Our objective for the workshop is to provide practical information for all applicants.

Transcription

1 Applying for the AEP Award Workshop Presented by: Stéphanie Dion, CPPB, City of Red Deer Mélanie Pouliot, P. Eng., Defense Construction Canada Teresa Rusk, CPPB, City of Airdrie Welcome! Our objective for the workshop is to provide practical information for all applicants. 13:15 14:00 1

2 GETTING STARTED Application form and how to apply will be posted on NPI website: Submissions are submitted electronically. Questions regarding the award and submission process: Brian P. Garrity, C.P.M., CPPB, Chair, AEP Committee, , or BEFORE PROCEEDING Note: The NPI award is about continuous improvement of the Procurement functions, so the program encourages us to improve our score each year. Review the requirements for each criteria with the attached score card Ask for help from internal staff, outside agencies, AEP advisors, NPI staff or other award winners Identify Yes, No, Maybe on your score card Tally the numbers Decision -required score to receive the award (100 points of 200) Recommend to have 120 just in case some are not accepted. 13:15 14:00 2

3 YOU DECIDED TO APPLY Tips for first time applicants: Make a plan Start as soon as the application is available online Set generous deadlines for colleagues and third parties to provide information Give yourself plenty of time to prepare Be organized and stay calm Make every effort to submit the application before the deadline day as life happens! (no late applications will be accepted) BE ORGANIZED Create folders and subfolders and save criteria requirements and notes in each folder Read each criteria carefully, some have multiple requirements for additional points Be precise: only give the information required in the instructions Start with easy criteria first, leaving time for the more complex criteria Save each criteria individually in their respective folder 13:15 14:00 3

4 FORMATTING THINK OF THE EVAULATION COMMITTEE Keep it simple Create a template: use bold arrows, simple shapes to highlight the required criteria. Consistently use the same font type & size, color scheme, shapes, title page, etc. to highlight and provide information for each criteria Using the tools in your template, highlight the required information for your criteria especially when providing lengthy documents VS screen shots. This will enable the evaluators to clearly identify the information to be evaluated for each particular criteria Ensure that each web link is live in your PDF submission documents as evaluator will test the links to ensure they are working and review information as part of the evaluation process SUBMITTING YOUR APPLICATION Be calm and take your time. If you upload a document in the wrong criteria, you will loose the points Ensure your final submissions are in the format requested (PDF) and do not exceed the required size Download submission document for each criteria into the NPI master sheet online Verify that each document has been uploaded in the right criteria number and have a co-worker check for accuracy When downloads are complete, click submit, a confirmation will be sent letting you know your application is being processed you have completed the submission process 13:15 14:00 4

5 NOW WHAT? The Evaluation Committee meets in mid-june and the results are sent to you mid-july You will receive your score card with your scores and comments to make future improvements for your organization and your application next year Trophies are mailed to the successful agency and also recognized awardees at their association conferences Comparison 2014 vs Subsequent submission: Suggestion for continuous improvement: for those criteria that points were not received (submitted or not), identify if changes to procedures/processes are possible and work on them throughout the year, before the next application. Start as soon as the application is available online. Identify changes from previous submission (use the Summary of Changes produced by NPI). For those sections that have changed or more up-to-date information is required, ask colleagues and third parties and set deadlines. Keep the same approach and format as the previous year. Work on sections as the information is being received and aim to finish the application a few days before the submission to have time for final reviews. 13:15 14:00 5

6 Comparison 2014 vs Criteria 2015 Criteria 1. How to do Business web page 2. Procurement Ethic Standard 1. Procurement Ethics Standard 3. Electronic Procurement Manual 2. Electronic Procurement Manual 4a. Internal Department Customer Service Survey 4a. Internal Department Customer Service Survey 4b. External Vendor Customer Service Survey 4b. External Vendor Customer Service Survey 4c. Internal Customer Department Training 4c. Internal Customer Department Training 4d. Formal Vendor Training 4d. Formal Vendor Training 4e Performance Measures 4e. Performance Measures 5. Centralized Procurement Authority 5. Centralized Procurement Authority 6. Organizational Structure 6. Organizational Structure 7. Internal Procurement Automation 7h Internal Procurement Automation 8a. Internet Home Page 7a. Internet Home Page 8b. Online Electronic Vendor Registration 7b. Online Electronic Vendor Registration 8c. Posting & Downloading of Solicitations 7c. Posting & Downloading of Solicitations 8d. Notification of Solicitations 7d. Notification of Solicitations 8e. Acceptance of RFQ via Internet 7e. Acceptance of RFQ via Internet 8f. Acceptance of Formal Bids via Internet 7f. Acceptance of Formal Bids via Internet 8g. Posting of Tabulation & Award Online 7g. Posting of Tabulation & Award Online 8h. Electronic Purchase Orders to Vendor 7i. Electronic Purchase Orders to Vendor 8i. Internet Surplus Auction 7j. Internet Surplus Auction Criteria Criteria More up-to-date information required Nochanges unless the agency has made changes since the submission Comparison 2014 vs Criteria 2014 Criteria 2015 Criteria 8i. Internet Surplus Auction 7j. Internet Surplus Auction 9a. P-Card System/Electronic P-Card Manual 8a. P-Card System/Electronic P-Card Manual 9b. Comprehensive P-Card Program Audit or Certification 8b. Comprehensive P-Card Program Audit or Certification 10. Use of Term/Requirement Contracts 9. Use of Term/Requirement Contracts 11a. Certification/Chief Procurement Official 10a. Certification/Chief Procurement Official 11b. Certification/Professional Staff 10b. Certification/Professional Staff 12a. Education/Chief Procurement Official 11a. Education/Chief Procurement Official 12b. Education/Professional Staff 11b. Education/Professional Staff 13. Professional Development Program 3. Professional Development Program 14. Association Leadership Position 12. Association Leadership Position 15. Presenter/Panel Member/Author 13. Presenter/Panel Member/Author 16. Adoption of Best Value Procurement Method 14. Adoption of Best Value Procurement Method 17a. Environmental Procurement policy 15a. Environmental Procurement policy 17b. Environmental performance Report 15b. Environmental performance Report 18. Lead Agency/Cooperative Procurement 16. Lead Agency/Cooperative Procurement 19. Contract Award Authority 17. Contract Award Authority 18. Continued Pursuit of Excellence (NEW) Criteria Criteria More up-to-date information required Nochanges unless the agency has made changes since the submission 13:15 14:00 6

7 Questions? Samples 13:15 14:00 7

8 Setting up Criteria Folders Setting up Sub Criteria Folders 13:15 14:00 8

9 Sample score card SELF SCORING WORKSHEET Criteria Points Self-Score 1. "How to do Business" web page 5 2. Procurement Ethics Standards 5 3. Electronic Procurement Manual 5 4a. Internal Department Customer Service survey 5 4b. External Vendor Customer Service Survey 5 4c. Internal Customer Department Training 5 4d. Formal Vendor Training 5 4e. Performance Measures 5 5. Centralized Procurement Authority Organizational Structure 5 7. Internal Procurement Automation 5 8a. Internet Home Page 5 8b. Online Electronic Vendor Registration 5 8c. Posting & Downloading of Solicitations 5 8d. Notification of Solicitations 5 8e. Acceptance of RFQ via internet 5 8f. Acceptance of formal Bids via internet 5 8g. Posting of Tabulation & Award Online 5 8h. Electronic Purchase Orders to Vendor 5 8i. Internet Surplus Action System 5 9a. P-card System-Electronic P-card Manual 5 9b. Comprehensive P-card program Audit or Certification Use of Term-Requirements Contracts 10 11a. Certification-chief Procurement Officials 10 11b. Certification-profession Staff 10 12a. Education-Chief Procurement Officials 5 12b. Education/professional Staff Professional Development Policy Association Leadership Position Presenter/Panel Member Author Adoption of Best Value Procurement Method 10 17a. Environmental Performance Report 5 17b. Environmental Performance Report Lead Agency-Cooperative procurement Contract Award Authority We hope this workshop was helpful giving you the information you require to apply for the next 2016 Achievement of Excellence in Procurement Award We wish you all the best 13:15 14:00 9

10 Airdrie sample 13:15 14:00 10

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12 Red Deer sample 13:15 14:00 12

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14 27 Defense Construction Canada sample 13:15 14:00 14

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19 Questions? 13:15 14:00 19