Commonwealth Procurement Policy Council Meeting

Transcription

1 Commonwealth Procurement Policy Council Meeting May 2, 2013 Bureau of Procurement Conference Room # Walnut Street, Harrisburg, PA Meeting Notes Welcome & Review: Meeting was opened by Mike 9:05 with an overview of the meeting agenda. PIBH Vince Loose, President and CEO of PIBH presented his vision for PIBH moving forward. Some of the topics discussed were the Market position, how they serve clients, and their new Strategic Planning effort. They have identified 6 key business initiatives for marketing their products and services. They are currently looking at how to sell to commercial clients. This would broaden the product line and therefore expand the products and services they could potentially offer to the Commonwealth. Their new motto: Do better every day than they did the day before. Mr. Loose also talked about the success of the PSP Call center contract. They will use this success as groundwork for other initiatives. Mr. Loose also discussed the PIBH Fair Market Value Training which was conducted last week at Penn State. They had a very useful exchange of information and compiled a good list of action items to work through. He thanked Mike and the Procurement team who participated. The chocolates that were provided for today s meeting were made by a PIBH facility and are a good example of how they can customize their services to meet the customer s needs. Policies & Procedures Mike Richart o No Bid Threshold: You should follow how the current contract reads. As contracts are updated they will be posted to emarketplace to comply with new thresholds. o CRP Updates: We continue to work on this and will be sending out the updates as soon as they are ready. o Sole Source: We will still be delegating back to the agencies. This will be done in conjunction with the new emarketplace. o emarketplace: The updates are going well. Changes are being built into the system to streamline the process. Contracts will go directly to Treasury. Training on new emarketplace will be coming within the next month or two. o DGS Delegation Rescission Letter: The Secretary sent this letter. All are being rescinded. The agencies will need to send what they have/need to us. We will review and address 1

2 o o o what needs to be done. This applies to all agencies that fall within the Governor s jurisdiction. SRM Speed Issues: We are working with IES on the slowness issues with SRM. Upgrades will be done Memorial Day Weekend so the systems will not be available at that time. This should improve the speed of the system. Purchasing Assets with the P-Card: You are limited to the $10K and per Comptrollers, you can use the P-Card but you will need to code it to the 64 GL coding. Please contact Megan Kratzer for instructions on how to handle this coding. Consolidating Standard Ts & Cs on DGS Website: Mike sent a crosswalk to use as a guide. This will create more consistency and control over the documents on the website. OA OIT Updates Patti Chapman gave updates on: o Managed Print Services ITQ: This will get the Commonwealth out of the business of owning our own print equipment. They released a new category. As of 5/3/13, nine companies have qualified. Currently OA is the test user and have an active procurement for managed print services. They will share lessons learned from this procurement at a future meeting. o Re-manufactured Cartridges: They have made this a requirement of the Managed Print Services ITQ. Vendors have to agree to partner or they cannot be on the ITQ. o ITQ Site Updated: Now included Small Business Initiative. When searching for DGS certified small businesses for the advanced search can include small businesses for the 5 designated categories. IT Contract Updates Tom Teprovich updated the following: o Network Printers: Current contract is extended to 7/10/13. IFB issued on 4/24/13 bid due 5/18/13. Method of Award: Multiple award to all responsive and responsible Bidders. The target contract effective date will be 7/1/13. o PC: Current contract is extended to 9/30/2013. Have received good feedback from agencies on the requirements through Focus group held 3/28. IFB to be issued late May with a contract effective date 10/1/13. Review price points for vendor discounts and best value determination threshold. o Peripheral Contracts: Current contract is extended to 9/30/2013. Current contract only has 2 providers. Intended method of award: Up to 3 low bid responsive and responsible Bidders. o Networking Contracts: Current contract is extended to 9/30/2013. IFB to be issued mid- May with the new contract effective date of 10/1/13. Intended method of award: Low bid per manufacturer. 2

3 Small Business Procurement Initiative DeShawn Lewis provided updates on her Bureau of Small Business Opportunities. o Letter of Intent: Discussed an that Mike Richart sent out regarding the Letter of Intent. This requires the Prime and Sub to sign off that they identified the specifics of what the sub is responsible for. This will aid BSBO in reviewing compliance. Refer to the RFP Template, Exhibit # 13. o OIG: They are also working with the Office of Inspector General to investigate any fraudulent behaviors of the suppliers who certify under Small Business. OIG is currently investigating one case for them. If any agency suspects a supplier, please forward the documents to BSBO who will review and send on to OIG. o Certification: They have currently certified 3,349 Small Businesses, with over 2,000 being Small Diverse. Please continue to encourage your small suppliers to self-certify. Will forward an with the links and specific information from BSBO. o Small Business Training: Currently working on training for Purchasing Agents. More information will be forthcoming. SRM 7.0 Updates Mike Richart The Go-Live date is still 9/3/13. Some process changes will be made, for example: o The system will be more tabular. o They have streamlined Supplier Registration only takes about 15 minutes but the supplier must have the correct data to enter or the system will not accept. The system will do the verification of the Federal ID information automatically. o Will be able to order inventory items through SRM (Some PennDOT items are exempt.) o Some Purchase Order Changes Payment Plan functionality Split account assignment by value Copy function & effective dates IES Updates Tina Kaldes reviewed a Power Point that covered some of the key points of the SRM 7.0 upgrade. We are about mid-way through the process. The upgrade will provide the ability to view approval history. You can also go through the versions of the Shopping Carts, and Purchase Orders. User Acceptance Testing will be done starting 8/5 and running through 8/9/13. Finance Budget Deb Chernicoff discussed the Advance Payment Request form. Language in the Procurement Handbook was updated to reflect the request for OB to review the form and a link was added for the Advance Payment Request Form. The goal is for a three day turnaround time. 3

4 Training Mike Richart thanked the agencies for their participation in the Job Rotation Program. It has proven to be a good experience for our Commodity Specialists. They now have a fuller picture of the process and a better understanding of the intricate needs of their contracts. Janice Pistor added that we have already visited PSP, Penn DOT and Labor and Industry and have received positive feedback from both sides. The Commodity Specialists will be able to identify areas where we can make the contracts more user friendly. o emarketplace Training: This will be an easy training, very user friendly. User guides will be provided. o 7.0 Training Update: We have provided T3 Training to those who have requested it. If you have note submitted your training requirements and capabilities, we ask that you do so ASAP. Our training team will be coordinating, scheduling and ensuring that all Procurement staff are trained before the go-live date. Purchase Order training 2 days Solicitation and Contracts 2 days Requestor & Receiver Training Web Based Schedules will be in LSO by the end of May for those not using the T3 Trainers. Contract Updates - Cheryl Kleeman presented updates on the following contracts: o EMP Contract: A meeting was held on 4/23/13. HT Results presented good information. For a copy of the HT Results facts or other inquiries contact Wanda wbowers@pa.gov or by phone o Integrated Pest Management Contract: Cancelled effective June 30, 2013 Existing POs/service Orders can continue thru 9/30/13 POs/service orders cancelled effective 10/1/13 New contract to be in place July 1, 2013 Please contact Wanda wbowers@pa.gov or by phone or Ann akimmel@pa.gov or by phone o Office Supplies contract: Effective June 1, the award is made to Staples. There will be minimal changes but now orders will be placed using the SRM Punch-Out catalog. You can still use the P-Card in SRM. Some questions were raised about why we decided to go the SRM Punch-Out versus the On-Line Staples Catalog. Cheryl responded that we are utilizing the ERP system functionality. Will be like the e-plus catalog. Staples link will go away effective June 1 except for all who do not use SRM. Several Agencies indicated that their folks use the on-line catalog to view what is available and pricing and then submit the order to the Purchaser to order. Cheryl will check on what can be done. o Municipal Waste Contract: They have been working on this the last 2 months. There are 80 suppliers and currently about 60 have been renewed and are posted to e-marketplace. Once all are done we will post a complete list. Refer inquiries to akimmel@pa.gov or by phone

5 o AMMO Contract: Due to the recent public awareness/concern over gun control, there is a delay in delivery of ammo. We are being advised that some types could take up to 12 months for delivery. Meeting was opened for additional questions. With their being no additional items for discussion, Mike thanked everyone for attending and the meeting was closed at 10:10. 5