Cooperative Procurement-The Good, the Bad and the Ugly

Presenters:Linwood SpindleEugene AndersonPaul HigginsPete Stamps

Cooperative Procurements

PolicyAPSPM 3.7

Cooperative Procurements

Review and Approval Process for Use of

Cooperative Contracts

Cooperative Procurements

When an agency identifies a procurement need and desires to utilize a cooperative contract, the following steps are undertaken by the agency and DPS:

Cooperative Procurements

Agency:

Completes the Annex 13-D form in the APSPM. Attaches a copy of the solicitation including all addenda and award documents.

Cooperative Procurements

Agency continued:A copy of the bidders list if the solicitation not posted in eVA.A statement that the cooperative contracts Scope of Work meets the requirements requested by the agency and why the agency would not benefit from competing their requirement.

Cooperative Procurements

DPS:Assigns a tracking number to the Annex 13-D form for tracking purposes and records the request on a database.

Cooperative Procurements

DPS:Assigns the request to the appropriate contract officer for review and action.

Cooperative Procurements

DPS:The contract officer reviews the request to ensure all information from the agency is attached and complete.

Cooperative Procurements

DPS:Reviews the current DPS State Contract List to verify an existing DPS contract isn’t available for the same or similar commodity. If an existing contract is found, additional information will be requested from the agency to justify why the existing DPS state contract does not meet their needs.

Cooperative Procurements

DPS:The Contract Officer reviews the request to verify the following:1. Does the solicitation contain the appropriate cooperative contract clause or language?

Cooperative Procurements

DPS continued:2. Does the solicitation include the DGS/DPS General and appropriate Special Terms and Conditions? If not, the Virginia Cooperative Contract Addendum will need to be completed.3. Was the solicitation advertised in eVA? If not, the Contract Officer will conduct an analysis of the bid list to determine if the appropriate number of SWaM’s were included and solicited.

Cooperative Procurements

DPS continued:

4. Determine if there would be a substantial impact on the SWaM community if the contract were approved.

Cooperative Procurements

DPS:Review the contract pricing to determine if it is deemed fair and reasonable and in the best interest of the Commonwealth. Verify the pricing schedule is not restrictive to the goods and services of the sponsoring agency of the contract.

Cooperative Procurements

DPS:Verify the contractor has the necessary registrations, licenses, certifications, etc. and is eVA registered.

Cooperative Procurements

DPS:Verify if the contractor is a resident of another state and that the appropriate state preferences were properly applied.

Cooperative Procurements

DPS:Contact the vendor and the issuing entity’s Contract Officer to notify them of DPS’s desire to approve the use of the contract and advise them of the changes necessary to permit its use. Send the Virginia Cooperative Contract Addendum and any special terms and conditions to the vendor for review and their signature.

 

Cooperative Procurements

DPS:

Once the vendor has signed the completed Annex 13-D form, return a copy to the agency.

Cooperative Procurements

DPS:

If the contract is appropriate and approved for statewide use, posts the notice on the Statewide Contract List.

Cooperative Procurements

AGENCY:

Issues an eVA purchase order against the cooperative contract.

Cooperative Procurements

Scenariosof

Cooperative Contracts