CONTRACT MANAGEMENT
BEST PRACTICES AND OTHER RANDOM STUFF
DECEMBER 6, 2012
TPASS CONTRACT MANAGEMENT OFFICE
(TCMO)
Common Acronyms:
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TPASS – Texas Procurement and Support Services
TCMO – TPASS Contract Management Office
TSB – TxSmartBuy
TXMAS – Texas Multiple Award Schedule
GCI – General Contract Information
VPTS – Vendor Performance Tracking System
VPR – Vendor Performance Report
TDEM – Texas Department of Emergency Management
ALL TPASS TERM AND MANAGED
CONTRACTS CAN BE FOUND ON OUR WEBSITE
http://www.window.state.tx.us/procurement/contracts/all_term/
TERM, MANAGED AND TXMAS CONTRACTS
WHAT’S THE DIFFERENCE?
TERM CONTRACTS
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Automated contracts that reside on TxSmartBuy (TSB)
Items conducive to an e-procurement environment
POs are generated at the time of purchase on TSB (email to contractor)
Typically awarded for a year, with 4 additional renewal periods
Contracts include: prison food and vaccines
MANAGED CONTRACTS
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Non-automated contracts that do not reside on TSB
Usually agency-specific and not conducive to an e-procurement system
POs issued straight from customer entity to contractor
As with term, awarded for a year with 4 additional renewal periods
Contracts include: live pullets, catfish and alcohol/drug testing services
TXMAS CONTRACTS
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Typically mirrors a GSA contract or other local or governmental entity
contract
Contracts are awarded via an “offer packet” process
Have approved dealers who accept orders on behalf of the contractor,
although dealers do not reside in the TSB system
Also reside on TSB system, but can accept offline orders through
approved dealers
Contracts include: HVAC, tires, furniture, MRO, etc.
TXMAS contracts can be found at:
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http://www.window.state.tx.us/procurement/prog/txmas/
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TxSmartBuy – Do I really have to???
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State Agencies vs. CO-OPs – mandated use of TSB
TPASS contracts stipulate that only POs issued
through TSB are eligible for contract pricing
For items on TSB, all orders against Term and
TXMAS contracts must go through TSB, unless
placed offline through an authorized TXMAS
dealer
Purchasing outside of TSB, or offering state
contract pricing outside of TSB, violates
competitive procurement requirements (you’re not
technically making a state contract purchase if you
don’t use the TSB system as mandated in the
contract)
Items purchased outside the system will not be
covered by contract terms and conditions
Things you probably know (but I’ll remind you again)…..……
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Be sure to sign up for Gov Delivery
https://public.govdelivery.com/accounts/TXCOMPT/subscriber/new?topic_id=TXCOMPT_80
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Always check the GCI before each order, mainly on Managed contracts. This will
ensure that you are aware of any price changes or other changes before making
a purchase
FYI – The process to update contract dates on the TPASS website is separate.
(Master list of contracts versus the GCI page)
If you want to add items to an existing contract or have TPASS establish a new
contract for you, send an open market requisition to
open.market@cpa.state.tx.us. Open Market Requisition form can be found at:
http://www.window.state.tx.us/procurement/tools/proc_forms/
CONTINGENCY CONTRACTS
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Contracts that have been established and are
activated in the event of an emergency or
declared disaster – exception is the aerial spray
contract for mosquito control, which can be
activated by DSHS
POs issued by either TPASS or DPS based upon
receipt of a STAR form approved by TDEM
TCMO TOP TEN LIST
Top 10 things overheard in TCMO
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“That’s not my price!”
“Just walk me through it”
“I didn’t know I was supposed to respond”
“I’m on the CMBL, why am I not getting any orders?”
“I never got the PO”
“Where does it say that?”
“You’re picking on me because I’m a small business”
“What’s this TxSmartBuy thing?”
“I didn’t know I had a state contract”
“Much like government rule of 1787, we won’t
subcribe to the whims of kings and dukes…..”
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637
1,128
564
15.2M
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Term Contracts, with $602M in online sales
Managed Contracts, with $62M in sales (8 months ending Aug. 2012)
TXMAS Contracts, with $342.5M in offline/online sales
Total Contractors on Term/Managed Contracts
Total Contractors on TXMAS Contracts
Total Dollar Amount of One-Time Buy Contracts for FY12
Full-time TCMO Staff to deal with it all
Priceless!
“There are some issues you can handle, for everything else there’s
VENDOR PERFORMANCE
TPASS
Agency
Vendor
PROGRAM PURPOSE
Reduce risk by providing information on past
performance.
 Aid purchasers in making a best value
determination when selecting vendors.
 Identify vendors with unethical business
practices, repeated delivery and performance
issues, or exceptional performance
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REPORTING RULES AND REFERENCES
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“State agencies shall report a vendor's performance on any
purchase of $25,000 or more…..” per Texas Administrative
Code.
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The Texas Government Code 2155.077 and 2155.267 as
supplemented by Comptroller Rule 20.108 delegates to CPA
the authority to enforce contractor and vendor compliance.
FILING A REPORT
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Reports are entered through CPA Web Applications
Portal
Check with your agency Security Coordinator for
access
Enter report within 60 days of item delivery or project
completion (for services)
Exceptional and satisfactory reports are encouraged,
not just complaints
FILING A REPORT, CONTINUED
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VPR’s submitted either on purchase orders not
issued by CPA or on purchase orders not
deriving from CPA Term Contracts will be
forwarded to the issuing agency for resolution.
TPASS will assist with VPRs on other agency’s
contracts as resources allow.
FILING A REPORT, CONTINUED
TPASS
will follow through with vendors
not responding to negative reports
within 14 days.
VPRs
are subject to the Public
Information Act.
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For assistance or questions:
Kit von Wupperfeld
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Vendor Performance Coordinator
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Phone: 512.463.1605
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Fax:
512.936.0041
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Kit.vonwupperfeld@cpa.state.tx.us
 Vendor.performance@cpa.state.tx.us
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TPASS CONTRACT MANAGEMENT OFFICE
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Bobby Pounds, Team Lead – (512) 463-4941
Richard Olsen, Contract Specialist – (512) 475-0606
Kristine Brock, Contract Specialist – (512) 463-4316
Yvette Marietta, Contract Specialist – (512) 463-6988
Erin Bennett, Contract Specialist (TSB) – (512) 463-4840
Kit von Wupperfeld, Contract Specialist (Vend. Perf.) – (512) 463-1605
Richard San Jose, Contract Specialist (TXMAS) – (512) 463-3421
http://www.window.state.tx.us/procurement/prog/cmo/
TCMO dedicated email: tpass_cmo@cpa.state.tx.us
QUESTIONS?