Quick Review Contract Law

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					Quick Quote Overview
          for
Executive Departments

              Commonwealth of Massachusetts
               Operational Services Division
                   www.mass.gov/osd
                         12/08/09


                                  1
              Agenda & Objectives:
After today’s session you will be able to:

   •   List at least one Quick Quote Benefit for your Department
   •   Identify changes to the OSD purchasing policy
   •   Describe at a high level the new Quick Quote functionality
   •   Understand the importance of planning to identify the impact on
       the current purchasing process in order to successfully rollout the
       new functionality for use by your department staff




                                                                    2
 Operational Services Division Mission

• To Promote competition among multiple vendors
• Limit Buyer responses to awarded SWC vendors
• Promote Best Value
      • Timeliness: need it immediately
      • Price: need lowest cost
      • Quality: need the most experienced vendor
• Capture critical information for negotiations
• Eliminate paper


                                                3
              Quick Quotes Benefits

• A new Comm-PASS enhancement
• Designed to provide Buyers and Vendors with a
  purchasing process that is:
   - Online        - Flexible        - Efficient
• Supports:
   • Compliance with Procurement law
   • Existing public business practices
   • Openness, fairness and competition
   • Transparency

                                                   4
    Statewide Contract Quick Quotes
Phase 1: (beginning Feb-’10)
For purchases against enabled SWC’s:

•   ITT40- Two way radios
•   PRF34- Temp Help
•   GRO22- Grocery Related paper products
•   FAC57- Moving Services
•   ITS43(now ITS33)- Info Technology Staff Augmentation
    Category 1.



                                                5
       New Policy for enabled
        Statewide Contracts
Once a Statewide Contract is enabled, the Quick Quote
 record is the sole vehicle by which:

 • Every Massachusetts public entity must seek to
   purchase
 • Every authorized statewide contract vendor must
   respond to a request to purchase via Quick Quotes




                                               6
Why would I use
a Quick Quote?
                                   Did you know that a Quick Quote creates
                                   a single record that captures purchase
                                   information, automatically notifies
                                   enabled vendors, allows evaluation upon
                                   receipt, tracks submission information,
                                   notifies vendors of bid status, creates
                                   automated award notifications, manages
                                   record keeping & audit trail?




                                              I’m going to training to
                                              learn the details but tell
                                              me on one page how may
                                              this effect my business
                                              process?

                  This sounds faster
                  than a solicitation!


                                                                           7
             SWC Purchasing Process:
                            OLD VS. NEW
What you used to Do                       The new Quick Quote way: SWC
Review OSD Update in Comm-PASS            Review OSD Update in Comm-PASS: new
                                          Quick Quote section
Create procurement paper file to manage   Create an on-line QuickQuote which records
Record keeping & Audit Paper Trail        all procurement information in Comm-PASS
                                          for record keeping

Manually compile list of vendors by       Select the vendors you wish to purchase
searching in Comm-PASS or use other       from On-line
sources for vendor names

Write up purchasing information & save to Enter purchasing information in Comm-PASS
filer                                     On-line

Phone or email vendors and request a      Automatically send an email notification via
quote                                     Comm-PASS

Create spreadsheet to evaluate            On-line evaluation tools to view names of
submissions and choose the vendor         vendors that respond via email or SmartBid
                                          on-line.
Call/email vendor of your decision        On-line notification tools for all vendors.
                                                                               8
Public View: Statewide Quote




Seeking to purchase 12 radios VHF/ 5 Watt,138-174 MHz (B Band); Including Battery, Antenna and Belt Clip


Information Technology - Related Equipment, Services & Supplies / EQUIPMENT and SERVICES-Telecommunications
Hardware



2/27/2009 08:00AM

                                                                                                       9
Public View: Statewide Quote (contin..)




                                   10
How it works……………..




                  11
        Create SWC Quick Quote:
Step 1: Buyer/LoginID




                                  12
      Create a SWC Quick Quote
Step 2: Select Create Statewide Contract Quick Quote




                               Buyer selects the
                               Create Statewide
                               Contract Quick Quote
                               option displayed on
                               the screen.




                                                       13
         Create SWC Quick Quote:
Step 3: Select View All Quote-Ready Statewide Contracts




                                                          14
              Create SWC Quick Quote:
Step 4: Check Select to View Details




    Operational Services Division/IT and Office Procurements




1



     06/30/2012                                                           10/23/2009
     11:59PM      ITT40     Two-Way Radio Systems, Equipment & Services   02:57PM




                                                                                       15
  Create SWC Header Information
Wizard Step 1



                                *User entered
                                fields


                                Defaults(Admin)
                                fields




                      Detailed field by field data entry
                      instruction will be provided via
                      training and job aids.




                                                16
                Buyer Notification
Wizard Step 2




                   NEW




                                     17
                Vendor Notification
Wizard Step 3




                                      18
                Forms & Terms
Wizard Step 4




                                19
                Specifications
Wizard Step 5




                                 The Buyer selects
                                 the Edit option to
                                 modify the line
                                 item details for
                                 line 1




                                          20
    Specification (Line Item Details Page)
                                                                                  As in Production, the Buyer can
Wizard Step 5                                                                     enter/modify and save the Line Item
                                                                                  Details and add attachments within
                                                                                  the List of Attachments area The
                                                                                  Buyer has the ability to select the Bill
                                                                                  To or Ship To address from the
          12                                                                      Address Book through selecting the
                                                                                  associated option for each.
          5 Watt,138-174 MHz (B Band); Including Battery, Antenna and Belt Clip

          2way radios




                                                                                                           21
                Review
Wizard Step 6




                         22
Confirmation




               23
Browse/Evaluate Submissions:




                               24
             Small Procurements-
             Quick Quote Phase II

• NEW: Free-Form Quick Quotes
• Executive Agencies will be required to post all
    procurements $5,000 or more on Comm-PASS.
•   Implementation at a later date
•   Continue to use Solicitations for complex, sealed
    procurements




                                                 25
         Quick Quote SWC
       Implementation- Phase I
Your department will need to be able to answer the
  following questions:

•   Will your internal purchasing process change as a
    result of using Quick Quote for Statewide
    Contracts?
•   Will staff need to attend training to learn the new
    process?
•   What kinds of Comm-PASS security changes will
    need to be made?

                                                 26
Training Questionnaire Distributed
        to all Departments
• Allows departments to identify staff for training
• Allows OSD to properly prepare for training
  including:

   • Comm-PASS Admin or User – Quick Quote Only
   • Comm-PASS Admin or User – New User
     (Includes Quick Quotes)




                                                      27
           Quick Quote Rollout-
               Target Dates
December:
  •   Complete online questionnaire and return to OSD 12/11
  •   Review Quick Quote Web Pages
  •   Training conducted for new Comm-Pass Users

January:
  •   Training for Comm-PASS Administrators
  •   Administrators make necessary changes to staff Comm-
      PASS profiles and security to ready staff for the Quick
      Quote rollout
  •   Departments finalize implementation activities


                                                          28
 Quick Quote Target Rollout Schedule
Phase I: Enabled Statewide Contracts

February ’10
    •   Departments planning to purchase from ITT40.
March-May ‘10
    •   Departments planning to purchase from PRF34- Temp Help GRO22- Grocery
        Related paper products FAC57- Moving Services and all other Departments.
June ‘10
    •   ITS43(now ITS33)- Info Technology Staff Augmentation Category I
June ‘10
    •   Phase II Quick Quote Free Form Rollout


Phase II: Small Procurements
    •   Top 25 EA departments by transaction volume
    •   DOC, DPH, etc.
    •   Date to be determined




                                                                              29
           Training & Support

To be scheduled including:


   • Webinars (on-line training)
   • Job Aids
   • Instructor Led Classes (as needed)
   • Quick Quote webpage for up to date news
   • FAQ’s on-line


                                               30
                    Quick Quote
Meeting Evaluation:

After attending this session:
Do you have a better understanding of Quick Quote, the
 new Comm-PASS feature? YES NO


Do you have specific questions that you would like
 answered?
If yes, email: comm-pass@state.ma.us with quick
  quote-exe in the subject line.




                                                     31
Statewide Contract Quick Quotes



        Questions

           ???

                             32
Thank you for attending
  today’s Comm-PASS
 Quick Quote Overview!



                     33

				
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