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July 30, 2008

9:00 am to Noon

PROCUREMENT POLICY COUNCIL

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PPC AGENDA

1. Update on ERP 6.0 – Patti Chapman2. BMWBO – Kathryn Waters-Perez 3. Materials & Services Contract updates – Roxana Dietz & Walt Quade4. Energy Update/Fuel Futures – Walt Quade 5. New ITQ process – Dennis Fellin6. Procurement Handbook updates – Ellen Dunlap 7. Purchase Order and Contract Posting “Attachments” – Ellen Dunlap8. SRM – Ellen Dunlap

Work Flow Changes Bidding Issues Bidding Changes Doc Builder Changes P-card Enabled Supplier Enablement – Joan Kraft

9. RFP Playbook – Joan Kraft

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PPC AGENDA

10. Legal – Pam Cross Right-To-Know Redaction Guidelines

11. Training – Jeff Mandel Negotiations Course SAP Navigation Course New Certification courses – update

12. Questions & Answers

13. Appendix

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IES

5

IES

6

IES

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BMWBO

8

BMWBO

9

BMWBO

10

BMWBO

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Materials Contracts

MATERIALS CONTRACTS: AWARDED OR RENEWED IN THE PAST 3 MONTHS  

Contract # Effective Contract Title Status

Associate Commodity

Manager Material

 4600010660 8-2008 Tobacco Renewed  Rich Gaul Tobacco Products

 4600013354 7-2008 DPW Food  New Contract Rich Gaul  Food Canned and Dry Food

4600013355  7-2008 DPW Food  New Contract Rich Gaul Food-Canned and Dry 

 4600013467 7-2008Nutritional

Supplements  New  Rich Gaul Supplements

 4600013246 7-2008Nutritional

Supplements  Renewed  Rich Gaul   Supplements 

4400002444 7-2008 Spring Water  Awarded Rich Gaul  Water

 440002443 7-2008 Spring Water  Awarded Rich Gaul  Water

 440002446 7-2008 Spring Water  Awarded Rich Gaul  Water

 4400002447 7-2008 Spring Water  Awarded Rich Gaul  Water

 4600013480 8-2008 Janitorial Supplies Awarded Effective

8-18 Jim Pinci  Janitorial Supplies

4600008907  7-2008 MRO  SYDist JP Duvall Electric Bulbs 

8415-03  7-2008 Uniforms  Renewed  JP Duvall Uniforms -PSP

 8305-03 7-2008 Textiles  Renewed JP Duvall  Textiles 

 8414-04 7-2008 Uniforms  Renewed JP Duvall Uniforms 

4400001714 7-2008 Latex Paint Awarded JP Duvall Paint

SAP

SAPSRM

SAP

SAP

SAP

SRM SRM

SAP

SAP

SAP

SAP

SRM

SRM

SRM

SAP

SRM

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Materials

  

MATERIALS CONTRACTS: BID OR RENEW IN THE NEXT 3 MONTHS  

Contract # Contract Title StatusCommodity

Manager Material

9140-04 Diesel Fuel To be Bid Shiffler Liquid Fuel

9140-01 Heating Oil To be Bid Shiffler Heating Oil

9130-03 unleaded gas To be Bid Shiffler Gas

  Futures Contracting for Fuel To be Bid Shiffler All petroleum Products

5610-37 Bituminous Cold Patch To be Bid Shiffler Cold patch

RFQ DGS 08-01 Unregulated Electric Supply To be Bid Shiffler Electricity

5684-02 Metal Pipe To be Bid Shiffler Pipe

  Floor Machines To be Bid Reinoehl Floor Machines

  Food Service Equipment To be Bid Reinoehl Food Equipment

  Vehicles To be Bid Reinoehl Vehicles

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Materials

Fuel Futures Contract

• Will allow us to secure bulk quantities of fuel for largestusers at real-time NYMEX price.

• Order Process– Agency sends future month requirements to DGS– DGS secures 42,000 gal. lots through supplier based on known

and expected future month needs• Will be done when market is favorable, will lower total cost

compared to current spot market contract price.

– DGS completes PO’s for each included agency or facility toassign each it’s share of secured quantities

• If market is unfavorable or a facility’s usage isn’t enoughto justify securing additional lots, the facility will beinstructed to use the pre-existing fuel contract.

Fuel Futures Contract

• Will allow us to secure bulk quantities of fuel for largestusers at real-time NYMEX price.

• Order Process– Agency sends future month requirements to DGS– DGS secures 42,000 gal. lots through supplier based on known

and expected future month needs• Will be done when market is favorable, will lower total cost

compared to current spot market contract price.

– DGS completes PO’s for each included agency or facility toassign each it’s share of secured quantities

• If market is unfavorable or a facility’s usage isn’t enoughto justify securing additional lots, the facility will beinstructed to use the pre-existing fuel contract.

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SERVICES CONTRACTS: AWARDED OR RENEWED IN THE PAST 3 MONTHS

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SERVICES CONTRACTS: AWARDED OR RENEWED IN THE PAST 3 MONTHS

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SERVICES CONTRACTS: BID OR RENEW IN THE NEXT 6 MONTHS

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New IT ITQ

• Guiding Principles for New IT ITQ• IT ITQ Tiers• Notes on Contract Structure• Proposed Service Category Structure• Timeline

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Guiding Principles for New IT ITQ

• Optimized performance • Utilize Best value as evaluation method• Minimize Risk• Maximize Competition

– More defined: Clarifying service categories– Narrow the qualification process

• Better, more tangible information

• Easier to Administer– Agency/DGS/OIT: Process standpoint

• Timeliness (RFQ to PO)• Align with MBE-WBE goals

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IT ITQ - Tier 1

• 0-$50,000– Statement of work (model)– IT ITQ Ts & Cs– Allow for mixed T&M and deliverables – Use established rate

card for T&M work. (T&M must meet or beat Staff Aug rates)– Agency makes selection– No Competitive solicitation required– A waiver is required from DGS if total expenditures are over

$100, 000 with the same supplier in the same fiscal year, PO quantities are not considered.

– T&M can not be greater than 40% of contract value

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IT ITQ – Tier 2

• $50,000 - $250,000– Expedited RFQ Process– Sent to all suppliers in category– Statement of work (model)– Allow for mixed T&M and deliverables - Use

established rate card for T&M work. (T&M must meet or beat Staff Aug rates)

– IT ITQ Ts & Cs– Team selects based on best value– T&M can not be greater than 40% of contract value

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IT ITQ – Tier 3

• Greater than $250,000– Standard RFQ process– Statement of work (model)– Agencies must request DGS delegation authority (Same as RFP

requirement)– Uses recommended percentage allocations

• Cost, DB, Technical (Same as RFP requirement)– Minimum Point Allocations:

» Cost: 30%, MBE/WBE: 20%» Technical provision

– Sent to all suppliers in category– Statement of work (model)– IT ITQ Ts & Cs– Allow for mixed T&M and deliverables - Use established rate

card for T&M work (T&M must meet or beat Staff Aug rates)• T&M can not exceed 40% of total contract value.

– Team selects based on best value

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IT ITQ Notes on Contract Structure

• T&M can be part of the deliverables contract when the following conditions apply:

– Updating and maintaining current software, in support of the contract– Work will be needed for varying projects in support of the contract that

have no definitive timetable or deliverable that can be realistically projected.

– The use of alternative maintenance or development in support of the contract

• Allow use of p-card under $5000. • Allow use of Auto POs • Agencies to rate supplier performance on each project,. • Continue to allow “piggybacking” under the new IT ITQ based

on the continuing inquiries received from local public procurement units

• Add new service categories guided by changing technology and agency business needs

• Retain Open enrollment & add new categories as technology and business needs change

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IT ITQ Proposed Service Category Structure

• Cabling Services• COTS Software Services • MOTS Software Services• Software Maintenance

– If the company is listed on Dell/ASAP contract the company automatically added to this category. This category is for regular annual maintenance fees. POs to be payable to Dell/ASAP.

• IT Training – Classroom/Non-Classroom

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IT ITQ Proposed Service Category Structure

• Consulting Services – Help Desk• Consulting Services – IT Security Assessments• Consulting Services – Telecom & Network Services• Consulting Services – Project Management• Consulting Services – IV&V • Consulting Services – Radio Services• Consulting Services (IT) – General • Software Development Services?

– Specialized Services – SAP– Specialized Services – JAVA– Specialized Services - .NET– Specialized Services – GIS

• Integrator, IT – Suppliers providing hardware and/or software and project management for installations.

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IT ITQ Timeline

Task Start Complete

DGS-OIT Workgroup Sessions 14-Mar-08 01-Jul-09

Develop Draft proposal for New ITQ 14-Mar-08 01-Jul-08

Review with DCIOs - CIOs 26-Jun-08 03-Jul-08

DCIO - CIO Comment Period 26-Jun-08 11-Jul-08

Review with Tech Council 01-Jul-08 30-Aug-08

Develop Final ITQ Version 30-Jun-08 30-Aug-08

Legal Review of T&Cs 30-Aug-08 26-Sep-08

Final Prep for ITQ Publication 03-Nov-08 26-Dec-08

Hold Supplier Info Sessions on New ITQ 15-Nov-08 30-Dec-08

ITQ Publication 30-Dec-08 30-Dec-08

Vendor Qualification Process 09-Jan-09 30-Mar-09

New ITQ Procurements can begin (7-1-09 start) 01-Apr-09 01-Jul-09

Deadline for work under Old ITQ 30-Jun-09 30-Jun-09

New ITQ Contract Begins 01-Jul-09 01-Jul-09

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Contract Attachments

• A Contract Attachment Listing is in development by DGS for: RFP (Paper Submittal) RFP (Document Builder) RFQ (Document Builder) IFB Contract/Purchase Order Attachments IFB Attachments (Document Builder) PO Off Statewide Contract IT-ITQ

• The listing describes what files need to be attached in:

SRM

eMarketplace

Internal File

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Procurement Handbook Updates

• Search results will display.

• Click on the Title Heading to pull up specific Chapter.

Search FunctionalitySearch Functionality

• User MUST log in to Portal to access search functionality.

• Enter keyword(s) into search field and then press the GO button.

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Procurement Handbook Updates

• 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.

Amending Sole Source Chapters in Part 1, 2, 3 & 4

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Bid Workflow Survey Results

• There were 38 complete responses to the Bid Workflow Survey.

• 28 Agencies were represented.

• 63% of users stated that Bid Workflow is working for their Agency.

• Even though 37% stated that workflowdid not work for their agency…only 3 agencies out of that total wanted to change the workflow on bidsfor their agency.

– Labor & Industry– SERS– Fish & Boat

• Pilots are pending the results of the Financial Transformation Project.

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SRM Bidding Issues

• 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 anysuppliers SAP Vendor Numbers to verify supplier is registeredin SRM.

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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 BOWERSCOMMODITY SPECIALIST717-346-3840717-783-6241WBOWERS@STATE.PA.US

SRM Sample Bid Information

Good example of text to assist the supplier while bidding.

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SRM Bid Status

There are four areas of identification provided to suppliers to determine if their bid was submitted. They are:

1. Pop Up Window Box Message which displays when bid has been first submitted.

2. General Data Tab> Basic Data> Bid Status when the bid is open.

3. Bid Status field in the search result area.

4. E-mail notification.

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SRM Bidding Changes

• The Submit button will be grayed out until the “Check” is performed.

• After Check has been performed, user can submit the bid and the green message indicator will display the status as submitted.

• A soft message now displays the price per the unit of measure for which the supplier has submitted.

• Hard stop messages:– Can not be changed by supplier

• Location• Incoterm• Payment Terms

• A tip has been included to the Line Item Tab to remind suppliers to Check their bid before submitting.

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SRM Updates

• 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.

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Document Builder

• It is very important to ensure that all non-html tags are removed before pasting any text into Doc. Bldr.

• There is a utility provided by Microsoft which allows users to FILTER any HTML that may have been created by MSWord.

Word Document to Doc. Bldr.Word Document to Doc. Bldr.

Open MS Word document

Go to menu File> Save as Web Page

Specify a new file name and in the “Save as type” option, set it to: Web Page, FILTERED (html, htm.)

Click on the Save button.

Now open the file and copy the contents to paste into the Document Builder editor.

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eMarketplace P-Card Enabled

• In eMarketplace when searching for contracts, users can determine if a contract is P-card Enabled by looking for a check in the P-Card indicator.

• Go to http://www.emarketplace.state.pa.us/> Search Contracts> and scroll over to the right-hand side.

Non P-Card Enabled in SRM

• Suppliers that accept P-Card, but are not Enabled in SRM, will not be checked.

• In development is a request to add a drop down menu which allow you to choose P-Card Enabled, P-Card Accepted or Both.

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RFP Playbook

Purpose• Provide step by step guidance and

procedures on the RFP process for DGS and Agencies

• Assist end users in walking through the process

• Enabling Tool

• Includes templates

Clarifies Roles & Responsibilities

• Agency

• DGS BOP Director

• Issuing Officer

• Evaluation Committee

• Legal

• BMWBO

• Negotiating Team

Guidance Only • Not replacing policy in Procurement

Handbook• Not meant to supersede Procurement

Code or DGS Procurement Handbook • Noncompliance with this playbook shall

not result in the disapproval of the document, rejection of the proposals or cancellation of the RFP.

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RFP Process Map

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RFP Playbook Attachments

• Request for Delegation• Timeline templates• Confidentiality Statement• Statement of Work Guide• RFP Scoring Guide• Preproposal Conference

Guide• Requirements

Responsive checklist• Notice of Selection for

Contract Negotiations• Master Scoring Guide

• Notice of Non-Selection• Workflow Approval• eMarketplace Web site• Request to Advertise

Instructions• Debriefing template• Domestic Workforce

Utilization Certification• Evaluation of Contractor

Performance• And more…

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RFP Scoring Category Guide

RFP Scoring Materials Services

Range Range

Technical 25%-40% 50% -40%

Cost 55% -40% 30% -40%

DB 20% 20%

Total 100% 100%Domestic Workforce Not Applicable Bonus 3% maximum

Enterprise Zone Small Business Bonus 6% maximum Bonus 6% maximum

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Proposed RFP Scoring Flow Chart

Issuing Office Allocates Points

Sealed Proposals Received

Technical Evaluation

Committee Scores Proposals

BMWBO Scores Proposals

Issuing Office Keeps Cost

Section

Issuing Office Opens Cost and

Scores

Is Score >=70% Over Highest

Proposal?

yes

No Further Consideration no

RFP TECHNICAL SCORING FLOW CHART

Needs Clarification?

Finalize Scoring BAFO

no yes

Sample Technical Scoring Sheet

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RFP Playbook Feedback

Feedback/Revisions• Formatting• Add “Review of Proposals”

section• Defined Responsibility• Clarify Process Map• Reorder Q&A posting on

website• Added “Deliverable” to SOW

checklist• Removed bid room language• Incorporated evaluation

process• Added Comptroller (as

needed) to paper approval process

Agency Focus Group• Invited agencies are: DPW, DOC, L&I,

PDE, DOH, DOT, DEP• Will reconvene on 8/11/08 to discuss

the document and gather feedback.

Primary Sources• DGS Legal • DPW • LECS Comptroller • State BFO • PCCD • PHHS • DOT • BMWBO • DOH • PSP

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RFP Playbook Going Forward

To be Updated Periodically

• Changes in statutes

• Court decisions

• Further clarification

• New practices

• Changes in policy

Procurement Handbook Updates

• Technical scoring

• Comptroller participation

• Further define roles and responsibilities

• Annex

Training

• Training Division developing new RFP course materials.

Location

• www.dgs.state.pa.us/procurement

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Supplier Enablement

Schaedler Yesco Distributors Now available as a Punch Out Catalog.

*They are not an XML supplier.*

Evaluated Receipt Settlement Kickoff with Ennis Paint & Todd Heller Inc.

Estimated Go Live of September 1st.

Reminder:Reminder:XML suppliers rely on timely Goods Receipts.

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Overview of “New” RTK Law

Contracts executed after July 1, 2008, for $5,000 or more involving real or personal property, or for personal services are required to be sent to Treasury.– This includes, but is not limited to:

• DGS Statewide or Agency Contracts• Standalone Purchase Orders• MOUs and IGAs• Grant agreements

– Not included:• POs issued against statewide or agency contracts

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Overview of “New” RTK Law

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)

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Overview of “New” RTK Law

• 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.

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What is required for “full” redaction?

• 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.

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Which contract documents need to be uploaded?

• Contracts/POs– With the exception of text fields, Contract/PO Output

out of SAP/SRM already complies with full redaction requirements

– Agencies should download the output document, save it to their desktop and upload it to the Treasury site (along with the required summary information)

• Attachments– SAP is unable to determine if attachments have been

redacted or not– Users should review all attachments associated with a

contract/purchase order, redact as necessary and then upload to the Treasury site

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Contract Summaries

• The contracts shall be accompanied by a summary that contains the following information:1.Date of execution2.Amount of the contract3.Beginning date of the contract4.End date of the contract5.Name of the agency entering into the contract6.The name of all contractors executing the contract7.Subject matter of the contract8.Type [‘Contract’,

‘Purchase Order’, or ‘Amendment’]9.Parent Contract Number 10.Agency Contract Number

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Changes to Contracts/P.O.s

• If a change is made to any one of the summary fields located on Treasury’s site, then Agencies should update the summary information and attachments– Since SAP does not differentiate amendments or

changes as separate document numbers, Agencies will need to append the Contract/PO document number with new effective/change date

– Example: • Original Document # 44XXXXXXXX• Change Document # 44XXXXXXXX_071508

52

Frequently Asked Questions about the “New” RTK Law

• Agency contracts currently entered in SAP as Funds Commitments:– If the amount is greater than or equal to

$5,000.00, then Agencies will need to input the contract summary data

– Agencies must obtain the paper copy of the contract, black out information that must be redacted and upload to Treasury site.

53

Frequently Asked Questions About the “New” RTK Law

• SAP Purchase Orders do not contain “Start” and “End” dates– “Start date” recommendation = fully executed date– “End date” recommendation = end of the latest fiscal

year embedded in the fund

• Contract target value = $999,999.00 or there is no amount– Agencies should enter what is displayed in SAP

• Which document type gets selected when a change occurs to PO? – Amendment

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Frequently Asked Questions About the “New” RTK Law

• Purchase Orders Against Statewide Contracts– Not REQUIRED TO BE submitted –

AGENCIES HAVE DISCRETION OVER WHETHER THEY PROVIDE THESE

• Amendments to Contracts Executed Before July 1, 2008– If one of the summary fields change, then

THE CONTRACT AND THE AMENDMENT should be provided

55

Frequently Asked Questions About the “New” RTK Law

• What if original Contract is under the 5K threshold and change has been entered which makes the Contract >5K? What gets entered into the Treasury system? – Upload the original and the amendment to the

Treasury system

• Do changes made to Contract's at Fiscal Year End (FYE) (ie: reductions, liquidations) need to be entered into the Treasury system? – If one of the summary fields change, then it should be

provided

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Other Points of Information

• Treasury does not have any enforcement authority under the law.

• Contracts that have been made available on Treasury’s website in response to a request will remain available for immediate access by subsequent website users.

• Treasury will purge all records within 4 years of the end date specified on the contract summary.

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Length of Purchase Orders

• 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.

58

Training

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 reast@state.pa.us no later than c.o.b., August 8, 2008.

RFP Course – 75% complete. This course is still under development, pending finalization of RFP Playbook.

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Training

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 bbooher@state.pa.us. 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.

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• Appendix– Service level Agreements– Technical Scoring

61

Service Level Agreements

62

Technical Scoring

Sample Technical Scoring Sheet Maximum Points = 350

* Any supplier scoring less than 70% of highest scoring proposal is considered non-responsible.

* If maximum points = 350

* Then 70% of maximum points = 245

* Therefore, suppliers 4, 5, 6 and 8 are eliminated.

 

Rater A Rater B Rater C Rater D Rater E Rater F Rater G Rater H Total Avg. ScorePoints

Allotted Rank

Supplier 1 320 322 310 305 332 300 333 342 2564 321 336 3

Supplier 2 340 345 328 331 323 338 339 329 2673 334 350 1

Supplier 3 300 320 324 344 328 331 315 316 2578 322 338 2

Supplier 4 175 186 195 191 190 189 192 184 1502 188 197 8

Supplier 5 210 220 200 215 194 212 202 192 1645 206 215 7

Supplier 6 210 195 217 220 202 205 227 212 1688 211 221 6

Supplier 7 335 315 310 309 329 328 323 306 2555 319 335 4

Supplier 8 250 235 217 255 205 245 225 210 1842 230 241 5