Procurement Management Review

1
Procurement Management Review

• Maureen Daniels, CPPB,VCO
• Frank Denny, VCO

2
Overview

• Authority
• Objectives of a Review
• Review Indicators
• Approach
• Non-Compliance Findings
• Operational Recommendations
• Account Executives
• Q A Anytime

3
Authority

• The Code of Virginia assigns DGS/DPS statutory
  authority over the Commonwealths purchasing
  function
• DPS has delegated to agencies the authority to
  procure non-technology related goods and services
  and has developed a program to review the
  procurement function at agencies.

4
Objectives of a PMR

• Management Tool
• Promote Compliance
• Evaluate Overall Performance
• Advice Consultation
• Assess Compliance
• Identify Training Needs
• Share Best Practices

5
Review Indicators

• Special Conditions
• Length Since Last Review
• Data Reports
• Other Factors

6
Approach

• Policies, Procedures Organizational Structure
• Procurement Files (SPCC Transactions)
• Contract Files
• Eva Usage Compliance (QQ, VBO, Future)
• Personnel Interviews
• Operational Efficiencies

7
Non-Compliance Findings

• No Evidence of Set-Aside up to 50K
• No Documentation for Single Quotes Under 5K
• Quick Quote Not Used Over 5K up to 50K
• Purchase Transactions Not Processed Through eVA
• No Documentation That Competition Was Obtained
  over 5K

8
Non-Compliance Findings - Continued

• No Evidence of Vendor Insurance and/or License
• Competitive Negotiation Procedures Not Followed
• Contract Administrator Not Assigned
• Documents Signed by Unauthorized Personnel

9
Non-Compliance Findings - Continued

• Appearance of Order Splitting
• (Circumvent Competition)
• Not Using Mandatory Sources (VCE, OGC,VDC State
  Contracts)
• SPCC Procedures Not Followed (not in eVA, no
  receipt, not excluded)
• No Price Reasonableness Determination (SS, single
  response, set-aside removal)

10
Operational Recommendations

• Conduct Periodic End User Training
• Have End Users Enter Reqs in eVA
• Establish Term Contracts

11
Operational Recommendations

• Strengthen SPCC Program
• Utilize IFB/RFP Checklist in APSPM (Annex 6-D and
  7-E)
• Update Policies and Procedures
• Leverage eVA Workflow Capabilities

12
Account Executives

• Frank Denny [phone]
• Dennis Blackwell 786-0394
• Keith Gagnon 786-0324
• Jan Giffin 225-2377
• Sandra Gill 786-4067
• Pete Stamps 786-0205
• Clarence Wilson 225-3355
• Debbie Field 786-1074
• Bob Pareene 225-3354
• Maureen Daniels 786-0266

13
Closing

• Review Hand Out
• Questions?
• Smooth Sailing