Topics for this Session

1. Topics for this Session • Year End Guidance • Acquisition Planning • Going Green with Acquisitions • Smart Pay 2 • Prism Upgrade and User Tips

2. Division of Procurement Services Doug Anderson, Director Sandy George, Manager Jason Isaacs, Manager Karla Buttrey, Agency Program Coordinator

3. Preparing for Year End & Procurement Cutoff Dates and Forecasting

4. Benefits of Accurate Forecasting and Early Submission of Requirements to ARC: • Allows ARC to effectively plan use of resources in meeting your • needs. • Allows ARC greater potential to address unplanned situations at the • end of the fiscal year on your behalf. • Allows primary requisitioners to spread out responsibilities for • better workflow control. • Allows possibility that any excess funds can be returned to your • agency if awards occur early enough. • Allows vendor community more time to respond to your • requirements resulting in better technical and price proposals.

5. Forecast of Needs • Product/Service Description • Estimated Dollar Figure • Submission PR Package Date • Set Aside (if known) • Competition • Delivery Date or Beginning of Performance Period • Anticipated Length of Contract • Office Contact Name and Phone Number

6. Procurement Requisition Packages • Performance Work Statement • Delivery Date or Period of Performance • Special Conditions/Instructions • Independent Government Estimate • Technical Evaluation Plan • Market Research Documents • Sole Source, Limited Source, or Brand Name Justification • For Interagency Agreements only – Agency Locator Code • (ALC), DUNS number, and supporting documents

7. Fiscal Year 2009 Funded Actions Type of Action Due Date New Requirements <$25,000 Forecast – July 1/PR Packages – July 15 New Requirements >$25,000 Forecast – June 1/PR Packages – July 1 Option Renewals PR – 30 days prior to the first date of the option period being exercised

8. Fiscal Year 2010 Funded Actions (Starting in October 2009) • Fiscal Year 2009 Funded Actions Starting October 1, 2008

9. Fiscal Year 2010 Funded Actions (Starting in October 2009) (Continued) • Fiscal Year 2009 Funded Actions Starting October 1, 2008

10. Acquisition Planning • Forecasting • Identifying your requirements • Establishing acquisition team and timelines • Determine funding availability

11. Acquisition Planning The process by which the efforts of all personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the agency need in a timely manner and at a reasonable cost. It includes the overall strategy for managing the acquisition.

12. Identifying your Requirements • Conduct market research to see what is commercially available in the market and does it meet your needs • Identify what the customary commercial terms and conditions are • Consider mandatory sources of supply and small business requirements • Identify sources • Obtain technical and pricing information for research purposes

13. Establish Acquisition Team and Timelines • Determine who will participate on the team and what his/her role will be • Determine when the contract must be in place (consider when a current contract expires, when the new service or good must be received, security clearance requirements, etc.) • Based on this date, work a timeline that provides adequate time for each step in the acquisition process. • Validate availability of team members. Adjust either timeline or team members as appropriate.

14. Determine the Independent Government Estimate • Determine the Availability of Funds The answers to these issues may have an impact on the period of performance and contract line item structure. Funding

15. Acquisitions & Green Purchasing Consideration must be given to using environmentally and energy conserving products and services at the beginning of each acquisition process.

16. Do You Purchase Any of the Following Goods or Services: Paper or non-paper office supplies Computers or other electronic equipment Batteries Awards or plaques Signs Paint Light bulbs Vehicles, gasoline, oil, or tires Janitorial, landscaping, or construction products or services

17. Your Purchases Could Impact the Environment By: Containing hazardous or toxic chemicals that, if spilled or released, could pollute the air, soil, or groundwater Depleting the availability of natural resources if virgin or raw materials are constantly used Creating more waste in landfills that could pollute the soil and groundwater

18. Who is Required to Buy “Green”? All Federal Agencies and their contractors Pertains to all acquisitions regardless of dollar threshold Also applies to Federal purchase cardholders and to micro-purchases

19. Benefits of Buying Green Conserve natural resources and improve our environmental “footprint” Improve worker safety and health Reduce Federal energy use, greenhouse gas, emissions, and waste to landfills Stimulate new markets and create jobs Reduce liabilities Provide potential cost savings $$$

20. The Green Purchasing Program We must consider: Recycled Content Products & Services Environmentally Preferable Products Biobased Products Renewable Energy & Water-Efficient Products

21. The Green Purchasing Program Renewable Fuels or Fuel Efficient Products Non-ozone depleting Substances Low or Non-toxic Hazardous Chemicals Environmentally Benign Adhesives Environmentally & Economically Beneficial Landscaping

22. Determination Not to Buy Must be completed prior to solicitation if market research suggests that environmentally friendly or preferable products are: Not available competitively within a reasonable timeframe Do not meet performance standards Not available at a reasonable price

23. Resources “Green” purchasing guidance is available on the customer pages Contract Specialists will receive yearly training on buying “green” Applicable FAR clauses will be placed in orders and contracts

24. Government PurchaseCard Program Karla Buttrey Agency Program Coordinator CardProgram@bpd.treas.gov 304-480-7149

25. SmartPay 2 Transition • Issue – APC and FMs access issues • Correction – APCs worked with Citibank to help resolve access issues. We had to fix our access issues prior to being able to correct the other problem areas.

26. SmartPay 2 Transition • Issue – Hierarchy levels not assigned correctly • Correction – Worked with Citibank to correct/update the hierarchies.

27. SmartPay 2 Transition • Issue – Non-Cardholder information not setup correctly • Correction – Manually entered AO information in CitiDirect to be sure it was setup correctly. Citibank did not give us the ability to verify data before transitioning over.

28. SmartPay 2 Transition • Issue –Non-Cardholders did not receive emails from CitiDirect with temporary user name and temporary password • Correction – Citibank unsure of the process of emails being generated. If an AO was also a CH, the AO may not have received an email. Communicated this AOs. Non-Cardholders had to register card first to see non-cardholder hierarchy.

29. SmartPay 2 Transition • Issue – ASCs were not assigned properly • Correction – FMs had to resend ASC file to CitiDirect. This process was corrected by treating the customers as new customers.

30. SmartPay 2 Transition • Customers instrumental in providing feedback/data scrubbing information to the SP2 Team • Weekly meeting with Citi very helpful • All cards were delivered and available for use on November 29, 2008 • Single sign-on concept and real-time is a true benefit

31. After SmartPay 2 • Working with Citibank to get the generated emails that identify “new” statements to specify the service line and SP1/SP2. • Citibank is in the testing phases of the Program Audit Tool (PAT). ARC volunteered to be pilot to the PAT. This is a automated audit tool.

32. SmartPay 2 If you are still experiencing any issues or have any questions, please contact me at 304-480-7149 or email at cardprogram@bpd.treas.gov.