Meeting Notes

February 19, 2013 1:00 p.m. – 2:00 p.m.

Ziggurat Executive Boardroom, 8th Floor

Members Present: Charleen Fain-Keslar – DGS/PD, Michael A. Banuelos – FTB, Louise Lozoya – CalTrans, Kristina Wabinga –CalTrans, Dave Avera – DGS/PD, Ken Rider– CEC, Sherry Huber – EDD, Katie Garrison – CalRecycle, Jeannine Fenton – EDD, Daniel Q. Garza – DGC/PD, Don Mora - DGS/PD, Janice Yonekura – DGS/PD Guests: Kim Agustin – DGS/PD, Sam Mooc – DGS/PD

1. Introductions and Attendance

• Charleen Fain-Keslar presided, welcoming those present and inviting all to sign the attendance roster.

• Introductions were made for those in attendance. 2. PES Background:Engineering’s Role – Dan Garza

• The background of the PES workgroup was provided to the members. • Engineering’s role in the PES workgroup was explained to the members.

3. Audits/Specifications - Dave Avera

• A brief presentation was provided on the importance of purchasing specifications and how they relate to departments granted delegations authority. Attendees were informed of future plans to audit technical specification within purchasing transactions. Review of these documents will be in collaboration with the Department of General Services Office of Audit Services and the Procurement Division’s Engineering Branch and Delegations unit,

• A copy of a standard specification for High-End Multi-Functional Printers was shared and the group asked to provide any comments they may have. The PES workgroup will use this document as a basis to create a standard template when developing future standards.

DGS PES Workgroup Meeting Notes Page 2 of 3 February 19, 2013

4. Procurements:California’s Purchasing Trends – Kim Agustin • Provided a brief overview of the purchasing trends with a focus on buying “On”

Leveraged Purchasing Agreements versus buying “Off” Leveraged Purchasing Agreements.

• The trend is that a greater majority of commodities are purchased “Off” Leveraged Purchasing Agreements or through agencies’ delegated purchasing authority.

• The data analyzed was for State Agency Buys Recycled Campaign (SABRC) categories.

5. Final PES Draft Charter - Dan Garza

• A review of the PES workgroup draft charter was shared with the workgroup members. It was also explained that the workgroup would finalize the PES Charter.

6. Begin to Develop PES Goals/Targets – Dan Garza

• Dan fielded general questions on any action plans to be developed and responded that any action plans would be developed by the workgroup.

7. Adjournment – Charleen Fain-Keslar • Provided closing remarks and adjourned the meeting at approximately 1:55 p.m.

8. Action Items • Action items for the workgroup:

o Review the Draft PES Charter and providing comments no later than March 12, 2013

o Forward ideas on or input regarding possible work products for the PES workgroup.

o Bring a copy of your department’s purchase plan to assist in developing and prioritizing work outlined in the PES project plan.

Next PES Meeting MARCH 19, 2013

1:00 pm – 2:00 pm Ziggurat, Room 2-106, 2nd Floor

707 3rd Street, West Sacramento, CA

DGS PES Workgroup Meeting Notes Page 3 of 3 February 19, 2013

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C A L I F O R N I A D E P A R T M E N T O F G E N E R A L S E R V I C E S

PROCUREMENT DIVISIONEngineering Branch

Procurement & Environmental Standards Work Group (PES)February 19, 2013

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PERFORMANCE & ENVIRONMENTAL STANDARDS WORKGROUP

Welcome

OverviewBackgroundAudits/SpecificationsPurchasing TrendsPES CharterPES Goals/Targets

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Engineering Branch ServicesService Code/Regulation/Policy

Product specifications prepared by the department or any other state agency shall not be written with the intent of excluding goods manufactured, produced, grown, or otherwise originating in California. DGS-PD reviews and revises the procurement specifications used by state agencies in order to eliminate restrictive specifications and discrimination against the procurement or purchase of recycled products.

GC § 10302.6; PCC §12205 (Mandated);

The DGS-PD is a consultant to state agencies, departments and suppliers preparing technical specifications to eliminate restrictive and non-competitive purchases, reviewing solicitation for specification compliance, a resource in a protest on award and for acceptance testing.

PCC § 10300 PCC § 10318 PCC § 10320.5 (Mandated)

Approves other than lowest bid awards PCC § 10306 (Mandated)Establishes statewide acquisition technical specification standards to ensure that state achieves best valued procurements and meet legislative mandates.

PCC § 10307 (Mandated) PRC § 42240 (Mandated)

The DGS-PD must operate a group purchasing program to facilitate the purchase of energy efficient vehicles for state and local governments.

H&SC § 43810 et seq. (Mandated)

The DGS in consultation with the California Environmental Protection Agency, members of the public, industry, and public health and environmental organizations, provides state agencies with information and assistance regarding environmentally preferable purchasing including, but not limited to: Promoting environmentally preferable purchasing Developing and implementing a strategy to increase environmentally preferable purchasing. This may include the

developing statewide policies, guidelines, programs, and regulations. Coordinating with other state and federal agencies, task forces, workgroups, regulatory efforts, research and data

collection efforts, and other programs and services relating to environmentally preferable purchasing. Developing and implementing, to the extent fiscally feasible, training programs designed to instill the importance

and value of environmentally preferable purchasing. Developing, to the extent fiscally feasible, an environmentally preferable purchasing best practices manual for

state purchasing employees.

PCC § 12400 – 12404 (Mandated)

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SABRC Categories

Paper Products, $50,781,963.37

Printing & Writing Paper, $755,804.39

Compost, $8,951,522.14

Glass, $3,351,282.46

Lubricating Oils, $2,569,032.42

Plastic Products, $4,727,148.42

Paint, $3,197,219.25

Anitfreeze, $324.40

spend by category

Paper ProductsPrinting & Writing PaperCompostGlassLubricating OilsPlastic ProductsPaintAnitfreeze

www.dgs . ca .gov /buy i ngg reen

SABRC LPA vs. Delegated Purchase

$0 $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000

Paper Products

Printing & Writing Paper

Compost

Glass

Lubricating Oils

Plastic Products

Paint

Anitfreeze DelegatedPurchase

www.dgs . ca .gov /buy i ngg reen

PERFORMANCE & ENVIRONMENTAL STANDARDS WORKGROUP

PES Workgroup

Mission: Assist customer procurement professionals in improving policies andpractices and achieving best value procurements.

www.dgs . ca .gov /buy i ngg reen

PERFORMANCE & ENVIRONMENTAL STANDARDS WORKGROUP

PES Workgroup

CharterOverviewPurposeResponsibilities

Goals/Targets

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PERFORMANCE & ENVIRONMENTAL STANDARDS WORKGROUP CHARTER

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Revision History Revision Date Author Description

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Overview

In 2012, the Department of General Services, Procurement Division, Engineering Branch (EB) embarked on a process to improve our internal operations and better serve our customers, i.e. state procurement professionals. In a strategic planning process we listened to our staff and customers. The outcome, a direction for: managing delegations, improving service delivery, promoting competitive green acquisitions and expanding external service channels. Guiding these outcomes begins first with understanding the meaning of managing delegations. Managing delegations involves identifying the services provided by the EB and ensuring Procurement Contract Officials (PCO) can implement procedures to equitably fulfill these roles and responsibilities as outlined within the State Administrative and Contracting Manuals. It means providing clear, concise expectations in a transparent audit process. And, it means, providing technical assistance to PCOs for achieving best value competitively bid procurements. Once roles and responsibilities are understood the next step is to improve service delivery. Improving service delivery begins with partnering EB initiatives with the Procurement Authority Round Table (PART), fostering open communication specifically for assisting PCO and Purchasing Authority Contacts (PAC) and improving procurement policies and practices. Notably this partnership is the right choice. The result – a Performance and Environmental Standards (PES) Workgroup.

Purpose

A Performance and Environmental Standards (PES) Workgroup will assist customer procurement professionals in improving policies and practices and achieving best value procurements. Comprised of a consortium of procurement professionals and technical subject experts, the goal of the PES is to:

Provide guidance and assist procurement professionals in achieving best value, thereby reducing risk to procurement audits.

Reduce risk in the procurement process: cost, processing time and protests.

Create a transparent process and central clearing house for standards development.

Increase the state’s purchase of products lowering the state’s carbon footprint.

Convey performance and environmental studies and proposed legislation and regulations impacting purchasing activities.

Provide a means of coordination with other state and federal agencies, programs and work groups involving regulatory, research and data collection efforts.

Encourage participation by state agencies in initiatives to improve the environment and support government initiatives.

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Responsibilities

Scheduling and facilitation of the Performance and Environmental Standards (PES) Workgroup meetings is the responsibility of the Department of General Services Standards & Quality Control Manager or designee.

Team members’ responsibilities are:

Attend a monthly meeting, or as required. (More frequent meetings may be required.)

Adhere to Procurement Authority Round Table (PART) Bylaws.

Collaborate and establish a PES action plan.

Actively participate in decision making process.

Provide information related to team member’s department purchases, programs and/or government initiatives.

Provide monthly progress reports.

Present PES progress reports at PART quarterly meetings.

Schedule & Location

The Performance and Environmental Standards (PES) Workgroup shall meet on the third Tuesday of each month. 2013 PES Workgroup Schedule February 19th 1-2 PM March 18th TBD April 15th TBD May 20th TBD Additional meetings may be scheduled, as required. Meetings to be hosted by the Department of General Services (DGS) at DGS headquarters: The Ziggurat | 707 3rd Street | Room: to be determined* | West Sacramento, CA 95605 *the room location will be provided in the calendar invitation

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Resources

Department of General Services (DGS), Procurement Division (PD) Engineering Branch and

various units within PD.

DGS Buying Green Guide

Funding for special initiatives will be provided or budgeted by participating agencies/departments

as resources and fiscal constraints allow.

Principal Sponsor

Charleen Fain-Keslar, Standards & Quality Control Manager Procurement Division Department of General Services