Materials Contracts SAP SAP SRM SAP SAP SAP SRM SRM SAP SAP SAP SAP SRM SRM SRM SAP SRM Paint JP Duvall Awarded Latex Paint 7-2008 4400001714 Uniforms JP Duvall Renewed Uniforms 7-2008 8414-04 7-2008 7-2008 7-2008 8-2008 7-2008 7-2008 7-2008 7-2008 7-2008 7-2008 7-2008 7-2008 8-2008 Effective Textiles JP Duvall Renewed Textiles 8305-03 Uniforms -PSP JP Duvall Renewed Uniforms 8415-03 Electric Bulbs JP Duvall SYDist MRO 4600008907 Janitorial Supplies Jim Pinci Awarded Effective 8-18 Janitorial Supplies 4600013480 Water Rich Gaul Awarded Spring Water 4400002447 Water Rich Gaul Awarded Spring Water 440002446 Water Rich Gaul Awarded Spring Water 440002443 Water Rich Gaul Awarded Spring Water 4400002444 Supplements Rich Gaul Renewed Nutritional Supplements 4600013246 Supplements Rich Gaul New Nutritional Supplements 4600013467 Food-Canned and Dry Rich Gaul New Contract DPW Food 4600013355 Food Canned and Dry Food Rich Gaul New Contract DPW Food 4600013354 Tobacco Products Rich Gaul Renewed Tobacco 4600010660 Material Associate Commodity Manager Status Contract Title Contract # MATERIALS CONTRACTS: AWARDED OR RENEWED IN THE PAST 3 MONTHS
Materials Vehicles Reinoehl To be Bid Vehicles Food Equipment Reinoehl To be Bid Food Service Equipment Floor Machines Reinoehl To be Bid Floor Machines Pipe Shiffler To be Bid Metal Pipe 5684-02 Electricity Shiffler To be Bid Unregulated Electric Supply RFQ DGS 08-01 Cold patch Shiffler To be Bid Bituminous Cold Patch 5610-37 All petroleum Products Shiffler To be Bid Futures Contracting for Fuel Gas Shiffler To be Bid unleaded gas 9130-03 Heating Oil Shiffler To be Bid Heating Oil 9140-01 Liquid Fuel Shiffler To be Bid Diesel Fuel 9140-04 Material Commodity Manager Status Contract Title Contract # MATERIALS CONTRACTS: BID OR RENEW IN THE NEXT 3 MONTHS
Integrator, IT – Suppliers providing hardware and/or software and project management for installations.
IT ITQ Timeline 01-Jul-09 01-Jul-09 New ITQ Contract Begins 30-Jun-09 30-Jun-09 Deadline for work under Old ITQ 01-Jul-09 01-Apr-09 New ITQ Procurements can begin (7-1-09 start) 30-Mar-09 09-Jan-09 Vendor Qualification Process 30-Dec-08 30-Dec-08 ITQ Publication 30-Dec-08 15-Nov-08 Hold Supplier Info Sessions on New ITQ 26-Dec-08 03-Nov-08 Final Prep for ITQ Publication 26-Sep-08 30-Aug-08 Legal Review of T&Cs 30-Aug-08 30-Jun-08 Develop Final ITQ Version 30-Aug-08 01-Jul-08 Review with Tech Council 11-Jul-08 26-Jun-08 DCIO - CIO Comment Period 03-Jul-08 26-Jun-08 Review with DCIOs - CIOs 01-Jul-08 14-Mar-08 Develop Draft proposal for New ITQ 01-Jul-09 14-Mar-08 DGS-OIT Workgroup Sessions Complete Start Task
There were no substantive changes made to this section. Changes were made for organization, consistency and clarity.
Part 2 Chapter 18 - Vehicles Part 2 Chapter 16 – Trade In Equipment
Guidelines have been specified for the trade in of equipment.
Part 1 Chapter 7 – Thresholds & Delegations
A new Section B was added which reinstates the thresholds for specific procurements.
For the 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, agencies are authorized to procure, on a no-bid basis, up to $10,000.
For software license maintenance agreements and extensions of software licenses, agencies are authorized to procure, on a no-bid basis, up to $10,000.
For agency leasehold construction improvements, agencies are authorized to procure, on a no-bid basis, up to $10,000.
When a purchase order or contract is issued to the supplier, the agency will send a letter to the supplier, along with reporting forms, reminding the supplier of its responsibility to file a report of political contributions exceeding $1,000 in the aggregate with the Secretary of the Commonwealth before February 15.
Agencies are encouraged to provide out reach to the supplier community before a bid goes out on the street.
Agencies should determine whether suppliers are interested in doing business with the Commonwealth.
Add suppliers name to the Bidder/Bid tabs in order to check PA Supplier Portal registration.
Agencies can provide bidder training guides to suppliers.
Public Advertising Supplier
At least 1 (one) supplier’s name MUST be added to the bidder/bid tab for a public bid.
Agencies can use the dummy Public Advertising Supplier 815901.
Or they can add any suppliers SAP Vendor Numbers to verify supplier is registered in SRM.
IMPORTANT BID INFORMATION 1. DOCUMENT(S) TO BE RETURNED : THE FOLLOWING DOCUMENTS MUST BE RETURNED WITH YOUR INVITATION TO BID RESPONSE 6100005387; MBE/WBE FORM AND APPENDIX A:FEE/COST SUMMARY. PLEASE NOTE THAT YOU MUST MEET INFORMATION LISTED IN THE STATEMENT OF WORK UNDER "QUALIFING INFORMATION" IN THE ATTACHMENTS BELOW IN ORDER TO BE CONSIDERED FOR THIS IFB. YOU MAY REFER TO THE SRM BIDDING REFERENCE GUIDE ON THE SUPPLIER PORTAL AT WWW.PASUPPLIERPORTAL.STATE.PA.US FOR BIDDING INSTRUCTIONS. PLEASE NOTE: PLEASE REMEMBER TO TYPE YOUR NAME AND TITLE IN THE COMMENT SPACE WHEN ANSWERING NUMBER 28 (ATTRIBUTES QUESTION) YOU WILL NEED TO ATTACH THE COMPLETED DOCUMENT(S) TO YOUR BID RESPONSE USING THE FOLLOWING INSTRUCTIONS: 1. SELECT THE MY NOTES LINK UNDER THE GENERAL DATA TAB. 2. NOTE: THE MY NOTES LINK CONTAINS AN AREA FOR YOU TO INSERT ANY COMMENTS ASSOCIATED WITH YOUR RESPONSE. ENTER YOU REMARKS IN THEBIDDER'S NOTE TEXTBOX. 3. SELECT THE BROWSE BUTTON IN THE ATTACHMENTS SECTION OF THE SCREEN. 4 LOCATE THE COMPLETED DOCUMENT YOU SAVED TO YOUR DESKTOP (OR OTHER ELECTRONIC FOLDER). 5. SELECT OPEN AND THE DOCUMENT WILL AUTOMATICALLY POPULATE THE PATH FIELD. 6. SELECT ADD. (YOU CAN ONLY ATTACH ONE DOCUMENT AT A TIME). 7. PLEASE MAKE SURE YOU PUT YOUR PRICES ON THE APPENDIX A/FEE COST SUMMARY AND IN SRM UNDER ITEM DATA FOR EACH OF THE LINE ITEMS LISTED. (PLEASE FOLLOW BIDDING INSTRUCTIONS ON THE SUPPLIER PORTAL). IF YOU HAVE ANY QUESTIONS PLEASE CONTACT: WANDA BOWERS COMMODITY SPECIALIST 717-346-3840 717-783-6241 [email_address] SRM Sample Bid Information Good example of text to assist the supplier while bidding.
Procurement’s Business Process Team is currently working to redesign the PA Supplier Portal in the areas of registration and bidding. The restructuring will focus on the suppliers perspective. The goal is to:
Lessen the required steps.
Make site more user friendly and intuitive.
Ensure clear and consistent text throughout.
DGS in conjunction with IES is developing a pocket checklist for the suppliers which will list all the steps a supplier has to complete to submit a bid successfully.
IES is working on functionality to allow suppliers to reset their passwords. Functionality is in development.
IES is also working on the e-Alert functionality within the PA Supplier Portal.
Training Division is working on developing an End User Procedure (EUP) for the 902 partner.
The Upload and Download buttons at the top of suppliers bidding screen have been removed.
RFP Scoring Category Guide 6 % maximum 3% maximum Bonus Not Applicable Domestic Workforce 6% maximum Bonus Bonus Enterprise Zone Small Business 100% 100% Total 20% 20% DB 30% -40% 55% -40% Cost 50% -40% 25%-40% Technical Range Range Services Materials RFP Scoring
Training Division developing new RFP course materials.
Supplier Enablement Schaedler Yesco Distributors Now available as a Punch Out Catalog. *They are not an XML supplier.* E valuated R eceipt S ettlement Kickoff with Ennis Paint & Todd Heller Inc. Estimated Go Live of September 1 st . Reminder: XML suppliers rely on timely Goods Receipts.
All contracts provided to Treasury under the new law shall have at least the following information redacted from them:
Taxpayer identification numbers (EIN’s and SSN’s)
HIPPA protected information
Personal or entity financial information (such as bank or other financial account numbers, check routing numbers, and other similar data that might reasonably create risks to the security of the account owner)
When uploading a contract to Treasury’s website, an agency can notify Treasury that the contract is fully redacted and that Treasury will be authorized to make the contract available on its website without further notification to or direction from the agency.
Agency Counsel will be responsible for reviewing all documents which apply under the law and identifying what needs to be redacted.
Taxpayer Identification Numbers : EINs and Social Security Numbers.
Financial Information requested in an IFB or RFP to demonstrate the bidder’s economic capability.
Personal Information : SSN; driver license number; employee or other identification number; home, cellular and personal telephone numbers; personal email addresses; and family information.
Personal Financial Information : Credit, charge or debit card information; bank account information; bank, credit or financial statements; account or PIN numbers.
Protected Health Information (PHI): Information related to the physical or mental condition of an individual, the provision of health care to an individual, or the payment for the provision of health care to an individual that identifies or could be used to identify the individual.
Confidential Proprietary Information : Commercial or financial information which is privileged or confidential which if disclosed would cause harm to the competitive position of the person who submitted the information. *
Trade Secrets : Information that is of independent economic value because it is not generally known and is under reasonable efforts to maintain its secrecy. *
* The entity submitting confidential proprietary information or trade secrets must include with their submission a signed written statement that the document or record contains a trade secret or confidential proprietary information.
The underlying contract (and any incorporated solicitation document) governs the permissible length of purchase orders issued against the contract.
Sources of governing language may be found in the solicitation, standard terms and conditions, or special terms and conditions.
Typically, our recent standard terms and contract documents limit PO length to no later than 90 days beyond the end date of the contract.
Absent a specific restriction found in the governing contract or inherent in the scope or delivery method of the contract (e.g., a specific quantity contract or a contract where delivery must be made in 30 days of issuing the PO), a PO can be issued the day before the contract ends for the normal service or delivery period.
Agencies should consult with agency counsel or DGS counsel for contracts where it is unclear.
Negotiations Course – First draft is under final review. This course will be available via WBT and administered via E-LMS in August.
SAP Navigation/Overview Course – 75% complete. Final revisions are being made. This course will be available via WBT and administered via E-LMS.
SAP R/3 Purchasing Course – Under development and is 45% complete. This course will be comprised of master data, contractor responsibility program, displaying contracts, creating purchase orders, processing reports, good receipt, and invoicing information.
New Certification Courses – These courses are 60% complete. BOP has tentatively scheduled this pilot for September 8-11, 2008. The pilot is being conducted to determine the duration of the class. If your agency is interested in participating in the pilot, please contact Roz East via e-mail at [email_address] no later than c.o.b., August 8, 2008.
RFP Course – 75% complete. This course is still under development, pending finalization of RFP Playbook.
Penn State Supply Chain Management classes are scheduled to begin in the Fall/2008. Anyone interested in attending the upcoming class, contact Barbara Booher at (717) 783-1201 or e-mail at [email_address] . For those of you whose names are pending in the queue, you will be contacted via email. Responses are due no later than August 29, 2008.
Requisitioning and Receiving regional training in King of Prussia, Selinsgrove and Greensburg area this Fall/2008 and will be 2-days in length.
You will find these trainings out on the DGS BOP Training Calendar, and the classes can be accessed via E-LMS for registration. Any questions, contact Angela Eshleman at (717) 772-3096 or Cynthia Anderson at (717) 214-3445.
Creating and Maintaining PO’s Solicitations and Contracts regional training has been canceled due to low response.