Executive Summary Vehicle Purchase

							   Introduction to the North
  Carolina Division of Purchase
          and Contract




                Presented by: Ellen Philpot


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                             Purchasing School
Mission of the Division of Purchase and
               Contract:

   “To provide effective and efficient
  acquisition services for the State of
            North Carolina”




May 13, 2004   Institute of Government Local Government   2
                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
                       Agenda

      –P&C Historical Overview
      –P&C Organization
      –P&C Services



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                             Purchasing School
    Introduction to the Division of
       Purchase and Contract
• P & C Overview
      – Statewide centralized purchasing
        established by statute in 1933
      – Recent changes – increased flexibility for
        some customers

               • Delegation Increases
               • Flexibility in use of Statewide Term Contracts
               • Senate Bill 620


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                                         Purchasing School
    Introduction to the Division of
        Purchase and Contract
                                          • LEAs now purchase
        Impact of Senate                    under authority of
         Bill 620 requires a                Article 8
         new relationship                 • P & C no longer
         with Local                         handles “spot” bids
         Education                        • LEA’s may use
         Authorities.                       Statewide Term
                                            Contracts



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                                  Purchasing School
    Introduction to the Division of
        Purchase and Contract

  P&C – Newly re-organized
  • Commodity Buying Groups
        – Open Market & Statewide Term Contracts
  • Research & Analysis
        – Develop Standard Specifications & QPLs
        – Collect and Analyze Data on Term Contract Items
  • Education/Outreach Team
        – E-Procurement
        – Compliance, Training, and Inspections

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                                   Purchasing School
    Introduction to the Division of
        Purchase and Contract
P&C Organization
Commodity Buying Groups handle “open
 market” bids and Statewide Term
 Contracts
      – Advice/Assistance
      – Contract Specialists




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                                   Purchasing School
    Introduction to the Division of
        Purchase and Contract
      Three Procurement Groups
      Group 1 – Vehicles, Highway
       Equipment and related items
      Group 2 – Services, Medical, Scientific
       and related items
      Group 3 – Food, Clothing, Furniture,
                  Office, Educational and
                  related items

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                               Purchasing School
    Introduction to the Division of
        Purchase and Contract
P&C Organization
• Research & Analysis Group
      – Develop Standard Specifications
      – Develop Qualified Products Lists
        (QPLs)
      – In-depth analysis of data
      – Technical Support

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                               Purchasing School
    Introduction to the Division of
        Purchase and Contract
P&C Organization
• Education/Outreach
               – E-Procurement contact & liaison
               – Education Assistance
               – Vendor Outreach
               – Inspect Term Contract Purchases




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                                   Purchasing School
        Introduction to the Division of
            Purchase and Contract

Services available to Local Governments &
LEAs:
 Convenience - ability to buy from 126 Statewide Term
Contracts
 Assistance – provide assistance and advise state and local
government entities in procurement of goods and services
 Sourcing for Suppliers - develop and maintain mutually
beneficial supplier relationships



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                                   Purchasing School
     Introduction to the Division of
         Purchase and Contract
Advantages for Local Governments and LEAs
   utilizing Statewide Term Contracts
1.      Convenience
2.      High Volume Pricing
3.      Sourcing for Suppliers
4.      Contractual Issues
5.      Environmental Purchases


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                                 Purchasing School
    Introduction to the Division of
        Purchase and Contract
Popular Statewide Term contracts for Local
  Government units include:
• Ammunition (680A)
• Vehicles (065A, 070A, 070B,
      – 070G…)
•   Automotive Parts (060A)
•   Tires (060E)
•   Riding Mowers (515A)
•   Batteries (450A)
•   Safety Glasses (345B)

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                               Purchasing School
    Introduction to the Division of
        Purchase and Contract
Statewide Term contracts developed for almost
  exclusive use by Local Government include:

• Ambulances
• Wastewater Treatment Chemicals
• LED Vehicle Traffic Signal Modules




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                              Purchasing School
    Introduction to the Division of
        Purchase and Contract
Popular Statewide Term contracts for LEAs include:

• School Art Materials (050A)
• School Buses (070C, 070D, 070E)
• School Supply Contracts (785A, 785B, 785C)
      – Chalkboards, Paper, and General Supplies
• Vehicles (070G)
• Office Supplies (615A)


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                                   Purchasing School
    Introduction to the Division of
        Purchase and Contract

SCHOOL BUSES


EXECUTIVE SUMMARY
“SBE Meeting 04/2004 Attachment EEO1Revised 03/26/04
Title: Amendment to Policy Regarding Purchasing Flexibility
•   LEAs, for safety reasons, shall purchase all school buses, school bus
    replacement tires, brake pads, brake shoes and brake hardware only from the
    statewide term contract.
•   The Department will confer with the Division of Purchase and Contract on a
    yearly basis to determine whether technological changes necessitate an
    amendment to this policy…”                      Excerpted from SBE’s web
                                                                           page 4/27/04




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                                              Purchasing School
    Introduction to the Division of
        Purchase and Contract
• Term Contract Updates
      – 615A - Office Supplies
      – 785C - School Supplies
      – 070C - School Buses
      – 070G - Vehicles
      – 493A - Lab Supplies



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                              Purchasing School
     Introduction to the Division of
         Purchase and Contract
P&C Services
Assist agencies with overall E-Procurement setup and
implementation
 Help agencies define and setup user roles, permissions, and
workflow in E-Procurement
 Conduct vendor registration forums to promote and
encourage vendor registration on E-Procurement
  Assist with critical vendors with the E-Procurement
registration process
   Supplement and provide ongoing E-Procurement training


 May 13, 2004       Institute of Government Local Government   18
                                  Purchasing School
    Introduction to the Division of
        Purchase and Contract
Other Services Offered:
• Web Page:
  http://www.doa.state.nc.us/PandC/
• IPS (Posting Bids Electronically)
• Vendor Link
• Purchasing Specialist Advice and Assistance




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
                        Home Page




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Home Page Web Tour




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
               IPS Drop Down Menu




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
                   IPS Public Menu




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Partial Listing of Agencies Posting Bids to IPS




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                                         Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Partial Listing of Bids by Category in IPS




May 13, 2004             Institute of Government Local Government   25
                                       Purchasing School
    Introduction to the Division of
        Purchase and Contract
IPS Benefits
• Posting bids to Internet
      -Meets entity’s advertising requirements
      -Templates - source of model documents
               IFB, RFQ, RFP, Terms & Conditions
                    may need to modify T’s and C’s
      -   Electronic sourcing
      -   Economical – no printing/postal costs
      -   Timely – reduces advertising time
      -   Identifies HUB vendors
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                                       Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Vendor Link Home Page




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                              Purchasing School
    Introduction to the Division of
        Purchase and Contract
                Vendor Link Search




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                             Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Vendor Link Search by County/Commodity




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                                      Purchasing School
    Introduction to the Division of
        Purchase and Contract
               Vendor Link Search Results




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                               Purchasing School
          Introduction to Purchase &
                   Contract

Vendor Link Benefits

• Self-registration by Vendor
   – E-mail notices of Bids & Addenda
• Sources of Supply for Buyer
   – Search & Sort
   – Identifies HUB vendors


May 13, 2004     Institute of Government Local Government   31
                               Purchasing School
          Introduction to Purchase &
                   Contract
Don’t forget!…
For assistance with
E-Procurement Implementation
• Vendor Registration Assistance
   - Critical Vendors
   - Vendor Forums
• Any other E-Procurement Assistance
  required

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                               Purchasing School
          Introduction to Purchase &
                   Contract

• “One of the main goals of our Division will be
  to function as a team to assist you in any way
  possible to meet the daily demands placed on
  your offices. Call us if we can be of assistance
  in any respect.”
               » Mike Mangum, State Purchasing Officer




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                                  Purchasing School