webinar: the new dpa, noia and exempt purchase enhancements to the gpr december 17, 2007
TRANSCRIPT
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Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR
December 17, 2007
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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
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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
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Start with entering the GPR:
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Click here to by-pass this first screen
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Click here to access Bid
Processing to the GPR
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This is the Level 6 (APO/UPO and Sr. Buyer Level) Menu
New item on the menu!
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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)
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What are the Steps We Will Review
• 1st 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
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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
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Example: A Level 2 buyer has a bid that is falls under one of the Exempt categories
Click Yes
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Blow-up of the Red Box
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Type of Exemption Must be Indicated
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Example
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Justification and explanation must be included (further down the screen shown previously):
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DPA Override because bid is Exempt
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Posted—without SPD (agency may set up it’s own restraints)
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Email sent to vendor
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Email sent to buyer
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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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Blow-up of the Red Box
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Under Agency’s DPA
Note that Agency DPA is listed
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Email to Vendor and to Buyer
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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:
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
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Form is located on the SPD Standard Forms Page under Operational Documents Section
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SPD Notifies Buyer of Decision
In this example, buyer with approval to post solicitation above DPA begins the process…
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Message pops up
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Box appears—for buyer to write in justification: Provides pre-approval information
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After attempting to post the bid, the following appears…
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And what appears on the buyer’s initial screen
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Meanwhile, back at SPD
To view the bid
Decision to be made by SPD
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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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Buyer gets this email—also an email indicating vendors have been notified and vendors are, in fact, notified
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Not on initial screen anymore
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Fast Forward—Bid closes and now is in pending status…
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Attempt to award….
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But needs the NOIA!
Level 2 Buyer is not able to post the NOIA—that must be done by Level 6 Buyer
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Level 2 buyer not able to post NOIA—option is not on the menu
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Agency or University Level 6 Buyer can do this…option is on the menu
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10 days go by…and the status changes
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Award is made
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Example: Level 6 Buyer posts a bid over DPA of $100,000 without first submitting form to SPD
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Again, Buyer gets the message
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And SPD gets the notice…
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In this example, SPD maintains total authority
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Buyer gets this email…
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Example: Buyer posts bid over DPA after submitting the form and receiving a response of CONDITIONAL APPROVAL
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To SPD….
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This time authority is returned to the agency…but CONDITIONALLY
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Buyer gets the following email…
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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
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Example: Buyer from Agency with DPA less than $100,000. Solicitation is for greater than DPA. Approval already provided by SPD
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In Rationale section
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SPD has given authority…
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Email confirming
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Fast forward time….
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No NOIA is required
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SPD Menu Items—to track, monitor and audit