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CCITFebruary 16, 2011

Solicitation Typesand

CMS EntriesPresented by: Denise Kincaid and Brenda Lujan

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CMS Records Are Showing:

Information that may not accurately describe the solicitation/selection method used;

Inconsistencies in the solicitation/selection method chosen;

Use of “OTHER” with no additional explanation; Use of “OTHER” when another option more

accurately describes the solicitation/selection; Records identified as Sole Sources that may not

be a Sole Source.

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Solicitation Fields in CMS

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4.

3.

2.

5.

• Six fields describe the type of solicitation/selection method used for the Good and/or Service obtained.• If OTHER is selected the following text field MUST be completed.• N/A is entered by the system as default. This response should be the exception, not the rule

6.

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Solicitation Fields in CMS . . .cont.Prior to Field Changes:

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• Current field name implies that an “Emergency” is a type of Solicitation Method. It is not.• An Emergency is a Selection Method used instead of a Solicitation due to immediate circumstances.• List not alphabetical.

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Solicitation Fields in CMS . . .cont.Currently (After Field Changes):

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• New Field name better defines the choices in the drop-down list..• List now alphabetical.• If OTHER is selected, the next field must be completed.

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Solicitation Fields in CMS . . .cont.Prior to Field Changes:

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• An Emergency is never justification for a Sole Source.• Look to Procurement and Fiscal Rules regarding Emergency procurements.• Procurement Rule R24-103-206 & Fiscal Rule 2-2

https://www.gssa.state.co.us/purchasi.nsf/444e9694db1e7b81872564dc006ee0a9/faa615f8671338718725654700663793?OpenDocument

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Solicitation Fields in CMS . . .cont.Currently (After Field Changes):

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• Emergency option has been removed from the drop-down list of choices.• If OTHER is selected, the next/5th field must be completed.• The field will default to “N/A.” - - This is the exception, not the rule.

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Solicitation Fields in CMS . . .cont.Prior to Field Changes:

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• All steps taken should be selected. N/A is the exception, not the rule.• List not alphabetical.

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Solicitation Fields in CMS . . .cont.Currently (After Field Changes):

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• List now alphabetical.

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Questions?

Answers!

1. Not sure about solicitation type or selection method?? Talk to Purchasing Staff Contact State Purchasing Office

Denise Kincaid: 303.866.6147 denise.kincaid@state.co.us2. Concerns or questions about the CMS fields or reports??

Talk to Single Point of Contact Contact State Controllers Office

Brenda Lujan: 303.866.5703 brenda.lujan@state.co.us