January Procurement Forum

2013

OSP Goals for 2013

More on-line training New statewide contracts

Minority Business Enterprises

ACA 15-4-303 Lawful permanent resident of Arkansas

who is:▪ African American▪ Hispanic American▪ American Indian▪ Asian American▪ Pacific Islander American▪ Service Disabled Veteran

Agency budget review goals

Deduct all budget line items that are not discretionary

10% MBE goal will be established on the “NET” budget that is determined

Provide an obtainable/realistic 10% goal for agencies

Agency will be held accountable for the “NET” budget that is determined

Helpful tools

Searching the MBE Directory

Searching AASIS – XK03

MBE Certification Number

Can be found on the AASIS screen under ISR #

ZMINOR report

ZMM11 – Search for MBE by Material Group

For full instructions:

http://www.dfa.arkansas.gov/offices/informationServices/aasis/MM/Documents/ASC%20Tutorial_ZMM11%20Material%20Groups%20Assigned%20to%20Minority%20Vendor%20Report.pdf

Agency Budgets

Budget continued…

Professional and

Consultant Services (PCS)

• Amber Furgersonamber.furgerson@dfa.arkansas.gov501-371-6066

•Rebecca Keerebecca.kee@dfa.arkansas.gov501-371-6059

OSP-1 Form

For original contracts ONLY

The PCS Form

OSP-1 Form

• Contract Numbero AASIS – 45 or 46 Series #o RA – RA061501234

• Federal ID Number

• Vendor Number

• Minority Vendor

OSP-1 Form

• ABA• RFP• CB• RFQ• IG

• EM• SSJ• SSIA• SSL

OSP-1 Form

• ABA Procurement Method• Must follow the ABA process• Unless exempt agency

OSP-1 Form

• Partial-Cost Criteria• Evaluation Committee• Negotiations

OSP-1 Form

• Qualified Provider• Low Cost• Meets Specifications

OSP-1 Form

• Must have OSP approval• Most qualified vendor• Negotiate price after

OSP-1 Form

• Between governmental entities• PEER Review $25,000 + AR state to AR state agencies• No E.O. required• No disclosure required• No illegal immigrant required

OSP-1 Form

Endangered:• Human Life• Human Health• State Property• Functional Capacity

OSP-1 Form

•Sole Source by

Justification

• Sole Source by Intent to

Award

• Sole Source by Law

OSP-1 Form

• One provider• Letter of Justification• R1: 19-11-232 (e)• Contracts over $5,000• One year increments max• Answer all questions fully• Question #2 & #7

OSP-1 Form

•Public Advertisement

• Run for 5 consecutive days

• Statewide paper PLUS agency or OSP website

• Send copy of ad with contract

OSP-1 Form

• Compelled

• Court mandated

• Federal, state or local law

• Include court reference number

OSP-1 Form

• Initial term period

• Can not cross biennial year

• Can not start prior to review

OSP-1 Form

• Include official agency number

• Check box if Service Bureau

• Tracking numbers for agency’s use and benefit

OSP-1 Form

• Enter the value you plan on spending if the contract goes complete to finish of the job.

• Projected Total Cost is sometimes a “guess”

OSP-1 Form

• Enter compensation and reimbursable expenses (if any)

• Add total compensation and reimbursable together.

OSP-1 Form

• Repeat contract number at the top of each page

OSP-1 Form

• Percentages must total 100%• Identify funding source – Be specific but don’t overkill• Enter Fund and Fund Center• May use attachment but source, amount and percentage must still be in this table

OSP-1 Form

• Identify payment schedule

• How to be paid

• Performance evaluation

OSP-1 Form

• Identify objectives

• May attach Scope of Work, but summary must be complete and concise in the space provided

OSP-1 Form

Required for contracts $25,000+

EXAMPLES:

• Milestones/stages• Percentages of completion• Minimum accomplishments• Quality levels

OSP-1 Form

• List all attachments to the PCS contract• Attachments should be lettered or numbered

OSP-1 Form

Parts A, B, C & D:• Conflict of interest• Contracts with state• Legal controversy• Employee listing/ Agency/Provider relationship

OSP-1 Form

Section 11: Disclosure required

by Executive Order 98-04

• Disclosure form• Positive hit• Not required for IG contracts• Found on OSP website

OSP-1 Form

Section 12: Non-Appropriation

Clause

• 19-11-1012 (B) (11)• Mandatory for ALL contracts• Protects the state • If the state fails to appropriate money to the agency, the contract may be cancelled

OSP-1 Form

• Extension, amendment and termination process

• Up to 7 years from start of the contract in Section 2 – unless exempt from 7 year restriction

OSP-1 Form

Section 14: Authority

• Laws of Arkansas will govern• A.G. interpretation followed• Law updates will effect

OSP-1 Form

• Multiple contacts list according to their role

OSP-1 Form

Section 16: No Obligations Incurred

AGENCY SIGNATURE CERTIFIES NO OBLIGATIONS WILL BE INCURRED BY

A STATE AGENCY UNLESS SUFFICIENT FUNDS ARE AVAILABLE

TO PAY THE OBLIGATIONS WHEN THEY BECOME DUE

OSP-1 Form

• Correct OSP form

• No falsifications

• Qualified provider

• No conflict of interest

OSP-1 Form

• Funds are available

• No IG provider available

• Law and rules comply

• Projected total cost is fair

OSP-1 Form

19-11-1007Certification by agency

head

DEADLINES

• PCS deadlines on

website

• Call OSP if you can’t

make the deadline

Canon Solutions America

•Acquisition of Oce Imagistics by

Canon Inc.

•The change to Canon Solutions

took effect as of January 1, 2013

•Vendor account (0100201221)

was created and MUST be used

on any contracts or POs going

forward

•New contracts MUST be created

for CSA

How does this change affect you?

•All outline agreements and

purchase orders with an validity

end date of 01/01/2013 or later

must have that date changed to

12/31/2012 and new documents

created for the balance of the

contracted amount using the

new vendor number.

•Any new purchase orders/outline

agreements must be made to

CSA.

How does this change affect you?

•Payments for any invoices for

goods and services delivered

before January 1st should be

made using the old PO or

contract and the old vendor

account.

•The new vendor account has

been set up using a partner

function to have payments

diverted to an existing account.

How does this change affect you?

•Invoices will display the

letterhead of Canon Solutions

and will contain instructions to

remit payment to Oce Imagistics

International in Birmingham,

Alabama.

•The system has been configured

to accommodate this

arrangement.

Canon Solutions America

Questions?

Contact Jared Chaney

501-371-6156

Jared.chaney@dfa.arkansas.gov

WEX Fuel Cards

All State Agencies will transition to the WEX Fleet cards by January 31, 2013. If you have not completed the highlighted forms below, you should do so immediately and email to: leanne.lewis@wexinc.com. The forms are located on the OSP Website under Credit Cards. Call 501-324-9316 & ask for the Credit Card Section if you need assistance or have questions.

Next Meeting

Next Meeting: February 1410 – 11:30

UA Cooperative Extension Auditorium

South University Avenue