WTCS Monthly Purchasing Managers’ Conference Call Minutes
Date: Wednesday, April 13, 2011
Time: 10:00- 11:30 am
Phone No.: 608-237-5850 Pass Code: 9912566#
Note Taker: NTC Facilitator: Mark Cichon
A. 10:00 Roll Call
Present: BTC, CVTC, FVTC, GTC, LTC, MadATC, MSTC, MPTC, NATC, NTC,
NWTC, WCTC, WTC, WITC, Bob Anderson, Judy Teune, Mike Carney
Absent: MilACT, SWTC
B. 10:10 Approval of minutes from March 9 conference call (minutes are posted on the
Purchasing Committee website) Judy had made an update to the March 9 minutes, Bob
will post updated minutes on website. Motion to approve by Cindy, seconded by Chad of
C. Discussion Items
10:15 New Business
Spring “Face-to-Face” Meeting on Tuesday, May 10 at WTCS
Foundation Office in Waunakee. Mark confirmed we have the same
boardroom at WTCS Foundation Office for Tuesday, May 10, 9:00 to
3:00 or 3:30. Lunch will be catered in, provided by Bob A. Provista
wants to do a remote presentation (10:00-11:00), and E&I wants to do
an “in person” presentation (11:00-12:00). Provista may have a
shorter presentation, in order to leave enough time for Q&A. Sounds
like everyone was ok with taking 2 hours for this. Other agenda items
are reviewing FY12 Capital Equipment lists. So far Mark has only
received these from FVTC and WTC. Please send your lists to Mark
by the end of April. A tentative list is fine, as we’re aware that some
school’s capital budgets have not yet gone through final approval. Bob
Anderson will do a SciQuest Consortium update. Mike Carney will
discuss any potential procurement changes if the budget bill passes.
The state may be increasing the bid threshold from $25,000 to $50,000
(This does not apply to construction projects). If that does change, the
administrative rule may be changed to reflect that. Send any other
agenda items to Mark by the end of April.
FY12 Capital Equipment Lists – review at Spring “Face-to-Face”
Meeting. Provide lists to Mark Cichon by end of April, 2011.
Tentative list is fine.
U.S. Bank “Level 3 Reporting” and “Payment Plus” (Amy Dudley &
Jennifer Canavera) Amy Dudley found out that US Bank can create
custom reports that include vendor level 3 data. Amy will be sending
out the template to all colleges to see if this is something everyone
would be interested in. This is something we could add to the May
10th agenda. NWTC is using payment plus. This has added $63,000
to their Pcard spend in one month. Implementation took about three
months, was only projected to take about one month.
10:30 Ongoing Business
Judy - Cooperative Purchasing Projects – Cosmetology Supplies,
Welding Gases, Nursing Supplies, Dental Supplies, Civil Engineering
RFP, possible “Trades Bids RFP”. Judy recently sent out an email
with the approval of the NASPO contract with the State of Oklahoma
for Patterson Dental. The results for the Civil Engineering RFP are
posted on the website. No updates from Judy on Cosmetology,
Welding, or Nursing supplies. Judy is still looking at caps & gowns.
It was asked if any colleges have switched over to using the Airgas
contract. So far it seems that most are still doing price comparisons.
Airgas will be a punch out catalog on SciQuest.
Kristin - Subgroup Team to standardize procedure for reporting prior
fiscal year purchases to district board (Kristin) - not on call, no update
GoogleDocs for sharing contract data. All districts should now be
using this. NWTC is looking at purchasing Ion Wave, a contract
management software. It appears to have a lot of functionality and is
affordable. Contact Jennifer Canavera with questions about this. It
was also mentioned that the Consortium will be getting contract
manager as part of SciQuest. It is still in the early stages, but Bob will
keep us updated if this is something that all SciQuest colleges could or
would want to use.
D. 10:50 Information Items
State Office (Mike Carney) –
a) Update about Local Preference policy- The document Mark Cichon sent
Mike pertained to public construction. Mike said that if you try to use a local
preference, define narrowly and to not be in conflict with open competition
laws. Mike said the most recent round of audits are done. He will be
working on scheduling the next round in a few weeks. He talked about the
state bid limit going from $25,000 to $50,000. He said that once that is
approved and the DOA’s limit is changed he would submit an
Administrative Rule change to change the limit for WTCS. It would have go
through the process to change, but would likely be fairly easy w/ the DOA
making the initial change. Mike is researching what this means for quotes &
what the limits would be. Construction is under a completely different law
– Chap. 62 – and would not change. Mike also received a question about
reverse auctions. After talking with Jim, they are open to allowing reverse
auctions if that is something the colleges want to do. If we did do this, it
would make sense to contract as a group for the software so that we’re all
using the same thing. Reminded us that there is fiscal impact; you do not
have to cut a check for something to be considered a “procurement”. Two
possible vendors are Bid Bridge and K2 Sourcing. We will add this to the
May 10th agenda.
WAPP update (Judy Teune) May 18-20 Intro to Public Purchasing and May 19-20
Performance Based RFPs. Both in Pewaukee. Also keep in mind the Vendor Expo
Sept 29-30 at Chula Vista. The agenda for this will be posted to the website shortly.
Mention it to your supplies in case they want to attend.
VALUE update (Vicky Nash) Helen McCain talked about the bid threshold
increasing to $50,000, making the quote threshold between $10,000-$50,000. The
state will be re-bidding the office furniture contract. BSI would now have to be the
lowest bidder to win the contract. Some MROs might not be re-bid depending on
staffing issues. Was mentioned that MSC is very competitive and has good pricing.
Working on getting discounts from Menards & Home Depot without signing up for
their contractor card. Also looking at renewing P-card contract with US Bank.
Possibly doing an Ammo bid. Looking at State of Iowa contract for equipment
maintenance. The distance learning contract is up for a 2 year renewal. EAP services
may be going away, depends on budget bill. Helen has been promoted and they are
filling her position. She also mentioned some upcoming training opportunities, watch
the website for those.
Consortium (Bob Anderson) –
a) SciQuest Consortium update- there will be a pilot group meeting May 2.
Judy & Bob have been working with supplier enablement, Bob thinks this is
on track. For MRO, MSC and Grainger will be Consortium enabled
catalogs. Hoping to get Graybar on, also. Patterson Dental is not a SciQuest
enabled vendor yet, but we are hoping to have both Patterson and Henry
Schein on SciQuest. There will be a PeopleSoft group meeting on April 28
at LTC. Bob is working with SciQuest to do a catalog demonstration
sometime during that meeting. Updates from the ASC meeting, Bob said
there was some concern about other groups, but they thought the purchasing
committee was highly functional and getting things done- great news! Bob
will post Mark’s report to the website, once he has it password protected.
E. Q & A Session- Ed Bushman announced that because of budget cuts, his position has
been eliminated at MSTC. Ed’s last day will be June 30th. His duties will be taken over
by the Facilities director. Chad at NATC asked if anyone had an RFP for managed print
services and leasing. It was suggested that he check with Kristen at MilACT and FVTC.
Bob was also checking into a Xerox contract. Mark asked Mike about use of a PEPPM
contract with B&H Photo. They said they’d lower another 7% if we piggyback the IEA
(Iowa Educator’s Association) – is that okay with the state? Mike will check into it. Mark
also asked if anyone had been using the vendors awarded the Civil Engineering contract.
FVTC & MSTC will be or have used Inspec. Mark ended with a fun fact: the average
number of people turning 60 in the next 18 years is 8000 per day- WOW!
Motion was made to adjourn by Judy, seconded by Ed. Unanimous vote to adjourn at