Procurement Innovation Award Winners Announced!
The winners of the first ever Procurement Innovation Awards were announced at the Wisconsin State Procurement Conference on November 7.
The Department of Health Services received the 2019 Gold Award for their nomination titled, “Innovation in Contract Centralization.” The Silver Award was awarded to the Department of Children & Families for their nomination titled, “Purchasing Card Process Improvements” and the Bronze Award was awarded to the Department of Corrections for their nomination titled, “Effective Methods to Achieve Procurement Authority Compliance.” Honorable mentions were awarded to UW Eau Claire for their “MBE Supplier Mapping” nomination, to Consolidated Agency Purchasing Services (CAPS) for their “Continuous Improvement of RFB Template” nomination and to UW System Administration for their “Two-Tier Automated RFP Scoring” nomination.
The gold, silver and bronze award winners were presented with framed certificates and copies of NASPO’s State & Local Government Procurement: A Practical Guide and the three honorable mentions were presented with certificates, which are available to view on the Procurement Conference website.
The next phase of the awards project will include taking the information submitted in the nomination packets and creating a resource that can be posted online in order to highlight all of the great work being done by our agencies and campuses. For more information about the Procurement Innovation Awards, contact doawispro@wisconsin.gov.
Computer Hardware Contract Renewed and Updated
The Computer Equipment and Related Services contract (505ENT-M17-WICOMPUTER-00) has been renewed through November 11, 2021. In addition, the State Bureau of Procurement is excited to announce that the standardized computer models, for which we receive the best discounts, have been updated to better reflect agency needs. During the renewal process, the Bureau worked with a standards committee of IT staff representing ten state agencies and closely reviewed the purchasing patterns of the past. The standards have been updated to include more memory (16-32GB, depending on model), solid state drives (256-512GB, depending on model), web cameras for laptops and have increased all the warranties to be four-years automatically. In addition, the Bureau also added tablet/laptop 2-in-1 models for each of the vendors for customers with higher-end needs. The standard models have a higher discount level and all agencies are encouraged to purchase these models. During this time of market uncertainty and tariffs affecting computer hardware, the goal was to get the largest discount possible for the most frequently purchased models so that we can minimize price fluctuations. We intend to continue to refresh standard models on a more frequent basis over the two-year renewal term. Please contact Susanne Matschull at (608) 266-9796 with any contract questions.
Electronic Signature Contract Renewed
The contract for Wisconsin’s eSignature tool, DocuSign, has entered its second year. As with the first year of the contract, all Wisconsin agencies and campuses are eligible to use the tool and given an unlimited number of envelopes and may grant access to as many users as they like. The cost of the tool is already being paid for by all agencies and campuses as part of the annual procurement assessment, so there is no additional cost to start using the tool, and there is no risk of over-using the tool and receiving an invoice for envelope overages.
If your campus or agency is interested in learning more about eSignature or if you are ready bring this tool to your agency or campus, contact Dan Kramarz at (608) 267-2715.
Contract Spotlight
Online Legal Research Tools. The Online Legal Research Tools contract (505505-S18-SPI0009-00) has been extended until October 31, 2020. Please contact Susanne Matschull at (608) 266-9796 with any contract questions.
SpeeDee - Small Package Delivery Services. The Small Package Delivery Services contract (505ENT-O11-SMLPAKGDEL-01) has been extended from October 1, 2019 through December 31, 2019. This contract exists through a collective purchasing agreement with the State of Minnesota under Minnesota’s cooperative contract #F-424(5). Minnesota is currently working on a new procurement to replace the contract for these services by January 1, 2020. Please contact Bruce Derge at (608) 264-7658 with any contract questions.
Hazardous Wastes Services. The State Bureau of Procurement awarded a contract for Hazardous Wastes Services (505ENT-M20-HZRDSWSTSV-01) to Veolia North America. The initial term of the contract is October 1, 2019 through September 30, 2022 with yearly options to renew through September 30, 2024. Please note that this contract now contains services previously available under the Lamp, Ballast, Mercury Containing Equipment, Battery Recycling and PCB Disposal Services contract (505ENT-M15-LMPBLLSTR-01). Please contact Jeannie McCarville at (608) 264-9590 with any contract questions.
Writing Instruments. The State Use Board has cancelled the Writing Instruments contract (505ENT-U15-WRITINGINS-01) at the contractor’s request, effective October 11, 2019. Please purchase writing instruments from the mandatory Statewide General Office Supplies and New Toner contract (505ENT-M19-OFFSUPPLY-01), which has now unblocked these items. For more information, please contact Nadine Malm at (608) 266-5462.
Brushes & Brooms. The State Use Board has cancelled the Brushes & Brooms contract (505ENT-U97-BROOMS ETC-01) at the contractor’s request, effective October 11, 2019. Please purchase brushes and brooms from the mandatory Facilities Maintenance and Repair & Operations (MRO) and Industrial Supplies contract (505ENT-M19-FACILITMRO-00), which has now unblocked brushes and brooms. For more information, please contact Nadine Malm at (608) 266-5462.
Cleaning Chemicals. One of the suppliers for the Cleaning Chemicals contract (505ENT-M16-CLEANCHEMS-00), Kranz, has been approved for a price increase on all Diversey, Ecolab and Spartan products citing manufacturer cost increases. Please contact Jim Oleson at (608) 266-1625 with any contract questions.
Electrical and Plumbing Maintenance, Repair and Operating Supplies (MRO). One of the suppliers for the Electrical and Plumbing MRO Supplies contract (505ENT-M18-ELCPLSUPLS-00), Crescent Electric, has been approved for a price increase on Bussmann, GE, Hubbell, Ideal and Steel City products citing manufacturer cost increases. Please contact Jim Oleson at (608) 266-1625 with any contract questions.
Solid Waste and Recycling Services - Statewide. The State Bureau of Procurement is beginning work on an Enterprise Request for Bid for Solid Waste and Recycling Services - Statewide. The scope of the current contract (505ENT-M16-SLDWSTRMVL-00) is limited to the south central Wisconsin area only. If your agency is interested in participating on the standards committee and/or wishes to have agency locations included in the RFB solicitation, please contact Jeannie McCarville at (608) 264-9590.
Security Guard Services - Statewide. The State Bureau of Procurement is beginning work on an Enterprise Request for Bid for Security Guard Services - Statewide (current contract 505ENT-M15-SECGRDSVS-00). If your agency is interested in participating on the standards committee and/or wishes to have agency locations included in the RFB solicitation, please contact Jeannie McCarville at (608) 264-9590.
Strategic Sourcing: Tips and Tricks
Rating Scales for Complex RFPs: When uploading a complex RFP into Strategic Sourcing, such as one that has multiple scored sections, it is best practice to include a minimum of two scored bid factors. One bid factor is for the cost proposal and the second is for any section receiving technical points. When completing the Define Scoring section of the RFP, the rating scale will be equal to the total number of points available on the technical sections. For example, if the RFP has 1000 technical points available and 250 cost points available, the rating scale should be set to 1000 (and the total points should be set to 1250). The Evaluation Committee will do all of their scoring outside of system, but once they are done, they can complete the process by entering their final score into the system at the end.
Strategic Sourcing: Tips and Tricks Archive: Did you know there is an archive of all the Tips and Tricks that have ever been published in this newsletter? Every Tip and Trick is available on a single webpage, which makes searching for a specific topic incredibly easy! Visit the Strategic Sourcing: Tips and Tricks Archive today!
Looking for additional resources for Strategic Sourcing? STAR agencies can access a variety of job aids, tools and resources on STARConnection (STAR Connection > Resources > Finance and Procurement > Job Aids > Search for “Strategic Sourcing”). If you would like to share a Strategic Sourcing tip or trick you’ve learned, please email your ideas to Jessica Vieira.
Ho Ho NO! Gifts from Suppliers
It’s the time of year when suppliers may want to show their appreciation by offering gifts to you or your agency. As State procurement professionals, we may not accept any gifts from suppliers. It is our duty to avoid the perception of impropriety and adhere to the personnel section on ethics for employees (Chapter ER-MRS 24 and s. 19.45(2), Wis. Stats.). If a supplier attempts to offer you a gift, simply refuse it and explain the need for procurement professionals to remain independent. If a supplier mails or brings a gift to your agency and leaves it without talking to anyone, best practices are:
- Notify the supplier to retrieve the gift immediately.
- Redirect the gift anonymously as appropriate to a local food pantry, homeless shelter or other charitable organization. Flowers may be donated anonymously to assisted living centers, hospitals or other charitable organizations.
- Discard the gift.
WISBuy
Holiday Shipping Schedules. Shipping schedules are often altered during this time of year. When ordering from WISBuy during the holiday season, be sure to check suppliers’ shipping schedules and plan your orders accordingly. Email doawispro@wisconsin.gov with questions about WISBuy.
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Staffing News
The State Bureau of Procurement welcomed Rob Penfield to the Enterprise Sourcing Section as a Procurement Specialist-Senior on October 28. Rob brings with him over twenty years of private and public procurement experience. As a Purchasing Officer for Dane County, Rob developed RFP’s and oversaw various commodity areas including elevator maintenance, fuel, safety equipment and vehicles. Recently he was also a senior procurement manager for a large supplier of aftermarket diesel truck parts where he was responsible for over $1,000,000 in savings through price reductions as well as numerous process improvements. We are confident that Rob’s skills and experience will be of great value to the Bureau and Enterprise Sourcing section and are excited to welcome him to the team.
On November 1, 2019, Kevin Reuter left the State Bureau of Procurement for another opportunity in state service. We thank Kevin for the improvements and dedicated work he did in processing agency IT $150K requests and assisting the Bureau in implementing its pilot program for IT Vendor Management. We wish Kevin the best of luck in his new position.
Contact Us
The State Bureau of Procurement manages statewide contracts for goods and services commonly used by agencies and UW campuses that create savings and improve efficiencies for the enterprise. Contact the following managers for enterprise procurement questions or concerns:
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Sara Redford, Bureau Director, (608) 267-2706
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Cheryl Edgington, Deputy Bureau Director, (608) 266-1060
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Andrew Shuck, Enterprise Sourcing Section Chief, (608) 266-1558
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Matt Limoges, IT Sourcing Section Chief, (608) 266-1954
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Cathy Neidner, CAPS Section Chief, (608) 266-3620
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Dan Kramarz, KIT Section Chief, (608) 267-2715
Websites
Location: Administration Building, 101 E. Wilson Street, 6th Floor, Madison, WI 53703
General Telephone: (608) 266-2605
Fax: (608) 267-0600
Your feedback on State Bureau of Procurement News is welcome. Please send comments and ideas for future topics to Jessica Vieira at (608) 266-5452.
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