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Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR

Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR. December 17, 2007. Purpose of the session:.

reginald-ethelbert
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Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR

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  1. Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR December 17, 2007

  2. 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

  3. 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

  4. Start with entering the GPR:

  5. Click here to by-pass this first screen

  6. Click here to access Bid Processing to the GPR

  7. This is the Level 6 (APO/UPO and Sr. Buyer Level) Menu New item on the menu!

  8. 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)

  9. 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

  10. 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

  11. Example: A Level 2 buyer has a bid that is falls under one of the Exempt categories Click Yes

  12. Blow-up of the Red Box

  13. Type of Exemption Must be Indicated

  14. Example

  15. Justification and explanation must be included (further down the screen shown previously):

  16. DPA Override because bid is Exempt

  17. Posted—without SPD (agency may set up it’s own restraints)

  18. Email sent to vendor

  19. Email sent to buyer

  20. Example: Level 2 Buyer has a bid that is non-exempt but is under the DPA of 100,000 Click No

  21. Blow-up of the Red Box

  22. Note that Agency DPA is listed Under Agency’s DPA

  23. Email to Vendor and to Buyer

  24. Solicitation 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: CCMRouting@doas.ga.gov SPD receives and process request and communicates with requester SPD will respond to the solicitation based on the criteria indicated on request form When agency personnel posts the solicitation in GPR, the solicitation must include the SPD approval or conditional approval number SPD will assign a number to the request and email it to the requester with the request form the SPD authority decision

  25. Buyer Submits Form to SPD (approval from APO/UPO)—using CCMRouting@doas.ga.gov

  26. Form is located on the SPD Standard Forms Page under Operational Documents Section

  27. SPD Notifies Buyer of DecisionIn this example, buyer with approval to post solicitation above DPA begins the process…

  28. Message pops up

  29. Box appears—for buyer to write in justification: Provides pre-approval information

  30. After attempting to post the bid, the following appears…

  31. And what appears on the buyer’s initial screen

  32. Meanwhile, back at SPD To view the bid Decision to be made by SPD

  33. SPD reviews log which, in this example, indicates agency buyer was given complete authority to post the bid and make the award

  34. Buyer gets this email—also an email indicating vendors have been notified and vendors are, in fact, notified

  35. Not on initial screen anymore

  36. Fast Forward—Bid closes and now is in pending status…

  37. Attempt to award….

  38. But needs the NOIA! Level 2 Buyer is not able to post the NOIA—that must be done by Level 6 Buyer

  39. Level 2 buyer not able to post NOIA—option is not on the menu

  40. Agency or University Level 6 Buyer can do this…option is on the menu

  41. 10 days go by…and the status changes

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