Goals/Performance Measures Reduce the number of unplanned procurements Increase the utilization of term contracts

Transcription

1 Office f Cntracting and Prcurement (OCP) PO0 James D. Statn, Jr., Chief Prcurement Officer th Street NW Suite 700S Central Purpse The missin f the Office f Cntracting and Prcurement is t partner with vendrs and District agencies t purchase quality gds and services in a timely manner and at a reasnable cst while ensuring that all purchasing actins are cnducted fairly and impartially. Key Facts The Office f Cntracting and Prcurement (OCP), under the directin f the Chief Prcurement Officer, was established by DC law in 1997 and prvides cntracting services fr selected agencies and ffices in the District. Each year, OCP prcesses slicitatins that yield cntract awards and ver 8,000 purchase rders, ttaling mre than $1.1 billin. OCP currently serves ver 60 agencies and prgrams and versees the prcurement activities fr 22 agencies with delegated cntracting authrity. OCP prcures gds, services, transprtatin and specialty equipment, as well as infrmatin technlgy. OCP als administers prcurementrelated prgrams including the Purchase Card prgram (P-Card), the District f Clumbia Supply Schedule (DCSS) and the District s Surplus Prperty Prgram. Additinally, OCP manages the Prcurement Autmated Supprt System, PASS, and prvides cntract administratin and supprt services. Imprve the number f cntracts that receive autmated perfrmance evaluatins Increase revenue generated by the District f Clumbia Supply Schedule (DCSS) 1% Discunt Fee Implement and execute a pre-award Quality Assurance prgram t identify cmpliance deficiencies and ensure remediatin prir t cntract award Cntinuusly assess custmer satisfactin with OCP s new perating mdel (Delegated Prcurement Authrity) Increase the quality and value f surplus services by maximizing the use f the nline auctin platfrm Realize cst avidance thrugh the reutilizatin f surplus prperty Identify enhancements and new technlgies t better supprt OCP staff, Vendrs, and Agencies Prvide better transparency and cmpliance with gverning laws and plicies by making required dcuments available in a timely manner via the agency website Implement a systematic prcess fr identifying changes in prcurement practice and mdifying training curriculum accrdingly Prvide management training and develpment pprtunities fr all hiring managers Gals/Perfrmance Measures Reduce the number f unplanned prcurements Increase the utilizatin f term cntracts Prgrams/Services Resurce Management wrks acrss agency divisins and prgrams t assist managers with staff recruitment, retentin, and develpment. Prcurement prvides acquisitin services t District agencies in accrdance with District laws

2 and regulatins fr the supplies, equipment, and services needed t supprt agencies missins and bjectives. This divisin cntains the fllwing 4 activities: Prcurement Management and Supprt prvides versight and prject management; EOM and Bards Cluster/Simplified Acquisitins includes simplified acquisitins and DC Supply Schedule Purchases (DCSS) fr all District agencies, including purchases n behalf f designated agencies serviced by this cluster; and Pririty Special Prjects Cluster includes citywide and rapid respnse initiatives i.e. additinal supprt fr large-scale prjects and crdinatin and executin f emergency prcurements; and Delegated Prcurement Authrity includes staff assigned t custmer agencies with Delegated Prcurement Authrity. Prcurement Technlgy prvides cnsultative and technical supprt t agencies, vendrs, and OCP prcurement prfessinals, including user training and reprt generatin; Wrks clsely with senir management and the Office f the Chief Technlgy Officer (OCTO) t implement the latest technlgies t prmte transparency and accuntability t achieve the best results. The OCP IT team als administers the Prcurement Autmated Supprt System (PASS). Training respnsible fr the develpment, maintenance, and delivery f a best-in-class prcurement training curriculum tailred t the needs f the District s prcurement prfessinals. Operatins prvides a range f versight, administrative, and custmer servicing supprt fr the Office f Cntracting and Prcurement and custmer agencies. This divisin cntains the fllwing 4 activities: Prcurement Integrity and Cmpliance includes audit and nn-audit advisry services t agency leadership, staff and affected stakehlders; initiatin and OCP P a g e 2 cnduct f independent peratinal perfrmance audits and business prcess imprvement reviews f existing prcurement functins, and liaising with external auditrs fr OCP s cmpliance with the Cmprehensive Annual Financial Reprt (CAFR) and Single Audit; Operatins Management and Supprt prvides versight and prject management f all peratins functins, which includes the administratin f OCP s recrds management prgram; Custmer Service and Cmmunicatins includes the crdinatin f vendr relatins and language access prgrams; and Purchase Card prvides verall versight and administratin f the District s Purchase Cards used in custmer agencies. The Purchase Card prvides an alternative delegated prcurement vehicle that reduces the prcessing cst and delivery time fr purchases within the nn-cmpetitive threshld. Business Resurces and Supprt Services prvides a wide range f missin critical services t OCP divisins and the agency s custmers. This divisin executes agency acquisitins, maintains facilities which includes risk management, and administers the OCP fleet management prgram. Further, this divisin manages the District s prperty dispsal prgram, and in cllabratin with OCP s Prcurement Divisin, crdinates acquisitin effrts during declared emergencies. This divisin cntains the fllwing tw activities: Surplus Prperty prvides surplus prperty management, re-utilizatin, and dispsal services t District agencies; and Supprt Services includes agency acquisitin services and facilities management; crdinatin f acquisitin effrts during declared emergencies; and management f transprtatin assets designated fr District surplus activities.

3 P a g e 3 First Quarter CY2015 Ht Buttn Issues Implementing Delegated Prcurement Authrity Phase 2 transitining apprximately 50 emplyees frm custmer agencies t OCP s budget. Calculating and reprting (quarterly) n cst savings derived frm the implementatin f the DPA Mdel. (Nte: OCP cmmunicated t Cuncil that savings culd nt be ascertained in FY15 as DPA was primarily designed t achieve perating efficiencies.) Imprving cmpliance with established prcurement laws, regulatins, and guidelines t strengthen the central ffice s rle as regulatry authrity and imprving preventable deficiencies. In accrdance with Prcurement Practices and Refrm Act f 2010 requirements, reprting n the status f implementing a training and certificatin fr prcurement persnnel in supprt f the zer defect culture. Implementatin f quality assurance measures acrss OCP peratins t ensure gal attainment i.e. Prcurement Review Cmmittees (PRC), Quality Assurance Plan, blstered cntract administratin etc. District Department f Transprtatin (DDOT) Prcurement System Mdernizatin -- DDOT cnstructin prcurement requires the use f the Cnstructin Industry Standard Qute System that is used by federal, state and lcal cnstructin prjects. This system is als used by cnstructin vendrs t submit qutes. Currently, DDOT uses this system fr all cnstructin related prcurements. All nn-cnstructin prcurements are dne in e-surcing Mdule within the PASS/ARIBA system that is used by all ther agencies under the authrity f the Chief Prcurement Officer. The gal fr FY15 is t develp a slutin t integrate the Cnstructin Qute system with PASS/ARIBA. Cmprehensive Medical, Pharmacy, and Dental Services fr DOC Inmates (DOC) - This prcurement encmpasses primary, urgent, and specialty medical care, mental health services, dental services, in-patient hspital care; pharmacy services; and triaging and stabilizatin fr CCBC arrestees. The cntract is currently anticipated t be awarded by early December. The extensin f the current cntract expires 1/31/15. IT Staff Augmentatin (OCTO) -This cntract prvides city-wide temprary staff fr IT staff augmentatin. The cntract is currently underging legal sufficiency review by the OAG attrneys. Once cmplete, the cntract will be frwarded t OPLA fr submissin t Cuncil. Citywide Streetlight Asset Management Services new cntract t be awarded under RFP DCKA R-0150 (DDOT).Prvide asset management services t maintain and preserve apprximately 70,000 specific lighting assets and supprting systems in District streets, highways, alleys, bike trails, certain tunnels, underpasses and bridges and ther areas, and related services, including the cnversin f certain nn-led lighting assets t LED. The District is determining the best apprach fr btaining these services in light f the June 2, 2014 decisin f the Cntract Appeals Bard sustaining a prtest frm ne f the vendrs. Basic streetlight maintenance services are being perfrmed under an emergency cntract pending the award f the new cntract. District f Clumbia Access System (DCAS) - The District s cmpliance with the Affrdable Care Act. DCAS is a state-f-the-art health and human services slutin, prviding the District s Health Benefit Exchange (HBX), a new integrated eligibility system fr Medicaid, private health insurance and ther prgrams with new case management capabilities that span prgrams and agencies. The cntract is currently in Optin Year 1. Training and Certificatin Institute -- In March, OCP cntracted with The Gerge Washingtn University (GWU) t develp a tiered training and certificatin prgram tailred t District prcurement law and based n industry best practices, i.e. Natinal Cntract Management Assciatin (NCMA) standards. An additinal cntract was awarded in July fr GWU t deliver a pilt f the prgram (including

4 P a g e 4 an assessment), and t train and certify OCP instructrs in adult learning methdlgies. This certificatin prgram is currently in its pilt phase. Once this pilt is cmpleted, OCP s Prcurement Training Institute will be required t deliver and maintain curse curriculum that will equip cntracting staff with the knwledge and skills necessary t prepare fr and pass certificatin examinatins at each tier. Submissin t Cuncil and Enactment f the Prcurement Practices Refrm Amendment Act f This prpsed legislatin is part f the Office f Cntracting and Prcurement s nging prcurement refrm effrt. Key prvisins wuld allw: Cuncil apprval f base and ptin years f a cntract at the award f the cntract; Require public ntice f prcurements nly n OCP s internet site; Prhibit Cuncil hearings r rundtables n pending cntract awards; Prvide fr rejectin f a bid r prpsal if a prspective cntracts attempts t influence a District fficial with respect t surce selectin; Allw the OCP Surplus Prperty prgram t als sell nn-surplus prperty frm ther agencies and cllect a fee fr that service; Clarify requirements fr filing appeals with the Cntract Appeals Bard; and Require a prtester t file a prtest bnd with any prtest.

5 P a g e 5 Organizatin Chart James D. Statn, Jr. Directr/Chief Prcurement Officer Prcurement Sheila Mbley Deputy Directr Training VACANT Chief Learning Officer Operatins Yinka T. Ala Chief f Staff Business Resurces Marvin Manassa Assistant Directr fr Business Resurces Office f the General Cunsel Nancy Hapeman General Cunsel Prcurement Technlgy Reza Hassan Chief Infrmatin Officer Resurce Management Glria Bradley Human Resurces Officer Special Prjects Prcurement Training Institute Purchase Card Supprt Services FOIA Ariba Prcurement Autmated Supprt System (PASS) Human Capital DPA Agency Staff Wrkfrce Develpment Cmmunicatins and Legislative Affairs Surplus Prperty Legal Services IT Help Desk Persnnel Perfrmance Management DC Supply Schedule/Simplified Acquisitins Vendr Relatins Risk Management Resurce Allcatin Cntract Administratin Custmer Cntact Center Districtwide Emergency Respnse Sustainable Purchasing Office f Prcurement Integrity and Cmpliance Recrds Management Agency Perfrmance Management Budget

6 P a g e 6 Bards and Cmmissins relevant t the agency (if any) Bard Name Name f Chairpersn N. f Members Cntract Appeals Bard Chief Judge Marc Lud 3 Budget FY2015 Ttal Budget $ 18,449,123 N. f Emplyees Current N. f FTEs 151 Unin Representatin Unin(s) Unin Representative N. f Members American Federatin f State, Cunty & Municipal Emplyees (AFSCME) 61 American Federatin f Gvernment Emplyee (AFGE) 2 Facility Lcatin(s) Facility Name / ID Address Zip Cde Ward Main Phne N. OCP Headquarters th Street NW Suite 700S (202) OCP Warehuse 2100 Adams Place NE (202) DCHR th Street NW Suite 330S (202) Washingtn DC DCOA 500 K Street NE 2 nd Fl (202) DDOE 1200 First Street NE 5 th Fl (202) DCORM 441 4th Street, NW Suite 800 S (202) DDOT 55 M Street SE, 7th Fl, Ste (202) DHCD 1800 Martin Luther King Avenue, SE (202) Suite 300 DHCF 441 4th Street NW Suite 900S (202) DHS 64 New Yrk Ave (202) DMV 95 M Street SW (202) DOC th Street NW 7th FL (202) DOH 899 Nrth Capitl Street NE 5 th Fl (202)

7 P a g e 7 Facility Name / ID Address Zip Cde Ward Main Phne N. DPR 1250 U Street NW (202) DYRS 1371 Harvard Street NW (202) FEMS th Street NW Suite (202) HSEMA 2720 Martin Luther King Ave. SE (202) Annex Building MPD 300 Indiana Ave NW Rm (202) OCME 401 E St SW 5 th fl (202) OCTO 200 I Street SE, Office (202) OSSE 810 First Street NE 9 th Fl (202) OUC 2720 Martin Luther King Ave SE (202) Key Prjects/Initiatives Prject/Initiative Name Brief Descriptin Delivery Date DPA Transitin Phase 2 In phase ne f the DPA transitin, 60 OCP staffers were physically relcated t 22 custmer agencies. Phase 2 will bring all FTEs frm remaining agencies under the CPO s authrity n t the OCP budget. OCP, in cnjunctin with the Department f Human Resurces and the City Administratr s ffice, is wrking t identify staff in custmer agencies whse wrklad is heavily prcurement fcused, but may r may nt sit in a Cntract Specialist r Supervisry Cntract Specialist rle. December 2015 Capital Prgram(s) Prject Name Budget ID Funding Surce Prject Budget Current Balance Delivery Date N/A Imprtant/Significant Dates Event Brief Descriptin Delivery Date Natinal Purchasing Mnth An annual acknwledgement f prcurement prfessinals that have made a difference in gvernmental efficiency and effectiveness. This mnth prvides the pprtunity t help educate elected fficials, administratrs, taxpayers and vendrs abut the prcurement prcess and the wrk they perfrm every day. March 2015

8 P a g e 8 Event Brief Descriptin Delivery Date Acquisitin Plan The PPRA requires an acquisitin plan utlining planned March 2015 prcurements frm all agencies subject t the PPRA be submitted t Cuncil n later than March 20 fr the next fiscal year. Green Purchasing Reprt The Green Purchasing Reprt highlights all green purchasing activities thrughut the District. The reprt is due t Cuncil each spring. March 2015 Key Cntracts Prject Name Vendr Name Ttal Cntract Cntract Term Value OCP Training Institute The Gerge Washingtn University $141,000 12/31/14 OCP Train-the-Trainer The Gerge Washingtn University $12,000 10/31/14 SPD Online Auctin Services GvDeals, Inc. $375,000 10/1/14-9/30/15 Key Agreement(s) / Memrandum(s) f Understanding Prject Name Brief Descriptin Agreement Term Fleet Services DC Fleet Share Prgram 10/01/2014 9/30/2015 Trash Recycling Dispsal f useless surplus material 10/01/2014 9/30/2015 Legal Services Budget transfer f OAG attrneys 10/01/2014 9/30/2015 Custmer Service OUC Citywide Call Center 10/01/2014 9/30/2015 Financial Services OCFO Budget Supprt 10/01/2014 9/30/2015 Prcurement Services DHCF Funding fr DPA 10/01/2014 9/30/2015 Purchase Card Intra District Budget transfers 10/01/2014 9/30/2015 Grant(s) Awarded (r Pending Award) t Agency N/A Grant Name Name f Grantr Ttal Grant Amunt Current Grant Balance Grant Expiratin Active Litigatin(s) Prject Name Brief Descriptin

9 P a g e 9 Prject Name Brief Descriptin Cnsent Decree(s) Prject Name Brief Descriptin Agreement Term N/A