E-Procurement Vendor SessionLake Michigan RoomMichigan Economic Development CenterOctober 27th, 2005

Today’s Schedule• 8:30 AM – Networking & Coffee

• 9:00 AM – Welcome • Lisa Webb Sharpe, Director, Department of

Management & Budget• Ken Theis, Deputy Director, Department of

Information Technology

• 10:00 AM – Begin Vendor Work Session

• 12:00 Noon – Break for Lunch

• 1:00 PM – Resume Work Session

• 4:00 PM – Wrap Up

Update on E-Procurement Project (Excerpts from Project Work Plan)

Business Need

• A Statewide E-Procurement system is needed to achieve efficiency, integration of best practices, and realization of overall cost savings throughout the procurement process.

• Increase business opportunities and streamline bidding processes

Statement of Work• Document current state-wide procurement

practices & workflows

• Include external entities to identify improvement opportunities

• Determine system functional requirements for system purchase

• Implementation of selected solution

Project Objectives • Improved Vendor Registration Capabilities• Requisition Initiation through Approval• Document & workflow management throughout

the proposal Solicitation, Evaluation, Recommendation, Award, and Contract Execution

• Contract Administration• Financial Settlement• Integration with and/or replacement of inventory

control systems through the requisitioning, approval, receipt and asset management

• Reporting & Communication

Plans For Today’s Session

Approach• Solicit your views on “Doing Business With

The State”

• Capture the Strengths (Good), Weaknesses (Bad) and Nice To Haves for each of the topics listed below

• Rank your suggestions for inclusion into the state’s RFP

Vendor Interaction Topics

Discussion Topics • Vendor Registration & Maintenance of

Information:• Approaches utilized for registering to do business with

the State currently• Processes utilized for updating/modifying company

information, including changes in address, phone numbers, contact information, etc.

• Terms and Conditions:• Article 2 of the DMB Acquisition Services RFP Template

• Standard Terms and Conditions• Bid Specific Terms and Conditions

• Certifications & Representations:• Article 3 of the DMB Acquisition Services RFP

Template• Method for presenting and completing Certifications

& Representations

• Bid Notification:• Processes utilized for keeping apprised of

opportunities

• Bid Status:• Methods for tracking bid status

Discussion Topics

• State & Vendor Information Transfer during Solicitation/Contracting Stages• Sources/methods for information exchange

throughout the procurement cycle

• Invoicing & Payments• Processes utilized for invoicing and payment• Formats, content, sending and receiving

Discussion Topics