The new Right To Know (RTK) rules require us to attach certain documents to our contracts. DGS is providing these lists as a minimum requirement within legal and RTK. You can find these documents at this URL.
The matrix is not yet posted, but will be soon.
If your supplier’s proposal does not score at least 70% of the highest technical submittal score, it may not be considered for BAFO or contract negotiations.
RFP template will be changed: Part 1 Sections 12 and 13 to update the phone and fax numbers for BMWBO and their website Part 1 Section 19 to address confidential information and info due to RTK Part 2 Section 9a: number of Disadvantaged business submittal copies is revised to 2 copies Part 3 Section 4: added the 70% rule for technical proposals, language to disclose the weights for technical, cost and DB scoring and bonus points. Revised the Domestic workforce utilization certification form Among others
This checklist, which is provided to the supplier complete with screenshots, offers a simple guide to creating, completing and deleting a bid offering. The Training section has also provided brochures which are more thorough. They are available here today for your use.
Mention handout regarding “portal favorites may be lost” Not sure if functionality will remain.
OCTOBER 29, 2008 9:00 am to Noon PROCUREMENT POLICY COUNCIL
Centralize the receipt, mailing, sorting, scanning, and imaging of all PO and non-PO paper invoices received from vendors and grantees
Process PO-related invoices according to current three-way match business rules unless blocked. If exceptions are found in three-way match, invoice is blocked in SAP and sent via workflow to Agency PO Line Item Reconciler for resolution
Route Non-PO invoices (including grants) to agencies to provide appropriate account information and approval. Once coding is entered and approved, a document to be created in SAP and sent via workflow to PO Invoice Processing group for review, approval, and payment
Phase in non-PO invoice processing between May and September 2009
Use special process for Utility invoices that allows agency to view image, enter account assignments and select payment (advancement account, p-card, via treasury)
All paper invoices - Will no longer receive paper invoices at the agency. Will receive an image of the invoice for processing.
Non PO invoices - Enter data into system rather than manually recording on the paper invoice. Invalid entries will not move forward for processing. Every agency will be responsible for identification of staff who will be invoice receivers and verifiers and delivering the training to these staff (materials for training will be provided by the project).
PO invoices - Blocked PO invoices will be work flowed to agencies for exception processing. This will require communications and job aides for all line item reconcilers in agency.
Procurement - Workflow will require agency fiscal staff to review/approve purchase requisitions to ensure proper coding
Interfaces for payment – currently no anticipated changes but analysis still in process
SUBJECT: Notification of Unsatisfactory Disadvantaged Business Participation
RFP # DPW-00000000000
TO: Casey Miller
Department of Public Welfare
FROM: Kathryn Waters-Perez, Director
Bureau of Minority and Woman Business Opportunities
The Bureau of Minority & Women Business Opportunities has received the Disadvantaged Business Participation submittals received in response to the RFP. The explanation for the scoring is found on the attached.
The following Proposers provided submittal with unsatisfactory or zero DB participation:
Did it Wrong, Inc.
Should your final evaluation result in selection of one of these Proposers for contract negotiations, BMWBO must be immediately notified and given an opportunity to work with you in attempting to increase DB utilization for this contract. BWMBO should be invited to participate in contract negotiations in an effort to increase Disadvantaged Business Participation. Please contact me before initiating any contract negotiations with the selected offeror.
Following contract negotiations and the contract being executed, the Disadvantaged Business name, address and amount of commitment made by the contractor must be forwarded to us.
Agencies follow procurement procedures based on low dollar amount.
Agencies obtain Small Procurement Policy and obtain quotes from qualified suppliers in county, select best price.
Quoted prices firm, less potential for errors.
Mandated utility card use for orders under $5000 should remove bulk of past-due payment issues.
Materials - Fuels
Contract Update Accessories for Police Craig Wolford Bidding Police Lighting and Accessories New Commercial Food Equipment Mary Randolph Bidding Commercial Food Equipment 7350-05 Lifts Craig Wolford Bidding Currently Forklifts 3930-01 Wheelchairs Mary Randolph To be Renewed Wheelchairs 4400001741 Floor Polishers and Vacuums Mary Randolph In Award Process Floor Polishers 4400001174 Surveying Equipment Mary Randolph To be Renewed Surveying Equipment 6675-02 Engines Craig Wolford To be Renewed Diesel Engines 2550-02 Kettles, patchers, Reheaters Craig Wolford In Award Process Road patching Equipment 4400003207 Work Trucks Craig Wolford In Award Process Medium Duty Trucks 440003137 Material Commodity Manager Status Contract Title Contract Number
Contract Update Material Commodity Manager Status Contract Title Contract Number Gas Joel Shiffler Award in Process Unleaded gas 9130-03 Oil Joel Shiffler Award in Process Heating Oil #2 9140-01 Electricity, natural gas Joel Shiffler ITQ Energy Mgt Services 4400002702 Fuel Additives Joel Shiffler In process Fuel Management NEW Bagged Salt Joel Shiffler Approved Rock Salt Bags 4400003307 Sign Stiffeners Joel Shiffler Renewed Sign Stiffeners 4600010918 Liquid Plant Mix Joel Shiffler Bid Being Prepared Bituminous Liquid patch 5710-01 Plant Mix Joel Shiffler Bid being prepared Bituminous Plant Mix 5610-36 Pipe Joel Shiffler In Award Process Corrugated metal Pipe 5684-02 Cement Joel Shiffler In Award process Cement 5610-49
Contract Update Material Commodity Manager Status Contract Title Contract Number Consumables and paper Product Jim Pinci Awarded Janitorial 4600013480 Testing Equipment for Atomic, Chemical, Biological Material Jim Pinci Awarded Detection Equipment 4400002959 General lab Equip not covered by 4600012524 Jim Pinci Awarded VWR MISC LAB Equip 4400002988 Gloves JP Duvall Awarded Gloves 8415-01 Carpet JP Duvall Awarded Carpet 440003238 Waste Heating Oil Joel Shiffler Awarded Waste Oil 4400003333 #4 Heating Oil Joel Shiffler Bid in Progress Heating Oil #4 9140-02 Fuel, Large Volume Joel Shiffler Award in Process Liquid Fuel 9140-08
APPROVALS – The agency is responsible for obtaining any approvals required due to the nature of the material or service or both being procured, in addition to compliance with any applicable Management Directives, Information Technology Bulletins and/or Commonwealth policy.
DGS will assist agency’s in meeting the project timeline; developing procurement strategy and preparing the final RFP documents; receiving proposals; facilitate the evaluation; lead the negotiation team; and processing the necessary documents for the contract award.
All these activities are joint efforts that will be heavily influenced by the Office of Administration’s and the Agency’s expertise and experience as the administrator of their current contract. DGS will not participate as a voting member of the technical evaluation committee.
After the contract is successfully awarded, the Agency will retain responsibility for managing the contract with the awarded supplier, including contract maintenance, administration of the contract, including ensuring delivery of expected savings and/or service improvements and contractual obligations, leverage and focus supplier capabilities, ensure rapid resolution of issues and provide consistent direction to the supplier.
DGS should be informed of any contractual changes necessary or if the supplier defaults their contractual obligations to the Commonwealth.
Enterprise ITQ System – Phase 1 to be complete by Jan. 2009
Phase 1: ITQ Administrators can get into the ITQ and create ITQ contracts, and that Suppliers can register (or use their SRM registrations) and pre-qualify.
Phase 2: ITQ administrators can get into the ITQ and evaluate the Suppliers applications, and approve or deny the applications, and supply any ancillary functionality that works with the Phase 1 functionality but was not vital to Phase 1.
Phase 3: Local Municipalities and Agencies can get into the ITQ and use the supplied functionality to find Suppliers that can perform the jobs that the Local Municipalities and Agencies need, and supply any ancillary functionality that works with the Phase 2 functionality but was not vital to Phase 2.
Issue – Inconsistent interpretation of MD 310.3 within comptrollers- Encumbering and Lapsing of Appropriations following the implementation of SRM
Background – Prior to SRM, agencies created the following document types to commit funds:
Agency Standard Contract with follow on PO. (contract no commitment, PO commitment)
Agency Encumbered Contracts with follow on PO. (contract no commitment, CO creates a funds reservation entered into the contract, and a PO to commit with manual reduction of the funds reservation)
Multiple year or single year PO. (PO commitment)
Due to the multiple step process and room for error, the Agency Encumbered Contract document type was eliminated with the SRM implementation. Agencies were given the option of a contract with PO’s or multiple year PO’s to encumber funds.
Inconsistent interpretation of the MD
Perception by CO is that funds must be encumbered at the time of award and only means to do so is via the PO as contract does not trigger encumbrances. Certain offices require a contract and single year PO’s to be created for every year of the contract immediately upon award.
Question/issue – Why create the contract if all PO’s have to be created at same time? Defeats purpose of contract=extra work.
Contacted several agencies to see how they processed ongoing services contracts.
L&I: Creates multi-year purchase orders.
DPW: Creates agency contracts for some services that are purchased on an as needed basis. For ongoing services, multi-year purchase orders are created.
PSP: Creates multi-year purchase orders. They know their budget for future years, but don’t want to create a contract, then cut a PO every year. They would rather cut one PO for the full term so they don’t have to remember to create a new PO in each consecutive year.
Scenario 1 - Intergovernmental Agreements (IGA) for services mandated to be provided that will continue for the next several years, but because they are contingent on State funding, the exact amount to be allocated may not be known years in advance.
IGAs currently take 6-8 weeks for approvals in SRM and because some of the work must be done when school is not in session, agency cannot afford a lapse in services at the start of the FY.
Solution - Multiply a single year times 5 and enter an agency contract for 5 years with an annual PO to establish exact funding done immediately at the start of the new FY. With this scenario, there would not have a lapse in services and when a PO is issued, would only have Comptroller to approve instead of the original 6-8 weeks for full IGA.
Scenario 2 - Purchase of educational materials (curriculum) where it is known there will be a multiple year need for the item(s) plus instructional services but do not know exactly how many schools would be serviced each year as it would be contingent on the annual budget allocation.
Solution - Manage this with a handful of contracts, not the much higher number we would use for IGAs. In this case, again, it would prevent a lapse of services and allow agency to cut a timely purchase order without risking a lengthy break in services. Even though these contracts would only have three or four approvers (based on cost) instead of the six with IGAs, consistently run into the backlog in many of these offices as we try to push through the new purchase orders. This would reduce everyone’s workload as the PO would only go to Comptroller.
If any one of the agency contracts prove to be too small, could amend to add services or quantities mid-FY cycle so as not to risk the break in services at year end .
This list of required attachments was created to assist in maintaining the correct documents within contracts. They were derived based on:
Minimum Right to Know requirements
RFP Contract Attachments (using doc builder)
RFP Contract Attachments (paper submittal not using doc builder)
IFB Contract/Purchase Order Attachments
Electronic Bid utilizing doc builder
IFB Contract Attachments (Multi Award Hierarchy Contract)
Electronic Bid utilizing doc builder
Procurement Handbook Changes Non-contract purchases under $10K (reinstated)
Part I Chapter 7 Thresholds and Delegations
Section B Thresholds for Specific Procurements
Agencies are authorized to procure on a non bid basis, up to $10,000 for the following:
Repair, maintenance, modification, or calibration of equipment services to be performed by, and repair parts supplied by, the manufacturer of the equipment or by the manufacturer's authorized dealer
Software license maintenance agreements and extensions of software licenses
Agency leasehold construction improvements
Complete Procurement Handbook Changes 70% Thresholds 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. Relating to the PO or Contract issued to the Supplier, a Political Contribution Letter is to be sent to the supplier reminding them of their responsibility to file a report of Political Contributions, by February 15 of each year. This report is to be sent to the Secretary of the Commonwealth for all political contributions exceeding $1,000 during the preceding year. Sole Source Procurements of Materials, Services and Construction. Political Contribution Letter for Sole Sources (new)
Currently, the agency evaluates the STD-168 over $250K
At any dollar amount, an STD-168 MBE/WBE Subcontractor and Supplier Solicitation form, will be sent to the supplier to complete, sign and return to the agency.
- The agency will evaluate their responsibility for a value of up to $50K and BMWBO will review if the contract is over $50K.
Part 3, Chapter 7: Competitive Sealed Proposals (RFP Process)
Will read the same as Part 2, Chapter 7:
BMWBO assigns the minimum weight for DB participation at 20% of total points
Agency establishes a maximum point value for each major evaluation criterion prior to RFP issuance
- Cost criterion must be a minimum of 30% total points
Procurement Handbook Pending BMWBO Changes Part 1, Chapter 20: Non Discrimination Currently the Form GSMWBE-16 is completed only on construction contracts. They will be needed for any contract over $50K. - The Form GSMWBE-16, " MBE/WBE Subcontractor and Supplier Certification Solicitation and Commitment Form ", is to be included in contracts with sole source contractors when the total procurement is estimated to be more than $50,000 annually for single or multiple year awards. The contractor must complete Form GSMWBE-16. - Before processing a contract in the amount exceeding $50,000 (or such higher amount as BMWBO may establish for a particular agency), including those amendments and change orders that directly affect MBE/WBE participation, the purchasing agency is required to forward the bidder-completed GSMWBE-16 to BMWBO which will determine the contractor's responsibility in regard to nondiscrimination unless exempted from the BMWBO Program requirements. - If BMWBO determines the contractor is nonresponsive and/or not responsible, and the agency decides to make an award, the agency must consult with its Office of Chief Counsel, and its agency head or appropriate Deputy Secretary and fully justify, in writing, its reasons for proceeding with award. The agency must forward a copy of this justification to BMWBO. Part 2, Chapter 3: Delegated Formal Competitive Sealed Bidding - This section of the Handbook is under review to eliminate the need for agencies to send solicitations to suppliers. BMWBO will require suppliers to provide an email address so that the supplier can receive Ealerts.
Procurement Handbook Pending The following issues are being addressed: - List the number of documents required - Link to BMWBO website RFP Template Modifications to Document Builder – MBE/WBE
Part 1, Sections 12 and 13: will update the phone, fax and website for BMWBO
Part 1, Section 19: will address confidential information and the Right To Know requirements
Part 2, Section 9a: revises the number of Disadvantaged Business submittal copies to 2
Part 3, Section 4: adds the 70% rule for technical proposals, language to disclose the weights for technical, cost and Disadvantaged Business scoring and bonus points
Part 4, Section 6: adds “through any renewal or extension of the contract”
Appendix B: Domestic Workforce Utilization Certification form was revised
Archiving templates from DGS website - Templates commonly found on the DGS website are being archived to allow agencies to find templates from prior years - DGS templates only will be saved - Agencies are recommended to archive their own “agency specific” documents - Templates can be found at PUForms/ArchivedForms
Using this process makes debriefings easier and clearer
Suppliers cannot claim the scoring weights/criteria were inappropriate, as they were pre-published
Publishing RFP Weights Treasury - Developing a new chapter on Department of Treasury which will include ‘Right To Know’ requirements. Green Procurement Part 1, Chapter 22: Green Procurements - Currently drafting policy on Environmentally Preferable Purchasing - Developing tools and website resources along with training - Identifying 3-5 commodities for pilot projects
Procurement Handbook Pending Subscriptions Part 1, Chapter 1: General Provisions - Clarifying the scope surrounding subscriptions. GSA Schedules - There are schedules (contracts) available from the Federal government - They are used on a limited basis - DGS will be reviewing policy to allow limited usage of GSA Schedules - Establish DGS as a initial checkpoint prior to purchase www.gsa.gov
Live Auction Cockpit (LAC) refers to an auction that takes place online in “real time” via the SRM portal. Live auctions are held to get the best available market price at the time of the bid. Throughout the bidding process the price is driven down, which often results in a lower price paid than traditional sealed bids or negotiations. A matrix is available for use which will allow a user to decide if Live Auction is the right tool.
DGS offers this service to agencies To access the EUP: Live Auction EUP
Live Auction Decision Tool The Decision Tool is utilized to determine the viability of performing a Live Auction.
eMarketplace Updates A list of all contracts will display by Parent Number, Description, and Ending Date. You can sort by any of these fields by selecting the word at the top of the column. You can search for your contracts here, or Export to Excel for easier sorting and searching capabilities.
As part of the Financial Transformation (FT) Project Comptroller Operations (CO) is in the process of redefining many core functions. While they will remain a part of procurement document review, their role will transition to more of a financial focus vs. a comprehensive and all inclusive review of procurement documents, solicitations and contract processes.
More post audit vs. 100% inspection prior to document release
Focus more on financial aspect vs. procurement process
This change in roles and responsibilities places increased accountability on agency procurement personnel to:
Ensure accuracy and compliance upon document creation, transactions performed, as well as oversight of the procurement process.
Quality Assurance Procurement Review Background
Background Background Future State with Quality Assurance Procurement Review BOP’s Quality Assurance Procurement Review Agency Agency Agency Agency Agency Agency CO
As the lead procurement agency responsible for policy, systems and processes, Bureau of Procurement (BOP) should assume an increasing role formerly managed by CO.
Title 62, Chapter 3; Section 11, of the Pennsylvania Consolidated Statutes, allows the Department of General Services (DGS) to monitor the implementation of its regulations for the procurement of all supplies, services and construction by Commonwealth agencies.
Policies and Procedures are stated in the DGS Procurement Handbook.
Developed for Commodity Specialist and Agency Purchasing Agents.
Currently with OA-HRD for articulation.
Made available via WBT and administered via E-LMS mid-November.
Expanded to Purchasing Agents. A training announcement with scheduled offerings will be sent to Policy Council Members and Training Officers for dissemination in the near future.
RFP Process Course -
Pilot course scheduled 12/2/2008
One day instructor led course.
Agencies contacted for plot participation.
Mix of DGS/BOP Commodity Specialists and Agency Procurement Professionals.
Penn State Supply Chain Management
15 Students completed Penn State Program.
BOP awarded certificates at recognition ceremony in September
Procurement Policy & Process Purchasing Certification
As business owner BOP has developed formal, 4-day, ILT to give new and less experienced PA’s fundamental understanding of COPA procurement policies, procedures and processes
This classroom training, coupled with practical work experience, will raise the standards of all COPA Procurement Professionals.
It will also establish a uniform knowledge base for all PA’s, which will reduce inconsistencies among agencies and ensure that all purchases are performed according to Procurement Handbook guidelines.
As such, the training was determined to be “mandatory” and we will also be requiring experienced Purchasing Agents to attend.
Recap of Procurement Policy and Processes Pilot Course -
Session held 9/8-11.
Varying levels of experience - few weeks to >20 years
Thanks for participation and feedback.
Survey responses were very positive
Feedback incorporated into curriculum and Knowledge Review
Agency Purchasers who are not PA’s (ex. AA’s and AO’s) will be able to attend this course.
Procurement Policy & Process Purchasing Agents Training
Future Training Schedule & Location-
Conducted on quarterly basis in new BOP Learning Center.
1st scheduled dates are 11/17-20. Next session – Feb./09
This class is currently full with a wait list.
Prior to each session, BOP Training Mgr will review the enrollment and waiting list to make a determination on the final class roster.
With max. # 18 students, want to ensure that newer PA’s have preferential seating
This course will be available for self-enrollment through ELMS. Please visit BOP’s Training Community Calendar at www.dgs.state.pa.us .
A comprehensive Knowledge Review will be given at the end of each 4-day session. The Knowledge Review is comprised of questions with multiple-choice and True/False answers, as well as open-ended or “essay” questions. A score of 75% or higher is required in order to receive your Certificate of Achievement. When necessary, the Knowledge Review can be re-taken if a passing score is not achieved.