
• Designed for individuals who currently have inventory management roles in SAP
Instructor led In development
Green Procurement Course
• To provide procurement professionals with background information on the COPA’s Green Procurement Program.
Web based In development
Surplus & Supply Course
• To assist procurement professionals with an understanding of Bureau of Supplies and Surplus Operations’ various programs and how they can benefit the agencies
Web based In development
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Course Purpose Delivery Status
Purchasing Card Training Course
• To assist procurement professionals with policy and processes involved in the Purchasing Card Program.
• Two-part program: – Part 1 on P-Card Policy and Process (DGS) – Part 2 on the Reconciliation of the P-Card (OB).
Part 1 – Web basedPart 2 –Instructor led
In development
Procurement Policy and Process
• PA course scheduled for 2/28 – 3/3. Session full.• To date, 142 PA’s have attended class; 109 certified.
Instructor led Next Session scheduled for July
Beyond Google • Assist procurement professional in utilizing databases, web sources, and virtual reference services such as:– Congressional Info Service (U.S. and State Statutes,
Regulations, etc.; Statistics) – EBSCO (full text articles, newspapers, etc.)– Reference USA , general research databases
Instructor led Scheduled for April 15th & 22nd, May 16th and June 3rd & 20th
Training Updates
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Contact InformationChuck Anderson, DGS Attorney, Strategic Source 717-214-7739 [email protected]
Del Border, Manager, Quality Assurance 717-783-1627 [email protected]
Richard Cardamone, Director of Accounting, Office of the Budget 717-265-7274 [email protected]
Scott Cross, Director, Programs & Systems 717-783-8676 [email protected]
Roxana Dietz, Director, Services Procurement 717-783-8062 [email protected]
Kathryn Hartzell, IT Project Manager, OAIT 717-265-8386 [email protected]
Cheryl Kleeman, Strategic Development Manager, BOP 717-346-4326 [email protected]
Joan Kraft, Director, Business Process Improvement 717-705-0564 [email protected]
Jeff Mandel, Chief Procurement Officer 717-787-5862 [email protected]
Ed Myslewicz, Strategic Development Manager, BOP 717-346-8176 [email protected]
Beth Nonemaker, BMWBO Equal Opportunity Specialist 717-783-5034 [email protected]
Janice Pistor, Strategic Development Manager, BOP 717-346-8115 [email protected]
Walter Quade, Director, Materials Procurement 717-787-4775 [email protected]
Kenneth A. Rapp, Deputy Secretary for Procurement 717-787-5295 [email protected]
Pam Shady, Strategic Development Manager, BOP 717-703-2933 [email protected]
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End User Procedure for Capturing PA Preferred Pennsylvania-Produced Agricultural Products
Procurement Information in SRM
In accordance with Executive Order 2010-03, all agencies under the Governor’s jurisdiction that purchase agricultural
products (as defined by the executive Order) shall, to the extent permitted by the laws and agreements of the United States and the Commonwealth of Pennsylvania and so as not to trigger the reciprocal preference laws of other states, purchase Pennsylvania-produced agricultural products when available at competitive prices.
Part I: Executive Order 2010-03 Reporting requirements. Agencies are required to provide a report to the Department of Agriculture describing the types, quantities and costs of
each agricultural product purchased and each Pennsylvania-produced agricultural product purchased. To assist with meeting the reporting requirements of the Executive Order a process has been developed to enable purchasers to capture this information electronically on SRM procurements.
Part II: Electronically Capturing PA Preferred Agricultural Products (PAPAP) procurements in SRM.
Agency purchasers must complete the following steps for all applicable SRM Purchase Orders:
Appendix: PA Preferred Products
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1. Select the Item Data tab.
2. Scroll to the right and click on the Details icon.
3. On the next screen scroll down to the Manufact. Field.
Appendix: PA Preferred Products
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4. In the Manufact. Field type the acronym PAPAP to represent a “PA Preferred Agricultural Product”.
Important Note: For reporting purposes this acronym must be typed exactly as shown in this EUP and must be done on every applicable line item within a purchase order.
5. Complete the purchase order following standard procurement policy and procedure.
Appendix: PA Preferred Products
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Part III: Using Business Warehouse to extract PAPAP procurement information.
Users can access this information via the Business Warehouse. Users should execute the SRM PO Overview report to capture the required data: Order Quantity, Order Value, Product Description, Date of Order, Supplier Name, and Supplier Number. Users should add the Manufacturer Name to the report to enable them to filter the report results by those Purchase Orders in which the PAPAP indicator was entered.
This report executed as detailed in this procedure meets the requirements of Executive Order 2010-03 and can be submitted to the Department of Agriculture on or before January 1 of each year.
For more instructions on running BW reports see the BW Procurement Reporting Course material on the DGS Training website.
Appendix: PA Preferred Products
