2010 STATE PURCHASING FORUM Surviving in Difficult Economic

2010 STATE PURCHASING FORUM Surviving in Difficult Economic Times: Practical Purchasing Training May 19 & 20, 2010 ESP Convention Center, Albany, NY

What’s New in Procurement Deputy Commissioner Carla Chiaro PSG Deputy Director Monica Wilkes

Office of Taxpayer Accountability ØDebit Cards ØElectronic Contract Payments ØExpense Reduction ØLocal Government ØREMI Maintenance ØTeleconferencing

Voluntary Price Reduction As of April 1, 2010, 260 contractors have reduced their contract price for a savings of $4, 025, 700 annually. 4

Printer Aggregate 2009 Aggregate Printer Purchase Initiative: Units Purchased Aggregate Price Contract Price Savings from Contract 5, 022 $2, 347, 370 $4, 246, 053 $1, 898, 683 2009 Aggregate Printer Purchase Initiative: Units Purchased Aggregate Price Contract Price Savings from Contract 9, 418 $1, 069, 371 $329, 346 $259, 974 5

Procurement Topics • • Contract Administration* Contract Reporter* Debriefing* Electronic Filed Requirements Collection • ESD / OGS Vendor Outreach • Executive Order No. 4* • • OGS Awards Procurement Fee Procurement Guidelines* Procurement Lobbying* Sweatfree Consortium Vehicles Vendor Responsibility* * 2010 Forum Classes 6

Contract Administration* Agencies/Local Governments may receive a refund from audits that have been completed. *Contract Administration 7

Contract Reporter (CR)* Recent Changes to the Economic Development Law relative to the Contract Reporter: • Effective December 31, 2009, the CR is free. • Those agencies required to advertise solicitations now also post bid results. • Published daily Monday – Friday. * Contract Reporter 8

Debriefing* Procurement Stewardship Act § 163 was amended to include a specific right to vendor debriefing. Procurement Council Bulletin (September 2009) provides sample bid language to state agencies regarding the right to and manner of debriefing. http: //www. ogs. state. ny. us/procurecounc/pdfdoc/PC_Debriefing. Language. Bulletin. pdf *Debriefing

Electronic Filed Requirements Collection • • Diesel Fuel Oil Gasoline Road Salt Natural Gas Milk Others in the future!! 10

Electronic Filed Requirements Collection 11

ESD/OGS Vendor Outreach The Commissioner of OGS and the Chairman of Empire State Development (ESD) have created a joint agency taskforce to better serve New York State businesses. This will include: • • Alerting businesses to bid opportunities proactively; Informing businesses about the state procurement process to engage in this marketplace more effectively; • Connecting businesses with technical assistance providers around the state and with other available business resources. . 12

Executive Order No. 4 - Establishing A State Green Procurement And Agency Sustainability Program* Specifications Approved 2008/09: Specifications Approved 2009/10: Category 1: Electronic/Appliances Category II: Transportation Category III: Office & Building Operations Category I: Office & Building Operations (Cont’d from Year 1) Category II: Food Services Category III: Transportation (Cont’d from Year 1) http: //www. ogs. state. ny. us/EO/4/Default. asp *Executive Order 4 13

OGS/PSG Awards 2009 Recipient of Awards q National Association of State Procurement Officials (NASPO) George Cronin Award for Procurement Excellence • Natural Gas Initiative (dual burning facilities bid for interruptible or guaranteed supply of natural gas) q NYS FORUM Best Practices Award for Printer Aggregate 14

Procurement Fee Pending Budget Bill legislation to repeal the Centralized Procurement Contract Fee. 15

Procurement Guidelines* • • • User Friendly – “How To” Approach Best Practices Reference to Statutes Links to Resources Glossary http: //www. ogs. state. ny. us/procurecounc/pdfdoc/guidelines. pdf *Basic Purchasing *State Finance Law 16

Procurement Lobbying* State Finance Law §§ 139 -j and 139 -k - extended through July 31, 2014. http: //www. ogs. state. ny. us/about. Ogs/regulations/default. Advisory. Council. html *Ethics 17

Sweatfree Consortium In February 2010, OGS, Department of Labor and other agencies formed a workgroup to develop policies and procedures to ensure that the state’s estimated $1 million annual spend of garments, uniforms, textiles, footwear, and other apparel are made in accordance with labor standards. 18

Vendor Responsibility* OGS is transitioning to the State Comptroller’s on-line Standard Vendor Responsibility Questionnaire (SVRQ) adopted by the State Procurement Council. *Vendor Responsibility 19

Vehicles OGS awarded three-year contracts in four categories: 1. Flex-Fueled (E-85) Vehicles - Passenger Cars, SUVs, Vans, and Pickups 2. Gasoline/Electric Hybrids - Cars, SUVs, Pickups 3. Dedicated Compressed Natural Gas (CNG)/Liquid Propane Injection (LPI) - Cars, Vans and Pickups 4. Pick-ups > 8, 500 lbs. Gross Vehicle Weight Rating http: //www. ogs. state. ny. us/purchase/spg/awards/404 Vehicle. List. htm 20

Questions & Answers customer. services @ ogs. state. ny. us