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CCIT February 16, 2011

CCIT February 16, 2011. Solicitation Types and CMS Entries Presented by: Denise Kincaid and Brenda Lujan. C M S. CMS Records Are Showing:. Information that may not accurately describe the solicitation/selection method used; Inconsistencies in the solicitation/selection method chosen;

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CCIT February 16, 2011

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  1. CCITFebruary 16, 2011 Solicitation Types and CMS Entries Presented by: Denise Kincaid and Brenda Lujan C M S

  2. 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.

  3. Solicitation Fields in CMS 1. 2. 3. 4. 5. 6. • 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

  4. 1. Solicitation Fields in CMS . . .cont. Prior to Field Changes: • 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.

  5. Solicitation Fields in CMS . . .cont. Currently (After Field Changes): 1. • 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.

  6. 4. Solicitation Fields in CMS . . .cont. Prior to Field Changes: • 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

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

  8. Solicitation Fields in CMS . . .cont. Prior to Field Changes: 6. • All steps taken should be selected. N/A is the exception, not the rule. • List not alphabetical.

  9. 6. Solicitation Fields in CMS . . .cont. Currently (After Field Changes): • List now alphabetical.

  10. Questions? • 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.us • 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 Answers!

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