Purchasing and Procurement
Training Project
Overview and Update
October 2, 2014
Melanie Buechel, DES
Senior Contracts Consultant
HE Comments by Patty Sikora
October 16, 2014 BAR Meeting
Project Purpose and Vision
• The purpose of the Procurement Training Project is to develop
and implement the curriculum, policy, registration and reporting
mechanisms; and necessary supporting technology; if any, to meet
the legislative mandates as described in RCWs 39.26.110.
• The project is broken out into smaller projects: Initial Training Phase,
Training Program Development Phase, Foundation Phase, and to
be determined Future Phase(s).
• The vision of the current Foundation Phase is to meet the legislative
mandate by enabling state agency employees who are responsible
for developing, executing, or managing procurements or
contracts, or both, to complete Department approved training by
July 1, 2015.
Legislation – RCW 39.26.110
RCW 39.26.110, Training, states:
• The department must provide expertise and training on best practices for state
procurement.
• The department must establish either training or certification programs, or both, to
ensure consistency in procurement practices for employees authorized to perform
procurement functions under the provisions of this chapter. When establishing
training or certification programs, the department may approve existing training or
certification programs at state agencies. When establishing programs or approving
existing programs, the department shall work with agencies with existing training
programs to ensure coordination and minimize additional costs associated with
training requirements.
• Beginning July 1, 2013, state agencies must require agency employees responsible
for developing, executing, or managing procurements or contracts, or both, to
complete department-approved training or certification programs, or both.
Beginning July 1, 2015, no agency employee may execute or manage
contracts unless the employee has met the training or certification
requirements or both as set by the department. Any request for exception to
this requirement must be submitted to the director for approval before the
employee or group of employees executes or manages contracts.
Project Timeline
Phase 1 Class Content Phase 2 Class Content
Development
Development (Approx)
5/1/14 – 10/14
7/31/14 – 2/15
Today
1st Quarter
Start
12/13/12
3rd Quarter
1st Quarter
Initial Training Phase (Immediate Needs)
12/13/12 - 4/23/14
3rd Quarter
1st Quarter
Foundation Phase
5/1/14 - 5/13/15
3rd Quarter
Finish
7/1/15
Training Program Development
Phase
11/18/13 - 6/30/14
Procurement Reform
Legislation Effective
1/1/13
Training Advisory Group
Established
3/23/13
Public Knowledge
Engaged
11/18/13
Procurement 101
(Alpha/Interim)
Class Rollout Phase 2 - Go
Live
4/30/14
11/14 through 2/15
Purchasing &
Procurement 101 (Beta)
7/15-17/14
Class Rollout Phase 1 - Go
Live (Tentative)
10/14
Future Phase(s) TBD
7/1/15
Project Organization Structure
Project Phases at a Glance
2012-2013
06/2013 –
07/2014
11/2014 –
6/2014
06/2014 –
02/2015
Post 07/2015
• 1 - Preliminary Planning and Visioning
• 2- Initial Training Phase (Meet Immediate Need)
• 3- Training Program Development Phase
• 4- Foundation Phase
• 5- Future Phase(s) – Expansion on Core Training
Preliminary Planning and Visioning
Procurement
Reform Training
Workgroup
TAG Formation
One of 18 Different
Work Groups
Established to Address
Procurement Reform
Legislation
Representatives from
over 20 Washington
agencies and
Institutions of Higher
Ed
Group formed May
2012
Recommendations
Submitted by Group
September 2012
March 2013
RFP for Training
Development
Vendor
Two RFPs released
August 2013
October 2013
Public Knowledge
Engaged November
2013
Initial Training
Sole Source /
Emergency
Contracts / Direct
Buy
Class designed
for personnel
who develop,
manage, execute
and/or file Sole
Source,
Emergency or
conduct Direct
Buy
Agency Contract
Reporting
Procurement 101
Contract
Reporting
Training for the
initial pilot group
and two opt-in
phases.
Interim training
covering
overview of
procurement
requirements
under chapter
39.26 RCW –
Procurement of
Goods and
Services
Training Program Development Phase
Project Vision
Washington’s Procurement Training and Certification Program ensures that state
procurement professionals, contract managers and executive management have the
knowledge, skills and abilities to procure goods and services to support the business of
state government.
The Program will:
– Be adequately funded
– Communicate training and certification requirements for specific jobs
– Emphasize critical thinking skills and innovation
– Provide cost-effective and accessible training
– Provide creative and innovative courses
– Address adult learning styles
– Provide course materials that are easy to access and update
– Implement clear and transparent evaluation and testing processes
– Be sustainable and maintained over time
– Enable agencies to receive appropriate delegation of authority
– Allow for a train-the-trainer model and delegation
Training Development Phase
Needs Assessment Results
Information Gathering
Survey Results
• Interviews with DES staff and
stakeholders
• Visioning sessions with TAG
• Focus groups with representatives of
various Washington state agencies
• Survey of procurement professionals
statewide with over 200 responses
• Requirements gathering for courses
and certification
• Gap Analysis: inventory of current
training curricula and materials
available through DES and other
Washington agencies
• 75% of survey respondents indicated
that purchasing or procurement (or
both) accounts for over half their job
responsibilities
• Training topics rated with high
priority include:
• Complex and Risky Procurements
• Basic Procurement Overview
• Contract Management
• IT Procurements
• Scope & Requirements Definition
Training Program Development Phase
Deliverables
Parameters
Template/Format
Course Content
& Materials
Evaluation
Presentation (PPT)
Learning
Objectives
Course Evaluation
Form
DES Standard
Look & Feel
Workbook or
Resource Guide
Addresses:
Readability
ADA
Instructor
Orientation Guide
Lessons Learned
Session
Scope of Training
Test
Foundation Phase
Course Content
Development
Phase 1 May –
October 2014
Learning
Management
System
Course Roll Out
Registration
Employee Training
Profile Information
Phase 1
Testing
Phase 2 July –
February 2015
Phase 2
Reporting
Foundation Courses
Purchasing and
Procurement 101
Contract
Management 101
(Phase 1)
(Phase 2)
General purchasing and procurement
information
Purchasing and Procurement 101 Lite
Roles and responsibilities
Risk Assessment and Risk
Management
Procurement options and processes
Approaches to Contract Monitoring
Purchasing processes
Understanding Contract Terms and
Conditions
Other Foundation
Courses (Phase 2)
Small Acquisitions
Executive Management
Procurement Ethics
Resources
Corrective Action
Scope vs. statement of work
Communication with Contractors
Agency roles and responsibilities and
strategic alignment
Employee vs. Contractor
Components of contracts
Principles of Public Contracting
WEBS
Client Service Contracts
Anticipated Future Offerings
IT Academy
Rules, Regulations
and Best Practices
Competitive
Procurement
Negotiations
Evaluation
Strategies and
Methodologies
Small and Diverse
Business Outreach
Contract
Termination
Use of Master
Contracts
Performance Based
Contracting
More to be
determined by DES,
TAG and other
Stakeholders
Certification for
Procurement
Professionals
Required Attendees
Broken Down by Typcial Work/Tasks
Procurement
Professionals
Contract
Managers
Executive
Management
Small
Purchasers
Purchasing/Procurement
Coordination
Initiate procurement need
Ensures Agency
compliance with
procurement
laws/policies and
procedures
Conducts small
procurement from
Master Contacts
Supply Chain Management
Advises on procurement
law\policy/procedures
Develops procurement
documents and contracts
Develops deliverables and
specifications
Ensures budget resources
Develops specifications
Partner with Contract office
to ensure compliance
Vendor cures and
terminations
Negotiations
Negotiations
Manage risk and Monitor
contracts
Manages procurement risks
Filing and Reporting
Communicate with
Contractor
Partners with and advises
contract managers
Provide technical assistance
to Contractors
Authorizes procurement
Requests additional
delegated authority and
exemptions
P-Card purchases
w/in limits of
authority
Conducts low risk
direct buys
Executes contracts or
delegates authority
Sometimes manage
contracts or participates
in procurement activities
Supplies inventory
and stockrooms –
office
Staff to Course Matrix
Core Training
Procurement
Professional
Contract
Manager
Executive
Management
Small Purchasers
Ethics
Ethics
Ethics
Ethics
Contract
Management 101
Executive
Management
Purchasing and
Procurement 101
Small Acquisitions
Purchasing and
Procurement 101
Purchasing and Procurement 101
3 Modules
Module 1 – Purchasing &
Procurement
Introduction and Roles
and Responsibilities
Basics of purchasing and
procurement in State of WA
Introduces key purchasing and
procurement steps
Roles and responsibilities of
stakeholders involved in
procurement
The importance of Contract
Management
Risk Management for
procurements
Briefly review basics on contract
ethics
Module 2 – Key Rules
and Regulations and
Purchasing &
Procurement Decisions
Module 3 –
Purchasing and
Procurement
Processes
Brief history of Procurement
Reform
Procurement phases and key
decision points
Details of purchasing and
procurements
Procurement options
How to apply critical thinking to
purchasing and procurement
Exceptions and exemptions
Direct buy
Competition
Sole Source and emergency
procurements
Amendments
Understanding the importance
of competitive procurement
How to conduct competitive
procurements
Understanding the importance
of transparency in procurement
Training Plan for Higher Ed
General Discussion
Jay Field, TESC
Bill Santiago, EWU
John Ginther, SBCTC
Patty Sikora, GRCC
Learning Management System
Patrick Seigler, DES Manager
Learning Delivery System
Higher Education Sub-Committee
• HE submitted several training programs
we as procurement professionals are
involved in to include NIPG and NAEP.
• DES choose the Oregon Model which
includes training and certification
• HE has reviewed the training and there
are some changes we would make to
include references to RCW 28B10.10.029
and modify it for our need
RCW 28B10.029
(1)(a) An institution of higher education may, consistent with RCW 28B.10.925 and 28B.10.926,
exercise independently those powers otherwise granted to the director of enterprise services in
chapter 43.19 RCW in connection with the purchase and disposition of all material, supplies,
services, and equipment needed for the support, maintenance, and use of the respective
institution of higher education.
(b) Property disposition policies followed by institutions of higher education shall be
consistent with policies followed by the department of enterprise services.
(c)(i) Except as provided in (c)(ii) and (iii) of this subsection, purchasing policies and
procedures followed by institutions of higher education shall be in compliance with chapters
39.19, *39.29, and 43.03 RCW, and RCW 43.19.1917, 43.19.685, 39.26.260 through
39.26.271, and 43.19.560 through43.19.637 .
(ii) Institutions of higher education may use all appropriate means for making and paying for
travel arrangements including, but not limited to, electronic booking and reservations, advance
payment and deposits for tours, lodging, and other necessary expenses, and other travel
transactions based on standard industry practices and federal accountable plan requirements.
Such arrangements shall support student, faculty, staff, and other participants' travel, by groups
and individuals, both domestic and international, in the most cost-effective and efficient manner
possible, regardless of the source of funds.
RCW 28b.10.029 continued
(iii) Formal sealed, electronic, or web-based competitive bidding is not necessary for
purchases or personal services contracts by institutions of higher education for less than
one hundred thousand dollars. However, for purchases and personal services contracts of
ten thousand dollars or more and less than one hundred thousand dollars, quotations
must be secured from at least three vendors to assure establishment of a competitive
price and may be obtained by telephone, electronic, or written quotations, or any
combination thereof. As part of securing the three vendor quotations, institutions of higher
education must invite at least one quotation each from a certified minority and a certified
woman-owned vendor that otherwise qualifies to perform the work. A record of competition
for all such purchases and personal services contracts of ten thousand dollars or more
and less than one hundred thousand dollars must be documented for audit purposes.
(d) Purchases under chapter *39.29, 43.19, or 43.105 RCW by institutions of higher
education may be made by using contracts for materials, supplies, services, or equipment
negotiated or entered into by, for, or through group purchasing organizations.
(e) The community and technical colleges shall comply with RCW 43.19.450.
(f) Except for the University of Washington, institutions of higher education shall comply
with RCW 43.19.769, 43.19.763, and 43.19.781.
(g) If an institution of higher education can satisfactorily demonstrate to the director of
the office of financial management that the cost of compliance is greater than the value of
benefits from any of the following statutes, then it shall be exempt from them: RCW
43.19.685 and 43.19.637.
RCW 28b.10.029 continued
•
(h) Any institution of higher education that chooses to exercise independent purchasing authority for a
commodity or group of commodities shall notify the director of enterprise services. Thereafter the director
of enterprise services shall not be required to provide those services for that institution for the duration of
the enterprise services contract term for that commodity or group of commodities.
(2) The council of presidents and the state board for community and technical colleges shall convene
its correctional industries business development advisory committee, and work collaboratively with
correctional industries, to:
(a) Reaffirm purchasing criteria and ensure that quality, service, and timely delivery result in the best
value for expenditure of state dollars;
(b) Update the approved list of correctional industries products from which higher education shall
purchase; and
(c) Develop recommendations on ways to continue to build correctional industries' business with
institutions of higher education.
(3) Higher education and correctional industries shall develop a plan to build higher education
business with correctional industries to increase higher education purchases of correctional industries
products, based upon the criteria established in subsection (2) of this section. The plan shall include the
correctional industries' production and sales goals for higher education and an approved list of products
from which higher education institutions shall purchase, based on the criteria established in subsection
(2) of this section. Higher education and correctional industries shall report to the legislature regarding
the plan and its implementation no later than January 30, 2005.
RCW 28b.10.029 continued
• (4)(a) Institutions of higher education shall set as a target to
contract, beginning not later than June 30, 2006, to purchase
one percent of the total goods and services required by the
institutions each year produced or provided in whole or in part
from class II inmate work programs operated by the
department of corrections. Institutions of higher education
shall set as a target to contract, beginning not later than June
30, 2008, to purchase two percent of the total goods and
services required by the institutions each year produced or
provided in whole or in part from class II inmate work
programs operated by the department of corrections.
(b) Institutions of higher education shall endeavor to
assure the department of corrections has notifications of bid
opportunities with the goal of meeting or exceeding the
purchasing target in (a) of this subsection.
Thank you
Questions?
OMGosh what does this mean?