2
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

3
BMWBO
Procurement Handbook Part1
Chapter 3 Responsibilities, B. Purchasing Agency
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
,
.

4
BMWBO
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
Use “Save Progress and
Close” button in 2-hour
ELMS course as needed

5
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
BMWBO

6
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

7
For More Information
– Doing Business w/ Commonwealth
– Contract Compliance
(Keyword: Initiator)
Contact:
DGS BMWBO CC Officer @ 717-346-8104
CC staff @ 717-783-5034
BMWBO

8
Contract
Number
4400001714
Description
Latex Paint
Value
$250,000
New Solicitations next 60 Days
Type of
Contract
IFB
Commodity
Specialist
Lilly Mangan
6810-01 Liquid Calcium
Chloride
$150,000
9550-10
4400006866
Posts and
Accessories
$100,000
Motor Oil,
Lubricants &
Antifreeze
$2,000,000
IFB
IFB
IFB
Jean Halbleib
Lori Vessella
Susan
Reinoehl

9
Contract
Number
4400001835
NA
Description
New Solicitations next 60 Days
Value
$200,000
Type of
Contract
IFB
Commodity
Specialist
Lisa Vega Re-manufactured
Furniture
Commissary Supplies $10,000,000 IFB Pam Gabriel
4400002483 Chemical Soaps
4400006738
Shopping
Carts
Components for
Modular panels, Chairs
& Case Goods
Dam Bladder for
Sunbury
Shopping Cart Electronic Transfer
Machines
$2,000,000 IFB or
Renewal
$400,000 IFB
$500,000
$100,000
IFB
IFB
Kathy Lewis
Lisa Vega
Barb Cain
Lisa Vega

Contract
Number
Description Value
4400004196 Ammunition $2,000,000
4400003674 Commercial
Food Service
Equipment
4400002235 Stainless Steel
Spreaders
46000011158 Plastic ware-
Food
9905-06 DNA Testing
$6,000,000
$500,000
$5,000,000
$750,000
Type of
Contract
Renewed
Renewal
Renewal
Renewed
Renewed
Contracts-Last 30 Days
Commodity
Specialist
Jeff Henry
Barb Cain
Bob Isenberg
Kathy Lewis
Liz Bollinger
10
4400006629 Water
Treatment
Chemicals
$350,000 IFB Susan
Reinhold

11
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

12
Tank Wagon Fuel Contract
– Diesel Fuel products, including biodiesel and ultra-low sulfur kerosene blends
– Heating oil and bio-heating oil
– Unleaded gasoline and E85 Ethanol
– 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

13
Tank Wagon Fuels Contract (Cont.)
– 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

14
COPA 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
Update on 50% Recycled Paper

Services Team Upcoming Solicitations
Project Title
Carachsoft - GSA PA (Symantec Software)
Comprehensive Time/Data Collection Solution
Digital Production Publisher Equipment
Drafting & Engineering Equipment
Envelopes Lot 3
Environmental Remediation DOT
Equipment Maintenance Program ALL
Facility Design, Construction, Renovation & Inspection
Services
DOT
Food Catering Services ALL
Health & Human Services Call Center
Lot #2 - Bound Printing
ALL
ALL
ALL
ALL
ALL
ALL
ALL
Lot #4 Tax Booklets ALL
Lot #8 Disability Placards
15
Mailroom Equipment and Supplies -WSCA
CONTRACT
Agency
Commodity
Specialist
Supplier Name
Original
Contract
Start Date
Original
Contract
End Date
Contract
End Date
Number of
Contracts
Teprovich, Tom
Teprovich, Tom
Bowers, Wanda
Carahsoft
Technology Corp
Timelink
International Corp
Various
Jaime, Ray
Noss, Toniann
Various
Meadwestvaco
Corporattion
Skelly & Loy, Inc.
Yagle, Brandi
Poepperling, Hilary HT Results LLP
2/4/2009 11/9/2009 5/13/2011
1/28/2008 1/27/2011 4/27/2011
8/1/2006 7/31/2008 7/31/2011
11/15/2007 11/14/2009 5/13/2011
4/21/2006 2/28/2008 5/31/2011
4/12/2006 4/11/2009 6/30/2011
7/1/2007 6/30/2011 9/30/2011
6
7
1
1
1
2
1
ALL
ALL
Jackson, Tonja
Bowers, Wanda
Various
Baltimore, Georgina Various
Shingara, Syline
Noss, Toniann
Noss, Toniann
Noss, Toniann
Policy Studies Inc
K-b Offset Printing
Inc
Moore Wallace
North America Inc
Moore Wallace
North America Inc
Various
1/1/2005 12/31/2011 12/31/2011
8/1/2006
6/30/2004
3/1/2006
3/1/2006
3/1/2006
7/31/2008 7/31/2011
8/31/2006 10/30/2011
2/28/2008
2/28/2008
2/28/2008
5/31/2011
5/31/2011
5/31/2011
4/24/2006 11/8/2006 5/8/2011
360
22
1
1
1
1
2

Services Team Upcoming Solicitations
16
Project Title
Maps Lot #7
On-Line Legal Research Services
Photo Imaging Network
ALL
ALL
ALL
PENNDOT Continuous Cut Card Forms-JIF Forms DOT
PENNDOT Inspection Devices (Mass Transit
Stickers) Inspection Stickers (Securemark Decal
Corp.)
Professional Development Training Statewide
Contract
PSU Master Agreement
Satellite Communication Services
Two Way Radio Communications Equipment &
Accessories
Stickers, Vehicle Inspections & ID (Mass Transit
Stickers) (Grafika Commercial Printing, Inc.)
DOT
ALL
ALL
ALL
ALL
DOT
Agency
Commodity
Specialist
Supplier Name
Original
Contract
Start Date
Original
Contract
End Date
Contract
End Date
Number of
Contracts
Noss, Toniann
Williams & Heintz
Map Corporation
Habowski, Jennifer Various
Teprovich, Tom
Noss, Toniann
Data Works Plus
Llc
Moore Wallace
North America Inc
Noss, Toniann
3/1/2006
2/1/2006
12/4/2007
7/1/2006
2/28/2008
1/31/2011
4/30/2009
6/30/2008
5/31/2011
6/30/2011
4/30/2011
6/30/2011
Securemark Decal
Corp
10/4/2006 5/31/2007 5/31/2011 1
1
2
1
1
Whitsel, Kay
Whitsel, Kay
Kimport, Sheryl
Kimport, Sheryl
Noss, Toniann
Various
Penn State
University
Various
Various
Grafika Commercial
Printing Inc
10/22/2006
7/1/2006
10/4/2006
9/30/2009
6/30/2009
5/31/2007
9/30/2011
10/3/2005 6/30/2011 6/30/2011
8/4/2006 6/30/2009 6/30/2011
6/30/2011
5/31/2011
254
1
2
27
1
Telephone Service 800 Services - Toll Free - AT&T ALL
Waste Paper Recycling DGS
Underground Storage Tank Repair Services DGS
Kimport, Sheryl
Bowers, Scott
Yagle, Brandi
At&t Corp
Harrisburg
Wastepaper
Keystone Petroleum
Equipment
7/2/2008
9/1/2006
9/1/2010
8/31/2009
8/31/2008
2/28/2011
8/31/2011
8/31/2011
2/28/2011
1
1
1

Project Title
17
2011 Public Health Institutes (PHIs)
ACCESS PA Database Project
Alcohol and Other Drug (AOD) SCI Chester and Pittsburgh
Audit Services - PennDOT
BPR Repair/Conversion of Permanent Traffic Collection Sites
Business Credit Reporting Services
CADD Support-DOT
Central Control Computer System
Digital Document & Electronic Content Management-ON
HOLD-PIBH?
District 6 Janitorial Services
DOT Infrastructure Support Client/Server Network Support
Services
Drafting & Engineering
Drexel University-IGA MASTER AGREEMENT
Electrical Service Repairs to the Rest Areas District 8-0
Electronic Payment Processing (Merchant Services)
Enterprise Third Party Hardware Maintenance
Envelopes
Environmental Remediation eTranscripts and Student Record Exchange Solution
External Quality Reviews for Office of Medical Assistance
Programs
Health & Human Services Call Center
Inspection & Safety Devices
ITQ Professional Development Training
Agency
DOH
PDE
DOC
DOT
DOT
ALL
DOT
DOR
ALL
DOT
DOT
ALL
ALL
DOT
ALL
ALL
ALL
DOT
PDE
DPW
ALL
DOT
ALL
Services Team Current Solicitations
Commodity Specialist
Fetter, Stephanie
Corish, Angela
Moyer, Nicole
Williams, Emanuel
Teprovich, Tom
Habowski, Jennifer
Jaime, Ray
Mistretta, Tami
Jaime, Ray
Bonner, Danielle
Goertz, John
Jaime, Ray
Whitsel, Kay
Bonner, Danielle
Habowski, Jennifer
Teprovich, Tom
Williams, Emanuel
Yagle, Brandi
Mistretta, Tami
Williams, Emanuel
Shingara, Syline
Noss, Toniann
Whitsel, Kay
Bid Issued
Solicitation in process
Solicitation in process
9/2/2010
Solicitation in process
1/5/2011
11/10/2010
Solicitation in process
7/7/2010
Solicitation in process
1/25/2011
7/6/2010
Solicitation in process
Solicitation in process
Solicitation in process
4/1/2010
Solicitation in process
Solicitation in process
Solicitation in process
Solicitation in process
8/23/2010
Solicitation in process
11/16/2010
Solicitation in process
Bid Opening
10/20/2010
2/15/2011
12/10/2010
8/13/2010
2/22/2011
9/7/2010
5/13/2010
10/7/2010
12/8/2010

Services Team Current Solicitations
Project Title
Laboratory and Phlebotomist Services
Learning Management Service (LMS) Solution
Medical Benefits for PSP
Medical Management Services
Nurse Aide Registry; DOH and PDA
Outdoor Advertising Devices and Junkyards
PA Information Management System (PIMS) Being rewritten
11/18/2010
PACE Program
PASCSES Client Infrastructure Network
18
Pennsylvania Instant Check System (PICS) Rewrite
Pennsylvania Natural Heritage Program (PNHP) &
Pennsylvania Natural Diversity Inventory (PNDI)
Pennsylvania Technology Inventory (PATI) Data
Printing of Famers Market Nutrition Program Checks
Relabeling Antiviral Drugs Services, FDA approved (Rebid of ID
# 1056)
Restitution Training (Web ID TDB)
Satellite Communication Services (Voice & Data)
Special Education Compliance Monitoring System
State Parks Reservation and Revenue Program
Two Way Radio Communications Equipment and Accessories
Uniform Rental & Laundering and Related Textile/Facility
Services
PDE
Aging
DPW
PSP
DCNR
PDE
AGR
DOH
PBPP
DGS
PDE
DCNR
DGS
DGS
Agency
DPW
ALL
PSP
L&I
DOH/PDA
DOT
Commodity Specialist
Moyer, Nicole
Teprovich, Tom
Williams, Emanuel
Williams, Emanuel
Teprovich, Tom
Wright, Jeffery
GeeGee-Dugan,
Christina
Shingara, Syline
GeeGee-Dugan,
Christina
Mistretta, Tami
Bid Issued
12/15/2010
8/23/2010
Solicitation in process
2/10/2011
Solicitation in process
Solicitation in process
Solicitation in process
6/24/2010
6/25/2010
Solicitation in process
Walters, Corey
Corish, Angela
Noss, Toniann
Moyer, Nicole
Whitsel, Kay
Kimport, Sheryl
Wright, Jeffery
Corish, Angela
Kimport, Sheryl
Baltimore, Georgina
Solicitation in process
Solicitation in process
Solicitation in process
Solicitation in process
Solicitation in process
Solicitation in process
1/5/2011
6/3/2010
Solicitation in process
12/17/2010
Bid Opening
1/19/2011
10/13/2010
3/3/11
8/25/2010
8/27/2010
2/11/11
8/5/2010
1/28/2011

19
Consulting ITQ Contract
• 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 kwhitsel@state.pa.us

20
Consulting Categories
Actuarial Services - Actuarial Consultant Healthcare/Medical
Actuarial Services - Actuarial Consultant Pensions/Investment
Actuarial Services - Actuarial Consultant Financial
Accounting Services - General
Accounting Services - Tax accounting and Auditing – federal
Accounting Services - Tax accounting and Auditing – state and local
Accounting Services - Decision analytics and predictive modeling
Accounting Services - (Tax) Technical forms and instruction writing
Accounting Services - Accounting and auditing functions of Gaming systems and operations .
Accounting Services - Cost accounting
Auditing Services - General
Auditing Services - Financial and Financial Related Audit Services
Auditing Services - Performance Audits (Internal Control / Audit Services)
Auditing Services - Operational and Claims Audits
Auditing Services - Compliance Audits
Investigative Audits, Academic Audits
Financial Services - Financial
Management General Government Operations - Best Practice Analysis
Management - Business Case Development and Modeling
Management General Government Operations - Data Mining
Management General Government Operations - Operations Analysis
Management General Government Operations - Program Evaluation and Benchmarking
Management General Government Operations - Measuring Process Performance/Improvement Outcomes
Management General Government Operations - Strategic Planning
Healthcare Services - Chronic Care
Public Safety Services - Emergency Preparedness Exercises
Public Safety Services - Emergency Preparedness Writer
Public Safety Services – Emergency Preparedness Logistics
Public Safety Services – Emergency Preparedness Training

21
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.

IT Expenditures and Spending Categories
22
Codes that will Expire
Commitment Item
6341200
6344100
6344300
6344500
6351100
6371000
6372000
6400630
6450280
6450290
6450300
6331200
6331300
GL
Account
Description
6341200 Consultant Services – EDP
6344100 Contracted EDP Services – Vendor Provided
6344300 Contracted Maintenance Services – EDP
6344301 Prepaid EDP Maintenance Contract
6344500 Contracted Repairs – EDP
6351110 EDP Equipment Rentals - Data Circuits/Modems
6351120 EDP Equipment Rentals - Word Processing
6351130 EDP Software Rentals - Vendor Provided
6351140 EDP Equipment Rentals - Computers & Peripherals
6371000 EDP Software
6372000 Other Computer Equipment
6372010 Computer and Peripheral Purchases
6372020 Data and Other
1906300 Information Technology Equipment
6450280 EDP-Computers and Peripherals
6450290 EDP – Data Circuits and Modems
6450300 EDP Software
6331210 Telecommunications – Non-recurring Charges
6331220 Telecommunications - Non-Recurring Charges-Credit Card
6331310 Telephone Equipment

23
IT Expenditures and Spending Categories
New Categories
• The new categories will more accurately categorize COPA IT expenditures:
Hardware*
• Servers
• Server Maintenance
• Network
• Network Maintenance
• Storage
• Storage Maintenance
• Peripherals
• Peripherals Maintenance
• Desktop
• Desktop Maintenance
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
Software Licensing*
• Maintenance
• Procurement – Nonrecurring
• Procurement – Recurring
Telecommunications Services*
• Voice
• Data
• Security
* Additional categories will be added to this list in order to accurately track capitalized assets that meet established thresholds.

24
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_agencyguida nce_final_pdf

25
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
Finalization and creation of the new Commitment Items and General Ledger Accounts
Outreach to agencies and vendors to demonstrate new spending categories
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.
Outreach to vendors regarding any required updates to invoices for existing procurements for FY 11/12 and beyond.
Status
Complete
Complete
Ongoing

26
IT Expenditures and Spending Categories
Next Steps: Agency Roles and Responsibilities for Transitions
Agency
Requisitioners
 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
Shopping Cart
Approvers
 Review carts for new
G/L’s
 Reject carts for FY11 and beyond that do not reference new G/L’s
Purchasers
 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
Agency Asset
Master Coordinators
 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.

27
IT Expenditures and Spending Categories
Questions?
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 rcardamone@state.pa.us
Kathryn Hartzell
Project Manager, Office for Information Technology khartzell@state.pa.us

eMarketplace Enhancements
• Functionality
– Automation of:
 Notice of Forthcoming Procurements ( NFP)
 Request for Delegation (RFD )
 Award Form
 Upcoming Procurements
28
• 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)
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?
* Yes / NA No

29 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

30
Playbook
• “RFP-RFQ Playbook” has been updated.
• The Playbook is available on the Agency Dashboard under the Resource
Toolbox section.

31
RFP APPENDIX
RFP
APPENDIX
F
G
D
E
A
B
C
H
I
J
K
L
Standard T&C's
Proposal Cover Sheet
Domestic Workforce Utilization Certification
Cost Matrix
Project References
Proposed Personnel Reference
Personnel Experience Summary
Personnel Experience by Key Position
Trade Secret/Confidential Proprietary Information Notice
Lobbying Certification Form (if applicable)
CoStars (Allows Municipalities & Townships to use our contract)
Small Business Certification (Must accompany COSTARS
Appendix L)
Playbook
RFQ APPENDIX
RFQ
D
E
F
B
C
J
I
G
H
APPENDIX
A
Intentionally left blank (use for SLA’s or Matrix of hours per deliverable
Proposal Cover Sheet
Domestic Workforce Utilization Certification
Cost Matrix
Project References
Proposed Personnel Reference
Personnel Experience Summary
Personnel Experience by Key Position
Trade Secret/Confidential Proprietary Information Notice
Lobbying Certification Form (if applicable)

IT / ITQ Document Library:
• Template
• Recommendation for Selection Letter for >$250,000
– Award posting procedures
Playbook
32
The direct link to the RFQ Template from Document Library is below.
http://www.itqrp.state.pa.us/ITQ/ITQ/ITQLibrary/Documents/6.2%20-
%20RFQ%20Summary%20Scoring%20for%20Projects%20Greater%20Than%20$
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.

35
SRM System Updates: XML Order Acknowledgement
• XML Order Acknowledgements
– SRM POs only (at this time)
– Via email
– Goods Recipient
– Tentative go-live: February 25, 2011

36
SRM System Updates: XML Order Acknowledgement

37
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

39
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:

40
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

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
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• 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

42
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

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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, rjaime@state.pa.us
or (717) 346-3827
• End User Procedures:
– Business Process Improvement & Training for a complete list of names and contact information

Procurement Handbook Progress Report: Completed
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Chapter Description
Responsibilities
Purchase of Materials Manufactured or
Services Performed by Persons with
Disabilities
Request to Advertise
Request to Advertise
Contractor Responsibility
Location
Pt I Ch 03 Section
B.4.e.
Pt II Ch 11
Pt III Ch 18
Pt IV Ch 10
Pt I Ch 14 Section
Q.3.
Change
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 . . .".
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.
Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was "Request to
Advertise Procedures").
Renamed chapter to "Request to Advertise" to maintain consistency throughout handbook (previous name was
"Procedures for Preparation of Form STD-179, Request to
Advertise").
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, 2011
Revision Summary Document

45
Procurement Handbook Progress Report: In Progress
Change Description
Definition and use of RFEI
RFP process distinction between BAFO and Pre-selection Negotiation
Chapter being revised to remove unused terminology and to reflect current process and terms
Adding language on Established Catalog Price Contract Types
Chapter being revised to remove obsolete forms and add new forms.
Revisions to processes associated with the procurement of vehicles
New chapter on the Acquisition of Federal Surplus Property
Location Status
Pt I Ch 02 & 06 In Development (Legal)
Pt I Ch 06 In Development (BOP)
Pt I Ch 32 In Development (BOP)
Pt I Ch 08
Pt I Ch 10
In Development (BOP)
In Development (BOP)
Pt II Ch 18 & 19 Draft language under Review
(BOP)
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
Use of Funds Commitments
Pt II & III
Ch 04
Pt I Ch 30
Draft Language Under Review
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
P-Card Expansion
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

49
P-Card Expansion
• 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

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P-Card Expansion
• 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

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P-Card Expansion
• 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

52
P-Card Expansion
Current P-Card Enabled Suppliers (14 )
Supplier
Arbill Industries Inc.
Career-Builder
Dell Marketing LLP ePlus Technology Inc.
General Electric Service
PA Industries for the Blind & Handicapped (PIBH)
Pomeroy IT Solutions Sales Co.
Reed ElSevier Inc d/b/a LexisNexis
Sargents Court Reporting
Schaedler Yesco Distribution Inc
VWR International LLC
W. W. Grainger Inc
Wesco Distribution Inc
West Publishing
Commodity
Maint., Repair & Operational (MRO)
Employment Recruiting
IT Hardware
IT Peripherals & Networking Gear
DGS Property Mgt. only/small engine repair
Various
IT Peripherals & Networking Gear
Online Legal Research
Court Reporting
MRO
Lab Equipment & Supplies
MRO
MRO
Online Legal Research

53
P-Card Expansion
• 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.

54
BOP’s Customer Satisfaction Survey
• BOP initiating electronic Customer Satisfaction Survey
– Identify opportunities for improvement to enhance service to agencies
• Survey Content
– Rate BOP’s:
• Customer Service
• Professionalism
– Solicits feedback regarding:
• Responsiveness
• Procurement Knowledge
• 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

55
BOP’s Customer Satisfaction Survey
• 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.

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
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Agencies are not required to use account coding based on detail provided, however it can be used as a guide for allocation.

Shared Services Billing
57
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.

58
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

59
EPO & Sole Source Links

60
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

69
Generals Services’ Sole Source Detail

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.
No change in process, but increased scrutiny
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• 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?

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Training Updates
Course
RFP Policy
Course
RFP Process
Course
Inventory
Management
Course
Green
Procurement
Course
Surplus &
Supply Course
Purpose
• Policy portion of course now be web-based course.
• Limited to RFQ/RFP processes.
– Completion of RFP Policy course is pre-requisite to attending instructor-led RFP training.
• Designed for individuals who currently have inventory management roles in SAP
Delivery
Instructor led
Instructor led
Status
Web-based Available
Scheduled
April 11 & 18.
In development
• To provide procurement professionals with background information on the COPA’s Green Procurement Program.
Web based In development
• 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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Training Updates
Course
Purchasing Card
Training Course
Purpose
• 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)
Procurement
Policy and
Process
– Part 2 on the Reconciliation of the P-Card (OB).
• PA course scheduled for 2/28 – 3/3. Session full.
• To date, 142 PA’s have attended class; 109 certified.
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
Delivery Status
In development
Part 1 – Web based
Part 2 –
Instructor led
Instructor led Next Session scheduled for
July
Instructor led Scheduled for
April 15th & 22nd,
May 16 th and
June 3rd & 20 th

73
Chuck Anderson, DGS Attorney, Strategic Source
Del Border, Manager, Quality Assurance
Richard Cardamone, Director of Accounting, Office of the Budget
Scott Cross, Director, Programs & Systems
Roxana Dietz, Director, Services Procurement
Kathryn Hartzell, IT Project Manager, OAIT
Cheryl Kleeman, Strategic Development Manager, BOP
Joan Kraft, Director, Business Process Improvement
Jeff Mandel, Chief Procurement Officer
Ed Myslewicz, Strategic Development Manager, BOP
Beth Nonemaker, BMWBO Equal Opportunity Specialist
Janice Pistor, Strategic Development Manager, BOP
Walter Quade, Director, Materials Procurement
Kenneth A. Rapp, Deputy Secretary for Procurement
Pam Shady, Strategic Development Manager, BOP
717-214-7739
717-783-1627
717-265-7274
717-783-8676
717-783-8062
717-265-8386
717-346-4326
717-705-0564
717-787-5862
717-346-8176
717-783-5034
717-346-8115
717-787-4775
717-787-5295
717-703-2933
Contact Information chanderson@state.pa.us
dborder@state.pa.us
rcardamone@state.pa.us
fcross@state.pa.us
roxdietz@state.pa.us
khartzell@state.pa.us
ckleeman@state.pa.us
jokraft@state.pa.us
jmandel@state.pa.us
emyslewicz@state.pa.us
benonemake@state.pa.us
jpistor@state.pa.us
wquade@state.pa.us
kenrapp@state.pa.us
pshady@state.pa.us

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Appendix: PA Preferred Products
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:

1. Select the Item Data tab.
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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

Appendix: PA Preferred Products
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.
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5. Complete the purchase order following standard procurement policy and procedure.

Appendix: PA Preferred Products
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.
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For more instructions on running BW reports see the BW Procurement Reporting Course material on the DGS Training website.