July 30, 2018

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 doawispro@wisconsin.gov.

Several tools have been created to assist agencies with using the new system, including the 150K User Guide, the 150K Approver Guide and Procurement 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 doawispro@wisconsin.gov.


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.

The Enterprise 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 feature!

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.


Business Intelligence

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 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, 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.


Staffing Updates

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 Correctional Enterprises.

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 this summer.

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.