Meeting
November 5, 2009
1
Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
BMWBO –Gayle Nuppnau
Contract Compliance – Charlie Poticher
Materials Update – Walter Quade, Jim Pinci & Paul Wolf
Services Update – Tom DiMartile, Dennis Fellin
Other Procurement Updates – Cheryl Kleeman, Susan Rojas , Pam Shady
Legal – Chuck Anderson
Supplier Outreach – Mike Starr
Training – Jeff Mandel
Savings Status – Jeff Mandel
NASPO Cronin Award – Janice Pistor
Appendices:
A – Request Form
B – Performance Metrics
2
BMWBO
• Where we are now
• New RFP DB language
• Section III
– criteria for selection
– highest scoring technical
• Scoring of IT/ITQ's
• Small Business Reserves (SBR's)
3
DB Language
• New RFP template
– Sections I-13, II-9
– Self certifying
– Percentages
4
Part III
Criteria for Selection
Vendors not meeting 70% requirement don't move onto DB
• Rescore Disadvantaged Business
– Email Steve Nedimyer: snedimyer@state.pa.us
• Technical Scoring
• DB scores
5
BMWBO Scoring Sheet
6
BMWBO Scoring
7
CC Program Authority
• DGS Procurement Handbook
– Part 1 Policies: Chapters 3, 20 & 43
• Nondiscrimination clause in all contracts
• STD-21 to all contractors above thresholds
– Part 2 Supplies: Chapters 4, 5 & 7
– Part 3 Services: Chapters 2, 4, 5 & 8
– Part 4 Construction: Chapters 5 & 7
• Exec Order 2006-2, Mgt. Dir. 215.16
• CC Manual
– Ensure CC on contractors & grantees
– Report CC activity and CC Plan
8
Initiator Role & Responsibility
•
•
•
•
Identify qualifying contracts for STD-21s
Obtain preliminary data for input
Edit preliminary data
Troubleshoot common issues:
–
–
–
–
9
Resend Undeliverable email
Answer contract related Qs
Refer CC Qs to CC staff
Right to Know Law impact on CC Program
CC Staff Role & Responsibility
•
•
•
•
Track STD-21, STD-26 and ensure receipt
Analyze STD-21 data in application, STD-28
Inform contractor/grantee of CC utilization
Use CC online resources
–
–
–
–
–
CC Audits List
Reports
Calendar
Training Modules
Manual
• Prepare CC Plan & reports, including STD-25
• Provide technical assistance and referrals
10
IT\ITQ's
• $0 - $50,000
– No DB program
• $50,001 - $250,000
– Expedited process
– BMWBO does not score
• $250,001 and over
– BMWBO scores all RFQ's
11
Small Business Reserve Program
Small Business Reserves (SBR's)
To allow small businesses to bid without competing with larger more established
businesses and to increase economic opportunities for small businesses, including
minority and women-owned small businesses.
•
•
•
•
12
Independently owned and not dominant in its field of operation
Contractor employs no more than 100 persons
– Full-time/full time equivalent
Contractor <$20 M in gross ann. rev. in each of its last two fiscal years ($25M for those
businesses in IT)
Pilot program
– Fire extinguisher
 10 vendors submitted
– Non-Medical Transport
 7 vendors submitted
Materials Contract Update
Contract
Number
Name of
Contract
Type of
Solicitation
Estimated
Ann. Dollar
Values
Contract
End Date
Renewals
Remaining
Number
of
Contracts
Agency
Commodity
Specialist
4400005987
Passenger
Vehicles
IFB
$3,500,000
8-31-2010
0
10
All Using
A. Robinson
4400006081
Lt Duty Trucks
IFB
$2,500,000
8-31-2010
0
7
All Using
A. Robinson
4400006010
H/D Power Equip
IFB
$12,000,000
8-31-2011
4
38
All Using
R.
Woodworth
4400005916
Agric Power
Equip
IFB
$8,600,000
9-30-2011
4
43
All Using
R.
Woodworth
4400005558
Const . Equip.
IFB
$9,179,000
7-31-2010
4
12
All Using
R.
Woodworth
9140-01
Heating Oil
IFB
$9,900,000
8-31-2010
4
9
All Using
J. Banks
9130-03
Unleaded Gas
IFB
$4,000,000
9-30-2010
4
3
All Using
J. Banks
9140-04
Diesel Fuel
IFB
$15,377,000
8-31-2010
4
9
All Using
J. Banks
6810-03
Sodium Chloride
IFB
$77,000,000
8-31-2010
1
7
All Using
Agencies
J. Halbleib
13
Materials Contract Update
Contract
Number
Name of Contract
Type of
Solicitation
Estimated
Ann. Dollar
Values
Contract
End Date
Renewals
Remaining
Number
of
Contracts
Agency
Commodity
Specialist
4400006167
Sheeting for
Validation Stickers
IFB
$500,000
10-31-2011
3
1
Corrections
/
PENNDOT
J. Halbleib
6810-03
Calcium Chloride
IFB
$900,000
8-31-2009
4
3
All Using
Agencies
J. Halbleib
5610-03
Bituminous Patch
IFB
$900,000
9-31-2009
0
21
PENNDOT
P. Rosenella
5680-02
Hwy Inlet Boxes
IFB
$600,000
8-30-2009
3
5
All Using
Agencies
P. Rosenella
4400006254
Industrial
Plumbing
IFB
$500,000
8-30-2010
3
3
All Using
Agencies
L. Mangan
4600014120
Condiments
IFB
$1,000,000
8-30-2010
0
1
Corrections
M. Juran
4600014119
Tomato Products
IFB
$3,000,000
8-30-2010
3
1
Corrections
M. Juran
4600014120
Frozen Juice
IFB
$500,000
8-31-2010
3
1
DPW
M. Juran
4600013674
Canned Fruit
IFB
$1,000,000
8-31-2010
3
1
Corrections
M. Juran
14
Materials New Solicitations
Contract
Number
Name of Contract
Type of
Solicitation
Estimated
Ann. Dollar
Values
Contract
End Date
Renewals
Remaining
Number
of
Contracts
Agency
Commodity
Specialist
4400006081
Cargo vans
IFB
Unknown
-
-
-
All Using
A. Robinson
4400003137
Medium Duty
Work Trucks
IFB
$4,000,000
9-30-2009
0
0
All Using
A. Robinson
4400003138
Police Lighting
IFB
$500,000
11-30
0
0
All Using
A. Robinson
4400001803
Tractors and
Trailers
ITB
$1,500,000
1-31-2010
0
0
All Using
R. Isenberg
4400002825
Dump Trucks
RFP/IFB
$2,000,000
9-30-2010
0
0
All Using
R. Isenberg
9120-08
Electricity Supply
RFQ
$40,000,000
Variable
-
-
All Using
G. Knerr
4600008263
Alum Sign Blanks
IFB
$3,500,000
2-2010
0
2
All Using
L. Vessella
4600008380
Alum Coil Stock
IFB
$3,000,000
6—2010
0
1
All Using
L. Vessella
15
Dilution Control Contract Issues
• We are continuing to experience concerns regarding
the recent second bid for Dilution Control Chemicals.
• We are currently operating under an emergency
extension of the old contracts and plan to continue to
do so until these concerns are remedied and a contract
is awarded.
16
Staples Printer Ink Cartridges
• We have received a number of complaints regarding the
current replacement ink cartridges being supplied by Staples.
• We investigated these issues and found them to be specifically
linked to the 5500 series.
• Our QA Division along with our Associate Commodity
Manager are contacting the various users to find if the issue
goes beyond this series.
• In the meantime we are not supplying their off-market product
and have restricted them on the web-site.
17
Electricity Bidding Results for PPL Service Areas
Auction Round
Round 1
Round 2
Round 3
Round 4
Round 5
Round 6
Average
Month Conducted
Jul-07
Oct-07
Mar-08
Oct-08
Apr-09
Oct-09
Residential Price ($/kWh)
$0.102
$0.105
$0.109
$0.113
$0.087
$0.082
$0.099
C&I Price ($/kWh)
$0.105
$0.106
$0.109
$0.112
$0.088
$0.084
$0.101
•Estimated Increases
•30% for residential customers
•18% for small C&I accounts
•36% for mid-size C&I accounts
•Fixed rates for large C&I accounts (single auction)
•$0.0920 for LP-4 accounts
•$0.0895 for LP-5 and LP-6 accounts
18
Commonwealth Electricity Bidding Results
• We conducted our first Bidding Event on the 27th of
October for Larger Accounts.
• We found that on the 11 LP 4, LP6, GS-3 Accounts
the awarded bid price averaged 20% under the
previously mentioned Default prices.
• Our next bidding event is scheduled for November 4th
and is for LP 4, LP 6, GS 3, GS 4 and standard
consumption meters.
19
Pending Procurements - Services
Contract Number
Description
Rebid
Staff Aug
$58,000,000
Three Years
September-09
Rebid
Software
$64,000,000
Three Years
October-09
Rebid
Advertising & Media Services
$10,000,000
Three Years
October-09
Rebid
DOT Customer Call Center
$7,000,000
Three Years
October-09
Rebid
Envelopes
$4,500,000
Three Years
November-09
Rebid
$38,500,000
Three Years
January-10
$2,000,000
Three Years
August-09
$3,700,000
Three Years
September-09
New Bid
Automated Mail Processing
Service
Commercial Offset Printing &
Forms (in process)
Genetic Parentage Testing
Services (DNA)
CDL & Alcohol Testing Svcs
$4,000,000
Three Years
October-09
New Bid
ITS (Integrated Tax System)
$80,000,000
Three Years
December-09
4400004062 &
4400004155
4400003927
Temporary Medical Svcs
$30,000,000
Three Years
New Contract
$750,000
Three Years
New Contract
Rebid
New Bid
Term of Contract
Expected Bid Date
4400004924
Third Party IT Hardware
Maintenance
$35,000,000
Three Years
New Contract
4400003640
Penn State University Master
Agreement
University of Pittsburgh Master
Agreement
Small Package Delivery
$25,000,000
Three Years
New Contract
$25,000,000
Three Years
New Contract
$3,300,000
One Yr +Four (One
Year renewals)
Two Years + Three (1
Year renewals)
New Contract
4400004037
4400004940
20
Record & Document Recovery
Value
4400006250
4400006251
4400006252
Moving Services
$300,000
New Contract
Understanding 70% RFP Evaluation
• Part I Chapter 6 Methods of Awarding Contracts
– “In order for a proposal to be considered for selection for BAFO or
selection for contract negotiations, the total score for the technical
submittal of the proposal must be greater than or equal to 70% of the
highest scoring technical submittal.”
– Establishes a preliminary failing grade prior to inclusion of cost and
DB scoring.
– CWOPA always reserves the right to reject proposals/proposers
determined to be not responsible.
21
Understanding 70% RFP Evaluation
• Example:
• Technical Score based on 500 points/ 3 proposals/ 3 scorers
PROPOSAL #1
RAW SCORE
1350
CURVED SCORE
1500
PROPOSAL #2
960 (71.11%)
1066.65 (71.11%)
uuuuuuuu
PROPOSAL #3
22
870 (64.44%)
945 (70%)
uuuuuuuu
966.60 (64.44%)
1050 (70%)
3rd Party IT Maintenance
• PCs & Monitors
– Prior 3rd Party Contract bundled PC &
Monitor as single unit
• Service for only 1 year
– New 3rd Party contract separates PCs and
Monitors into 2 distinct categories
• On-site service for 4 years
– PCs and Monitors on 3rd party contract that
are 4 years old.
• PCs are $15.12/year and LCD monitors are
$14.07/year.
• Failure rate for flat panel monitors, 4+years:
1.88% 4357 CRTs 8278 LCDs
• DGS recommendation: Do not put 4-year-old
monitors on 3rd party contract.
23
3rd Party IT Maintenance
• Use of Remedy is going well as first line of ticket
submission
– All agencies are implemented
– Hats off to our OA Remedy team for a job well done
– Please note next slide and ensure your agency is in
compliance
24
3rd Party IT Maintenance
• Service Calls to Pomeroy for IT Hardware Maintenance
• Email: October 08, 2009 To: OA-Remedy AMA; OA-Enterprise Help
Desk Management:
– Effective Thursday, October 22, 2009, all service calls to Pomeroy for IT
hardware maintenance must be submitted thru a Remedy Help Desk ticket. The
OA Remedy Team needs each agency to:
1.
Identify a central point(s) to perform this function
2.
Develop an internal procedure for this function
3.
Inform all agency personnel of the procedure
– In addition, each agency must identify to the OA Remedy team via resource
account Agency Enterprise Help Desk OR OA, Agency Enterprise Asset
Mgmt all agency staff who will need to perform this function. (Generic
accounts do not have the ability to perform this function; therefore people must
be identified to be set up in Remedy to use the standard interface to submit help
desk tickets.) This list of staff will be updated and/or added to ensure proper
permissions are established for this new process. We need this information by
COB, Thursday, October 15, 2009 at the latest.
• A second notice was sent on, October 14, 2009
25
IT ITQ
• IT/ITQ Website
– Fully operational
• http://www.itqrp.state.pa.us/ITQ/ITQ/Default.aspx
• Totally electronic for suppliers
– Suppliers can update information as necessary
• Viewable by agencies
– Agency Role
• Document Library (choose correctly)
– Soon to be other ITQs for Training and Aggregate
– In IT folder, instructions and templates
» Note: New posting requirements
• Search Suppliers
– For now you must view data base in search suppliers and in the Document
Library for “grandfathered” suppliers
– Viewable for easy use. Last update viewable.
• Agency Roles: Need to know, from each agency who will need admin rights
for ITQ website. DGS recommends someone from agency IT/Procurement.
Contact Don Bauer to ensure correct permissions are obtained.
– dbauer@state.pa.us or by phone @ 717-787-4719
26
IT ITQ Document Library
27
Search Suppliers
28
Current Enterprise IT Procurements
• IT Staff Augmentation
– RFP is posted on eMarketplace
– Responses due on NOV 13, 2009
– Much interest shown by both suppliers and other states
• Software
– Draft RFP will be presented to the team in early November
• Proposed schedule:
– 12/1/2009: RFP release
– 1/12/2010: Proposals due from suppliers
– 4/15/2010: Contract executed to become valid on 6/30/2010
– Much interest shown by both suppliers and other states
29
Procurement Handbook
•
New look
– Adobe .pdf documents
– Print & download
•
Revision schedule
– Quarterly
– Begins November 2, 2009
– February, May & August
• Search capability on all sections
30
http://www.portal.state.pa.us/portal/server.pt/community/procurement_handbook/14304
Procurement Handbook
Part I
Policies
&
Guidelines
31
•
Chapter 2, Definitions
– Definition of Small Business was revised.
– “A business in the United States . . . employs no more than 100 fulltime or full-time equivalent employees, . . .”businesses in the
information technology sales or service business)
•
Chapter 12, Agency Construction in Leased Facilities
– New Chapter name: Real Estate Leases
– Old Section A, B & C are now identified as Section C., C.1., C.2., &
C.3.
– New Section A and B were added
– Additional details covered in separate slide
•
Chapter 14, Contractor Responsibility
– Content changes made to entire chapter
– Details covered in separate slide
Procurement Handbook
Part I
Policies
&
Guidelines
32
•
Chapter 25, Maintenance of Commonwealth-Owned Automobiles
– Added PA Turnpike Commission as an exception to the policy
– Term vendor replaced with supplier
– Prequalification process is now qualification process
– Agencies are required to obtain approval of Bureau of Vehicle
Management (BVM) prior to commencement of repairs
o Regardless of dollar value
– All repairs at any one time and within a 20-mile radius of the
Commonwealth Garage must be completed by BVM
– Repairs performed at Commonwealth Garage do not require prior
approval
•
Chapter 28, Cooperative Purchasing (Including Purchasing From GSA
Schedules)
– New chapter
– Form BOP-005, Agency Request for Review of Purchase from Federal
Cooperative Purchasing Agreement
– Federal Surplus Property Program Flow Chart
– GSA Program Purchases Flow Chart
– Counterdrug Program (1122) Flow Chart
Federal Surplus Property Program
Federal Surplus Property Program Purchases
Agency
Identify business
need
Equipment/
Vehicle/Trailer
BVM
Yes
Prepare and
submit Request for
Automotive
Equipment (Form
STD-557) with
required approvals
BSSO
Review Request
for Automotive
Equipment (Form
STD-557)
Denied
No
End
Prepare and
submit Federal
Surplus Property
Request Form
Approved
Issue general
invoice to Agency
Items received
and accepted
End
33
GSA Program Purchases
GSA Program Purchases
Agency
Identify business
need
Does a
statewide
contract exist
BOP
No
Business case and
request form
prepared and
submitted to CPO
Is there a viable/
allowable GSA
schedule for usage
Yes
Yes
PO issued in SRM
Items received and
accepted
Goods receipt
issued
End
34
Determine
appropriate
procurement
procedure
Rejected
Obtain
formal
quotes
from
suppliers
Prepare and
submit a
Participating
Addendum to
supplier
PO issued in SRM
Counterdrug Program (1122)
35
Procurement Handbook
Part I
Policies
&
Guidelines
36
•
Chapter 31, Contract Signatures
– Typographical correction. Section C.3.d - in the first sentence the word
under was replaced with over
•
Chapter 47, Reciprocal Limitations Act
– Section A, the words “Commonwealth Procurement Code” were added.
– Section B.2. the first sentence was revised
– Section G.4. was revised
– A new document created and referenced, Lists of States Applying A
Bidding Preference
•
Chapter 57, Contractor Performance & Legal Remedies
– Content changes made to entire chapter
•
Chapter 60, Employee Ethics
– Content changes made to entire chapter
Procurement Handbook
Part II Procurement of Supplies Procedures
•
Chapter 11, Purchase of Materials Manufactured or Services Performed
by Persons with Disabilities
– Section B.3. removed the obsolete PIBH contract number and
replaced with “the statewide contracts with PIBH”
– The name PA Industries for the Blind and Handicapped was replaced
with their acronym PIBH
Part III Procurement of Services Procedures
•
Chapter 17, Purchase Requisitions Estimate Corrections
– The SAP R/3 references were removed throughout
– Section A and the chapter title were revised due to the removal of
SAP R/3 references
Part IV Procurement of Design & Construction Services
•
37
No changes
Records Management (RM)
Records Management Pilot
• Agencies: BOP and Fish & Boat Commission
• Went live: August 10, 2009
• Two Issues:
– Attachments created in Microsoft Office 2007
• Existing attachments open in separate window
• Procedure developed to correct
• One time action
• Fix effective November 9, 2009
– Versioning process
• Cannot rename attachments when maintaining
versions
• Policy changed and procedure developed
Full implementation
– Go live November 16, 2009
38
XML & ERS Reconciliation Process
•
Two Issues:
1. Blocks against XML Invoices will not show up in Agency Invoice Reconcilers workflow
• Blocked XML invoices are not being monitored
2. ERS POs are not being monitored for GR entry
• No GR, no payment
Agency Responsibility
– Reconciliation of blocked XML invoices
– Monitor ERS POs for entry of GRs
– Designate responsible person(s)
• Invoice Reconciler
•
• No GR
• XML Invoice
Submitted / ERS
Trans Run
Blocked Invoice
•
39
Reconciliation
• Blocked Invoice
Report
• ERS GR Report
• GR Entered
• Block Clears
Supplier Receives
Payment
Actions required:
– DGS to update Line Item Reconciler Course (in process)
• Provide updated material to those who have already taken the course
– Development of new BI report to monitor ERS GR entry (in process)
– Send official notification to agencies
Doc Builder – Support Pack Changes
Doc Builder – Stand Alone Mode
When “Document Summary” tab is selected, clauses may not
appear
To display clauses, select “Position” down arrow
40
Doc Builder – Support Pack Changes
Doc Builder via SRM
• If clauses do not appear when selecting “Utilities”, select
“Expand List”
• Select “Position” down
arrow to bring in additional
clauses
41
Doc Builder – Status
• Activity since July 29, 2009 PPC Meeting
–
–
–
–
–
–
Disadvantaged Business language revised
HIPPA/Sensitive Information language revised
Right to Know Law language corrected/updated
Construction/Prevailing Wage language revised
Federal Funding language corrected
Electronic Proposal language corrected
• Current Activity
– Doc Builder guidance document completed
– Guidance document published on DGS portal
42
Use Doc Builder for RFPs
Non SRM Bidding Survey
• DGS BOP agency survey
– Agency bids in R3
– Agency utilization of MRP or Market
Based Pricing
• Information evaluated
– Ramifications
– Recommendations
• Notification of results
43
Legal – Real Estate Leases
Chapter 12, Agency Construction in Leased Facilities
– New name: Real Estate Leases
– New Section A. General
o The policies, procedures and guidelines of this handbook do not apply
to the solicitation and award of leases of real estate, including but not
limited to leases of office for use by Commonwealth employees.
– New Section B. Space Requirements in Service Contracts
– Section C. Agency Construction in Leased Facilities
o Section C.1. General
o Section C.2. Landlord’s Permission
o Section C.3. Requirements and Procedures
44
Legal – Contractor Responsibility
The major additions/revisions to the Contractor Integrity Provisions are:
1. Restatement of ethics policy announced in the COPA Procurement Code.
2. Prohibit contractors and its employees from influencing or attempt to influence, any COPA employee to
breach the standards of ethical conduct set forth in law or published policy.
3. Prohibit contractors and their employees from giving or promising to give any gratuity to a COPA
officer, employee or to any other person, the acceptance of which would violate Governor’s Code of
Conduct Executive Order 1980-18, 4 Pa. Code §7.151 et seq.
4. Forbid contractors from disclosing to others any documents, reports, data, or records provided to, or
prepared by, Contractor under this contract without the prior written approval of COPA, except as
required by applicable law.
5. Require contractors to certify they have not been officially notified of, charged with, convicted of, or
officially notified of a governmental determination of any of debarment, violation of certain laws or
commission of certain crimes and agrees to immediately notify COPA contracting officer in writing if
and when it has been officially notified of, charged with, convicted of, or officially notified of such a
governmental determination. New provisions also give COPA the right, in its sole discretion, to
terminate contract for cause upon such notification or when COPA otherwise learns that Contractor has
been officially notified, charged, or convicted.
6. Remind contractor, that if the contract was awarded on a non-bid basis, it must, (as required by Section
1641 of the Pennsylvania Election Code) file a report of political contributions with Secretary of the
Commonwealth on or before February 15 of the next calendar year.
7. Remind contractor of its statutory obligation to comply with requirements of Lobbying Disclosure Act,
65 Pa.C.S. § 13A01 et seq., and regulations promulgated pursuant to that law.
45
Contracts for Moving Commonwealth Property
•
OB revising MD 625.3 so that it applies only to reimbursement to COPA employees for
moving costs.
– Numerous agencies have been using this directive for guidance on how to move COPA
property from one building to another.
– Since the relocation of COPA property is a service, it is subject to the Procurement Code
requirements and DGS Procurement Handbook policy.
– Using the directive as their authority, agencies have been procuring relocation services: without
complying with Code and Handbook requirements; without a formal written contract (the
“agreement” is the Commonwealth approvals on the STD-277, Request For Approval of
Moving Expenses); without approval by a COPA attorney; and without required terms and
conditions.
•
The contract that should be utilized for moving COPA property is:
– Moving Services Parent Number 4400006249
– Children Contracts :
4400006250 Matheson Transfer, Inc.
4400006251 George Weaver & Son
4400006252 Debo Moving & Storage
Questions about this contract may be directed to Wanda Bowers @ 717-346-3840 or
by emailing: wbowers@state.pa.us
46
Legal - Award Recommendation Letters
•Upon completion of the negotiations, the contract document will be prepared for signatures.
•All contracts require the approval of the Agency Head, and Agency Legal.
– Contracts resulting from RFPs not created through SRM DOC Bldr or that contain non-std negotiated T & C’s
require the approval of the Comptroller, OGC and AG.
Issuing Officer Responsibility:
• Prepare contract & send to selected Offeror for signature.
• Input Contract in SRM for electronic approval by COPA.
• Circulate paper contract for COPA approval signatures, if not in SRM.
• Send fully-executed contract to the Selected Offeror.
• Following should occur when the COPA receives signed, negotiated contract from selected offeror and
it is ready for COPA signature/approvals:
–
–
–
–
–
•
•
47
Start the COPA execution/approval process
Send out Notice of Non-Award letters to unsuccessful offerors
Post signed Recommendation for Selection Memo to Awards section of eMarketplace
Schedule any requested debriefings promptly
Only if a specific request is made under the RTKL, release unsuccessful and the successful proposals (redacted)
and copy of the final contract (redacted; at this point only signed by the vendor)
Contract (generally incorporating the successful proposal) once fully approved by COPA is then posted
on eMarketplace and Treasury's website.
If paper contract executed, provide copies to Agency Comptroller, and Treasury Dept, if applicable.
Legal - Award Recommendation Letters
Award Recommendation letters are required to be posted on the Awards section of eMarketplace
The template can be found:
RFP Template:
http://www.dgsweb.state.pa.us/comod/CurrentForms/RequestforProposals.doc
RFP Playbook Link:
http://www.dgsweb.state.pa.us/comod/RFPPlaybook/RFPPlaybook.doc
Direct Link to document in RFP Playbook
Recommendation for Contractor Selection Memorandum (Sample Letter)
48
Supplier Outreach
Supplier Development and Outreach
To Recap Our Mission:
• Supplier Education and Training on Commonwealth
Procurement Policies and Practices
• Build Strategic Alliances
• Attend / Facilitate Workshops
• Partner with Legislators, Agencies and Trade Associations
49
Supplier Outreach
Where we are today:
 Updated online registration and bidding guides
 Development of NEW “Procurement Guide”
 Supplier welcome folder with updated “pocket” versions of the
registration and bidding guides
 Communication to the Legislature
 Several meetings with the General Assembly to educate and
assist their constituents
 Attendance at workshops and trade shows sponsored by NEPA
PTAC, Congressional Districts, Commonwealth Facilities
Mgmt., Women owned Small Business and more
50
Supplier Outreach
Moving Forward:
 Continually increase awareness
with Trade Associations
 Maintain communications with
Legislature
 Work closely with internal BOP
Procurement teams
 Update manuals, brochures and
guides as necessary
Promote, Promote, Promote
51
Training
Records Management
 Training
– Instructor-Led for Purchaser “User” role
 18 ½ day sessions scheduled across 4 locations between 10/13 – 11/15
 Sessions have been added to the BOP Training calendar and will be
offered on a quarterly basis
 194 end users trained
 10 WebEx sessions scheduled for DOT end users November 6-13
– Web Based training for “RM Display” and “RM User” roles
 Available for end users soon
– Three reference guides created:
 Procurement Record Basics
 Record Folder Guidelines
 Versioning in the Records Management System
 Will be posted to the BOP Training website
 Go-live date: November 16, 2009
52
Training
• Statement of Work (SOW) Course
•
– Assist with development of Statement of Work for the solicitation
process
– Currently in the research/development stage
– Will be deployed as an e-LMS web-based course
Bid Specification Course
– Assist with development of Bid Specifications for the Invitation
for Bid (IFB)
– Currently in the research/development stage
– Will be deployed as an e-LMS web-based course
More Information to come!
53
Training
Purchasing Agent Recognition
Certificates have been mailed to Agency Deputies of Administration for presentation to the
individuals who have completed all necessary training to obtain their CPPA (Certified Professional
Purchasing Agent) certification. To date, 53 Purchasing Agents have been certified.

Those individuals who received their certification since last Council Meeting are:













Stephen Brown – Department of Conservation & Natural Resources
Marilyn Cartwright – Department of Public Welfare – Ebensburg
Marla Fultz – Pennsylvania Board of Probation & Parole
Dawn Jordan – Department of State
Mary Kieffer – Game Commission
Michael Knepp , Sr. – Pennsylvania State Police
Kimberly Kycko – Department of Public Welfare – Ebensburg
Terri Parry – Department of Public Welfare – Hamburg
Debbie Rose – Fish & Boat Commission
James Simmons – Department of Aging
Janice Stambaugh – Department of Public Welfare – South Mountain
Howard Walk – Fish & Boat Commission
Stanley Weaver – State Ethics Commission
NOTE:
The next Procurement Policy & Processes – Purchasing Agent Course will be held in
February 22-25, 2010.
54
Training
Commodity Specialist Recognition
Certificates have been presented to the individuals who have completed all necessary training to obtain
their CPCS (Certified Professional Commodity Specialist) certification. To date, 28 Commodity
Specialists have been certified.
 Those individuals who received their certificates since last Council meeting are:
















55
Cheryl Bair– Department of General Services
Georgina Baltimore – Department of General Services
Wanda Bowers – Department of General Services
Brandi Budd– Department of General Services
Jeff Henry – Department of General Services
Tonja Jackson – Department of General Services
Stacey Logan-Kent – Department of General Services
Patti Miller – Department of General Services
Syline Shingara – Department of General Services
Robert Isenberg – Department of General Services
Hilary Poepperling – Department of General Services
Tami Mistretta – Department of General Services
Robin Morse – Department of General Services
Terry Rohrer – Department of General Services
Corey Walters – Department of General Services
Rich Woodworth – Department of General Services
NOTE: The next class will be held on November 16-20, 2009.
Training
• Training Website – Upcoming Changes
– We will be changing the look of the Training Community
website.
– Changes will be mostly cosmetic.
– Improved Navigation.
– If you have suggestions on how we can improve to better meet
your needs, forward to Roz East @ reast@state.pa.us
56
Value Tracker Savings
Savings Comparison
FY 2008-09
Goal
$41,500,000
Goal
Actuals
Materials
Services
$21,634,343
$23,413,923
Actuals (at Sept 30, 2009)
Materials
$17,780,740
Services
$ 4,471,051
Total Savings
$45,048,266
Total Savings
FY 2008-09 ROI 338%
57
57
FY 2009-10
$33,588,319
$22,251,791
FY 2009-10, YTD ROI 359%
NASPO’s Cronin Award
• PA’s Energy Procurement Strategy, received the
2009 National Association of State Procurement
Officials’ (NASPO) George Cronin Silver Award
for Procurement Excellence
– Award Criteria
• Innovation: unusual or unique approach
• Transferability: easily replicated by other
government entities
• Service Improvement: enhances service levels
• Cost Reduction: validated or potential savings,
including operational efficiencies
58
NASPO’s Cronin Award
• Energy Procurement Team proactively identified and
implemented; comprehensive and innovative
procurement strategies which:
– Mitigated risks associated with supply and demand
– Provided cost savings for various energy markets
• Since January 2004, PA’s comprehensive energy
procurement strategy saved tax payers approximately
$25 million
59
Appendix A – Request for Purchase from Federal
Cooperative Purchasing Agreement
60
Appendix B - Performance Metrics
CWOPA
Department of General Services
Performance Scorecard
Rolling 12 months
Business days turn around average
Service Level
Commitment
Division
Commitment Days
2009
Jul
2009
Aug
2009
Sep
Sole Source
Materials
Services
20 refused or 60
approved
15
0.00*
12.95
0.00*
12.88
30.00
11.75
EPO's
Services
2
1.10
1.44
1.55
EPO's
Materials
2
1.00
1.00
1.00
Delegations
Services
5
1.56
4.29
3.75
PIBH Review
PIBH
30
10.50
16.57
27.80
Material Masters
Q&A
2
2.56
1.18
1.64
2009
Jul
SRM
CSC Phone Calls
SRM Remedy
Tickets Closed
SLA
Agency Support (SRM)
% Answered
Supplier Service Center (Registration)
% Answered
Urgent
High
Medium
Low
2009
Aug
2009
Sep
246
82%
440
78%
190
86%
410
88%
232
90%
533
82%
0.0%
100.0%
33.3%
75.0%
0.0%
0.0%
0.0%
25.0%
0.0%
0.0%
0.0%
25.0%
MSCC Catalogs Loaded
Total Count
172
172
184
Punch Out contracts
Total Count
7
7
7
Suppliers enabled with ERS
Total Count
5
5
Suppliers with Auto-PO
Total Count
82
82
Cycle Time PR to PO
Days
Suppliers Registered in SRM
Total Count
Value/Savings Information
Materials
Services
Grand Total
Cumluative total
* Represents no sole source submittals
** No contracts entered
61
5.33
20,121
2009
Jul
2009
Aug
11,332,950
4,467,833
15,800,783
15,800,783
3,392,826
3,392,826
19,193,609
2009
Nov
2009
Dec
2010
Jan
2010
Feb
2010
Mar
2010
Apr
2010
May
2010
Jun
2009
Oct
2009
Nov
2009
Dec
2010
Jan
2010
Feb
2010
Mar
2010
Apr
2010
May
2010
Jun
2009
Oct
2009
Nov
2009
Dec
2010
Jan
2010
Feb
2010
Mar
2010
Apr
2010
May
2010
Jun
22,251,791
22,251,791
22,251,791
22,251,791
22,251,791
22,251,791
22,251,791
22,251,791
22,251,791
5
82
2.43
20,720
2009
Oct
3.00
21,335
2009
Sep
3,054,964
3,218
3,058,182
22,251,791