IT and Private Consultant Purchases Over $150K
System is Live
Executive Order 288
directs State agencies to submit any information technology or private
consultant services purchase (including consultants over $150,000) to the
Secretary of the Department of Administration for approval. To accomplish this,
an enhancement to the existing automated RPA system has been developed which will
allow agencies to submit these requests electronically. The “IT and Private
Consultant Purchases Over $150K System,” or “150K System” for short, was
launched on July 12 and agencies will be required to use it to submit requests
beginning August 1. Access to this new system should be coordinated through
your central purchasing director and submitted to email@example.com.
Several tools have been
created to assist agencies with using the new system, including the 150K User Guide,
the 150K Approver Guide
Information Memorandum 18-003. In addition, a new form, DOA-3310,
has been created and is available on VendorNet. Please direct any questions
relating to this project to firstname.lastname@example.org.
Enterprise Banking Services Contract
In December 2017, SBOP received approval through a Governor’s
Waiver to separate lockbox services from the Enterprise
Banking Services contract and enter into a five-year contract with
US Bank that would start on July 1, 2018. The State intends to maintain
existing lockbox services over the next five years as the volume decreases to a
level that can be processed in-house.
Banking Services contract (505ENT-M08-ENTBANKING-01)
for cash management, e-payment and merchant processing services with US Bank
has been extended to June 30, 2019 to allow time to issue a new Request for
Proposal and award the resulting contract. For questions regarding this
contract, please contact Bruce Derge
at (608) 264-7658.
Strategic Sourcing Tips and Tricks
Copying a Previous Solicitation: Instead
of creating a solicitation from scratch, users may copy a previous event from
the Event Workbench by clicking “Copy” in the column on the right. This will
create an exact replica of the event, including the supporting documents, NIGP
codes, bid factors and event text. While users will still need to update the
event and review the document to ensure the most current version of each
section is being used (e.g., Terms and Conditions), it is a great time-saving
Timeout Limit Has Changed: The timeout for PeopleSoft
has been reduced from 20 minutes to 15 minutes. Be sure to save frequently to
avoid loss of work.
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.
The Oracle Business Intelligence (BI) tool gives agencies the
ability to track agency spend, including both 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
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, the State Bureau of Procurement will continue to send out 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.
Sara Redford accepted a reassignment from Deputy Director to
Director of the State Bureau of Procurement effective June 24, 2018. Sara’s time
with SBOP has been one of steady growth and responsibility, both as a
procurement practitioner and leader. After starting with SBOP as a Purchasing
Associate, Sara advanced to Procurement Specialist positions while taking on
responsibility for increasingly challenging bids and RFPs. She successfully
served as Section Chief in the IT Sourcing Section and last year was chosen as
SBOP Deputy Director.
Matt Limoges is the new SBOP Section Chief of the Enterprise IT
Sourcing Section. Matt most recently worked for the Department of Health
Services where he was the manager of the Compliance, Policy and Contracting
Section in the DHS Bureau of Strategic Sourcing. Matt also has experience in
public affairs and is a graduate of University of St. Thomas School of Law.
John Burnett joined SBOP as a Procurement Specialist in the
Enterprise Sourcing Section where he will manage a variety of contracts
including medical supplies, elevator maintenance and flooring. John previously
served as a Purchasing Agent at UW System Administration and has also managed
procurements and contracts for the Department of Corrections, Bureau of
Susanne Matschull has rejoined SBOP as a Procurement Specialist
in the Enterprise IT Sourcing section. Susanne has significant experience with
IT procurement having worked previously in SBOP, CAPS, and the UW-Madison and
DHS procurement offices.
Jacob Wyngard joined SBOP as a summer intern through a grant
that was awarded to Wisconsin from the National Association of State Procurement
Officials (NASPO). Jacob is currently studying supply chain management and
international business at Michigan State University in the Broad College of
Business. Jacob will be working to support many new initiatives and programs
Congratulations to Hallee Kox and Amber Rademacher of CAPS.
Steve Slawny reports the recent promotions of Hallee Kox to a Procurement
Specialist and Amber Rademacher to a Procurement Specialist-Senior. Hallee
joined CAPS in February 2017 as a Purchasing Associate and through her
dedication to learning procurement and state operations, she quickly became a
go-to resource for all CAPS supported agencies. Amber joined SBOP in June 2015
as a Procurement Specialist Objective and has become a respected leader in CAPS,
successfully facilitating some of our most complex RFPs.
Mike Marean has found
a new opportunity in the private sector and has elected to leave State service.
Mike had spent nearly 20 years in state government, first at DATCP and DOC
prior to spending nearly twelve years at UW-Madison before joining the Bureau
as the KIT Section Chief in August 2016.