1. Welcome and Introductions
Sarah Cering, Section Manager, Policy, Training and Customer Services Branch -
Sarah Cering opened the meeting to welcome all attendees. A full agenda is planned with updates from CalPCA, Department of General Services (DGS), Policy, Training & Customer Service Branch - Purchasing Authority Accreditation, FI$Cal, Office of Small Business and Disabled Veterans Services (OSDS) - Consolidated Annual Report (CAR), Intake and Analysis Unit (IAU) and from California Department of Technology (CDT).
2. California Procurement & Contracting Academy (CalPCA) Updates
Joseph Watkins, Manager, CalPCA -
CalPCA strategic plan 2017 goals: 1) Complete Phase 1 of Learning Management System (LMS) Implementation 10% completed; Local Provider, Blackboard became the LMS for CalPCA. Blackboard will help meet online, on- demand class needs. 2) Develop a CalPCA Executive Management Training Certificate plan – 5% completed, work together with GOV AG and CalHR; total of 7.5% completed.
1. Basic Acquisition Certificate- Reduced to 4 days in class and 4 days online to equal an 8 day course instead of 10 days. There will be one more BAC, “Big BAC” in February, May, June and April. It will be a 5 day course, Monday – Friday, 9am-4pm with longer breaks and will be located in the Ziggurat Auditorium. More teachers will be instructing the class.
2. Annual CalPCA Student Survey
3. CalPCA Advisory Council – acting upon requests, we are asking for more volunteers.
3. Purchasing Authority Accreditation
Ricardo Martinez, Chief Branch Policy, Training & Customer Service-
GSW Committee, comprised of nine state agencies, met on a monthly basis and reviewed the Purchasing Authority Accreditation presentation which was well received. We welcome any opportunity to meet with you and discuss any concerns/issues that you may have.
Accreditation is a data driven approach when granting purchasing authority to state agencies. As a result of accreditation, purchasing authority is granted in 1 of four “Tiers”. Each Tier has a purchasing authority dollar threshold in which state agencies will be listed based on their Accreditation approval. Tier 1 has the minimum purchasing authority dollar threshold and Tier 4 for the highest purchasing authority dollar threshold.
We are moving from an annual renewal to a comprehensive review every three years. State agencies no longer need to submit an application in order to maintain purchasing authority. Instead, PD will initiate contact with the state agency prior to their scheduled assessment month to request documents (such as P&P manual). The triennial cycle will be comprised of year 1 –OAS Audit, year 2 – PA Accreditation, year 3 – Internal Audit (Tier 4 only)
Accreditation will validate compliance with laws and policy and assess state agency’s capability.
Year 1 / Year 2 / Year 3 / Year 1 / Year 2 / Year 3OAS
Audit / PA
Accreditation / Internal
Audit / OAS
Audit / PA
Accreditation / Internal
Audit
Compliance:
• Internal procurement policies and procedures.
• Reporting data.
• SB and DVBE goals.
• Follow-up on audit findings and deficiencies.
• Improvement plans with follow-up.
• Procurement file reviews. (NEW)
Capability:
• Internal procurement policies and procedures.
• Follow-up on audit findings and deficiencies.
• Improvement plans with follow-up.
• Procurement file reviews. (NEW)
• Site visit with interviews. (NEW)
• Contract management. (NEW)
• Program management. (NEW)
Assessment Components
Internal procurement policies and procedures is a comprehensive review of the state agencies procurement policy and procedures manual utilizing a checklist.
Reporting data
Verifies state agencies have submitted mandatory reports (i.e. STD 810) and submitted them timely. Also verifies data entry into SCPRS.
SB and DVBE goals
If not meeting goals, verify that the state agency is or has implemented improvement efforts as noted in the improvement plan submitted to DGS/PD/OSDS.
Follow-up on audit findings and deficiencies
If OAS identified findings from mandatory PA audit, PAU will verify that the state agency implemented corrective actions to remedy findings. If deficiencies are identified in PA file, PAU will verify that the state agency implemented corrective actions.
Improvement plans with follow-up
If improvement is needed as identified by PA specialists conducting the accreditation review, the PA specialist will work with the state agency to identify, document, and follow-up with appropriate corrective actions.
Procurement file reviews (NEW)
The PA specialist will select and review a sample of procurement files for a variety of acquisitions methods utilizing a spreadsheet to document compliance.
Site visit with interviews (NEW)
The PA specialist will interview buyers to verify implementation of internal procurement policy and procedures (approximately 1 day depending on size of state agency).
Contract management (NEW)
Verify internal systems are in place to track contracts; including steps to mitigate late contracts and possible NCB amendments.
Program management (NEW)
Verify signature authority delegation, review and approval process, separation of duty, receiving, review SCO rejected claims for non-compliance with procurement and CAL-Card polices/laws.
Assessment Report: Will be comprised of procurement file reviews, site visit and review of internal policies and procedures.
The decision process: 1) Draft scorecard with recommendations shared with state agency. 2) Final assessment with recommendations routed within PD for approval, and 3) Final approval is with the PD Deputy Director.
Implementation: The Triennial Cycle begins August 2017 starting with 6 state agencies. No site visits in the month of May, June, July, November and December. A site visit schedule will be drafted soon.
4. Intake and Analysis Unit Updates
Annette Picetti-Grosjean, Analyst-
IAU link of Video
5. Financial Information System for California (FI$Cal) Updates
Susan Sudmann, FI$Cal Business Team -
Roll mapping for FI$Cal 2017 state agencies has begun. There is talk of seller’s permits and Darfur requirements to be tracked by vendor name per policy, state agency or transactions and under SCO 204s - vendor list. There is an opportunity to develop a project to build functionality to integrate/manage at the vendor level or per transaction.
There has been an awareness from various state agencies that they were not notified of the FI$Cal change or of the system change from BidSync to FI$Cal/eProcure. These state agencies such as Public Works and state agencies in Southern California were still using BidSync. There will be a second outreach to the vendor community to fill in the gaps. We will be coordinating mailing list with OSDS, outreach, and DVBE alliances.
Fi$Cal Service Center (FSC) is a good place to start with requests. Multiple Geographical areas will be added.
6. Consolidated Annual Report (CAR)
Dickson Owino, Reports Coordinator, Small Business and Disabled Veterans Business Enterprise (SB/DVBE) –
CAR (FY 15-16) Highlights
§ Statewide participation achievements were 30.44 percent for SB participation & 4.31 percent for DVBE participation.
§ 96 percent of all mandatory and voluntary state agencies submitted a report.
§ 79 percent of all state agencies reporting achieved SB/MB goals and 74 percent achieved DVBE goals.
If state agencies did not meet their SB/DVBE participation goals, they will be asked to submit an improvement plan to the Office of Small Business and DVBE Services (OSDS).
Chart of all State agencies submitting Reports for fiscal year 15-16:
http://www.dgs.ca.gov/pd/Programs/OSDS/ContractReporting.aspx:
7. California Department of Technology (CDT) Reportable Projects & Project Approval Lifecycle Updates
Manveer Bola, CDT-
Stage 1- Business Analysis: Identify Problem/Opportunity, Establish Business Case/Need, Ensure Strategic Alignment, and Assess Organizational Readiness
Stage 2- Alternative Analysis: Assess Existing Business Processes, Market Research, Mid-level Solution Requirements, Identify Solution Alternatives (COTS/MOTS, Custom, Existing), Recommend Solution, Procurement and Staffing Strategy, Project Timeline
Stage 3- Solution Development: Part A Procurement Profile, Detailed Solution Requirements, Statement of Work; Part B Solicitation Package (Evaluation Methodology, Cost/Payment Model), State Staffing Allocation
Stage 4- Project Readiness and Approval: Solicitation Release, Select Vendor, Contract Management, Baseline Project, DOF/Legislature Award/Approval
Question: For IT self-certification compliance form for over $100,000, can a signature on file be acceptable or does it need to be a wet signature?
Answer: If the signature is a CIO approver, then it is acceptable. Legislation is in the midst of discussions on electronic signatures vs. wet signatures. Outcome will be forthcoming.
Additional comment: Procurement authorization is concurrent with CDT procurement authorization. Updates on the self-certification form combines both this process and oversight is with the IAO and the CIO. This a positive change to provide more oversight by agency as well as provide new dollar thresholds in IT procurement needs, help Identify OTA/NCB needs, and enhance CDT oversight.
8. Sustainable Purchasing Stakeholder Forum
Charleen Fain-Keslar, Standards & Quality Control Manager – Forum for key stakeholders will have opportunity to hear information on purchasing off of contracts that have environmentally sustainable products to choose from, writing grants for sustainable purchasing, what are the environmental impacts on non-sustainable office products, and government expansion on EPP purchasing.
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