Procurement Policy and Training: Now What?

Presented by Steve Krueger – Procurement Policy & Protest Manager

Cheryl Shaw – Procurement Training Manager

Melanie Buechel – Sole Source Oversight Manager

PROCUREMENT POLICIES

• Delegation of Authority (DES-090-00)

• Sole Source Contracts (DES-140-00)

• Emergency Procurements (DES-130-00)

• Direct Buy (DES-125-03)

• Complaints and Protests (DES-170-00)

• Agency Contract Reporting (DES-210-01)

Background—Existing Policies

Procurement Policy Vetting Process

Implementation

Public Review

Procurement Customer Advisory Group

DES Internal Review

Competitive Solicitation Policy

Competitive Solicitation Policy• Requirements

• Advertise (WEBS)• Promote Competition• Transparent• Complaints & Protests

• Requirements—When Applicable• Reciprocity• World Trade Organization• Prevailing Wage• Mercury Reduction• Electronic Product Preference• Recycled material preference• Funding Source Requirements

• Recommended Practices• Business Diversity• Environmental Considerations• Performance Based Contracts• Documentation

• Procurement Methodologies• Request for Quotes • Request for Qualifications and Quote • Invitation For Bid• Request for Proposal• Reverse Auction• Multistep• Two-Tier• Competitive Negotiations• Research Based• Recruitment Based• Phone Quotes

• Exemptions• DES Master Contracts• Direct Buy• DES Print Jobs• Surplus• Non-Profit Agencies for the Blind• Community Rehabilitation Programs• Purchases from Federal Programs• Food Grown in Washington

• Protest Bonds• Food Grown in Washington

• Decommissioning Best Buy

Questions:

steve.krueger@des.wa.gov (360) 407-9400

Other Procurement Policy Work

Procurement & Contract Training Update

Within each course:• RCW 39.26• Roles and Responsibilities• Risk and risk mitigation• Delegated authority• Ethics• Building relationships• Critical thinking• Content specific to Procurement and Contracting• Who to contact for help

What do learners need to know and do…..

• 17,700 Learners trained• 40,000 Courses completed• 6,000 New LMS users

Current

• CM101 75% Return– Objective Met 91%– Satisfaction with Course 89%– Able to Apply 87%

Ethics 68% Return– Objective Met 99%– Satisfaction with Course 98%

Executive Management 62%– Objective Met 97%– Satisfaction with Course 100%– Able to Apply 100%

Response from learners

“I would like to see additional training on the

following topics”

Contract Management Terms and Relationships IT Other Topics Posting process Types Writing contracts Leases Client service contracts Contracts WA State RCW’s Convenience contracts with

templates 2 Tier contracts Consequences Required contract

documentation Performance based criteria When contract vs purchase

order Evidence based monitoring OFM contracting management

system Details on contract

management Individual types of contracts Sole course contracts and tools

RFP, RFQ, RFQQ When to use RFQ or RFQQ What is a MOU or MOA Interagency & interlocal

agreements Public works and AE contracts CPR,ECMS, ICIS System Contractor vs employee Audit proof Customer relations-whatever I

can take OST manages state contracts

what is the relationship with DES

I am the CM and PM I would like a global approach as opposed to individual roles

Program mgr. vs contract officer

Contractor negotiations, best and final

Data sharing agreements IT contracts Remedy problems with

vendors, do not want to terminate

IT when to use purchase orders

DES policy on IT contract IT step by step workflow OCIO security standards &

policy 141 Software accountability &

record keeping

How to word a WEBS posting Specific examples Real life examples Federal funding Grants Project management and SOW Management skills Tracking budgets, tools Risk management Best practices 7 habits of highly effective

people Procurement process

management Public works Document tracking, budgets Performance based criteria

Survey FeedbackWA-State Contract Management 101 January-August 2015

I would like to see additional training on the following topics

Survey FeedbackWA-State Executive Management Purchasing and Procurement January-August 2015

I would like to see additional training on the following topics

Contract Management Risk Mitigation IT Other Topics

The process of completing a contract start to finish

Contract clauses and writing styles “the language of contracts”

Contract negotiation

What is the impact of exceeding the scope of a procurement

More examples

IT Contracts IT Procurement IT Risk Assessment IT Lease IT Purchase and RFP,

RFQ, RFQQ Software

accountability and record keeping

Negotiation training Ethics Examples of

documents RFB, RFP DES list of contract

staff with phone numbers

Critical thinking and problem solving

Public disclosure PRA overview with

non Pro employees Records

management Public works

Survey FeedbackWA-State Small Purchases January-August 2015

I would like to see additional training on the following topics

Contract Training Travel PCard Other Topics Review of current statewide

master contracts Coding of purchases and

explanation of contracts Step by step completion of

purchase orders DDA specific contract refresher

both with contracting Review ACD processes and best

practices DDA contract specific to SOW and

how it fits with Provider One model

How to find master convenience contracts

How to look up and read contracts Contract Management , identify

business on master contracts like Grainger

Cover more small purchases in depth with examples

When to use contract language on a purchase order

Sample of convenience contracts Look up and read contracts

State has an expectation on use of personal credit/debit cards necessary prior to cancelation of event

Travel cards Travel procurement charges

Initiating rentals without using PCard

Pcard in general OMWBE for PCard purchases Focus on Pcard use Purchase order vs PCard Why is pre-payment for a service

prohibited

How does the state make purchases without first making deposits

Conflict resolution Contract ethics ePlus system Complex computer usage Computer programs and training Gas card and working with

vendors How are vendors chosen IT master contracts More details with purchase orders Nuts and bolts of purchase

procedures Record keeping and records

management with retention schedules

Performance base contracts IT purchases Use of phones When to keep receipts Master contract process how are

vendors selected Find a master convenience

contract

Effective learning solutions meet the needs of the learner and organization by….

• addressing the issue• being cost effective• providing individual

& team growth and development

• confirming body of knowledge

Bits and Bytes

Available anywhere anytime

• Brief messages• Easily accessible• Quick to produce and

make available • Lead to other options

– Online course work– Subject experts live

Video

Governance Process-How to

General business

Online course work

eLearning Modules

• Complete one or the one’s that matter most now

• Complete all for full course credit

“Managing a Contract”

Module 1 Module 2

Module 3 Module 4

Working with Subject Experts

Workshops and webinars

• Hands on experience• Learn with others• Together grappling the

same problem

Expert

Combinations

Bit and Bytes

eLearning

Workshops

Next....

• Internal and External programs• Learning and Development• Sustainability

Thank you!

Questions?

Cheryl Shaw

Cheryl.Shaw@des.wa.gov

Information Technology Procurement Training

Why?

Procurement of IT Goods and Services =

Risk

• Systems and Parts (software, hardware, services)

• Operating Environment– Business, technical, procurement/contractual

strategic engagement and best practice protocols

– How to assess IT procurement effectiveness

• IT Sourcing – why and how is it different?

Discovery Phase

• IT Procurement / Contracting Forum IT Procurement Staff AAGs Business Managers Financial Managers IT Managers / CIOs WaTech (formerly OCIO, CTS and part of

DES)

Discovery Phase

• SWAT Team– Not your normal SWAT

• Proactive• Advisory• Mentoring• Issue Spotting• Project Management Assistance

• Continuing Education – Certification and Refresh

Discovery Phase

• Strategic Vendor Management– Enterprise/Individual Agencies

• IT Long Term Changes– Transitional Logistics/Planning

• Preliminary Research of training that already exists

Discovery Stage

Washington State Information Technology

Operating Environment – Procurement of IT Goods and Services

Key Players

Washington Technology Solutions (WaTech)

Chapter 43.41.A RCW Statewide IT Policy and Direction (formerly OCIO)

Chapter 43.19 RCW Statewide Applications (formerly DES)

Chapter 43.105 Statewide Utility Technology Provider (formerly CTS)

DESChapter 39.26.RCW Procurement of

Goods and Services

Agency Chief Information Officers/Procurement Professionals

IT Procurement Knowledge, Skills and AbilitiesConvergence of Business, Technical, Operations, Legal, Government

• Initial training – Intro to the IT Procurement• Available in early 2016• Development Team:

– WaTech Policy– DES Enterprise Procurement Policy– IT AAG– DES Training Delivery Team

• IT Procurement Training Project Lead– Becci Riley, DES Enterprise Procurement

Policy Manager

Initial Training

• What you will learn:– Washington State Operating Environment– Strategic Relationships

• Business, Technical, Legal, Procurement

– WaTech Role– DES Role

• Brainstorm / Future Topics / Development of Teams

Open to all!!!

Initial Training

Questions???

Becci Riley

becci.riley@des.wa.gov

Melanie Buechel

melanie.buechel@des.wa.gov

Thank You!