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Contractor Responsibility Program System
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  1. Contractor Responsibility Program System

  2. Welcome to the Contractor Responsibility Program System course! This course will provide you with the process steps necessary to create and maintain performance issues in the CRP system, and how to execute checks and searches to determine if a contractor is deemed responsible, as defined in Management Directive 215.9. Select the NEXT button to continue

  3. Course Navigation This course is presented on a series of slides. Navigate through the slides by selecting the NEXT or PREVIOUS button. Access the course menu by selecting the MENU button. You may exit the course at any time. When you return to the course, you can choose to resume the course or start from the beginning. Select the NEXT button now to start the course. MENU NEXT PREVIOUS

  4. Introduction This course will address the lessons noted below, followed by a knowledge check: Contractor Responsibility Program System (CRPS) Overview Navigating the CRPS Creating and Maintaining Performance Issues Adding Attachments to a Performance Issue Executing a CRP Check Executing a CRP Search Generating Reports Knowledge Check Glossary

  5. Introduction Upon completion of this course, you should be able to: • Understand the Contractor Responsibility Program (CRP) and how use of the new Contractor Responsibility Program System (CRPS) fits into the process • Access the CRPS and understand screen navigation • Create a new performance issue in the CRPS • Search for, locate, and edit an existing performance issue

  6. Introduction Upon completion of this course, you should be able to: • Understand how to approve, resolve, or delete a performance issue • Add and delete file attachments to performance issues • Understand how to execute a contractor responsibility check and search • Use the CRPS to produce reports 6

  7. Contractor Responsibility Program System Overview MENU

  8. CRPS Overview What is the Contractor Responsibility Program? • Executive Order 1990-3, Contractor Responsibility Program, mandated the development of this program by the Secretary of the Budget and the Secretary of General Services • The goals of the program are: • To ensure that COPA agencies contract with responsible and competent contractors

  9. CRPS Overview What is the Contractor Responsibility Program? • To identify, evaluate, and appropriately sanction contractors that do not meet the standards of responsibility , that render deficient performance, or engage in wrongdoing or other inappropriate activities • To develop and maintain a centralized system to collect and disseminate information concerning issues affecting contractor responsibility

  10. CRPS Overview What is the Contractor Responsibility Program? • Management Directive 215.9, Contractor Responsibility Program, establishes policy, responsibilities, and procedures for implementing the program • Objectives of the MD 215.9 include: • Providing standards and procedures for agency determination of contractor responsibility • Providing for the collection of liabilities through the offset process

  11. CRPS Overview What is the Contractor Responsibility Program? • Establishing the CRPS and providing for the confidentiality of the information contained therein, and sanctions for the unauthorized use or disclosure of that information • Providing for the securing of information on contractor responsibility from the federal government • Providing for agency investigations of allegations of contractor non-responsibility 11

  12. CRPS Overview What is the Contractor Responsibility Program? • Part 1, Chapter 14 of the Procurement Handbook, Contractor Responsibility, provides a standard reference for Commonwealth Purchasing Professionals relative to the aforementioned Executive Order and Management Directive 12

  13. CRPS Overview What is the Contractor Responsibility Program? • Part 1, Chapter 57 of the Procurement Handbook, Contractor Performance and Legal Remedies (Materials and Services), provides general guidance to Commonwealth Purchasing Professionals relative but not limited to contractor performance/non-performance and delivery of materials, completion of services, monitoring supplier performance, as well as remedies for failure to make delivery or failure to perform 13

  14. CRPS Overview What is the CRPS? • The CRPS is a new web-based application used in support of the business processes of the Contractor Responsibility Program • The CRPS is used to collect and disseminate information regarding contractor obligations with the Commonwealth, performance issues, or suspensions/debarments with either the Commonwealth or Federal government

  15. CRPS Overview Why are we implementing the CRPS? • To standardize Commonwealth CRP Checks by maintaining a central database to store liability, suspension, debarment, and performance-related information • To include federal suspensions/debarments through queries to the Excluded Parties List System (EPLS) • To allow agencies to query for a single contractor or a batch of contractors

  16. CRPS Overview How current are the CRPS data sources? • Tax obligations from the Department of Revenue are supplied daily • Tax obligations from the Department of Labor and Industry’s Unemployment Compensation and State Worker’s Insurance Fund are supplied weekly

  17. CRPS Overview How current are the CRPS data sources? • Performance issue entries are created and stored in the CRPS when a supplier has not performed satisfactorily; the entry is followed by approval or rejection via workflow • Note: The system will only check for approved performance issues

  18. CRPS Overview How current are the CRPS data sources? • The DGS Suspension/Debarment database queried with a CRP Check will return any Commonwealth suspensions or debarments from the past five (5) years • The EPLS queried with a CRP Check will return any known Federal suspensions or debarments

  19. CRPS Overview Who will be using the CRPS? • Anyone who has been assigned one of the three “roles” created for the system: • Performance Issue (PI) Creator • Authorized to create new performance issues for their agency, and to edit performance issues for their agency with a pending status • May search and/or view approved and resolved performance issues • May execute CRP Checks and CRP Searches

  20. CRPS Overview Who will be using the CRPS? • Performance Issue (PI) Creator, cont’d • May generate reports • Does not have the ability to approve or resolve performance issues, and they may not edit approved or resolved performance issues • Does not have the ability to see pending performance issues for any other agency returned in a search 20

  21. CRPS Overview Who will be using the CRPS? Note: This role may be restricted to Designated Senior Managers (DSM) – a senior-level manager assigned to carry out the agency’s responsibilities under MD 215.9 • Performance Issue (PI) Approver • Authorized to approve or resolve performance issues, and edit performance issues with an approved or resolved status • May search for and view all performance issues • May execute CRP Checks and CRP Searches, and generate reports • Does not have the ability to edit performance issues with a pending status 21

  22. CRPS Overview Who will be using the CRPS? • CRPS User • May execute CRP Checks and CRP Searches • May search for and view approved and resolved performance issues • May generate reports 22

  23. CRPS Overview MD 215.9 Policy and Procedures MD 215.9 contains detailed policy and procedures pertaining to the performance of CRP checks on contractors. This course will address only those relative to an Agency making a procurement award, and will do so in a broad manner. After completing the course, it is your responsibility to acquire and review the cited documents, and to reference them as appropriate when performing your duties as a CRPS User, PI Creator, and/or PI Approver. 23

  24. CRPS Overview MD 215.9 Policy and Procedures As a using agency (e.g., an agency procuring supplies and/or services under the procurement code), you must: • Determine contractor responsibility prior to making any contract award, renewal, extension, or assignment in excess of $5,000 Note that such determination must be made part of the contract documentation 24

  25. CRPS Overview MD 215.9 Policy and Procedures The methods used by agencies to make a determination of contractor responsibility shall include but not be limited to: • Accessing the CRPS to ascertain the contractor’s current status • Collect all available information that bears upon responsibility determination 25

  26. CRPS Overview MD 215.9 Policy and Procedures • Meeting with and discussing performance issues with the contractor prior to awarding, renewing or extending the contract 26

  27. CRPS Overview MD 215.9 Policy and Procedures Relative to Performance Issues (PIs), as a using agency you must: • Create PI entries in the CRPS, subject to the approval of the agency designated senior manager (e.g., approver) or, for statewide contracts, agency approval and that of the DGS Bureau of Procurement 27

  28. CRPS Overview MD 215.9 Policy and Procedures • Create Performance Issue entries in the CRPS with a pending status • Approve or delete pending PIs within 180 days from its entry date • Delete pending PIs in excess of 180 days Each agency must review its Performance Issues at least semi-annually to ensure accuracy 28

  29. CRPS Overview MD 215.9 Policy and Procedures • PIs shall remain in the CRPS in approved status until the contractor corrects the issue, as determined by the agency that approved the performance issue • When the determination is made, the status of the PI must be changed to resolved in the CRPS 29

  30. CRPS Overview MD 215.9 Policy and Procedures Agency personnel authorized to access the CRPS shall do so only for official purposes related to and permitted by this program. Any unauthorized use of the CRPS, disclosure of the information contained in the CRPS, or any use of such information for other than official purposes is prohibited. Violation of these prohibitions will result in disciplinary action against the personnel involved. 30

  31. Navigating the CRPS MENU

  32. Navigating the CRPS How to access the CRPS As noted previously, the Contractor Responsibility Program System is web-enabled for COPA end-users with assigned roles. The CRPS is located on the Department of General Services website, under “Doing Business with the Commonwealth”. The CRPS webpage is part of the Commonwealth intranet (requiring a network connection), so you must log-in to your account in order to access it.

  33. Navigating the CRPS Logging In Go to the DGS website at www.dgs.state.pa.us Next, select Log In at the bottom of the left navigation pane

  34. Navigating the CRPS Logging In • User accounts are divided into two groups: • CWOPA, for persons in agencies under the Governor’s jurisdiction • MUSER, for persons in agencies not under the Governor’s jurisdiction

  35. Navigating the CRPS Logging In • Upon selection of the Log In button, one of the following will happen: • For CWOPA users, log-in will occur automatically with your CWOPA credentials (i.e., a secondary log-in unnecessary) • For MUSERS, log-in credentials must be entered in the format: • Username: MUSER\<your username> • Password: (Enter the password provided to you by OA when your role was assigned)

  36. Navigating the CRPS Logging In Now, select Doing Business with the Commonwealth,followed by selection of the CRPS link

  37. Navigating the CRPS Logging In The CRPS navigation page displays

  38. Navigating the CRPS CRPS Navigation Page Select anywhere in the above graphic to continue to the CRPS Home Page

  39. Navigating the CRPS CRPS Home Page The CRPS Home page displays

  40. Navigating the CRPS CRPS Home Page Note the navigation pane along the left side of the page, and the User ID confirmation above the right side of the Welcome Message

  41. Navigating the CRPS CRPS Home Page Upon login, links to the various functions are contained within the navigation pane As noted in the CRPS Overview, the visibility of information (e.g., results of checks/searches) is based upon the permissions of the role(s) assigned to the end user

  42. Navigating the CRPS CRPS Home Page The Welcome Message contains key information about contractor responsibility, including hyperlinks to policy and management directive documents

  43. Navigating the CRPS CRPS Home Page Additional hyperlinks within the Welcome Message will open the Excluded Parties List System (EPLS) and a CRPS Quick Reference Guide

  44. Navigating the CRPS Timeouts and Exiting the CRPS • For security purposes, close the CRPS at any time that you are not actively working in the system, as shown above: • Select the red “X” in the upper-right corner of the Internet Explorer (IE) window • Select File, then Exit within the IE menu

  45. Navigating the CRPS Timeouts and Exiting the CRPS • It is important to note that your portal connection to the CRPS will timeout after remaining idle for 20 or more minutes • When a timeout occurs, you must close Internet Explorer and restart it • Attempting to open another tab in IE to open the CRPS will not work because the system will prevent you from logging in

  46. Navigating the CRPS Now that you understand how to access and navigate the CRPS, we’ll move on to reviewing the functions of the PI Creator and PI Approver roles. In the next lesson, Creating and Maintaining Performance Issues, you will learn the steps required to create a new performance issue, as well as how to edit, approve, resolve, and delete performance issues. Select the NEXT button to proceed with the lesson.

  47. Creating & Maintaining Performance Issues MENU

  48. Creating a Performance Issue MD 215.9 Policy and Procedures MD 215.9 states that the agency must determine if a contractor is rendering unsatisfactory or deficient performance or exhibits conduct that would justify the creation of a Performance Issue entry. If that determination is made, the next step should be an attempt to resolve the issue with contractor, if at all possible. Then, if attempts to resolve the issue are unsuccessful, the Performance Issue Creator must create a performance issue entry in the CRPS. 48

  49. Creating a Performance Issue MD 215.9 Policy and Procedures After creating the new performance issue, the PI Creator must save the entry and notify the Performance Issue Approver. The PI Approver will review the entry and either approve or disapprove (delete) the performance issue. 49

  50. Creating a Performance Issue Overview By following the previously described steps, you will have successfully logged into the Contractor Responsibility Program System. In this lesson, we will discuss the Performance Issue functionality, which allows you to create performance issue entries for your agency in the CRPS. You may also view and edit the performance issues from your agency which have a pending status. 50