eSignature Available for Non-Procurement Groups
As a
reminder, procurement and non-procurement groups across State agencies and
University of Wisconsin campuses have access to Wisconsin’s electronic
signature solution. Since the subscription costs of DocuSign have been covered
until November 2019, this is a great opportunity to build automation into
your processes without incurring additional charges. The eSignature tool has
already been used by several agencies to decrease approval processing times and
allow users to track the current status of any documents sent for signature.
If your agency or campus
would like to discuss ways this tool can be used to improve your processes,
contact Dan Kramarz at (608) 267-2715. To review
the related policy, see PIM 19-002.
Questions from municipalities or other groups interested in gaining access to
the contract to purchase a subscription can be directed to Ceotrid Gilbert at (608) 267-4506.
Improvements to Justification of Need and Cost
Benefit Analysis (CBA) Forms
The State
Bureau of Procurement has modified the forms used to complete a cost benefit
analysis to reduce redundancy and enhance procurement recordkeeping practices
for contractual services procurements.
The CBA Project Summary,
DOA-3821a, now incorporates the requirement of a justification of need which
must be completed for all contractual service procurements. The form has also
been modified to add a section requiring agencies to identify when they have
determined that a contractual service falls under an exemption.
The CBA Project Financials,
DOA-3821b, has been modified to update general references and adds a new
section specific to recurring contractor overhead expenses. The Instruction Guide for Financials
(DOA-3821i) has been revised accordingly as well.
The current policy in
the State Procurement Manual has not changed. See PIM 19-004,
Completion of Cost Benefit
Analyses and Justification of Need for Contractual Services for
more information about these changes. The revised forms can be found on the VendorNet Forms
tab. Please email doawispro@wisconsin.gov
with any questions.
Business Intelligence
The
Oracle Business Intelligence (BI) tool gives agencies the ability to track on-
and off-contract spend. Agencies have access to two special dashboards within
BI to review and monitor Minority Business Enterprise (MBE) and Contractual
Services (CS) baseline spend activity.
The
Supplier Diversity dashboard allows agencies to track non-PCard spend with
certified minority and disabled veteran-owned businesses. Since a supplier may
be certified in more than one Supplier Diversity program, the amount of spend
for disabled veteran-owned and minority-owned businesses is shown on separate
lines to avoid double-counting activity.
Please
remember that agencies are still required to report activity with any MBE,
sub-contractor or prime supplier using the online form DOA-3005.
In addition, SBOP will continue to distribute monthly reports to help agencies
track PCard MBE activity.
The Draft MBE and CS
Summary dashboard reports are continuously being reviewed to remove
transactions for grants, government entities or other non-Chapter 16
transactions. As the fiscal year end approaches, please begin reviewing your
agency’s spend to identify these types of transactions and notify us so we may
remove them from the reports. If you have questions about these dashboards,
please contact Zack Lehman at (608) 261-8552 or Terri Lenz at (608) 266-0167.
Training Opportunities
Strategic
Sourcing Classes Offered in June. The next round of in-person
Strategic Sourcing classes has been scheduled for Friday, June 28 at
the Department of Administration building in downtown Madison.
Before being granted
access to use the Strategic Sourcing module in PeopleSoft, users are required
to complete three classes: one computer-based introductory course and two
instructor-led classes. Interested students should sign up for all three
classes by searching for “PRO308” in ELM. Because
of the prerequisites, students should register for the classes in the
following order:
PRO308: Introduction to Strategic Sourcing (eLearning)
PRO308: Strategic Sourcing – Creating an RFB and RFP (June 28, 8:00 a.m. - 12:00 p.m.)
PRO308: Strategic Sourcing – Score and Award (June 28, 12:30 p.m. - 4:30 p.m.)
The
instructor-led classes provide students with hands-on experience using the
Strategic Sourcing module and are taught by SBOP staff who regularly use the
system themselves. Space is extremely limited – sign up soon! If you have
questions about the classes, please contact Jessica Vieira at (608) 266-5452.
Negotiations
Training in July. There are still seats available for the Negotiating on Behalf of the State of
Wisconsin training scheduled for July 10. Seats will be offered on
a first-come, first-served basis, and priority will be given to State agency
and university attendees. This one-day class provides a basic introduction to
negotiations and includes interactive exercises. This course is intended for
procurement professionals who will be involved in negotiations on behalf of
their agency. Topics covered include planning, conducting and closing
negotiations; team-building; bargaining styles; tactics, strategy and ethics;
and unique considerations based on State of Wisconsin procurement rules. To
sign up for the class, visit the SBOP Training
page or contact Jessica Vieira
at (608) 266-5452 with any questions.
Contract Spotlight
Broadband
Internet Service Provider (ISP) Services. SBOP
recently finalized a Request for Bid to award a contract for Broadband Internet Service Provider
Services (505ENT-O19-BROADISP-00)
to AT&T Corp., Hughes Network Systems, Airstream Communications and
WiscNet. Contracts are still in the process of being finalized with two
additional vendors. The initial term of the contract will run through March 31,
2022, with two yearly options to renew through March 31, 2024. This is an
optional contract to provide State agencies, UW campuses and cooperative
purchasing groups with access to broadband ISP services that do not connect to
the State of Wisconsin BadgerNet Converged Network (BCN). For more information
contact Susanne Matschull at (608) 266-9796.
Ground
Maintenance Equipment. The State of Wisconsin has signed
a participating addendum with CNH Industrial America, adding them to the list
of vendors on the existing Ground
Maintenance Equipment contract (505ENT-O14-GNDMNTCEQP-00),
joining the other awarded vendors, Deere & Company and The Toro Company.
Please refer to the contract page on VendorNet for pricing and vendor contact
information. Contract questions can be addressed by Brooke Gullick at (608) 266-0817.
State Use
Program Commodity Contracts. Fair market pricing calculations
were completed for the State Use Program commodity contracts. Eight
contracts were within fair market pricing (Mops, Brushes and Brooms, Alkaline
Batteries, Non-Sterile Disposable Gloves, DOC Officer Uniforms, DOC Oxford
Shoes, DOC Work boots and DOJ DNA Buccal Swab Kits). The following four
contracts had at least one item outside fair market:
Floor Pads: 5 of 10 items outside fair market; agreed to meet fair market pricing; effective 5/6/19.
Admission Kits: 1 of 6 items outside fair market; agreed to meet fair market pricing; effective 5/6/19.
Socks: 2 of 6 items outside fair market; agreed to meet fair market pricing; effective 5/6/19.
In addition, a price increase request for the Mops contract (505ENT-U93-DSTWETMOPS-01)
was approved at the State Use Board meeting and went into effect
5/6/19. Please contact Nadine Malm
at (608) 266-5462.
eSupplier for Bidder Registration
Anyone interested in
doing business with the State of Wisconsin should register as a bidder on
eSupplier (https://eSupplier.wi.gov).
To make the eSupplier registration process as simple as possible, we recommend
sharing the following detailed instructions with potential bidders (see below).
In addition, bidders also have access to the eSupplier Bidder
FAQ Guide which answers many frequently asked questions on a variety
of topics, including issues commonly experienced when trying to register, tips
for selecting and entering NIGP codes and submitting a response to a
solicitation, as well as information about who to contact for additional
eSupplier support. For questions about the eSupplier Bidder FAQ Guide, contact doawispro@wisconsin.gov.
eSupplier
Registration Instructions
To
register for free on eSupplier, companies should go to https://eSupplier.wi.gov.
Register for a WAMS username and password. You can find a link to “Create your WAMS
ID” below the sign-in button on eSupplier. Once you have completed the WAMS
registration form, you will receive an email with a verification link. Click
the link and enter the required information.
Login to the eSupplier Portal for Bidders. Return to https://eSupplier.wi.gov
and click the big, blue “Enter Bidder Site” button on the right. Enter your
WAMS username and password and sign in.
Register in eSupplier. Click the “Register” button once you’ve logged into
eSupplier. You will be asked to enter an email address. If your VendorNet
account was active at the time of the transition to eSupplier, entering the
same email address you used in VendorNet will bring over any NIGP codes you had
in VendorNet to your new eSupplier profile. Fill out your company information
in the eSupplier Registration Form. We recommend not using any autofill
functions when completing this form, especially if using Chrome. Click “Save”
before returning to the Bidder Homepage.
Add NIGP Codes to your
account to receive automatic notifications of solicitations. Once you’ve successfully completed your
eSupplier registration, you will see your company information and Bidder ID
number displayed on the Bidder Homepage. To the left of this information will
be a link for “My NIGP Codes”. Click this to add or edit the NIGP codes
associated with your profile. These codes represent the services and commodity
areas your company is interested in providing. You may add as many codes as is
appropriate for your business. Once they’ve been saved, you will begin
receiving automatic notifications by email for any solicitations issued by
State agencies and University of Wisconsin System campuses that match the codes
saved to your profile.
Strategic Sourcing: Tips and Tricks
Navigating
in Fluid: After logging in to STAR Finance, you can change the set of
tiles you see by selecting a different option from the dropdown menu at the top
of your page. To access the page with the Strategic Sourcing tile, choose
“Finance & Procurement Ops.” In addition, you may make this your homepage
by clicking the icon with the three dots in the upper right corner of your
screen and selecting "Personalize Homepage" from the dropdown
list. Drag "Finance & Procurement Ops" to the top of the list
(above FSCM Employee Self-Service, which is the default homepage) and click
"Save."
Navigation
for Internal Evaluators: To score a solicitation, an
internal evaluator logs in to STAR Finance and selects the Strategic Sourcing
tile from the Finance & Procurement Ops page. However, depending on their
assigned roles, this tile may not appear for all evaluators (STAR is working on
a solution for this). An alternative way to access the tile is to click the
Compass Icon in the upper right corner of the page and use the following
navigation: State of Wisconsin (STAR) > Strategic Sourcing > Scoring and
Awarding > Score Event.
Looking for
additional resources for Strategic Sourcing? STAR agencies can access a variety
of job aids, tools and resources on STARConnection
(STAR Connection > Resources > Finance and Procurement > Job Aids >
Search for “Strategic Sourcing”). If you would like to share a Strategic
Sourcing tip or trick you’ve learned, please email your ideas to Jessica Vieira.
Staffing Updates
Andrew
Shuck joined the State Bureau of Procurement as the new Enterprise Sourcing
Section Chief on May 13. Andrew brings with him a wealth of procurement and management
experience in both the public and private sectors. In his four years with the
US Army, Andrew managed supply chain efficiencies, served as the primary
procurement agent, and conducted audits of purchasing activity. In his most
recent position as the Operations Manager for Pure Sweet Honey, Andrew managed
sales, purchasing, human resources and general operations. Additionally, he
developed policies, fostered relationships with end users and vendors, created
and negotiated contracts, conducted market analysis and developed procurement
strategy. Andrew’s skills and experience will assist the Bureau in meeting its
strategic goals and we are thrilled to have him join our team.
Chris
Tucker joined SBOP as a Procurement Specialist in CAPS. Chris comes to DOA
after 21 years at Kelty-Best Inc. where he most recently served as a Senior
Manager (Vice President). His primary focus was working collaboratively with
manufacturers to develop packaging, price points and marketing strategies to
highlight products. Additionally, Chris brings private sector experience in the
procurement of printing and promotional commodities, expertise in vendor
negotiations and personalized customer management. We are excited to have Chris
join the CAPS team and believe he will be a strong team player in the Bureau
and an asset to all agencies supported by CAPS.
Steve
Slawny, CAPS Section Chief, is leaving the Bureau effective May 26 for an
opportunity with the DOA Division of Enterprise Technology. Steve has been
with SBOP since May 2008 except for a brief leadership role with the STAR ERP
project. Steve has assisted in every major SBOP system implementation
including the roll out of STAR Strategic Sourcing. We congratulate Steve and
wish him well in his new role. In Steve's absence, CAPS agencies may
contact Cheryl Edgington or Sara Redford with policy or management
inquiries. We will work together to support the amazing CAPS team in their
service to CAPS agencies during this busy time of year. A job announcement for
the next CAPS Section Chief closes May 28. Like Steve, we are looking for an
energetic problem solver with leadership skills and a procurement background to
join the SBOP management team.
SBOP has
an opening in the Enterprise IT Sourcing section for a Procurement
Specialist-Objective or Senior, also closing on May 28. This position manages
statewide bidding and contracts for IT and telecom categories and is
responsible for highly technical procurements for our partner, the Division of
Enterprise Technology. If you, or someone you know, may have an interest please
see the job announcement
here.
SBOP has
an additional opening in the Knowledge Management, Improvement and Training
(KIT) Section for a Knowledge Management Specialist, closing on June 4. This
position would be responsible for documenting and improving procurement
processes by applying a knowledge management framework and developing eLearning
content for our statewide procurement training program. Anyone interested in
the position is encouraged to view the full job announcement here.
Andrea Welch of SBOP
has worked closely with the Department of Military Affairs to manage several
large procurements related to public safety. The most consequential project is
the RFP to replace the statewide public safety interoperable communications
system. In her work with DMA, they have regularly expressed gratitude for her
dedication to the projects and the value she brings. However, those sentiments
were expressed in an extraordinary way during a meeting on April 3 when
Wisconsin Adjutant General Donald Dunbar awarded Andrea with a meritorious
service medal and award for her great work. We are incredibly proud and
grateful to Andrea for the dedication she shows to the agencies and
congratulate her on this once in a lifetime honor!