Mukesh Patel

Sr. Business Analyst

Tips and Tools for the Georgia Procurement Registry

APRIL 2017

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Agenda

Manage user profile: Review agency information, Setup security question(s)

and answer(s), Change existing user profile, Security roles, Lockout warning,

Unlock account.

Bid components: List the required components of a bid in order to make it

clear, complete, and easy to understand.

New Sole Source: Describe the steps and workflow of the new Sole Source

process in the GPR

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Georgia Procurement Registry ( GPR)

eSourceeRFx

TeamWorks Team Georgia

Marketplace (TGM)Sourcing Events

eRFx

Georgia Procurement Registry (GPR)

• Paper Bids RFx• Sole Source

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Review Agency Information

Review Government Entity Information data and start your agency data clean-up efforts by deactivating inactive users and granting correct access to your active GPR Buyers.

Implement better onboard and offboard process of your procurement staff related to internal or external enterprise applications.

Navigate to DOAS site Home page > State Purchasing > Purchasing Tools > and click on GEORGIA PROCUREMENT REGISTRY LOGIN link.

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Agency/College And University Procurement Officer (APO/CUPO) List

New APO/CUPO can submit SPD-OP001 / Designation of State Entity Procurement Officer (APO or CUPO) form for approval by the DOAS-SPD Assistant Commissioner.

Navigate to DOAS site Home page > State Purchasing > Suppliers > Bid and Contracts and click on public link Agency/College And University Procurement Officer List to review APO/CUPO list.

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Government Entity InformationBuyers Account expiration days

Helpdesk completed setup of default account expiration time anywhere from 60 days to 120 days depends on agency’s bids posting activities.

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Functions:

• Setup User Profile

• Security roles

• Lockout warning

• Forget Password / Unlock account

Purpose:

• Post Notice of Intent to Award (NOIA)/Notice of Award(NOA) or Conference

related documents for Sourcing Events

• Receive State Purchasing Division (SPD) alerts

• Improve communications between Contact Center and End User

• Review reports

• Set buyers application level security

Manage User Profile Bid Components New Sole Source

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GPR User Management

• APO/CUPO can use any user management options to Add, Edit, Deactivate, or Reactivate procurement user profiles.

• Navigate to DOAS site Home page > State Purchasing > Purchasing Tools > and click on GEORGIA PROCUREMENT REGISTRY LOGIN link > Main Menu.

Manage User Profile

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Security Roles

Functions \ Security Role eSource onlyLevel 0

Agency Buyer Level 1

Agency Buyer - Mid Level 2

Agency Manager APO/CUPO Level 6

Post/Maintain eSource bids Yes Yes Yes Yes

Post/Maintain bids Yes Yes Yes

Maintain Documents Yes Yes Yes

Edit Profile Yes Yes Yes

Review Agencies Yes Yes Yes

Review and Email to Vendors Yes Yes Yes

Update/delete bids posted by other agency buyer within agency

Yes Yes

Below table describes the GPR functions at different security levels. APO/CUPO required to select appropriate security levels when creating / modifying GPR users.

Manage User Profile

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Functions \ Security Role eSource onlyLevel 0

Agency Buyer Level 1

Agency Buyer -Mid Level 2

Agency Manager APO/CUPO Level 6

Customize GPR layout Yes

Add / Update buyer profiles within the agency

Yes

Update agency information Yes

Eligible to be APO's role Yes

Security Roles

Manage User Profile

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Add User

Navigation: Main Menu > Buyer Information > Add Buyer or Procurement Staff Profile

Every Strategic Sourcing Event Buyer from TGM requires credentials in GPR. APO/CUPO has access to add new/edit users, activate/deactivate existing users and provides GPR security access.

Manage User Profile

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Confirm End User Registration

Newly added end user will receive email alert with temporary password to confirm / continue registration and setup Security Questions and Answers for Forget Password and Unlock the account.

Manage User Profile

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GPR buyer will get alerts from system for no activity until X number of days based onagency setup and then user will be locked from the system.

Lockout Warning

Warning

Locked-out

Manage User Profile

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Self Unlock / Forget Password

End user account will be locked out after 5 unsuccessful attempts made to login. You can click on Forget Password or Click here options to reset your password and unlock the account.

Manage User Profile

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Reset Password / Unlock Account

System validates your email account.

Enter answers to security questions.System validates Security Questions and Answers.

Enter new password.

Manage User Profile

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Functions:

• Government type

• Use of systems

• Bid header

• Bid description

• NOIA Process

• Attachments

• Review bids on public portal

Purpose: List the required components of a bid in order to make it clear, complete, and easy to understand.

Manage User Profile Bid Components New Sole Source

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Use of Systems by Government Types

BOR / University Systems

Locals -Cities/Municipalities/

Counties/K-12 Schools

State Agencies

eSource eRFX

Georgia Procurement Registry (GPR)

• Paper Bids RFx• Sole Source /Consortia

TeamWorks TGMeRFx

electronicpaper

Bid Components

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Bid Header

Do not use electronic bid numbering for Sole Source and Paper Bids.

Issuing Officer Contact Info.

Do not end on state holiday. Do not end outside normal DOAS SPD business hours.

Bid should be for correct Fiscal Year.

Bid Components

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Bid Description

Up to 2000 chars Check hyperlinks Check addendum comments Edit your standard comments Remove Special character ¿ at source system Use Post Prebid Conference Information menu

Bid Components

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Bid Description beyond 2000 chars

Bid Components

TeamWorks TGM

GPR

Recommendations:

Use Comments and additional attachments

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Setup NOIA for Sourcing Events

Navigation: Main Menu > Bid Processing > PeopleSoft Menu > Set NOIA Flag > Select Under Evaluation Sourcing Event

Estimated Award

Amount < $250K

5 business days

15 calendar days

Yes

No

Bid Components

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Bid Cancellation

• Cancel all cross-referenced transactions when bid is cancelled• Use SPD-SPR014 form for Solicitation Cancellation Notice

Bid Components

TeamWorks TGM

GPR

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Bid Attachments

Review Bid Details Documents section from GPR Public Bid Search page

View Attachments link is visible only for TeamWorks TGM Sourcing Events and will take you to review / download attachments on public view of Team Georgia Marketplace Bidder and Supplier Portal.

Bid Components

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Attachments Checklist

File size up to 50 GB each Upload NOIA / NOA / Conference

/ Administrative error documents Run Reports / Public Queries

Use of 7-stages Forms Cross reference RFQC Check addendums Check links for site reference

or for additional attachments Check formula / macro File name up to 60 Chars

Bid Components

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GPR Bid Cleanup Activities

Purpose: GPR faster performance and follow State Records Retention Schedule GASC-01-004 “Bids and Competitive Selection Records”.

Activities:

• Bids that closed/ended prior to 12-31-2014 that continue to maintain a pending status of Notice Of Intent To Award (NOIA), OPEN or UNDER EVALUATION will be modified to “CLOSED” status.

• All bids with a date (Awarded/ Last Modified) on or before 06-30-2004 will be deleted from the GPR database. Deleted bids cannot be recovered.

Recommendation: Posting entities may need to preserve a print-out from the GPR and a copy of the documents that were posted in their own contract files.

GPR Navigation: Login to GPR > Posting Bid Notices and Documents > Bid Processing > Agency Bid Search > (Select date range) > Search

Bid Components

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Current state: Use SPD-PS020 form to justify sole-source procurement.

Future state: On-line version of Sole Source SPD-PS020 form with built-in approval workflow. APO/CUPO setup requires to enable approval workflow.

Manage User Profile Bid Components New Sole Source

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Sole Source with Contract Estimated Value < $25,000

Sole Source with Contract Estimated Value < $25,000

No Sole Source PostingOpen Market Purchase

New Sole Source

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Sole Source posted by State Purchasing Division (SPD) and non-state entities Buyers

Buyer posting Sole Source with any Contract Estimated

5 business days for estimated contract value

< $250,000 & 15 calendar days for

estimated contract value >= $250,000

No approval require

State Purchasing can do Sole Source postings for other agencies with Requisition Number as an additional information to cross reference with other internal transactions .

New Sole Source

Suppliers

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Sole Source posted by state entities Buyers for Contract Estimated value < $500,000

5 business days for estimated contract value

< $250,000 & 15 calendar days for

estimated contract value >= $250,000

BuyerPosting

Sole Source

Reject

Email alert

Ap

pro

ved

GPR Bid Search Portal

Contract estimated value < $500,000

APO/CUPOApproval process

Approved

Note: Sole Source posted by APO/CUPO < 500K – No approval needed

New Sole Source

Suppliers

process

email alerts

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Sole Source posted by state entities Buyers for Contract Estimated value >= $500,000

5 business days for estimated contract value

< $250,000 & 15 calendar days for

estimated contract value >= $250,000

BuyerPosting

Sole Source

Reject

Email alert

Approved

Reject

ApprovedGPR Bid Search Portal

Contract estimated value >= $500,000

APO/CUPOApproval process

SPDApproval process

Approved

New Sole Source

Suppliers

process

email alerts

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Sole Source posted by state entities Buyers for Contract Estimated value over the

Agency DPA limit

5 business days for estimated contract value < $250,000 & 15 calendar

days forestimated contract value

>= $250,000

BuyerPosting

Sole Source

Reject

Email alert

Approved

Reject

ApprovedGPR Bid Search Portal

Estimated Contract Value > Agency DPA

limit

SPDApproval process

APO /CUPO

Approval process

Approved

New Sole Source

Suppliers

process

email alerts

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Buyer - Post a Sole Source

Navigation: Buyer Login to GPR > Main Menu > Bid Processing > Sole Source Notice Menu > Post New Sole Source Notice

• Entity Information

• Request Submitted By

New Sole Source

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Buyer - Post a Sole Source

• Bid Description• Request Details• Supplier

Information• 2000 chars limits

New Sole Source

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Buyer - Post a Sole Source

• Scope of Work• Justify Sole Source• 2000 chars limits

New Sole Source

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Buyer - Post a Sole Source

• System allows you to upload attachment only after your selection of 5-digit category codes.

• Letter from original manufacturing is the mandatory document.

• Upload additional documents, if needed.

New Sole Source

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Submit Sole Source for approval

New Sole Source

End user will receive confirmation screen after submitting Sole Source and notifies APO/CUPO or SPD for review and approval.

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Approval Workflow Emails

Email alert for APO/CUPO to approve Sole Source

New Sole Source

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Email alert for SPD to approve Sole Source

Approval Workflow Emails

New Sole Source

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Sole Source Approval Process

New Sole Source

APO/CUPO or SPD will have additional GPR access of Sole Source sub-menu to approve Sole Source notices awaiting their actions.

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Sole Source Approval Process

New Sole Source

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If estimated contract value is above 500K and Approved Then

If estimated contract value is below 500K and Approved Then

If Sole Source is rejected Then

Sole Source Approval Workflow

New Sole Source

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Training

Sole-Source Purchasing (7070W)eLearning option

Estimated Time: 1 Hour to 1.5 Hour

Activity SummaryFollowing the completion of this module, you will be able to define and explain what is a sole-source, describe and recognize how sole-source varies from other purchase types, analyze rules for sole-source purchases, and list specific examples of sole-...

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QUESTIONS: Procurement Helpdesk Phone: 404-657-6000 procurementhelp@doas.ga.gov

Questions