1. Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR December 17, 2007

2. Page 2 Purpose of the session: The purpose of the training session is to review the new process and procedure for agencies, colleges and universities to ask State Purchasing for the authority to exceed their DPA for RFQs. This training session will provide you with an explanation of how these requests will be handled by SPD. In addition you will learn how agencies and universities will handle purchases that are exempt from the OCGA and GPM and how agencies and universities will handle purchases requiring an NOIA. These enhancements provide the following: ▪An easy method to post solicitations that are exempt from the OCGA and the GPM ▪An automated process that enables an agency, university or college to request authorization from State Purchasing to exceed their DPA ▪Ability for agencies, universities and college granted approval to post a solicitation that is over $100,000 to subsequently post the NOIA for that solicitation

3. Page 3 Session objectives: By the end of the session you will be able to:  Describe the process an agency or university will follow to request authorization to exceed their DPA for RFQs.  Describe how SPD will handle that request including who is responsible for receiving the request, for responding to the request, and for monitoring the request  List and explain the three possible responses an agency or university requesting authorization to exceed their DPA will receive from SPD  Identify how an agency or university will post exempt solicitations on the GPR  Identify what are exempt solicitations  Describe how to post an NOIA for recommended awards over $100,000

4. Page 4 Start with entering the GPR:

5. Page 5 Click here to by-pass this first screen

6. Page 6 Click here to access Bid Processing to the GPR

7. Page 7 This is the Level 6 (APO/UPO and Sr. Buyer Level) Menu New item on the menu!

8. Page 8 This is the Menu for Level 1 and 2 Menu for Agency/University staff (Note that Level 0 only has eQuote availability and Level 1 and 2 cannot post the NOIA)

9. Page 9 What are the Steps We Will Review 1 st Screen Decision-Tree for Agencies, Universities, and Colleges that are to follow purchasing policies and procedures in the OCGA and GOM ▪Exempt Purchases ▪Non-exempt Purchases

10. Page 10 Posting a Bid when DPA is not a Factor because the Purchase is Exempt: Here is the First Screen that Appears: No is the default

11. Page 11 Example: A Level 2 buyer has a bid that is falls under one of the Exempt categories Click Yes

12. Page 12 Blow-up of the Red Box

13. Page 13 Type of Exemption Must be Indicated

14. Page 14 Example

15. Page 15 Justification and explanation must be included (further down the screen shown previously):

16. Page 16 DPA Override because bid is Exempt

17. Page 17 Posted—without SPD (agency may set up it’s own restraints)

18. Page 18 Email sent to vendor

19. Page 19 Email sent to buyer

20. Page 20 Example: Level 2 Buyer has a bid that is non-exempt but is under the DPA of 100,000 Click No

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22. Page 22 Blow-up of the Red Box

23. Page 23 Under Agency’s DPA Note that Agency DPA is listed

24. Page 24 Email to Vendor and to Buyer

25. Page 25 Example—Level 2 Buyer has a Non-exempt bid over the DPA of $100,000—here is the process Agency wants to request a one-time exceed DPA APO/UPO or designee sends the completed request form to SPD email address: CCMRouting@doas.ga.gov SPD receives and process request and communicates with requester SPD will assign a number to the request and email it to the requester with the request form the SPD authority decision When agency personnel posts the solicitation in GPR, the solicitation must include the SPD approval or conditional approval number Solicitation SPD will respond to the solicitation based on the criteria indicated on request form

26. Page 26 Buyer Submits Form to SPD (approval from APO/UPO)—using CCMRouting@doas.ga.gov

27. Page 27 Form is located on the SPD Standard Forms Page under Operational Documents Section

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29. Page 29 SPD Notifies Buyer of Decision In this example, buyer with approval to post solicitation above DPA begins the process…

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31. Page 31 Message pops up

32. Page 32 Box appears—for buyer to write in justification: Provides pre-approval information

33. Page 33 After attempting to post the bid, the following appears…

34. Page 34 And what appears on the buyer’s initial screen

35. Page 35 Meanwhile, back at SPD To view the bid Decision to be made by SPD

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37. Page 37 SPD reviews log which, in this example, indicates agency buyer was given complete authority to post the bid and make the award

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39. Page 39 Buyer gets this email—also an email indicating vendors have been notified and vendors are, in fact, notified

40. Page 40 Not on initial screen anymore

41. Page 41 Fast Forward—Bid closes and now is in pending status…

42. Page 42 Attempt to award….

43. Page 43 But needs the NOIA! Level 2 Buyer is not able to post the NOIA—that must be done by Level 6 Buyer

44. Page 44 Level 2 buyer not able to post NOIA—option is not on the menu

45. Page 45 Agency or University Level 6 Buyer can do this…option is on the menu

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50. Page 50 10 days go by…and the status changes

51. Page 51 Award is made

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53. Page 53 Example: Level 6 Buyer posts a bid over DPA of $100,000 without first submitting form to SPD

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55. Page 55 Again, Buyer gets the message

56. Page 56 And SPD gets the notice…

57. Page 57 In this example, SPD maintains total authority

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59. Page 59 Buyer gets this email…

60. Page 60 Example: Buyer posts bid over DPA after submitting the form and receiving a response of CONDITIONAL APPROVAL

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63. Page 63 To SPD….

64. Page 64 This time authority is returned to the agency…but CONDITIONALLY

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66. Page 66 Buyer gets the following email…

67. Page 67 Other Example:.Buyer from Organization Exempt from OCGA and GPM (such as the GA World Congress Center)—does not get that first screen and just posts the bid

68. Page 68 Example: Buyer from Agency with DPA less than $100,000. Solicitation is for greater than DPA. Approval already provided by SPD

69. Page 69 In Rationale section

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71. Page 71 SPD has given authority…

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73. Page 73 Email confirming

74. Page 74 Fast forward time….

75. Page 75 No NOIA is required

76. Page 76 SPD Menu Items—to track, monitor and audit

77. Page 77 Questions? ? Gayle.porster@doas.ga.gov training@doas.ga.gov 404-656-6131