1. May Procurement Forum 5-15-2014

2. Agenda Upcoming Training Opportunity with U.S. Bank
Norma Little
Statewide Bus Contract
John Leverett
State Contracts
Lee Costley
Travel Booking Contract
Jennifer Shelton
Service Bureau Year End Deadlines
Zac Felts

3. Upcoming Training Opportunity with U.S. Bank
Norma Little, CPPB
Office of State Procurement
Credit Card Coordinator/Instructor
ages/creditCards.aspx

4. P-Card and Travel Card Liaisons
Join us at the US Bank P-Card and Travel Card  Conference on Wednesday, May 21, 2014, at the University of Arkansas Cooperative Extension Service,  2301 S. University Avenue, Little Rock, AR.
State Agencies Only (morning session) - 9:00 am to 11:30 am
Colleges/University Only (afternoon session) - 1:30 pm to 4:00 pm 

5. Defending Against Fraud Fraud Case Lifecycle Tips to Prevent Fraud
Some of the topics that will be discussed in both the morning and afternoon sessions:
What is fraud?
Fraud Trends
Defending Against Fraud
Fraud Case Lifecycle
Tips to Prevent Fraud
If you have any questions, please
Note: UA Cooperative Extension does not allow food or open drinks in the auditorium.  Bottled water is allowed

6. 2014 School Bus Contract John Leverett Office of State Procurement
Buyer
My name is John Leverett and I buy vehicles and related items for the Office of State Procurement.
Today I’m discussing the new statewide school bus contract.

7. Isn’t this a beauty.

8. 2014 Statewide School Bus Contract
Where do I find it?
Pricing Sheets
Detailed Vehicle Specifications
Vendor Award Summary
Ok. So where do you find information about the statewide school bus contract.
First you need to go to the state procurement website. State Procurement Website > State Contracts > School Buses

9. Ok. So where do you find information about the statewide school bus contract.
First you need to go to the state procurement website. State Procurement Website > State Contracts > School Buses

10. Procurement In the column on the left, click on “State Contracts”.
The Procurement home page opens up.
Now, in the bulleted column on the left, you click on State Contracts.

11. The Procurement home page opens up.
Now, in the bulleted column on the left, you click on State Contracts.

12. State Contracts In the search bar on the right, above the word “Buyer” type in the word “School”. This will show you the “School Bus” Contracts.  
This is the State Contracts Page. Note the search bar on the right. (click)

13. School Bus Contracts In the left column under “Commodity” click on “School Buses”.
After you’ve typed in “School” in the search bar on the right and the School Bus Contracts page comes up. (click)

14. School Buses Price Sheets Specifications Vendor Awards Summary
Under the title line on this page there are three options:
Price Sheets
Specifications
& Vendor Awards Summary (click)

15. Pricing Sheets Pricing Sheets:
5 different bus types: Type A – 30 Passenger, Type C – 48 Passenger, Type C – 78 Passenger, Type D – 90 Passenger FE & Type D – 84 Passenger RE
These charts consist of the upper area which lists the different awarded vendors for each base bus, the make and model of each bus, the price of each base vehicle and the AASIS contract number which will apply to state agencies only.
The lower portion of the chart contains the option number, a description of each option and a price by vendor for each option.
Let’s take a closer look at the base vehicle area. As we move along the top line, you can see the column of awarded vendors. Then we have the make and model of each of the buses offered for sale. The price of each base vehicle and the AASIS contract number for state agencies.

16. Pricing Sheets:
5 different bus types: Type A – 30 Passenger, Type C – 48 Passenger, Type C – 78 Passenger, Type D – 90 Passenger FE & Type D – 84 Passenger RE
These charts consist of the upper area which lists the different awarded vendors for each base bus, the make and model of each bus, the price of each base vehicle and the AASIS contract number which will apply to state agencies only.
The lower portion of the chart contains the option number, a description of each option and a price by vendor for each option.
Let’s take a closer look at the base vehicle area. As we move along the top line, you can see the column of awarded vendors. Then we have the make and model of each of the buses offered for sale. The price of each base vehicle and the AASIS contract number for state agencies.

17. Specification Sheets
These are the base bus specification sheets. There is a specification sheet for the each of 5 different base buses.
The standard specifications list items such as:
Engine size
Type of transmission
Type of brakes
A description of the seating
Size of air conditioner
Front and rear heat
White roof
Tinted glass all inclusive

18. Vendor Awards Summary
The Vendor Awards Summary lists the contact information for each awarded vendor, including name, address, contact person, phone number, address and awarded items.
Next: Empower yourself. Use state contracts!

19. Empower yourself. Use State Contracts!

21. There are many contracts to choose from
There are many contracts to choose from. All contracts currently in force are listed on the OSP website under “State Contracts”.
These contracts have been competitively bid and awarded and substantially conform to Arkansas procurement law.
When using these state wide contracts, you do not have to worry about split purchasing.
See the following examples

22. These contracts can be used for any dollar amount
These contracts can be used for any dollar amount. There is no spend maximum per transaction.
The bid process in both a lengthy and an expensive process. These contracts have already been bid and awarded and are ready to use.

23. To find a complete list of available contracts, go to the Office of State Procurement website.
ment/Pages/default.aspx
And select “State Contracts”

26. By clicking on the header titles at the top of the contracts page, (see the arrows on the previous slide) you can narrow your search to only contracts that are described by the header text, such as Cooperative, mandatory or green, etc.

27. Mandatory Contracts

28. Some contracts may come with a “contract at a glance” to give you a quick reference to the contract offerings.
See the next slide for an example

29. Contract At-A-Glance

30. Non-Mandatory Contracts

31. Non mandatory contracts are available for you to use, or you may bid the commodity or service if you choose to do so.
Intergovernmental contracts are the preferred method of procurement. State agencies doing business with other state agencies helps keep Arkansas money in Arkansas.

32. Inter-Governmental Contracts

34. You can also find Qualified Vendor lists on the website.
Remember when using a qualified vendor list, you must get a bid from every qualified vendor on the list.

35. Qualified Vendor List

36. The OSP website also lists contracts which are awarded to minority vendors. Using these contracts helps your agency toward achieving its goal of 10% minority spend.

37. Minority Vendor Contracts

38. Is your agency challenged to “Go Green” wherever possible
Is your agency challenged to “Go Green” wherever possible? There are contracts which have green offerings.

39. Green Initiative Contracts

40. Cooperative contracts are contracts which allow cooperative purchasing
Cooperative contracts are contracts which allow cooperative purchasing. The Office of State Procurement has entered into agreements with several Cooperative Bidding Entities for commodities or services.
Arkansas may or may not have been the “Lead State” bidding the contract, but may have signed a participating addendum allowing state agencies to use a particular contract.

41. Cooperative Contracts

42. The next slide shows an example of a “user instructions” page for a cooperative contract. This page will detail the registration process & give contact information, should you have any problem completing the on-line registration.

44. OSP Policy – Cooperative Contracts
This policy covers the procurement of goods or services from a cooperative contract. The statutes governing cooperative purchasing are found at Ark. Code Ann. § , -249, and
The Office of State Procurement has approved specific cooperative contracts for use by state agencies and public procurement units. These contracts were competitively bid by the Cooperative entity in substantial compliance with the Arkansas Procurement Law. These contracts, in demand by agencies, are listed on the OSP website, State Contracts link.
Some Cooperative entities make multiple contract awards. However, OSP only approves contracts on an individual basis and does not issue blanket approvals of all contracts offered by a Cooperative entity.
Only the contracts listed on the OSP website have been approved as statewide contracts.

45. The next slide lists several of the more popular cooperative entities.
Participation in one cooperative contract does not imply blanket acceptance of every contract the Cooperative Entity offers. Each contract must be reviewed for substantial compliance with Arkansas procurement law, must be approved and have a signed participating addendum before it can be used by any state agency.

46. Well-Known Cooperative Entities
National IPA
NJPA
TCPN
Tips/Taps
US Communities
WSCA/NASPO

47. Jennifer Shelton
Office of State Procurement
Buyer

55. Service Bureau Year End Submission Deadlines
Zac Felts
Office of State Procurement
Staff Development Specialist

56. Service Bureau Year End Submission Deadlines

57. Service Bureaus
Roughly 70 small agencies that does not enter their own documents in the Arkansas Administrative Statewide Information System (AASIS).

58. Purchase Order Deadlines
May 12, Furniture (including items listed on the term contract or with Department of Corrections ACI) janitorial/lawn service bids, IT equipment, phone systems, software & software services. - These requests must include purchase justification in accordance with the current budget restrictions.

59. Purchase Order Deadlines
May 16, Printing, which includes all forms, printed envelopes, decals on contract or bid, etc, with prompt invoicing. - Printing from Department of Corrections, such as business cards, deadline is June 6.
May 30, Office supplies - Office Depot direct orders have a deadline of June 20.
June 23, Cell phones and air cards

60. Contract Renewals
Requests for renewal of contracts with an expiration date of June 30, 2014, should have been submitted no later than May 2, 2014.

61. After the Deadline
Requests received after these dates will be processed in a timely manner but OAS cannot ensure receipt before June 30, 2014.
Any requisitions sent after June 6, 2014, will need to have a memo attached from the Administrator indicating the need to process the requisition prior to June 30, 2014.

62. Contact Us
Zac Felts (501)
Karrie Duncan (501)

63. The End