Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR

Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR

December 17, 2007

Purpose of the session:

The purpose of the training session is to review the new process and procedure for agencies, colleges and universities to ask State Purchasing for the authority to exceed their DPA for RFQs. This training session will provide you with an explanation of how these requests will be handled by SPD. In addition you will learn how agencies and universities will handle purchases that are exempt from the OCGA and GPM and how agencies and universities will handle purchases requiring an NOIA.

These enhancements provide the following:▪ An easy method to post solicitations that are exempt from the

OCGA and the GPM▪ An automated process that enables an agency, university or

college to request authorization from State Purchasing to exceed their DPA

▪ Ability for agencies, universities and college granted approval to post a solicitation that is over $100,000 to subsequently post the NOIA for that solicitation

Session objectives:

By the end of the session you will be able to: Describe the process an agency or university will follow to

request authorization to exceed their DPA for RFQs. Describe how SPD will handle that request including who

is responsible for receiving the request, for responding to the request, and for monitoring the request

List and explain the three possible responses an agency or university requesting authorization to exceed their DPA will receive from SPD

Identify how an agency or university will post exempt solicitations on the GPR

Identify what are exempt solicitations Describe how to post an NOIA for recommended awards

over $100,000

Start with entering the GPR:

Click here to by-pass this first screen

Click here to access Bid

Processing to the GPR

This is the Level 6 (APO/UPO and Sr. Buyer Level) Menu

New item on the menu!

This is the Menu for Level 1 and 2 Menu for Agency/University staff(Note that Level 0 only has eQuote availability and Level 1 and 2 cannot post the NOIA)

What are the Steps We Will Review

• 1st Screen Decision-Tree for Agencies, Universities, and Colleges that are to follow purchasing policies and procedures in the OCGA and GOM▪ Exempt Purchases▪ Non-exempt Purchases

Posting a Bid when DPA is not a Factor because the Purchase is Exempt:

Here is the First Screen that Appears:

No is the default

Example: A Level 2 buyer has a bid that is falls under one of the Exempt categories

Click Yes

Blow-up of the Red Box

Type of Exemption Must be Indicated

Example

Justification and explanation must be included (further down the screen shown previously):

DPA Override because bid is Exempt

Posted—without SPD (agency may set up it’s own restraints)

Email sent to vendor

Email sent to buyer

Example: Level 2 Buyer has a bid that is non-exempt but is under the DPA of 100,000

Click No

Blow-up of the Red Box

Under Agency’s DPA

Note that Agency DPA is listed

Email to Vendor and to Buyer

Example—Level 2 Buyer has a Non-exempt bid over the DPA of $100,000—here is the process

Agency wants to request a one-time

exceed DPA

APO/UPO or designee sends the completed

request form to SPD email address:

[email protected]

SPD receives and process request and communicates with

requester

SPD will assign a number to the request and email it to the

requester with the request form the SPD authority decision

When agency personnel posts the solicitation in GPR, the solicitation must include the SPD approval or

conditional approval number

Solicitation

SPD will respond to the solicitation

based on the criteria indicated on request

form

Buyer Submits Form to SPD (approval from APO/UPO)—using [email protected]

Form is located on the SPD Standard Forms Page under Operational Documents Section

SPD Notifies Buyer of Decision

In this example, buyer with approval to post solicitation above DPA begins the process…

Message pops up

Box appears—for buyer to write in justification: Provides pre-approval information

After attempting to post the bid, the following appears…

And what appears on the buyer’s initial screen

Meanwhile, back at SPD

To view the bid

Decision to be made by SPD

SPD reviews log which, in this example, indicates agency buyer was given complete authority to post the bid and make the award

Buyer gets this email—also an email indicating vendors have been notified and vendors are, in fact, notified

Not on initial screen anymore

Fast Forward—Bid closes and now is in pending status…

Attempt to award….

But needs the NOIA!

Level 2 Buyer is not able to post the NOIA—that must be done by Level 6 Buyer

Level 2 buyer not able to post NOIA—option is not on the menu

Agency or University Level 6 Buyer can do this…option is on the menu

10 days go by…and the status changes

Award is made

Example: Level 6 Buyer posts a bid over DPA of $100,000 without first submitting form to SPD

Again, Buyer gets the message

And SPD gets the notice…

In this example, SPD maintains total authority

Buyer gets this email…

Example: Buyer posts bid over DPA after submitting the form and receiving a response of CONDITIONAL APPROVAL

To SPD….

This time authority is returned to the agency…but CONDITIONALLY

Buyer gets the following email…

Other Example: .Buyer from Organization Exempt from OCGA and GPM (such as the GA World Congress Center)—does not get that first screen and just posts the bid

Example: Buyer from Agency with DPA less than $100,000. Solicitation is for greater than DPA. Approval already provided by SPD

In Rationale section

SPD has given authority…

Email confirming

Fast forward time….

No NOIA is required

SPD Menu Items—to track, monitor and audit

Questions?

[email protected]

[email protected]

404-656-6131

Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR

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Transcript of Webinar: The New DPA, NOIA and Exempt Purchase Enhancements to the GPR