Introduction to the North Carolina Division of Purchase and Contract

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Introduction to the North Carolina Division of
Purchase and Contract
Presented by Ellen Philpot
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Mission of the Division of Purchase and
Contract  To provide effective and efficient
acquisition services for the State of North
Carolina
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Introduction to the Division of Purchase and
Contract

• Agenda
• PC Historical Overview
• PC Organization
• PC Services

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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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Introduction to the Division of Purchase and
Contract

• Impact of Senate Bill 620 requires a new
  relationship with Local Education Authorities.

• LEAs now purchase under authority of Article 8
• P C no longer handles spot bids
• LEAs may use Statewide Term Contracts

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Introduction to the Division of Purchase and
Contract

• PC 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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Introduction to the Division of Purchase and
Contract

• PC Organization
• Commodity Buying Groups handle open market bids
  and Statewide Term Contracts
• Advice/Assistance
• Contract Specialists

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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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Introduction to the Division of Purchase and
Contract

• PC Organization
• Research Analysis Group
• Develop Standard Specifications
• Develop Qualified Products Lists (QPLs)
• In-depth analysis of data
• Technical Support

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Introduction to the Division of Purchase and
Contract

• PC Organization
• Education/Outreach
• E-Procurement contact liaison
• Education Assistance
• Vendor Outreach
• Inspect Term Contract Purchases

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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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Introduction to the Division of Purchase and
Contract

• Advantages for Local Governments and LEAs
  utilizing Statewide Term Contracts
• Convenience
• High Volume Pricing
• Sourcing for Suppliers
• Contractual Issues
• Environmental Purchases

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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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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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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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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 SBEs web page 4/27/04

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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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Introduction to the Division of Purchase and
Contract

• PC 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

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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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Introduction to the Division of Purchase and
ContractHome Page
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Introduction to the Division of Purchase and
ContractHome Page Web Tour
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Introduction to the Division of Purchase and
ContractIPS Drop Down Menu
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Introduction to the Division of Purchase and
ContractIPS Public Menu
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Introduction to the Division of Purchase and
ContractPartial Listing of Agencies Posting Bids
to IPS
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Introduction to the Division of Purchase and
ContractPartial Listing of Bids by Category in
IPS
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Introduction to the Division of Purchase and
Contract

• IPS Benefits
• Posting bids to Internet
• -Meets entitys advertising requirements
• -Templates - source of model documents
• IFB, RFQ, RFP, Terms Conditions
• may need to modify Ts and Cs
• Electronic sourcing
• Economical no printing/postal costs
• Timely reduces advertising time
• Identifies HUB vendors

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Introduction to the Division of Purchase and
ContractVendor Link Home Page
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Introduction to the Division of Purchase and
ContractVendor Link Search
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Introduction to the Division of Purchase and
ContractVendor Link Search by County/Commodity
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Introduction to the Division of Purchase and
ContractVendor Link Search Results
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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

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Introduction to Purchase Contract

• Dont forget!
• For assistance with
• E-Procurement Implementation
• Vendor Registration Assistance
• - Critical Vendors
• - Vendor Forums
• Any other E-Procurement Assistance required

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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