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American Recovery and Reinvestment Act Procurement of Goods and Services

American Recovery and Reinvestment Act Procurement of Goods and Services Presentation to State Agencies February 27, 2009 Consolidate procurement of goods and services whenever possible to maximize state and local purchasing power.

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American Recovery and Reinvestment Act Procurement of Goods and Services

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  1. American Recovery and Reinvestment Act Procurement of Goods and Services Presentation to State Agencies February 27, 2009

  2. Consolidate procurement of goods and services whenever possible to maximize state and local purchasing power. Use expedited procurement processes to accelerate benefits to Hoosiers and preclude any loss of Federal funds due to delay. Limit special procurements or the use of other non-competitive vehicles to maximize competition and accountability for the use of taxpayer funds. Use stimulus implementation to transform and improve government delivery systems throughout Indiana. American Recovery and Reinvestment Act Procurement of Goods and ServicesObjectives

  3. 2 weeks 1 month 2 weeks 2 weeks 1 week RFP Development Opportunity Advertisement Proposal Review Negotiations/ Award Notification Contract Finalization What: Development of deliverables and timelines; set vendor qualifications; Prepare RFP Who: IDOA and Agency What: Solicitation on the street; vendor conferences Who: IDOA What: Presentations/ discussions; Proposal evaluation Who: IDOA and Agency What: Price negotiation with vendor(s) and contract clearance checks Who: IDOA and Agency What: Finalize contract language and secure statutory approvals Who: IDOA, Agency, ATG, SBA, IOT American Recovery and Reinvestment Act Procurement of Goods and Services Request for Proposal (RFP) Process • Complex andProfessional Service Contracts

  4. Designation of lead stimulus procurement official by each agency. By March 6th, prepare and submit project data sheets. By March 13th, review major projects with IDOA to determine whether to use existing contracts or develop competitive procurements. Starting March 16th, designate agency team members and develop competitive procurements. American Recovery and Reinvestment Act Procurement of Goods and Services Agency Actions and Timeline

  5. American Recovery and Reinvestment Act Procurement of Goods and ServicesProject Data Sheet

  6. American Recovery and Reinvestment Act Procurement of Goods and ServicesAppendix • Other Purchasing Methods

  7. 1 week 3 weeks 2 weeks 2 weeks 1 week Bid Development Opportunity Advertisement Bid Review Vendor Negotiations/ Award Notification Contract Finalization What: Development of deliverables and qualifications, timelines; Prepare bid Who: IDOA and Agency What: Solicitation on the street; vendor conferences Who: IDOA What: Presentations/ discussions; Proposal evaluation Who: IDOA and Agency What: Price negotiation with vendor(s) and contract clearance checks and intent to award posting for 7 days (per IC 5-22-7.3) Who: IDOA and Agency What: Finalize contract language and secure statutory approvals Who: IDOA, Agency, ATG, SBA, IOT American Recovery and Reinvestment Act Procurement of Goods and Services Negotiated Bid Process • Used for commodity purchases

  8. American Recovery and Reinvestment Act Procurement of Goods and Services Vendor Negotiations 1 week 2 weeks 1 week Aggregate Spend Negotiate with Vendor Award Spot Purchase What: Agency determines quantity and available funds Who: IDOA and Agency What: Vendor Negotiations Who: IDOA What: Notify vendor; create necessary paperwork for payment Who: IDOA and Agency • This method is recommended to maximize savings when a contract for needed goods and services is already established.

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