procurement policy and training: now what? presented by steve krueger – procurement policy &...
TRANSCRIPT
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Procurement Policy and Training: Now What?
Presented by Steve Krueger – Procurement Policy & Protest Manager
Cheryl Shaw – Procurement Training Manager
Melanie Buechel – Sole Source Oversight Manager
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PROCUREMENT POLICIES
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• Delegation of Authority (DES-090-00)
• Sole Source Contracts (DES-140-00)
• Emergency Procurements (DES-130-00)
• Direct Buy (DES-125-03)
• Complaints and Protests (DES-170-00)
• Agency Contract Reporting (DES-210-01)
Background—Existing Policies
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Procurement Policy Vetting Process
Implementation
Public Review
Procurement Customer Advisory Group
DES Internal Review
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Competitive Solicitation Policy
Competitive Solicitation Policy• Requirements
• Advertise (WEBS)• Promote Competition• Transparent• Complaints & Protests
• Requirements—When Applicable• Reciprocity• World Trade Organization• Prevailing Wage• Mercury Reduction• Electronic Product Preference• Recycled material preference• Funding Source Requirements
• Recommended Practices• Business Diversity• Environmental Considerations• Performance Based Contracts• Documentation
• Procurement Methodologies• Request for Quotes • Request for Qualifications and Quote • Invitation For Bid• Request for Proposal• Reverse Auction• Multistep• Two-Tier• Competitive Negotiations• Research Based• Recruitment Based• Phone Quotes
• Exemptions• DES Master Contracts• Direct Buy• DES Print Jobs• Surplus• Non-Profit Agencies for the Blind• Community Rehabilitation Programs• Purchases from Federal Programs• Food Grown in Washington
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• Protest Bonds• Food Grown in Washington
• Decommissioning Best Buy
Questions:
[email protected] (360) 407-9400
Other Procurement Policy Work
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Procurement & Contract Training Update
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Within each course:• RCW 39.26• Roles and Responsibilities• Risk and risk mitigation• Delegated authority• Ethics• Building relationships• Critical thinking• Content specific to Procurement and Contracting• Who to contact for help
What do learners need to know and do…..
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• 17,700 Learners trained• 40,000 Courses completed• 6,000 New LMS users
Current
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• CM101 75% Return– Objective Met 91%– Satisfaction with Course 89%– Able to Apply 87%
Ethics 68% Return– Objective Met 99%– Satisfaction with Course 98%
Executive Management 62%– Objective Met 97%– Satisfaction with Course 100%– Able to Apply 100%
Response from learners
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“I would like to see additional training on the
following topics”
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Contract Management Terms and Relationships IT Other Topics Posting process Types Writing contracts Leases Client service contracts Contracts WA State RCW’s Convenience contracts with
templates 2 Tier contracts Consequences Required contract
documentation Performance based criteria When contract vs purchase
order Evidence based monitoring OFM contracting management
system Details on contract
management Individual types of contracts Sole course contracts and tools
RFP, RFQ, RFQQ When to use RFQ or RFQQ What is a MOU or MOA Interagency & interlocal
agreements Public works and AE contracts CPR,ECMS, ICIS System Contractor vs employee Audit proof Customer relations-whatever I
can take OST manages state contracts
what is the relationship with DES
I am the CM and PM I would like a global approach as opposed to individual roles
Program mgr. vs contract officer
Contractor negotiations, best and final
Data sharing agreements IT contracts Remedy problems with
vendors, do not want to terminate
IT when to use purchase orders
DES policy on IT contract IT step by step workflow OCIO security standards &
policy 141 Software accountability &
record keeping
How to word a WEBS posting Specific examples Real life examples Federal funding Grants Project management and SOW Management skills Tracking budgets, tools Risk management Best practices 7 habits of highly effective
people Procurement process
management Public works Document tracking, budgets Performance based criteria
Survey FeedbackWA-State Contract Management 101 January-August 2015
I would like to see additional training on the following topics
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Survey FeedbackWA-State Executive Management Purchasing and Procurement January-August 2015
I would like to see additional training on the following topics
Contract Management Risk Mitigation IT Other Topics
The process of completing a contract start to finish
Contract clauses and writing styles “the language of contracts”
Contract negotiation
What is the impact of exceeding the scope of a procurement
More examples
IT Contracts IT Procurement IT Risk Assessment IT Lease IT Purchase and RFP,
RFQ, RFQQ Software
accountability and record keeping
Negotiation training Ethics Examples of
documents RFB, RFP DES list of contract
staff with phone numbers
Critical thinking and problem solving
Public disclosure PRA overview with
non Pro employees Records
management Public works
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Survey FeedbackWA-State Small Purchases January-August 2015
I would like to see additional training on the following topics
Contract Training Travel PCard Other Topics Review of current statewide
master contracts Coding of purchases and
explanation of contracts Step by step completion of
purchase orders DDA specific contract refresher
both with contracting Review ACD processes and best
practices DDA contract specific to SOW and
how it fits with Provider One model
How to find master convenience contracts
How to look up and read contracts Contract Management , identify
business on master contracts like Grainger
Cover more small purchases in depth with examples
When to use contract language on a purchase order
Sample of convenience contracts Look up and read contracts
State has an expectation on use of personal credit/debit cards necessary prior to cancelation of event
Travel cards Travel procurement charges
Initiating rentals without using PCard
Pcard in general OMWBE for PCard purchases Focus on Pcard use Purchase order vs PCard Why is pre-payment for a service
prohibited
How does the state make purchases without first making deposits
Conflict resolution Contract ethics ePlus system Complex computer usage Computer programs and training Gas card and working with
vendors How are vendors chosen IT master contracts More details with purchase orders Nuts and bolts of purchase
procedures Record keeping and records
management with retention schedules
Performance base contracts IT purchases Use of phones When to keep receipts Master contract process how are
vendors selected Find a master convenience
contract
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Effective learning solutions meet the needs of the learner and organization by….
• addressing the issue• being cost effective• providing individual
& team growth and development
• confirming body of knowledge
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Bits and Bytes
Available anywhere anytime
• Brief messages• Easily accessible• Quick to produce and
make available • Lead to other options
– Online course work– Subject experts live
Video
Governance Process-How to
General business
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Online course work
eLearning Modules
• Complete one or the one’s that matter most now
• Complete all for full course credit
“Managing a Contract”
Module 1 Module 2
Module 3 Module 4
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Working with Subject Experts
Workshops and webinars
• Hands on experience• Learn with others• Together grappling the
same problem
Expert
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Combinations
Bit and Bytes
eLearning
Workshops
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Next....
• Internal and External programs• Learning and Development• Sustainability
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Information Technology Procurement Training
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Why?
Procurement of IT Goods and Services =
Risk
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• Systems and Parts (software, hardware, services)
• Operating Environment– Business, technical, procurement/contractual
strategic engagement and best practice protocols
– How to assess IT procurement effectiveness
• IT Sourcing – why and how is it different?
Discovery Phase
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• IT Procurement / Contracting Forum IT Procurement Staff AAGs Business Managers Financial Managers IT Managers / CIOs WaTech (formerly OCIO, CTS and part of
DES)
Discovery Phase
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• SWAT Team– Not your normal SWAT
• Proactive• Advisory• Mentoring• Issue Spotting• Project Management Assistance
• Continuing Education – Certification and Refresh
Discovery Phase
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• Strategic Vendor Management– Enterprise/Individual Agencies
• IT Long Term Changes– Transitional Logistics/Planning
• Preliminary Research of training that already exists
Discovery Stage
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Washington State Information Technology
Operating Environment – Procurement of IT Goods and Services
Key Players
Washington Technology Solutions (WaTech)
Chapter 43.41.A RCW Statewide IT Policy and Direction (formerly OCIO)
Chapter 43.19 RCW Statewide Applications (formerly DES)
Chapter 43.105 Statewide Utility Technology Provider (formerly CTS)
DESChapter 39.26.RCW Procurement of
Goods and Services
Agency Chief Information Officers/Procurement Professionals
IT Procurement Knowledge, Skills and AbilitiesConvergence of Business, Technical, Operations, Legal, Government
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• Initial training – Intro to the IT Procurement• Available in early 2016• Development Team:
– WaTech Policy– DES Enterprise Procurement Policy– IT AAG– DES Training Delivery Team
• IT Procurement Training Project Lead– Becci Riley, DES Enterprise Procurement
Policy Manager
Initial Training
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• What you will learn:– Washington State Operating Environment– Strategic Relationships
• Business, Technical, Legal, Procurement
– WaTech Role– DES Role
• Brainstorm / Future Topics / Development of Teams
Open to all!!!
Initial Training
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Questions???
Becci Riley
Melanie Buechel
Thank You!
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