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Webinar Attendee Information. Agenda, Feedback Form and PowerPoint can be found: http:// www.dgs.ca.gov/pd/Programs/OSDS/CommunicationsOutreach.aspx State Agency Customer Forum begins: 9:00 AM . Welcome to the April 2012 State Agency Customer Forum . Procurement Division

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Webinar attendee information
Webinar Attendee Information

Agenda, Feedback Form and PowerPoint can be found:

  • http://www.dgs.ca.gov/pd/Programs/OSDS/CommunicationsOutreach.aspx

  • State Agency Customer Forum begins:

    9:00 AM


Welcome to the april 2012 state agency customer forum
Welcome to the April 2012State Agency Customer Forum


Procurement division customer forum april 11 2012

Procurement Division

Customer Forum

April 11, 2012


Introductions
Introductions

Eric Mandell

Chief

Office of SB and DVBE Services/Outreach Branch

eric.mandell@dgs.ca.gov

(916) 375-4608


Legislative budget updates
Legislative/Budget Updates

Chuck Deyoe

Legislative Liaison

Procurement Division

Charles.Deyoe@dgs.ca.gov

(916) 375-4341


Legislative budget update
Legislative/Budget Update

  • AB 1507 (Mendoza D) Public contracts: Prison Industry Authority.

    Status: 1/19/2012-Referred to Coms. on J., E.D. & E. and PUB. S.

    Summary: Current law establishes the Prison Industry Authority within the Department of Corrections and Rehabilitation. Current law provides that the authority is authorized and empowered to operate industrial, agricultural, and service enterprises in order to provide products and services needed by the state. Current law requires that state agencies purchase Prison Industry Authority products, make maximum utilization of these products, and consult with the staff of the authority to develop new products and adapt current products to meet their needs. This bill would provide that these requirements shall not restrict state agencies from entering into contracts or purchase orders of $25,000 or less with California certified small businesses, microbusinesses, or disabled veteran business enterprises for products provided at a lower price than the price available from the Prison Industry Authority.


Legislative budget update1
Legislative/Budget Update

  • AB 1543 (Alejo D) Public contracts: Buy American.

    Status: 2/9/2012-Referred to Coms. on B., P. & C.P. and L. GOV.

    Summary: The California Buy American Act requires that a governing body of any political subdivision, municipal corporation, or district, and any public officer or person charged with the l etting of contracts for the construction, alteration, or repair of public works or for purchasing materials for public use to only let those contracts to a person who agrees to use or supply materials produced or manufactured in the United States, as prescribed. Current law does not apply this requirement to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies, as specified. This bill would, on and after January 1, 2014, also apply a similar requirement to public contracts let for the purchase or lease of any manufactured tangible personal property or for any materials or structural components to be incorporated into real property, and would provide for specified exceptions, as provided. This bill would repeal those provisions that prohibit the application of the current United States-made preference to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies. By imposing new duties upon local governments with respect to public contracts, this bill would impose a state-mandated local program. This bill would also make related changes. This bill contains other related provisions and other current laws.


Legislative budget update2
Legislative/Budget Update

  • AB 1646 (Campos D) California Demonstration of Emerging Market Opportunities Act.

    Status: 3/12/2012-Hearing postponed by committee. (Refers to 3/12/2012 hearing)

    Summary: The Governor's Office of Business and Economic Development serves as the Governor's lead entity for economic strategy and the marketing of California on issues relating to business development, private sector investment, and economic growth. The office, among others, makes recommendations to the Governor and the Legislature regarding policies, programs, and actions to advance statewide economic goals. This bill contains other current laws.


Legislative budget update3
Legislative/Budget Update

  • AB 1783 (Perea D) Public contracts: small business preferences.

    Status: 3/5/2012-Referred to Com. on J., E.D. & E.

    Summary: Current law requires state agencies to give small businesses a 5% preference in contracts for construction, the procurement of goods, or the delivery of services and establishes a procedure by which a business can be certified as a small business by the Department of General Services for the purposes of these preferences. This bill would provide that a small business shall be certified as a small business, for purposes of those preferences, without the submission of supporting documentation and would require the certified small business to produce that documentation upon request of the Department of General Services or the awarding state agency. This bill contains other related provisions and other current laws.


Legislative budget update4
Legislative/Budget Update

  • AB 1960 (Dickinson D) State contracts: reports: lesbian, gay, bisexual, and transgender businesses.

    Status: 3/8/2012-Referred to Com. on B., P. & C.P.

    Summary: Current law governing public contracts requires the Department of Transportation to establish and administer a computerized databank containing a list of certified minority, women, and disadvantaged business enterprises. This bill would require the Department of Transportation to include, in that databank, lesbian, gay, bisexual, and transgender businesses. This bill contains other related provisions and other current laws.


Legislative budget update5
Legislative/Budget Update

  • AB 2181 (Galgiani D) State government: prompt payment of claims.

    Status: 3/8/2012-Referred to Com. on B., P. & C.P.

    Summary: The California Prompt Payment Act dictates that a state agency that fails to make a timely payment for goods or services acquired pursuant to a contract with a specified business or organization is subject to a late payment penalty. This bill would include, within the list of specified businesses and organizations, state-certified small businesses working on the development, design, and construction of California's high- speed rail system under the California High-Speed Rail Act.


Legislative budget update6
Legislative/Budget Update

  • SB 134 (Corbett D) Public contracts: Bid preferences: solar photovoltaic system.

    Status: 2/2/2012-From Assembly without further action.

    Summary: Current law imposes various requirements with respect to contracting by state agencies. This bill would require a state agency that accepts bids or proposals for a contract for the purchase or installation of a solar photovoltaic system, as defined, to provide a 5% preference to a business that certifies that all of the solar panels installed as part of the solar photovoltaic system have been manufactured or assembled in California, in accordance with specified criteria.


Legislative budget update7
Legislative/Budget Update

  • SB 1162 (Runner R) Prison Industry Authority: purchases by state entities.

    Status: 3/20/2012-Set for hearing April 10.

    Summary: Would authorize, rather than require, state entities to purchase goods produced by the Prison Industry Authority and would provide that if a state entity elects to purchase goods from the authority, that purchase is exempt from the requirements governing public contracts. In all other circumstances, the bill would require the state entity to comply with the provisions governing public contracts and, prior to publishing a solicitation for bids, to notify the authority that the state entity will comply with those provisions. The bill would require a state entity, notwithstanding any other law requiring a state entity to award contracts to the lowest responsible bidder, to grant a preference of not more than 10% above the lowest responsible bid meeting specifications submitted by a private entity with respect to any responsible bid meeting specifications submitted by the Prison Industry Authority.


Commercially useful function
Commercially Useful Function

Bernie Quinn

Office of Policies, Procedures and Legislation

Bernard. Quinn@dgs.ca.gov

(916) 375-4360


Commercially useful function1
Commercially Useful Function

Work Group of:

  • SB/DVBE Advocates

  • DGS/OPPL

  • DGS/OSDS

  • DGS/OLS


Commercially useful function2
Commercially Useful Function

Purpose

  • Develop better tools for CUF compliance

  • Enhance 4 CUF questions with points to consider

  • Build case studies drawn from past solicitations


Commercially useful function3
Commercially Useful Function

Publish enhanced CUF information:

  • The SCM

  • OSDS Website

  • Cal-PCA training


Cal pca update
CAL-PCA Update

Joseph Watkins

Manager

California Procurement & Contracting Academy - Basic

joseph.watkins@dgs.ca.gov

(916) 376-4637


Cal pca update1
CAL-PCA Update

  • Created in 2003

  • We train California’s acquisition specialists

  • Currently 12 courses in rotation

  • Enrolled 6,350 students since inception

  • 446 BACP students in fy 2011-12

  • 150% challenge for fy 2012-13


Cal pca update2
CAL-PCA Update

  • Offer more classes

  • Announce classes for all year

  • Open registration for the next quarter

  • Prior advertisement of registration

  • Better accountability & tracking

  • Move some classes online


Cal pca update3
CAL-PCA Update

Questions?


Sb dvbe outreach events
SB/DVBE Outreach Events

Michael Aguillio

DGS - Procurement Division

Customer Liaison

michael.aguillio@dgs.ca.gov

(916) 375-4328


Sb dvbe outreach events1
SB/DVBE Outreach Events

6th Annual Green California Summit

April 26-27 - Sacramento

Keeping the Promise

May 14-15 – Los Angeles

CA Small Business Day

June 11 – Sacramento


Sb dvbe outreach events2
SB/DVBE Outreach Events

CalCon Expo

August 1-2 – Pasadena

North- Eastern CA (Multi-County) Regional Procurement Expo

October 4 – Stockton

State Agency Recognition Awards (SARA)

November 14 – Citrus Heights


Break

10 minutes

BREAK


Feedback

Pleasefill out the feedback form before

you leave. Your input is greatly

appreciated!

**Mark Your Calendar for the Next

Customer Forum July 11, 2012

Feedback


Upcoming contracts lpas
Upcoming Contracts/LPAs

Dion Campos

Sr. Staff EDP Acquisitions Technical Specialist

Multiple Awards

dion.campos@dgs.ca.gov

(916) 375-4448


Upcoming contracts lpas1
Upcoming Contracts/LPAs

MASTERS UNIT 1 AND 2

SR. Staff EDP Acquisition Supervisors

Dion Campos

dion.campos@dgs.ca.gov

(916) 375-4448

and

Steven Kobayashi

steven.kobayashi@dgs.ca.gov

(916) 375-4607


Master agreements ma
Master Agreements (MA)

CONTRACT EXTENSIONS

  • Airline Fares

  • Office Moving Services

  • Certified Shorthand Reporters, Transcription and Other Associated Services


Master agreements ma1
Master Agreements (MA)

STARTING BID PROCESSES

  • Telephone for the Deaf

  • Litigation Support Services

  • Modified Vehicle Leasing

  • Debt Collection Services

  • Moving Services


Software licensing program slp
Software Licensing Program (SLP)

NEW:

  • Verdiem

  • Trend Micro

  • Accela

  • Novell

  • Symantec

  • Pega

  • Sophos

  • BDNA

  • Google

  • ASG


Western states contracting alliance wsca
Western States Contracting Alliance (WSCA)

  • WSCA Base Contract Reviews

    • Purpose

    • Timeline

  • Current Contracts

    • Use

  • Upcoming Efforts

    • PCard



Update on statewide contracts
Update on Statewide Contracts

Steven Casarez

Supervisor

Contracts Management Unit

Steve.casarez@dgs.ca.gov

(916) 375-4624


Update on statewide contracts1
Update on Statewide Contracts

  • Rain wear

  • Recycled Paint

  • Compressed Gases, i.e. welding gases

  • PC Goods, desktops, laptops, etc.

  • User Guide reminders


Webinar attendee information

Kathy Hicks

Partner Business Executive

Department of General Services

Kathy.Hicks@FISCAL.ca.gov

(916) 576-4830


Webinar attendee information

FI$Cal Project

FI$Cal will:

  • Integrate accounting, budgeting, cash management, and procurement operations into a single system.

  • Eliminate or minimize the need for redundant manual processes.

  • Replace many legacy systems, technologies, and applications.

  • Use a Commercial-Off-The-Shelf (COTS) Enterprise Resource Planning (ERP).


What is erp
What is ERP?

  • ERP is an acronym that stands for Enterprise Resource Planning

  • ERP is a software suite and contains products designed to integrate:

    • Data

    • Functions

    • Computations

    • Processes

  • ERP standardizes and unifies information across the organizational enterprise


  • Why a statewide erp
    Why a statewide ERP?

    • Lack of complete and timely data

    • High level of effort to collect and present data

    • Aging, stand-alone systems that don’t interface

    • Manual, paper-based, redundant processes

    • Departments maintaining unconnected systems with similar functionality and data elements


    2 stage procurement
    2-Stage procurement

    • Allowed the State to provide bidders in-depth knowledge of the state’s processes

    • Provided the state critical insight into the proposed ERP solution

    • Resulted in more competitive rates and a system to meet state needs


    Why now
    Why now?

    • Benchmarking captured baseline data on California’s current financial processes

    • Estimated annual savings and/or cost avoidance of $415 million (fully realized in 2019-20)

      • Realized through process cost savings, technology cost savings, and procurement and finance effectiveness improvements.


    Current vendor management
    Current Vendor Management

    • No single source for vendor information

    • Each department/agency maintains its own vendor database using various programs

    • Vendors must complete the STD 204 (Payee Data Record) for every department they do business with

    • Data validation occurs at each individual department/agency

    • Vendor codes and names not standardized


    Better vendor management
    Better Vendor Management

    • Single vendor management file

    • Validation of critical data elements – Vendor Certifications

    • Consolidated reporting

    • Self service vendor portal

    • Online capability for vendor to enter/update vendor information

    • Online capability for vendor to inquire status of invoice/payment


    Webinar attendee information

    CurrentProcurement


    Better procurement
    Better Procurement

    • Automated procure to pay

    • Data entered once

    • Electronic document workflow and tracking

    • Automated 3-way match

    • Automated reporting

    • Automatic capture of state spend data


    Intent to award
    Intent to Award

    Procurement Intent to Award:

    • Intent to Award was released on March 1st

      • Legislature has 90 days to review (AB 1621)

    • System Integrator: Accenture

      • Solution: Oracle

        • PeopleSoft, Hyperion, Primavera





    Preparing departments
    Preparing Departments

    142 departments and client organizations will be impacted by FI$Cal. *

    • Business Process Redesign (BPR)

  • The Project will work closely with the vendor and selected departments to analyze the BPR opportunities. BPR opportunities will be validated with Partner Agencies and selected departments to adopt best practices inherent in the ERP solution.

    • Data Management Assessments

  • Legacy System Inventory: This current project will provide an inventory of the existing financial and procurement legacy systems being used by each Partner Agency and department affected by FI$Cal. This sub-project, in conjunction with the Legacy Systems & Data Analysis sub-project, will lay the ground work for the transition of legacy system data to the target ERP FI$Cal environment.

    • Change Management

  • Readiness Assessments: The project will establish and apply specific criteria to determine the organizational readiness to implement FI$Cal in the environment of each participating organization.

    • Training

  • Training for specific groups will be designed to ensure successful project outcomes (e.g., Train-the-Trainer, End-user training, Project Team training, Technical training, Transition and Knowledge Transfer.

    *Refer to SPR 4 Report posted to www.fiscal.ca.gov for list of departments/client organizations by wave.


  • Dgs partner agency responsibilities
    DGS Partner Agency Responsibilities

    • Provide policy direction for statewide Procurement

    • Support FI$Cal through active and visible leadership

    • Participate in functional project activities

  • Accounting

  • Budgeting

  • Procurement

  • Information Technology

    • Engage in change management activities

  • Readiness Assessments

  • Business Process Reengineering (BPR)

  • Training/Super Users

    • Maintenance & Operations

  • Service Center


  • Fi cal update
    FI$CAL Update

    For more information:

    www.fiscal.ca.gov

    Department Liaison Network

    FI$Cal Forum April 24, 2012

    Fiscal.CMO@fiscal.ca.gov


    Questions and answers

    Open Forum

    Questions and Answers


    Closing remarks

    Eric Mandell

    Chief

    Office of SB and DVBE Services/Outreach Branch

    Eric.Mandell@dgs.ca.gov

    (916) 375-4608

    Closing Remarks