Steve Hagar

State Purchasing Deputy Director

Office of Management and Enterprise Services (OMES)*

*Formerly Department of Central Services

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House Bill 2140:

The Department of Central Services

Office of Personnel Management

Oklahoma State Employees Benefits Council

Oklahoma State and Education Employees Group Insurance Board

The bill directed the consolidation of four additional State agencies into the Office of State Finance to be lead by the Director of the Office of State Finance.

Office of State Finance

The consolidated agency has been named the Office of Management and Enterprise Services. It consolidated:

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• Central Purchasing• Division of Budget, Policy and Communications• Division of Capital Assets and Management (DCAM)• Division of Central Accounting and Reporting• Employees Group Insurance Division (EDIG)• Human Capital Management (HCM)• Information Services Division (ISD)

Divisions:

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State Purchasing• Office of Management and Enterprise Services• Agency Business Services

• Small or Consolidated agency requirements up to $50,000

• Information Services Division• All IT and Telecom acquisitions

• Division of Capital Assets Management• All Construction and Facilities repair

• Central Purchasing• All non-IT and Telecom acquisitions

• Agency Acquisitions• Agency requirements up to $50,000

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Chief Information Officer

• The Chief Information Officer shall have sole and exclusive authority and responsibility for all acquisitions of information and telecommunications technology, equipment, software, products and related peripherals, and services used or consumed by state agencies.

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Central Purchasing Division

• The Central Purchasing Division is responsible for all non-IT acquisitions exceeding $50,000. The website can be found at: • http://www.ok.gov/DCS/Central_Purchasing/index.html

• Central Purchasing is governed by:• The Central Purchasing Act - Title 74 Section 85.1 • Central Purchasing Rules - OAC 580:16

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State Purchasing DirectorScott Schlotthauer

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rules and laws

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solicitations

http://www.dcs.state.ok.us/Solicitations.nsf 12

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Solicitation Questions

• Questions should be submitted in writing to Contracting Officer

• Answers to questions will be posted in the form of an amendment

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Vendor Registration

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• Pursuant to 74 O.S. § 85.33.B:

• A vendor may register with the Central Purchasing Division to be placed on the Vendor List for bid notification.

• Registration entitles a vendor to receive all bid notices for the commodity classes specified by the vendor in the registration process for a period of one year. 

• The Vendor Registration fee is $25.00 for each family code for which the vendor desires registration.

• Vendor Registration must be renewed annually

• Registration is not required to bid but is required to receive an award.

• Registered vendors receive access to PeopleSoft

Vendor Registration

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Vendor Registration• Information required for registration:

• E-mail address - if possible, we encourage all vendors to create a central e-mail address

• An Oklahoma Sales Tax Permit Number with expiration date or explanation of the exemption status (FAQ)

• An Oklahoma Secretary of State Filing Number or explanation of the exemption status (FAQ)

• A Workers Compensation Insurance Certificate (PDF file) or explanation of the exemption status (FAQ)

• Vendors must complete all 12 steps of the registration application and designate the UNSPSC commodity codes/classifications your company is interested in.

• Note to Vendors: The State of Oklahoma does NOT provide legal advice regarding exemptions from Sales Tax Permit, Secretary of State, and Workers Compensation Insurance registrations.

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United Nations Standard Products and Services Code (UNSPSC)

• What is the UNSPSC code structure?Vendor Registration code structure is organized by the following: Segment >Family> Class >Commodity

Vendors pay a $25.00 fee per Family code. The fee includes all Class and Commodity codes that fall under that family.

• ID=1000000000 Name=Live plant and animal material and accessories and supplies Type of Code=Segment

Fee=No fee• ID=1010000000 Name=Live Animals Type of Code=Family Fee=$25.00

• ID=10101500 Name=Livestock Type of Code=Class Fee=Included in the Family Code

• ID=10101501 Name=Cats Type of Code=Commodity Fee=Included in the Family Code

• ID=10101502 Name=Dogs Type of Code=Commodity Fee=Included in the Family Code

• ID=10101503 Name=Mink Type of Code=Commodity Fee=Included in the Family Code

• ID=10101504 Name=Rats Type of Code=Commodity Fee=Included in the Family Code

• ID=10101505 Name=Horses Type of Code=Commodity Fee=Included in the Family Code

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Agency Purchasing

All State Agencies can purchase at least $5,000 ~• Agency < $5,000 (fair & reasonable)• Agency $5,001 to $10,000 ( 3 quotes)• Agency $10,001 to $25,000 (10 quotes)• Agency $25,001 to $50,000 ( all registered vendors)

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Contacting Central Purchasing

• All Central Purchasing Employees contact information can be located at our web-site:

http://www.ok.gov/DCS/Central_Purchasing/index.html

• Contact information regarding a specific solicitation can be found within the body of the solicitation

Central Purchasing Contact Information

• Scott Schlotthauer – State Purchasing Director 405-521-2115– Exec. Assistant – Rhonda Buford 405-521-2116

• Steve Hagar – Deputy Director 405-522-3369

• Florian Giza - Acquisitions Manager 405-522-3428

• Thomas Vergis – State Wide Manager 405-521-6203

• Lisa Bradley – Contacting Officer 405-522-4480

• Laura Bybee - Contacting Officer 405-522-1037

• Joyce Leivas - Contacting Officer 405-521-2479

• Theresa Johnson - Contacting Officer 405-521-2289

• Jacob Charries - Contacting Officer 405-522-1040

• Gerald Elrod - Contacting Officer 405-521-4058

• Kathy Hallum - Contacting Officer 405-521-3835

• Linda Lechtenberg - Contacting Officer 405-522-0436

• Tammy Howard – P-Card Administrator 405-522-1654

• Jan Hall – Training Manager 405-522-0702

• Blake DeVaughan – Item Maintenance 405-521-2120

• Keith Gentry – Support Staff Manager 405-522-4878

• Becky Flood – Reception 405-521-2110

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Electronic Payments

• New legislation requires that as of July 2012, vendor payments be transmitted electronically

• Register for electronic payments through Vendor Registration site

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Sole Source/Brand vs. Competitive

• Competition is required for sole brand acquisitions but not sole source

• Agency Chief Administrative Officer is required to sign an acquisition certification for sole source acquisition

• Sole source / brand acquisitions must meet one of 8 exceptions qualifying as in the best interest of the State.

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Alternate Bids?

• Alternate bids are typically acceptable unless otherwise stated in solicitation

• Alternate bids must meet the solicitation requirements

• Alternate bids should stand alone as a complete response

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How Long Does It Take From Closing To Award?

The complexity of the solicitation will impact the amount of time between closing and award.

Evaluation of solicitation responses can take from days to months.

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Debriefing?

• Awards are posted on the CP web-site

• Other options for debriefing include:• Meet with CPO after the award

• Open Records

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Contract Administration?

• Dependant on “contract ownership”

• Central Purchasing “owns” non –IT Statewide Contracts

• The Chief Information Office “owns” IT Statewide Contracts

• CP solicitations for agencies or agency releases are handled by agency

• Vendor may have reporting requirements

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Bonding???

• CP may require a Performance Bond or Irrevocable Letter-of-Credit equal to the amount of the award to assure contract performance

• Any bonding requirement will be stated in the solicitation and cannot be waived

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Insurance*

• Contractors are required to obtain and retain (as applicable):• Workers’ Compensation Insurance• Automobile Liability Insurance• Medical Malpractice Insurance• General Liability Insurance

• The State will be named as a Certificate Holder• Some acquisitions may require additional insurance or

special limits *All insurance shall be in accordance with Oklahoma Statutes

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Where Does the Money Come From?

• Agency funds come from three sources:– Money appropriated to agencies by the

legislature – Agency Revolving funds– Federal funding

• The State fiscal year is July 1st to June 30th

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P-Cards

• Most solicitations ask for p-card acceptance• Non-competitive P-card purchases are limited to

$5,000 • P-cards can be used on Statewide contracts with

no limitation • Used for Internet, phone and walk-in purchases. • State purchases are exempt from State and local

taxes (FEI 736017987)

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When Do I Get Paid?

• The State is required to pay vendors within 45 days from the date of an approved invoice

• Vendors receiving payments outside of 45 days are eligible to receive interest

• Vendor has 90 days from receipt of late payment to make claim for interest payment

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Central Purchasing

Steve Hagar 405-522-3369

Steve.Hagar@omes.ok.gov