Procurement Forum

1. Procurement Forum January 19, 2012

2. Objectives • Provide a forum for learning and knowledge sharing • Increase interaction between OSP & the agencies • Improve AASIS usage • Reduce work steps/effort • Reduce paper • Improve compliance

3. Transparency Vendor Master Data Cleanup: • All vendor data entries will be in a Standard format. • Name 1 – Vendor name that matches IRS records • Name 2 – Continuation of Name 1 • Name 3 – DBA’S • Name 4 – Continuation of Name 3

4. Vendor records separated into new account groups • VEND – True vendors • AGCY – Agencies (replaces AGEN) • BOAR – Board & Commission Members • LGVT – Local Governments (County, City) • LEGI – State Legislators • GOVT – Governments (other states) • NTFP – Not for profit vendors • FRGN – Foreign vendors (Outside US) • More information will soon be on OSP web site.

5. Transparency Contract Cleanup: • Updating to the correct validity dates • Referencing po’s to outline agreements

6. Credit Cards • P-Card download • Travel card download

7. THINK PROCUREMENT PROGRAM

8. Implementation - July 1, 2012 to certify State of Arkansas agency procurement agents. • Certification will require the successful completion of a variety of classroom courses and webinars presented by OSP and AASIS, along with classes and webinars presented by other agencies. • Information regarding classes and webinars will be announced on the OSP listserv E-News. • Please check the training website often because class schedules, webinars and on-line classes are added on a regular basis.

9. CERTIFICATIONPROGRAM • Each certification level will have “core” and “elective” classes and webinars. Other training may be substituted with written approval of OSP. • Participants may not repeat a class, webinar or training session in any one year. • Tests for the classes will be administered by the instructor. The test for the webinars will be sent to the employee’s supervisor to administer. • For more information contact Renee Gates at 501-371-6066 or renee.gates@dfa.arkansas.gov.

10. BASIC CERTIFICATION LEVEL Step 1: One year of experience in public procurement AND immediate supervisor’s verification that your scope of work involves at least a 75% level of procurement responsibilities for the respective agency in a professional, not support-level, role. Procurement responsibilities include, but are not limited to, obtaining quotes for purchases up to $5,000.00. Step 2: Complete the requirements as listed on the OSP website for this certification level. Step 3: Successfully complete thetesting requirements as specified on the OSP website for this certification level. Step 4: Successful completion of the Basic Certification Level is a prerequisite for the Intermediate Certification Level.

11. INTERMEDIATE CERTIFICATION LEVEL • Step 1: Successfully complete theBasic Certification Level. • Step 2: Two years of experience in public procurement verified by immediate supervisor that your scope of work involves at least a 75% level of procurement responsibilities for the respective agency in a professional, not support-level, role. Procurement responsibilities include, but are not limited to, preparing written quotes with a maximum dollar value of $25,000.00. • Step 3:Complete the requirements as listed on the OSP website for this certification level. • Step 4: Successfully complete thetesting requirements as specified on the OSP website for this certification level.

12. ADVANCED CERTIFICATION LEVEL • Requirements for the procurement official certification are in development. OVERVIEW: Achieve three years of experience in public procurement verified by immediate supervisor. Procurement responsibilities include (but are not limited to) preparing Invitation for Bids, Request for Proposals and Request for Qualifications. These items usually exceed $25,000.00.

13. Buy Wise Podcasts A Capitol View Team Production

17. We’ve Come A Long Way

18. What happened to Mandatory Recycling & what do we do now?

19. Rare Earth!

20. Occupancy Sensing Switches require a special ballast for maximum lamp life

21. Say Good Bye

22. Compact Fluorescent or LED as an alternative to the incandescent lamp

23. 2012 State Vehicle Contract What’s New and How to Find It

24. State Contracts In the search bar on the right, above the word “Buyer” type in the word “Vehicle”. This will take you to the “Vehicles Page” of the State Contracts.

25. Vehicle Contracts In the left column under “Commodity” click on “Vehicles”.

26. Vehicles2012 Vehicle Specifications/Price SheetsContract At A Glance Life Cycle Costing

27. Contract At A Glance Choose Item#

28. 2012 Vehicle Specifications/Price SheetsVendor Award Summary

29. 2012 Vehicle Specifications/Price SheetsItems

30. Life Cycle Costing

31. Determining Life Cycle Cost Life Cycle Cost : Initial Investment (+) (PV)Vehicle Costs During the Life of the Vehicle (-) the Residual Value

32. Initial Investment Annual Fuel Costs Maintenance Repairs Depreciation Principal Vehicle Costs

33. Rule Promulgation - New • 2009 • 19-11-244 Protests • 19-11-265 Submission of Contracts • 2011 • 19-11-203 (14) Software Exemption • 19-11-901 Disabled & Blind Work Center Products & Services

34. Existing Rule Changes • 19-11-217 Training Required • 19-11-235 Responsibility, Tax Obligations • 19-11-245 Debarment, Tax Obligations • 19-11-1008 PCS Posting on OSP Website • 22-8-102 Vehicle Leases Solicitations by OSP

35. Sole Source Procurements Sole source policy and check list may be found on our web-site at http://www.dfa.arkansas.gov/offices/procurement/guidelines/Pages/default.aspx

36. Sole Source Procurements Sole source policy and check list may be found on our web-site at http://www.dfa.arkansas.gov/offices/procurement/guidelines/Pages/default.aspx

38. AASIS Information • Attaching documents to requisitions and purchase orders • Other uses for the “Services for Objects” icon

39. AASIS Attachments • Attaching documentation to a Purchase Order can be added when creating a Purchase Order using: • ME21N OR Can be added using: • ME22N – Purchase Order Change.

40. Attaching Documents to a Purchase Order Click the drop-down arrow on the “Service for Objects” icon to reveal a list of the types of documents that can be attached to a purchase order.

41. Attaching Documents to a Purchase Order Click “Create” to access the selections → Create Attachment Browse to the document that is saved, highlight the document, and click Open Message will appear at the bottom left of the SAP screen showing the attachment has been successfully attached.

42. Attaching Notes to a Purchase Order Service for Objects icon → Create Attachment → Create a note Create a title and type text in the text box Save by clicking the green check * Notes under this option may be viewed by others

43. Attaching URL to a Purchase Order Documents in the attachment list are identified by the title, type in a title that identifies the URL you are attaching. Copy the URL you want to reference, right-click in the address field and choose “Insert Clipboard.” After you have completed both fields, save the attachment by clicking the green check.

44. Attaching Personal Note to a Purchase Order A personal note can only by accessed by the creator of the note. Title must be created Type text in the text box Save by clicking the green check

45. Viewing Attachment List Transactions that allow you to view Attachment List – ME21N, ME22N, and ME23N – Purchase Order Display Click on Attachment List In the pop-up box, to display an item, highlight the item → click on glasses and your document will open in the program it was created

46. Attaching Documents in AASIS Summary • Use the “Service for Objects” icon to attach documents. • Attachments can be created from saved documents or documents created in the system.

47. Question and Answer

48. Response to Question # 2

49. Next Meeting • Thursday, February 9 • 10 – 11:30 • ASP