Topics for this Session

• Year End Guidance• Acquisition Planning• Going Green with Acquisitions• Smart Pay 2• Prism Upgrade and User Tips

Division of Procurement Services

Doug Anderson, DirectorSandy George, ManagerJason Isaacs, Manager

Karla Buttrey, Agency Program Coordinator

Preparing for Year End

&

Procurement Cutoff Dates and Forecasting

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.

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

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

Type of Action Due Date

New Requirements <$25,000

Forecast – June 1

PR Package – July1

New Requirements >$25,000

Forecast – May 1

PR Package – June 1

Option Renewals PR – 45 days prior to the first date of the option period being exercised

Fiscal Year 2009 Funded Actions

Fiscal Year 2010 Funded Actions (Starting in October 2009)

Type of Action Due Date

New Requirements <$25,000

Forecast – June 1

PR Package – July 1

New Requirements >$25,000

Forecast – May 1

PR Package – June 1

Recurring Requirements <$25,000

Forecast – June 1

PR Package – July 1

Type of Action Due Date

Recurring Requirements >$25,000

Forecast – May 1

PR Package – June 15

Option Renewals PR – 45 days prior to the first date of the option period being exercised

Interagency Agreements September 1

Fiscal Year 2010 Funded Actions (Starting in October 2009) (Continued)

Acquisition Planning

• Forecasting• Identifying your requirements• Establishing acquisition team and timelines• Determine funding availability

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 overallstrategy for managing the acquisition.

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

• 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.

Establish Acquisition Team and Timelines

• 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

Acquisitions & Green Purchasing

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

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

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

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

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 $$$

The Green Purchasing Program

We must consider:• Recycled Content Products & Services

• Environmentally Preferable Products

• Biobased Products

• Renewable Energy & Water-Efficient Products

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

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

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

Government PurchaseCard Program

Karla Buttrey

Agency Program Coordinator

CardProgram@bpd.treas.gov

304-480-7149

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.

SmartPay 2 Transition

• Issue – Hierarchy levels not assigned correctly• Correction – Worked with Citibank to correct/update

the hierarchies.

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.

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.

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.

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

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.

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.

SmartPay 2