Acquisition Planning Desktop Guide - Final

Elevating the Quality of Life in the District

DGS Contracting & Procurement

Acquisition Planning Desktop Guide

FY2017

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Table of Contents: Overview

• Chapter 1: Introduction

• Chapter 2: Acquisition Planning

• Chapter 3: DGS-APT Legend and Definitions

• Chapter 4: How do I enter information in the DGSAPT Electronic Form?

• Chapter 5: Unplanned Acquisitions

• Chapter 6: DGS-PIF Legend and Definitions

• Chapter 7 : How do I enter information in the DGS-PIF Electronic Form?

• Chapter 8: Querying & Reporting

• Chapter 9: Closing

Page Numbers

3-10

11-15

16-22

23-39

40-44

45-48

49-66

67-73

74-75

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Chapter 1: Introduction

Overview

• Purpose

• Policy & Law

• DGS Acquisitions - Key Roles and Players

• Who are the division points of contact?

• How does the DGS –APT help DGS divisions and District agencies ?

• How does the C&P division benefit from the use of the Acquisition Planning

Tools ?

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Purpose

The purpose of acquisition planning is to ensure that the government meets its needs in an effective, economical and timely manner. Acquisition planning ensures compliance with the law and allows for proper lead time for processing procurements. This Desktop Guide provides guidance to assist procurement staff in utilizing data submitted by the divisions in the Department of General Services Acquisition Planning Tool, which is the Contracting and Procurement Division’s official system of record for acquisition plans.

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Policy & Law

Procurement Practices Reform Act of 2010 (PPRA), effective April 8,2011 ,Section 1105.

The Chief Procurement Officer shall develop and implement a process by which each agency subject to the CPO’s procurement authority shall prepare and submit to the CPO and acquisition plan identifying the size and nature of the anticipated procurement workload for the following fiscal year. Although we are an independent agency the DGS procurement process is subject to the PPRA.Each division shall submit its acquisition plan for the following fiscal year to C&P no later than September 26th of this year

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DGS Acquisitions Key Roles & Players

Program ManagersProvide a Scope of Work Provide an Independent Government EstimateEstablish Period of Performance Knowledge of the number of contracts in the portfolio Complete Contract E-ValuationKnowledge of Prime and Subprime contract activities Authorize the exercise an option 60-90 Days before the current option expiresAwareness of the Contract CeilingComplete and Submit RQ, DGS – APT, DGS – PIF Share requisition funding type and amount with budget personnelSend an Requests for Modifications Properly allocate task orders across multiple contractors

Contracting and Procurement – Procurement Services BranchApprove RQsIssue Purchase OrdersPrepare modifications Request funding Create and send preliminary notices for contract expiration Process Large Purchases Process Small Purchases – 10 day cycle time (Changes are due to OTR & DOES compliance implementation) Submit OTR & DOES tax compliance Tax affidavitsQuality Assurance for Vendors

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DGS Acquisitions Key Roles & Players (Continue)

Contracting and Procurement – Policy, Research & Planning Branch Facilitate annual acquisition planning Control and monitor procurement request Facilitate and control Ad- Hoc/ Unplanned procurement request Schedule and forecast procurement activity Conduct Quarterly Reports Conduct Ad-Hoc analysis to mitigate riskCoordinate procurement activity with the C&P Division’s Procurement Service , Procurement Evaluation Branch & Office of the Associate Director

( If Procurements are Greater than $1Million & Mission Critical )

OGC – Legal Draft ContractsLetter ContractsReview RFPsReview DocumentsSupport Evaluation and Award – During the award issuing phase Drafting SupportPost Award Change Orders ModificationsSupport the development of Council Packages

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Who are the division Points of Contact ?

Office of the Director-Latrena Owens, Jonathan KayneIT- Gregory CottenCommunications- Kenneth DiggsLogistics- Faith ScottHuman Resources- Vikkie GarayProtective Services - Anthony FortuneFacilities Management - Spencer Davis, Donny GonzalezSustainability and Energy Management- Zach DobelbowerCapital Construction- Jeff Bonvechio, Allam Al-AlamiPortfolio- Jonathan Kayne, Mattie Rogers Office of General Counsel- Camille Sabbakhan, Carlos SandovalContracting and Procurement- Yinka Alao, Carissa MayeOCFO/Budget -Henry Wong , Massimo Marchiori , Valerie BrownResource Allocation - Robert Seabrooks , Lanre Akinsemoyin

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How does the DGS –APT help DGS

divisions and district agencies ?

Kicks-off the process of identifying future needs. Align procurement needs with budgetary resources and strategic

plan. Facilitates the development of timelines that help agencies

proactively prepare requirements and other pertinent procurement documents relative to their needs.

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How does the C&P division benefit from

the use of Acquisition Planning Tools ?

Forecast procurement needs of stakeholders/customers. Allocate procurement resources more strategically and efficiently to

meet the needs of stakeholders. Execute and effectively monitor and ensure compliance on planned

and unplanned procurements. Reduce delays in the overall procurement process.

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Chapter 2: Acquisition Planning

Overview

• What is acquisition planning?

• What are the tools to help us with acquisition planning?

• What are the steps ?

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What is acquisition planning ?

Acquisition planning means the process by which the efforts of all personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the agency’s needs in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition portfolio.

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What are the tools to help us with

acquisition planning?

1) The Department of General Services Planning Tool (DGS-APT) is an electronic form in the Procurement Automated Support System (PASS) which captures general information a DGS Division that intends to procure goods or services for any given fiscal year.

2) The Department of General Services Project Initiation Form (DGS-PIF) is an electronic form in the Procurement Automated Support System (PASS) which provides general information a DGS Division that intends to procure goods or services for unplanned, emergency and ad-hoc request.

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Step1. DGS C&P will hold an introductory meeting with each division head and work with

each division to prepare their DGS-APT for the fiscal year.

Step2. Customer Divisions will submit their acquisition plan In the PASS through the D-APT

Electronic Form.

Step3. The Policy Research and Planning Branch & Contracting Specialists will work with

key division personnel to collect data for the D-APT and Facilitate D-APT entries with

division staff.

What are the steps ?

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Step 4. The Contracting and Procurement Division will analyze the data received from the

divisions and batch acquisitions by procurement type and commodity.

Step 5. Once the DGS-APT is finalized, customer divisions will receive a notification that

there submittal was approved.

Step 6. C&P branches will work together to ensure that the workload is distributed

properly to timely meet the needs of requesting divisions.

Step 7. Procurement is ready for execution !

What are the steps ? (Continue)

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Chapter 3: DGS-APT Legend and Definitions

Overview

• Legend# -APT is the legend number Icon in this section

• Categories – are various attributes inside the DGS-APT form “My label” is not in

legend. This is for OCTO and OCP use only

• Definitions – descriptions of the categories

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Legend-DGS-APT (Part 1) : Legend # Categories Definition

APT 1. Title : Priority 0,1,2,3 or 4 Acquisitions

Title should state the priority Levels 0-4 ,for example: Priority 0 Acquisitions - High Priority High Risk, Priority 1 Acquisitions - High Priority Attention is needed, Priority 2 Acquisitions- Moderate Priority

Moderate Risk , Priority 3 Acquisitions - Moderate Priority Low Risk, Priority 4 Acquisitions- Low Priority Low Risk

APT 2. Division Name Requesting Division APT 3. Division/Agency Point of Contact Program Manager - Point of contract full name APT 4. Phone Number Program Manager contact information APT 5. Fiscal Year Fiscal Year that these actions are planned

APT 6. Planned Acquisitions - DGS APT Batch # & Line _ # An individual line item number - This number has to be a unique / individual DGSAPT Line number # per planned acquisition request For Example : DGSAPT276_0

APT 7. Planned Acquisitions - Description The planned acquisition/project title , each project will have an associated description example: DGSAPT276_0 Oak Hill Lighting - Municipal

APT 8. Planned Acquisitions - Commodity Group The commodity group under which the acquisition falls i.e. goods

APT 9. Planned Acquisitions - Funding Source Whether it is Local , Grants , Federal, Capital or Other ( IF Capital and Local funds are both used , please enter in the comment sections

APT 10. Planned Acquisitions - Need By Date Need by Date/ Due date when acquisition is expected ( If you have project plans , please enter them into the attachment )

APT 11. Planned Acquisitions - New Acquisition Is the acquisition new ? ( Yes or No ) APT 12. Planned Acquisitions - Procurement over $1M For metrics and tracking purposes APT 13. Planned Acquisitions - Mission Critical Mission Critical/ Council Packages ( Is this a council package Yes or No ?)

APT 14. Planned Acquisitions - Estimated Amount Estimated dollar value of the individual project. For example: DGSAPT Line # - DGSAPT276_0 Description -Oak Hill Lighting Estimate dollar value - $1,000,000

APT 15. Planned Acquisitions - Partial Letter Contract Needed Will a partial letter will be used to execute parts of this project APT 16. Planned Acquisitions - Existing Contract Number If Acquisition is not new and pre-existing APT 17. Planned Acquisitions - CS , NC , AE services Select if it is Construction , Non- Construction , or Architecture and Engineering Services APT 18. Planned Acquisitions - Can a CBE perform these projects Can this project be set aside for the CBE market ? APT 19. Planned Acquisitions - Can a SBE perform these projects Can this project be set aside for the SBE market ? APT 20. Planned Acquisitions - Green Procurement Can green procurement standards be used for this acquisition request?

APT 21. Planned Acquisitions - Quarter When, in the FY cycle you expect this project to be executed. Note: The quarter should follow the need by date.For example Need By date: Dec 31 2016 , Quarter: Q1

APT 22. Planned Acquisitions - Season When in the Fiscal Year cycle , you expect this project to be executed. Note: The season should follow the quarter and need by date For example. Need By date: Dec 31 2016 , Quarter: Q1, Season: Winter

APT 23. Comments *Optional - Please feel free to enter additional information about your submittal

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Legend-DGSAPT (Part 2) :

APT 1.

APT 2.

APT 3.

APT 5.

APT 4.

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APT 6.

APT 6. Batch # APT 6.

Line _ #

APT 7.APT 8.

APT 9.

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APT 10.

APT 11.

APT 12.APT 13.

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APT 14.

APT 15.APT 16.

APT 17.

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APT 18.

APT 19.APT 20.

APT 21.APT 22.

APT 23.

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Chapter 4: How do I enter information in the DGSAPT Electronic Form?

Overview

• DGS-APT General and Metrics Information Index Table

• Step1 DGS APT Submission Procedure – Log In

• Step 2 DGS APT Submission Procedure-PASS Navigation

• Step 3 DGS APT Submission Procedure-General Information

• Step 4 DGS APT Submission Procedure-Metrics Information

• Step 5 DGS APT Submission Procedure- Submittal

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Chapter 4: DGS-APT Index TableChapter 3 Legend # Categories Exhibits General & Metrics Information

APT 1. Title : Priority 0,1,2,3 or 4 Acquisitions A4 Step 3 – General Information

APT 2. Division Name A5 Step 3 – General InformationAPT 3. Division/Agency Point of Contact A6 Step 3 – General InformationAPT 4. Phone Number A7 Step 3 – General InformationAPT 5. Fiscal Year A7 Step 3– General Information

APT 6. Planned Acquisitions - DGS APT Batch # & Line _ # A8 Step 4 – Metrics Information

APT 7. Planned Acquisitions - Description A9 Step 4– Metrics Information

APT 8. Planned Acquisitions - Commodity Group A10 Step 4 – Metrics Information

APT 9. Planned Acquisitions - Funding Source A11 Step 4 – Metrics Information

APT 10. Planned Acquisitions - Need By Date A12 Step 4 – Metrics Information

APT 11. Planned Acquisitions - New Acquisition A13 Step 4– Metrics Information

APT 12. Planned Acquisitions - Procurement over $1M A14 Step 4– Metrics Information

APT 13. Planned Acquisitions - Mission Critical A15 Step 4– Metrics Information

APT 14. Planned Acquisitions - Estimated Amount A16 Step 4– Metrics Information

APT 15. Planned Acquisitions - Partial Letter Contract Needed A17 Step 4– Metrics Information

APT 16. Planned Acquisitions - Existing Contract Number A18 Step 4– Metrics Information

APT 17. Planned Acquisitions - CS , NC , AE services A19 Step 4– Metrics Information

APT 18. Planned Acquisitions - Can a CBE perform these projects A20 Step 4– Metrics Information

APT 19. Planned Acquisitions - Can a SBE perform these projects A21 Step 4– Metrics Information

APT 20. Planned Acquisitions - Green Procurement A22 Step 4– Metrics Information

APT 21. Planned Acquisitions - Quarter A23 Step 4– Metrics Information

APT 22. Planned Acquisitions - Season A24 Step 4– Metrics Information

APT 23. Comments A25 Step 4– Metrics Information

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Chapter 4: Step 1 DGS APT Submission Procedure – Log In

A1. Log in to Pass. Click here for PASS Login page:https://pass.in.dc.gov/Buyer/Main

A2. Enter your User Name and Password. Then click Login to enter PASS. If you have problems with your log in, please contact your DGS-IT department or ITservus

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https://pass.in.dc.gov/Buyer/Main


Chapter 4: Step 2 DGS APT Submission Procedure-PASS Navigation

A3. scroll over the Common Actionsection

A3. scroll over the More…. Section. Click the drop down

A3. Select and click the DGS Acquisition Planning Tool ( DGS-APT)

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Chapter 4: Step 3 DGS APT Submission Procedure-General Information

A4. For the Title of the DGS APT Please enter Priority Status: 0,1,2,3,4. Please see DGS-APT Legend slide APT 1 for definition

A5. Please select from the drop box for your division

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A6. In the Division POC section, click select to find the DGS POC for your submittal

A6. Enter their name and select search.

A6. Select their name.

A6. Click done.


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A7. Once the POC has been selected. Please input the following in the general information section:1. Enter the Phone number 2. Scroll down to select the Fiscal Year

*My label is not in legend; that is for OCTO and OCP use only


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Chapter 4: Step 4 DGS APT Submission Procedure-Metrics Information

A8. Once the general information section has been filled please scroll down and click Add to generate a DGSAPT Batch & Line Number #

You should see the following:DGSAPT300_0

DGSAPT300 – The first (3) Digits of the number are your batch numbers

DGSAPT300_0 – The Last Digit in the DGSAPT batch is your Line number(s)

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A9. Please enter the project title in the description section.

A10. Next, select the commodity. For drill down information please reference the next slide.

A11. Select from the drop down box for the funding source

A12. After that click calendar icon, to select the Need by date /Due date


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A10. Drill down information - Commodity

For drill down information, here are the following steps :

Select the drop down box Click search for more

Select the drop box in Alland scroll down to the commodity group and select best fit for the type of project

Once you have found the commodity code that best fits your project/ procurement, Click select for the commodity to be included in the DGS-APT


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A13.After the Need by date /Due date has been selected. Select Yes or No A14.For

procurements over $1million dollars Select Yes or No to establish a base line threshold

A15. Next, for Mission Critical/Council Packages please select Yes or No

A16. Enter the dollar value of the procurement

A17. For purposes of tracking letter contracts, please indicate whether this project will require a Partial/ letter contract executed


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A18. If , a pre-existing contract is associated with your submittal then enter the contract number. If not then select N/A

A19. Select from the drop box CS, NC, or AE services

A20. If a CBE can perform select Yes. If not, select No.

A21. If a SBE can perform select Yes. If not, select No.


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A22. If the project is a green procurement select Yes. If not, select No.

A23. Then select from the drop down box the quarter of the procurement. The need by date should follow the quarter

A24. Then select from the drop down box the season the procurement should be submitted.

A25. Please feel free to enter any more description about your submittals


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Completed filled in DGS-APT example A26. Click submit

For Reference Please see - A8

*Optional Comments and add attachment -Please feel free to enter additional information about your submittal. We left this section optional due to the fact that you will still have to provide a comment and attach required documents to the Requisition in the Procurement Automated Support System (PASS)

Chapter 4: Step 5 DGS APT Submission Procedure- Submittal

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After the DGS-APT has been submitted. Congratulations ! The DGS submittal has been Completed!

A27. After you have submitted the DGS-APT you will see your DGSAPT Batch # and submittal title

DGSAPT317Priority 0 Acquisition

See slide for print view See slide for Status/ Approval flow view


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Print view


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Status/ Approval flow view


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Chapter 5: Unplanned Acquisition

Overview

• What happens if the procurement is unplanned ?

• What are the steps for processing an unplanned procurement ?

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What happens if the procurement is

unplanned ?

The Contracting and Procurement Division has created the DGS Project Initiation Form ( DGS-PIf ) to help facilitate Ad-hoc procurement requests. The Department of General Services Project Initiation Form (DGS-PIF) is an electronic form similar to the DGS-APT which is in the Procurement Automated Support System (PASS).

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Step1. The program will identify the unplanned, emergency or partial procurement need

Step2. The Customer Division will log on to Pass to fill out and submit the DGS Project Initiation

Form

Step3. The Policy Research and Planning Branch will receive a notification that a new submittal

has been entered

What are the steps for processing an Unplanned

Procurement ?

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Step4. The Policy Research and Planning Branch will analyze the data received from the

customer divisions.

Step5. The Policy Research and Planning Branch will then approve the Ad-Hoc procurement

request

Step6. You have Completed the D-PIF process!

What are the steps for processing an Unplanned

Procurement ?

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Chapter 6: DGS-PIF Legend and Definitions

Overview

• Legend# -PIF is the legend number Icon in this section

• Categories – are various attributes inside the DGS-PIF form *My label is not in

the legend; this is for OCTO and OCP use only

• Definitions – are the description of the categories

44


Legend-DGS-PIF(Part 1) : Legend # Categories Definition

PIF 1. Title : Priority 0,1,2,3 or 4 Acquisitions

Title should state the priority Levels 0-4 ,for example: Priority 0 Acquisitions - High Priority High Risk, Priority 1 Acquisitions - High Priority Attention is needed, Priority 2 Acquisitions-

Moderate Priority Moderate Risk , Priority 3 Acquisitions - Moderate Priority Low Risk, Priority 4 Acquisitions- Low Priority Low Risk

PIF 2. Division Name Requesting Division PIF 3. Division/Agency Point of Contact Program Manager - Point of contract full name PIF 4. Commodity Group The commodity group under which the acquisition falls i.e. goods PIF 5. Phone Number Program Manager contact information

PIF 6. Estimated Contract Date Needed Estimated Contract Date Needed/ Due date when acquisition is expected ( If you have project plans , please enter them into the attachment )

PIF 7. Estimated Dollar Amount Estimated dollar value of the project.

PIF 8. Procurement over $1M For metrics and tracking purposes

PIF 9. Mission Critical Mission Critical/ Council Packages ( Is this a council package Yes or No ?) PIF 10. Green Procurement Can green procurement standard be used for this acquisition request? PIF 11. Procurement Method This option allows you to recommend a procurement method PIF 12. Partial Letter Contract Needed Will a partial letter will be used to execute parts of this project ?

PIF 13. CS , NC , AE services Select if it is a Construction , Non- Construction , or Architecture and Engineering Services PIF 14. Can a CBE perform these projects Can this project be set aside for the CBE market ? PIF 15. Can a SBE perform these projects Can this project be set aside for the SBE market ?

PIF 16. Quarter When, in the FY cycle you expect this project to be executed Note: The quarter should follow the need by date. For example Need By date: Dec 31 2016 , Quarter: Q1

PIF 17. Season When in the Fiscal Year cycle , you expect this project to be executed. Note: The season should follow the quarter and need by date For example. Need By date: Dec 31 2016 ,

Quarter: Q1, Season: Winter PIF 18. Project Scope Please state if the project is a new acquisition , partial/letter contract ,or both PIF 19. Project Description ( Just like the DGS APT ) The acquisitions/project title PIF 20. * DGS APT number if any ? *If the submittal is attached to any planned procurement please select the batch number PIF 21. * DGS APT line *If the submittal is attached to any planned procurement please drill down to the DGSAPT

batch and select the line number PIF 22. Comments *Optional - Please feel free to enter additional information about your submittal

PIF 23. Add attachment * Optional - Documentation are not due until the RQ is initiated in PASS

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Legend-DGSPIF (Part 2) :

PIF 1.

PIF 2.

PIF 3.

PIF 4.

PIF 5.

PIF 6.

PIF 7.

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PIF 8.

PIF 9.

PIF 10.

PIF 11.

PIF 12.

PIF 13.

PIF 14.

PIF 15.

PIF 16.

PIF 17.

PIF 18.

PIF 19.

PIF 20.

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PIF 20.

PIF 21.

PIF 22.

PIF 23.

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Chapter 7 : How do I enter information in the DGS-PIF Electronic Form?

Overview

• DGS-PIF General and Metrics Information Index Table

• Step1 DGS PIF Submission Procedure – Log In

• Step 2 DGS PIF Submission Procedure-PASS Navigation

• Step 3 DGS PIF Submission Procedure-General Information

• Step 4 DGS PIF Submission Procedure-Metrics Information

• Step 5 DGS PIF Submission Procedure- Submittal

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Chapter 7 : DGS-PIF Index TableChapter 6 Legend # Categories Exhibits General & Metrics Information

PIF 1. Title : Priority 0,1,2,3 or 4 Acquisitions P4 Step 3 – General Information

PIF 2. Division Name P5 Step 3 – General InformationPIF 3. Division/Agency Point of Contact P6 Step 3 – General InformationPIF 4. Commodity Group P7 Step 3 – General InformationPIF 5. Phone Number P7 Step 3 – General Information

PIF 6. Estimated Contract Date Needed P8 Step 4 – Metrics Information

PIF 7. Estimated Dollar Amount P8 Step 4 – Metrics Information

PIF 8. Procurement over $1M P8 Step 4 – Metrics Information

PIF 9. Mission Critical P8 Step 4 – Metrics InformationPIF 10. Green Procurement P8 Step 4 – Metrics InformationPIF 11. Procurement Method P9 Step 4 – Metrics Information

PIF 12. Partial Letter Contract Needed P9 Step 4 – Metrics InformationPIF 13. CS , NC , AE services P9 Step 4 – Metrics Information

PIF 14. Can a CBE perform these projects P10 Step 4 – Metrics InformationPIF 15. Can a SBE perform these projects P10 Step 4 – Metrics Information

PIF 16. Quarter P10 Step 4 – Metrics Information

PIF 17. Season P10 Step 4 – Metrics Information

PIF 18. Project Scope P11 Step 4 – Metrics InformationPIF 19. Project Description ( Just like the DGS APT ) P11 Step 4 – Metrics InformationPIF 20. * DGS APT number if any ? P12 Step 4 – Metrics InformationPIF 21. * DGS APT line P12 Step 4 – Metrics Information

PIF 22. Comments *Optional Step 4 – Metrics Information

PIF 23. Add attachment *Optional Step 4 – Metrics Information

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P1. Log in to Pass. Click here for PASS Login page:https://pass.in.dc.gov/Buyer/Main

P2. Enter your User Name and Password. Then click Login to enter PASS. If you have problems with your log in please contact DGS IT department or ITservus

Chapter 7 : Step 1 DGS PIF Submission Procedure – Log In

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Chapter 7 : Step 2 DGS PIF Submission Procedure-PASS Navigation

P3. scroll over the Common Actionsection

P3. scroll over the More….Section. Click the drop down

P3. Select and click the DGS Project Initiation Form ( DGS-PIF )

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P4. For the Project Title of the DGS PIF, please enter Priority Status: 0,1,2,3,4. Please see DGS-PIF Legend slide PIF1 for definition

P5. Please select from the drop down box for your division

Chapter 7 : Step 3 DGS PIF Submission Procedure-General Information

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P6. In the Division POC section, click select to find the DGS POC for your submittal

P6. Enter their name and select search.

P6. Select their name.

P6. Click done.


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P7. Once the POC has been selected. Please enter the following in the general information section:1. Select the commodity

group from the drop down 2. Enter the Phone number


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P8.Then complete the following metrics information on the DGS-PIF form:

> Select the Calendar date > Enter the estimated dollar amount in your submittal >If Procurement is over $1Million Then select Yes If not

Then select No >If Submittal is a Mission Critical/Council Package

Then select Yes If not Then select No >If Submittal is a Green Procurement Then select Yes If not

Then select No

Chapter 7 : Step 4 DGS PIF Submission Procedure-Metrics Information

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> Select the recommended procurement method from the drop down > If Partial /Letter Contract Needed Then select Yes

If Partial /Letter submittal Then select Yes and enter in the comment box Partial Contract Submittal

> Select the type of services from the drop down


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> If A CBE can perform this project Then select Yes If not Then select No > If A SBE can perform this project Then select Yes If not Then select No

> Select from the drop down the quarter > Select from the drop down the season

*Note: The season should follow the quarter and Contract Date


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P11. Please enter the Project scope and description:

Project Scope - Please state if the project is a new acquisition , partial/letter contract ,or both.

Project Description - The acquisitions/project title


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P12. If Submittal is a Partial Contract of a planned DGS –APT BATCH or LINE # Thenselect from the drop

* Please see next slide for drill down navigation

*Optional Comments and add attachment - Please feel free to enter any more description about your submittal , we left this section optional due to the fact that you will still have to provide a comment and attach required documents to the Requisition


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P12. Drill Down Navigation - DGS-APT number if any

For drill down information here are the following steps :

1. Select the drop down box 2. Click search for more

Click search


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P12. Drill Down Navigation - DGS-APT number if any

Then click select for the DGS APT BATCH # to be in the DGS-PIF

Once the DGSAPT Batch has been selected

*DGSAPT300 – The first (3) Digits number are your batch numbers

*Then you will need to drill down to select the Line#

DGSAPT300_0 – The Last Digit in the DGSAPT batch is your Line number(s)

Then click select for the DGS APT Line # to be added on the DGS –APT Batch # and DGS –PIF submittal.


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Completed DGS-PIF example:P13. Click submit

Chapter 7 : Step 5 DGS PIF Submission Procedure-Submittal

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After the DGS-PIF has been submitted. Congratulations! The DGS-PIF submittal has been Completed!

P14. After you have submitted the DGS-PIF you will see your DGSPIF # and submittal title

DGSPIF255Priority 0

See slide for print view See slide for Status/ Approval flow view


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Print view


65


Status/ Approval flow view


66


Chapter 8: Querying & Reporting

Overview

• Step1 Querying & Reporting Procedure – Log In

• Step 2 Querying & Reporting Procedure-PASS Navigation

• Step 3 Querying & Reporting Procedure-Reporting Selection

• Step 4 Querying & Reporting Procedure-Formatting and Completion

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R1. Log in to Pass. Click here for PASS Login page:https://pass.in.dc.gov/Buyer/Main

R2. Enter your User Name and Password. Then click Login to enter PASS. If you have problems with your log in please contact your DGS IT or ITservus

Chapter 8: Step 1 Querying & Reporting Procedure – Log In

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Chapter 8 : Step 2 Querying & Reporting Procedure-PASS Navigation

R3. Scroll over the Manage section

R3. Click reports

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Chapter 8 : Step 2 Querying & Reporting Procedure -PASS Navigation

R3. Click the New Report

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Chapter 8 : Step 3 Querying & Reporting Procedure- Reporting

R4. If The report you want to run is for Planned Acquisition Then select DGS Acquisition Planning Tool DGS APT

R4. If The report you want to run is for Unplanned Acquisition Then select DGS Project Initiation Form

R5. Once the report has been selected please click next

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Chapter 8 : Step 3 Querying & Reporting Procedure- Reporting

R5. Click next to move on to the next step or click previous to go back and change the selection of the reports

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Chapter 8 : Step 4 Querying & Reporting Procedure- Formatting & Completion

R6. Please do the following for report formatting :

1. Go to REPORT FORMAT and Select the export format. 2. Go to STATUS and select what status you want exported for you query.3. Select the report timeframe for export.4. Select RUN to export your query

Congratulations! The reporting process has been Completed!

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Chapter 9: Closing

Overview

• Frequently Asked Questions

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Frequently Asked Questions: Question Answer

What does the acronym DGS –APT Stand for ? DGS – Acquisition Planning Tool

What does the acronym DGS –PIF Stand for ? DGS – Project Initiation Form

What is the purpose of DGS –APT ? A tool to plan, track and report procurements for the upcoming fiscal year

What is the purpose of DGS –PIF ?A tool for use to initiate, track and report unplanned procurements ( Procurements that were not

included in the DGS –APT )

How does DGS-APT benefit the agency/DGS?The adoption of the DGS –APT & DGS PIF will automate the process of disseminating

procurement/budget information to DC council, EOM and the City Administrator. This information will also be used for procurement forecast scheduling and workload management

How do we submit a DGS –APT/DGS PIF?DGS –APT/DGS PIF’s are submitted in the Procurement Automated Support System (PASS ) .

DGS –APT/DGS PIF required/ mandatory ?Yes. Pursuant to under the Procurement Practices Reform Act of 2010 (PPRA), effective April 8,2011

,Section 1105. Without an approved DGS-APT or DGS-PIF you will NOT be able to submit a requisition in PASS for your division

Who is the POC for each division ? Please see the slide # 8

Who is the division budget POC ?The Resource Allocation Division personnel

Is DGS –APT/DGS PIF tied to the division’s budget? Yes. A funding source from division budget should be identified ,prior to adding DGS –APT/DGS PIF in PASS. Funding will be verified prior to issuing a PO

How does the approval flow work for DGS –APT/DGS PIF ?

Each division submits the DGS –APT/DGS PIF in PASS. PASS will notify the C&P Policy Research and Planning Branch staff member responsible for review/ approval via email. The DGS –APT/DGS PIF will

be reviewed by the responsible staff member in C&P’s Policy Research and Planning Branch for approval or denial

DGS –APT/DGS PIF reporting is available ? Yes. There is reporting in PASS ( Please see slide 64 through 73)

Who is the first point of contact for questions regarding DGS –APT/DGS PIF ? C&P’s Policy Research and Planning Branch Program Manager and Project Manager

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Acquisition Planning Desktop Guide - Final

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Transcript of Acquisition Planning Desktop Guide - Final