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 [email protected]
•Rebecca [email protected]
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.
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: [email protected]. 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