Department of Administrative Services EGS | Procurement Services

Submitted By: Gwen Sunken

DPO Advisory Council Meeting

Meeting Date:September 27, 2017

Time:1:30 – 3:30pm

Location:Dept of Forestry

2600 State Street

Tillamook Conf Room

Attendees: Mary Bray, DOJ; Melissa Canfield, ODOT; Debbie Dennis; DAS; Cort Dokken, DAS; Melissa Esser, ODA; Amber Forster, OYA; CeCe Gilbert, ODOT; Josh Hardage, DOR; Jay Jackson, DAS; John Koljesky, DAS; Connie Lelack, OST; David McKay, ODOE; Salem Opeifa, OWRD; Frank Ortmann; DOJ; Rich Palmer, PUC; Toni Payseno, DOC; Darvin Pierce, ODFW; Tom Riel, OBDD; Enrique Rodriguez, DSL; Rhea Rodriquez, ODFW; Dennis Ruth, OMD; Elaine Schacher, DAS; Kathy Storm; OFRI; Archana Thapa-Sherpa, DOJ; Bethany Wachtler. ODOE; Mandee Wilding, OMD

By Phone:Nancy Cody, DCBS; Teddy Leland, LCDC; Holley Oglesby, HECC ; Stephanie Vorderlandwehr, OMB

ITEM / DISCUSSION
Welcome/Announcements– Tom Riel
Introductions -Tomwelcomed everybody and introductions were made.The Augustminutes were approved. Discussion to combine the November/December DPO Advisory Council meetings. It was also discovered later during the meeting that the October meeting conflicted with the Public Law Conference, Oct 24 & 25 hosted by the Attorney General. Action: October meeting has been rescheduled to October 26: DPSST 4190 Aumsville Hwy; November meeting is cancelled; December meeting has been rescheduled to December 13: ODOT, 3930 Fairview Industrial Dr., Ashland Conf Room.
Workgroup Activities Report–Tom Riel, Debbie Dennis
Cort Dokken provided an update on the Software Licenses Workgroup. Discussion involved Cyberbase, SAP tax implications, SHI, Security-Symatic software, Basecamp. Frank Ortmann inquired on a statewide database of SLA users. Toni Payseno inquired about applications ie; Google/Goggle calendar, relating to T&C’s. Josh Hardage inquired about trial service software, 30-day free trials. Caution about free-ware. Stephanie Vorderlandweher queried Google end user agreement not liable. Google applications require a Gmail account.Four Cloud services under review: Rackspace, Amazon Web Services, Microsoft and IBM. Action: If you are interested on being included on the software mailing list, contact Cort.
Debbie Dennis provided an update on the Debt Workgroup. Committee is working on a flow chart, defining obligation for viewing debt. Language is pending for RFP. Objective: To get delinquent vendors on a payment plan. Vision is to allow potential vendors to login to DOR and inquire on status. If vendor is in good standing, it will provide a certificate of good standing that will be submitted with their proposal. If not, the website will direct the vendor to contact DOR. Committee deadline has been moved out to November.
Professional Development/Case Studies – Debbie Dennis, Tom Riel
Debbie Dennis provided an update on the Procurement Series class and comp review. DAS/CHRO has begun the initial process for reviewing the Procurement Series. Process will take 15-18 months. In the meantime, CHRO asked to meet with DPO members to review the MQ requirements. Debbie asked DPOs to think about what their challenges have been for recruitment and qualification. Archana inquired about HRIS Work Day interest. Debbie will inquire on having information at the October meeting. Discussion continued about classification requirements, statistical information, work-pool interest and applicant development. Action: Procurement series MQ review with DAS/CHRO has been scheduled for the October 26 meeting. DPOs, please prepare and plan on attending.
Procurement Process Sharing, Tom Riel
Tom opened the floor with discussion on agency workload and staff rotation requests. Is DAS the only agency that can share resources? Discussion continued with agencies sharing what they have experienced, which usually ends with no one to share nor spare. Debbie stated, from the DPO level what did seem to provide a more positive outcome and had less hesitation at the management level; was to open the workload need as a job rotation enrichment recruitment. This allows the interested employee to approach their manager first; allowing the employee to be the advocate. Discussion continued and mention as possible resources were: recent retires, Universities- Chemeketa Community College, OSU, PSU, Willamette University Career Counseling Center and career fairs. Connie Lelack mentioned that OPPA Outreach Team attends career fairs.
Tom inquired on how agency SPOT card purchases are reviewed. DPOs discussed agency requirements, mandatory training and fragmenting concerns and the reasoning for having Price Agreements in place; to look ahead and be strategic about purchases; and discussed multiple purchases at the same location and the concerns about online purchases i.e., Amazon. One concern is the detail supplied on bank statement is minimal.
Legislative Update – Jay Jackson
Points of interest: IT procurement and cyber security; Executive Order; DOR administration of programs and the ongoing need. HB3060 rules out for review and comments. Definitions and intent are broad and may be intentional by Legislature. Rule Exemptions, DOR to update citation, all emergency procurements are exempt. Discussion about tax compliance and contracts that are exempt from tax certification. Jay pointed out the Executive Order doesn’t change the tax compliance portion, it still exists. Secretary of State 2017-18 Audit Plan, first seven listed, lists IT Procurement Practices as number seven. Public Agency/Public Improvement by Public Employees over $5,000, mostly impacts school districts, local governments.
Roundtable/Close of Meeting – All
Tom Riel, OBDD - Chair nominations and future DPO agenda topics.
Debbie Dennis, DAS - Shared restructure chart, Deputy State CPO recruitment.
Rich Palmer, PUC –Procurement recruitment took position at Treasury.
Connie Lelack, OST - Procurement overhaul, implementing contract administration system
David McKay, ODOE - DPO replacement for Jan Lemke.
Josh Hardage, DOR – Recently onboarding as DPO, recruiting for PCS 1 and 2 shortly.
Amber Forster, OYA - Recruitment.
Dennis Ruth, OMD–2 days left in Federal FY. Quickly getting contracts out, procuring, contracts underway.
Melissa Canfield, ODOT - $582m Transportation Package approved, will have nine procurement positions to fill over next biennium.
Adjourn
DPO Council adjourned at 3pm

Next Meeting:

Date:October 26, 2017

Time:1:30 - 3:30 pm

Location: DPSST

4190 Aumsville Hwy SE