1. CONTRACT MANAGEMENT BEST PRACTICES AND OTHER random STUFF DECEMBER 6, TPASS Contract Management Office (TCMO)

2. Common Acronyms: TPASS – Texas Procurement and Support Services
TCMO – TPASS Contract Management Office
TSB – TxSmartBuy
TXMAS – Texas Multiple Award Schedule
GCI – General Contract Information
VPTS – Vendor Performance Tracking System
VPR – Vendor Performance Report
TDEM – Texas Department of Emergency Management

3. All tpass Term and managed contracts can be found on our website

4. Term, managed and txmas contracts

5. What’s the difference? TERM CONTRACTS MANAGED CONTRACTS
Automated contracts that reside on TxSmartBuy (TSB)
Items conducive to an e-procurement environment
POs are generated at the time of purchase on TSB ( to contractor)
Typically awarded for a year, with 4 additional renewal periods
Contracts include: prison food and vaccines
MANAGED CONTRACTS
Non-automated contracts that do not reside on TSB
Usually agency-specific and not conducive to an e-procurement system
POs issued straight from customer entity to contractor
As with term, awarded for a year with 4 additional renewal periods
Contracts include: live pullets, catfish and alcohol/drug testing services

6. TXMAS CONTRACTS
Typically mirrors a GSA contract or other local or governmental entity contract
Contracts are awarded via an “offer packet” process
Have approved dealers who accept orders on behalf of the contractor, although dealers do not reside in the TSB system
Also reside on TSB system, but can accept offline orders through approved dealers
Contracts include: HVAC, tires, furniture, MRO, etc.
TXMAS contracts can be found at:

7. TxSmartBuy – Do I really have to???
State Agencies vs. CO-OPs – mandated use of TSB
TPASS contracts stipulate that only POs issued through TSB are eligible for contract pricing
For items on TSB, all orders against Term and TXMAS contracts must go through TSB, unless placed offline through an authorized TXMAS dealer
Purchasing outside of TSB, or offering state contract pricing outside of TSB, violates competitive procurement requirements (you’re not technically making a state contract purchase if you don’t use the TSB system as mandated in the contract)
Items purchased outside the system will not be covered by contract terms and conditions

8. Things you probably know (but I’ll remind you again)…..……
Be sure to sign up for Gov Delivery
Always check the GCI before each order, mainly on Managed contracts. This will ensure that you are aware of any price changes or other changes before making a purchase
FYI – The process to update contract dates on the TPASS website is separate. (Master list of contracts versus the GCI page)
If you want to add items to an existing contract or have TPASS establish a new contract for you, send an open market requisition to Open Market Requisition form can be found at:

9. Contingency contracts
Contracts that have been established and are activated in the event of an emergency or declared disaster – exception is the aerial spray contract for mosquito control, which can be activated by DSHS
POs issued by either TPASS or DPS based upon receipt of a STAR form approved by TDEM

10. Tcmo top ten list Top 10 things overheard in TCMO
“That’s not my price!”
“Just walk me through it”
“I didn’t know I was supposed to respond”
“I’m on the CMBL, why am I not getting any orders?”
“I never got the PO”
“Where does it say that?”
“You’re picking on me because I’m a small business”
“What’s this TxSmartBuy thing?”
“I didn’t know I had a state contract”
“Much like government rule of 1787, we won’t
subcribe to the whims of kings and dukes…..”

11. TCMO – By the numbers Priceless! TCMO
Term Contracts, with $602M in online sales
Managed Contracts, with $62M in sales (8 months ending Aug. 2012)
TXMAS Contracts, with $342.5M in offline/online sales
1,128 Total Contractors on Term/Managed Contracts
Total Contractors on TXMAS Contracts
15.2M Total Dollar Amount of One-Time Buy Contracts for FY12
7 Full-time TCMO Staff to deal with it all
Priceless!
“There are some issues you can handle, for everything else there’s
TCMO

12. Vendor Performance
TPASS
Vendor
Agency

13. Program Purpose
Reduce risk by providing information on past performance.
Aid purchasers in making a best value determination when selecting vendors.
Identify vendors with unethical business practices, repeated delivery and performance issues, or exceptional performance

14. Reporting Rules and References
“State agencies shall report a vendor's performance on any purchase of $25,000 or more…..” per Texas Administrative Code.
The Texas Government Code and as supplemented by Comptroller Rule delegates to CPA the authority to enforce contractor and vendor compliance.

15. Filing a Report
Reports are entered through CPA Web Applications Portal
Check with your agency Security Coordinator for access
Enter report within 60 days of item delivery or project completion (for services)
Exceptional and satisfactory reports are encouraged, not just complaints

16. Filing a Report, continued
VPR’s submitted either on purchase orders not issued by CPA or on purchase orders not deriving from CPA Term Contracts will be forwarded to the issuing agency for resolution.
TPASS will assist with VPRs on other agency’s contracts as resources allow.

17. Filing a Report, continued
TPASS will follow through with vendors not responding to negative reports within 14 days.
VPRs are subject to the Public Information Act.

18. For assistance or questions:
Kit von Wupperfeld
Vendor Performance Coordinator
Phone:
Fax:

19. Tpass contract management office
Bobby Pounds, Team Lead – (512)
Richard Olsen, Contract Specialist – (512)
Kristine Brock, Contract Specialist – (512)
Yvette Marietta, Contract Specialist – (512)
Erin Bennett, Contract Specialist (TSB) – (512)
Kit von Wupperfeld, Contract Specialist (Vend. Perf.) – (512)
Richard San Jose, Contract Specialist (TXMAS) – (512)
TCMO dedicated

20. Questions?