May Procurement Forum 5-15-2014

1. May Procurement Forum 5-15-2014

2. Agenda • Upcoming Training Opportunity with U.S. Bank • Norma Little • Statewide Bus Contract • John Leverett • State Contracts • Lee Costley • Travel Booking Contract • Jennifer Shelton • Service Bureau Year End Deadlines • Zac Felts

3. Upcoming Training Opportunity with U.S. Bank Norma Little, CPPB Office of State Procurement Credit Card Coordinator/Instructor 501-683-2217 Norma.Little@DFA.Arkansas.gov http://www.dfa.arkansas.gov/offices/procurement/Pages/creditCards.aspx

4. P-Card and Travel Card Liaisons Join us at the US Bank P-Card and Travel Card  Conference on Wednesday, May 21, 2014, at the University of Arkansas Cooperative Extension Service,  2301 S. University Avenue, Little Rock, AR. State Agencies Only (morning session) - 9:00 am to 11:30 am Colleges/University Only (afternoon session) - 1:30 pm to 4:00 pm 

5. Some of the topics that will be discussed in both the morning and afternoon sessions: • What is fraud? • Fraud Trends • Defending Against Fraud • Fraud Case Lifecycle • Tips to Prevent Fraud • If you have any questions, please email creditcards@dfa.arkansas.gov • Note: UA Cooperative Extension does not allow food or open drinks in the auditorium.  Bottled water is allowed

6. 2014 School Bus Contract John Leverett Office of State Procurement Buyer 623-2222 John.Leverett@DFA.Arkansas.gov

8. 2014 Statewide School Bus Contract Where do I find it? Pricing Sheets Detailed Vehicle Specifications Vendor Award Summary

9. Ok. So where do you find information about the statewide school bus contract. First you need to go to the state procurement website. State Procurement Website > State Contracts > School Buses

10. Procurement In the column on the left, click on “State Contracts”.

11. The Procurement home page opens up. Now, in the bulleted column on the left, you click on State Contracts.

12. State Contracts In the search bar on the right, above the word “Buyer” type in the word “School”. This will show you the “School Bus” Contracts.

13. School Bus Contracts In the left column under “Commodity” click on “School Buses”.

14. School BusesPrice SheetsSpecifications Vendor Awards Summary

15. Pricing Sheets

16. Pricing Sheets: 5 different bus types: Type A – 30 Passenger, Type C – 48 Passenger, Type C – 78 Passenger, Type D – 90 Passenger FE & Type D – 84 Passenger RE These charts consist of the upper area which lists the different awarded vendors for each base bus, the make and model of each bus, the price of each base vehicle and the AASIS contract number which will apply to state agencies only. The lower portion of the chart contains the option number, a description of each option and a price by vendor for each option. Let’s take a closer look at the base vehicle area. As we move along the top line, you can see the column of awarded vendors. Then we have the make and model of each of the buses offered for sale. The price of each base vehicle and the AASIS contract number for state agencies.

17. Specification Sheets

18. Vendor Awards Summary

21. There are many contracts to choose from. All contracts currently in force are listed on the OSP website under “State Contracts”. • These contracts have been competitively bid and awarded and substantially conform to Arkansas procurement law. • When using these state wide contracts, you do not have to worry about split purchasing. • See the following examples

22. These contracts can be used for any dollar amount. There is no spend maximum per transaction. • The bid process in both a lengthy and an expensive process. These contracts have already been bid and awarded and are ready to use.

23. To find a complete list of available contracts, go to the Office of State Procurement website. • http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx • And select “State Contracts”

26. By clicking on the header titles at the top of the contracts page, (see the arrows on the previous slide) you can narrow your search to only contracts that are described by the header text, such as Cooperative, mandatory or green, etc.

27. Mandatory Contracts

28. Some contracts may come with a “contract at a glance” to give you a quick reference to the contract offerings. • See the next slide for an example

29. Contract At-A-Glance

30. Non-Mandatory Contracts

31. Non mandatory contracts are available for you to use, or you may bid the commodity or service if you choose to do so. • Intergovernmental contracts are the preferred method of procurement. State agencies doing business with other state agencies helps keep Arkansas money in Arkansas.

32. Inter-Governmental Contracts

34. You can also find Qualified Vendor lists on the website. • Remember when using a qualified vendor list, you must get a bid from every qualified vendor on the list.

35. Qualified Vendor List

36. The OSP website also lists contracts which are awarded to minority vendors. Using these contracts helps your agency toward achieving its goal of 10% minority spend.

37. Minority Vendor Contracts

38. Is your agency challenged to “Go Green” wherever possible? There are contracts which have green offerings.

39. Green Initiative Contracts

40. Cooperative contracts are contracts which allow cooperative purchasing. The Office of State Procurement has entered into agreements with several Cooperative Bidding Entities for commodities or services. • Arkansas may or may not have been the “Lead State” bidding the contract, but may have signed a participating addendum allowing state agencies to use a particular contract.

41. Cooperative Contracts

42. The next slide shows an example of a “user instructions” page for a cooperative contract. This page will detail the registration process & give contact information, should you have any problem completing the on-line registration.

44. OSP Policy – Cooperative Contracts This policy covers the procurement of goods or services from a cooperative contract. The statutes governing cooperative purchasing are found at Ark. Code Ann. §19-11-206, -249, and -256. The Office of State Procurement has approved specific cooperative contracts for use by state agencies and public procurement units. These contracts were competitively bid by the Cooperative entity in substantial compliance with the Arkansas Procurement Law. These contracts, in demand by agencies, are listed on the OSP website, State Contracts link. Some Cooperative entities make multiple contract awards. However, OSP only approves contracts on an individual basis and does not issue blanket approvals of all contracts offered by a Cooperative entity. Only the contracts listed on the OSP website have been approved as statewide contracts.

45. The next slide lists several of the more popular cooperative entities. • Participation in one cooperative contract does not imply blanket acceptance of every contract the Cooperative Entity offers. Each contract must be reviewed for substantial compliance with Arkansas procurement law, must be approved and have a signed participating addendum before it can be used by any state agency.

46. Well-Known Cooperative Entities • National IPA • NJPA • TCPN • Tips/Taps • US Communities • WSCA/NASPO

47. Jennifer Shelton Office of State Procurement Buyer 371-6055 Jennifer.Shelton@DFA.Arkansas.gov