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Core-CT Procurement Contracts Training

This training program provides an overview of procurement contracts, contract types, and processes in the Core-CT System. Participants will learn how to create, approve, and maintain contracts, as well as manage contract reporting and responsibilities.

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Core-CT Procurement Contracts Training

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  1. Core-CTProcurement Contracts Training Sponsored by: Office of Policy and Management

  2. Getting Started • Welcome to Procurement Contracts Training • Instructors introduction • Participant introduction • Training Facility Orientation

  3. Objectives Agenda • Overview • Procurement Contracts • Contracts Process Flow • Contract Types • Contracts in Core-CT • Creating Contracts • Approving Contracts

  4. Objectives • Agenda • Copy a Contract from an Existing Contract • Copying Existing Contract to a PO • Entering PO Change Orders • Maintain Contracts • Month End Responsibilities • Contract Reporting

  5. Procurement Contracts • C.G.S. Sec. 4-212,4-213, 4-214, 4-215, 4-216, 4-217, 4-218, 4-219. Personal Service Agreements • OPM Website Procurement Standards, training for procurement standards and POS Cost Standards http://www.ct.gov/opm/cwp/view.asp?a=2981&Q=382994&opmNav_GID=1806http://www.ct.gov/opm/cwp/view.asp?a=2982&Q=383012&opmNav_GID=1806

  6. Procurement Contracts Process Flow Procurement Contract Contract Versioning Contract Approval Dispatch Budget Check Receiving Copy Contract to a Purchase Order PO Chartfield Approval PO Amount Approval Payables PO Change Orders

  7. BU Award - Business Unit award is a contract that an agency establishes based on GL-71 or delegated statutory purchasing authorities. DAS/BEST procurement could use this value if they are establishing a contract for a single agency to use (they would need to restrict the business unit to the agency that the contract was developed for on the PO defaults page). Construction - a contract established by DOT, DAS, or any agency that has a construction contract. Grant – is a Grant Award that is either budgeted or federally funded between the state and another entity. Such as another state agency, municipality or for profit business. Loan - used by ECD for the purpose of tracking their loan related contracts. MOU - used when an agency creates a contract previously known as a Memorandum of Understanding or Memorandum of Agreement. Procurement Contracts – Contract Types

  8. Procurement Contracts – Contract Types • Competitive is defined as going out to bid through an RFP.  Any new contract that is the result of the RFP process would be a Competitive contract. If such contract is extended through an amendment and retains the same contract number, it would remain as a Competitive contract.  After the expiration of the contract, if a new contract is entered (with a new contract number) for the same services without issuing a new RFP, even if  the contract is with the original vendor, this new contract would be considered Noncompetitive. • POC Competitive - used by the social service agencies for their Purchase of Services contracts that have been competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type. • PON Noncompetitive - used by the social service agencies for their Purchase of Services contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

  9. Procurement Contracts – Contract Types • PSC Competitive - used by any agency when Personal Service Agreement contracts that have been competitively bid during the term of the contract. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type. • PSN Noncompetitive - used by any agency when Personal Service Agreement contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

  10. Procurement Contracts – Contract Types • Rights of Way - used by the DOT for their right of way contracts. • Rental Lease - used for Building Leasing or Real Property contracts. • Statewide Award - used by DAS and BEST when creating a contract that all agencies can use. • MA (Master Agreement) - used to contract for goods or services resulting from an RFP (Request for Proposal) • GL – General Letter (GL71a, b, c, d, e , f, g) • SCS – Statutory Contractural Services – used by DAS, DCS and DOT only • UFA – Utility Force Account – used by DOT only • Stand Tran – Standardization Transaction – to be used when requesting the waiver of the bid or proposal requirement in accordance with CGS 4a-58. Approval must be obtained by DAS before using this value.

  11. Contract Status • Open – Add or update Contract Information. • Approved – Contract is available to copy to a PO. • Canceled – Do not use. • Closed – Contract has expired. • On-Hold – Contract is on hold from further processing.

  12. Procurement Contracts Process Flow Contract Versioning Procurement Contract Contract Approval Dispatch Budget Check Receiving Copy Contract to a Purchase Order PO Chartfield Approval PO Amount Approval Payables PO Change Orders

  13. Procurement Contracts – Purchasing > Procurement Contracts > Add/Update Contracts

  14. Procurement Contracts – Purchase Order 1. 2. 3. 5. 4. 6.

  15. Procurement Contracts – Purchase Order 7.

  16. Procurement Contracts – Purchase Order

  17. Procurement Contracts – Purchase Order

  18. Procurement Contracts – OPM Reporting OPM Approval No. Approval Year 2007- log No. 123 Or “Not Req’d” PSA and POS Contracts that are: • Non-competitive; $20,000 or more; or greater than one year in length • Competitive; $50,000 or more; or greater than one year in length Require approval or approval for a waiver from OPM.

  19. Procurement Contracts – OPM Reporting CGS 13B-20B Consultant Services – DOT CGS 4A-50 Contractual Services – DAS CGS 4B-55 Consultant Services, Construction – DAS CGS 4D-2 Consultant Services Not Applicable when the Statutory Reference is not one of selections listed above.

  20. Procurement Contracts – Purchase Order Line Details

  21. Procurement Contracts – Line Details

  22. Procurement Contracts – Line Details Price can be changed on order

  23. Procurement Contracts - Distributions Distributions

  24. Procurement Contracts - Distributions

  25. Procurement Contracts – Purchase Order

  26. Procurement Contracts – Key Points • A standard description is required and is helpful to note the program • Make sure you select “Price Can Be Changed on Order” – on the Contract page and the Line Details page. • Deselect the Corporate Contract in the Contract Options section if not for more then one BU.

  27. Procurement Contracts – Key Points • All state contracts are required to be entered in Core-CT. • Make sure you select the appropriate contract type when creating a contract. • One Contract – One Purchase Order. • OPM Reporting link has to be completed correctly in order for OPM to report PSA and POS contracts to the Legislature.

  28. Procurement Contracts Process Flow Contract Amendment Procurement Contract Contract Approval Dispatch Budget Check Receiving Copy Contract to a Purchase Order PO Chartfield Approval PO Amount Approval Payables PO Change Orders

  29. Approving Procurement Contracts

  30. Procurement Contracts Process Flow Dispatch Budget Check Copy Contract to a Purchase Order Receiving Procurement Contract Contract Approval Payables PO Change Orders PO Amount Chartfield Approval Copy an Existing Contract to a Contract

  31. Copy a Contract from an Existing Contract Purchasing > Procurement Contracts > Add/Update Contracts Use the Contract numbering schema Select Contract Process Option – Purchase Order

  32. Procurement Contracts Purchasing > Procurement Contracts > Add/Update Contracts

  33. Copy a Contract from an Existing Contract

  34. Copy a Contract from an Existing Contract

  35. Copy a Contract from an Existing Contract

  36. Copy a Contract from an Existing Contract

  37. Copy a Contract from an Existing Contract OPM Approval No. or Waiver Contracted Entity Statutory Reference

  38. Copy a Contract from an Existing Contract

  39. Copy a Contract from an Existing Contract

  40. Copy a Contract from an Existing Contract

  41. Copy a Contract from an Existing Contract

  42. Copy a Contract from an Existing Contract

  43. Copy a Contract from an Existing Contract

  44. Procurement Contracts Process Flow Contract Amendment Procurement Contract Contract Approval Dispatch Budget Check Receiving Copy Contract to a Purchase Order PO Chartfield Approval PO Amount Approval Payables PO Change Orders

  45. Copying a Contract to a Purchase Order

  46. Copying a Contract to a Purchase Order

  47. Copying a Contract to a Purchase Order

  48. Copying a Contract to a Purchase Order

  49. Copying a Contract to a Purchase Order

  50. Copying a Contract to a Purchase Order Line Details

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