Download PA CONTRACT - Office of General Services

PURCHASING 102
AGENCY PROCUREMENT OPTIONS
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Select from Preferred Sources
Purchase from OGS Contracts
Utilize Alternate Methods Available Through OGS
Develop Own Purchasing Strategy
PREFERRED SOURCES
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Correctional Services (Corcraft) – Commodities only
Industries for the Blind of New York State (IBNYS)
NYS Industries for the Disabled (NYSID)
Buy “OMH”
Qualified Veterans’ Workshop
PREFERRED SOURCES
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Industries for the Blind of New York State (IBNYS)
NYS Industries for the Disabled (NYSID)
Buy “OMH”
Qualified Veterans’ Workshop
Preferred Sources
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If product meets form, function and utility (i.e.. quality,
quantity, delivery, packaging) order should be placed with
appropriate preferred source
If does not meet form, function and utility, must document in
Procurement Record
OGS CONTRACTS
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Expedient – generally place an order
No need to bid
No need for OSC or AG approval (mini-bids may need OSC
approval)
No need to advertise in Contract Reporter
OGS CONTRACTS
Statewide Terms:
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Filed Requirements
Multi-State
Prime Vendor
Brand Bids
Continuous Recruitment
Piggyback
Negotiated
Back Drop
Filed Requirements Contracts
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Covers specific delivery points and estimated quantities
Guaranteed source of supply for critical commodities
Agencies “file” their requirements prior to establishment of
contract
Contractual obligation to purchase
Examples include rock salt and fuels
Multi-State Contracts
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Permits participation by NYS authorized users as well as other
entities
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Contract administered by one of the participating entities
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Minnesota Multi-State Drug Contract
Prime Vendor Contracts
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Comprehensive contract; source for broad range of goods
and/or services within a given market
May be awarded to single or multiple vendors
Examples include food contract, office supplies and industrial
supplies
Brand Bid Contracts
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Issuance of multiple contracts or a single contract with
multiple lots for different brands of a similar product
Provides customer the widest selection of products
Examples include printer contracts, copier contract, mailing
machines
Used in long term contracts
Allows OGS/PSG to accept bids after the bid opening, adding
vendors after the original award
Included in printers, microcomputers, books and many service
contracts, etc.
OGS Piggyback Agreements
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OGS piggybacks onto existing contracts developed by other
governmental agencies (federal, political subdivision or other
states) creating a NYS contract
Includes additional terms as they relate to NY State
procurement rules
OGS Negotiated Contracts
Backdrop Contract
AGENCY STRATEGIES
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Discretionary Purchases
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Filed Price Agreements
Small Business Initiatives
OGS or Less
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Sole/Single Source
AGENCY STRATEGIES
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Backdrop Mini-Bids
Piggybacks
Continuous/Periodic Recruitment
Emergency Purchases
Competitive Bids using IFB/RFP
Discretionary Purchases
Discretionary Purchases
Discretionary Purchases
Filed Price Agreements
Small Business Initiative
OGS or Less
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Allows purchase from other than State contract if lower prices
or terms are more economically efficient to the State agency.
Contractor must be given opportunity to match pricing.
“OGS or Less” purchases must meet requirements of law.
Sole Source Procurement
Single Source Procurement
Backdrop Mini-Bids
Piggyback Contracts
Continuous/Periodic Recruitment
Emergency Purchases
Emergency Purchases
Competitive Bids using IFB
Competitive Bids using IFB
Competitive Bids using RFP
Competitive Bids using RFP
SELECTING THE CORRECT CONTRACT VEHICLE
PURCHASE ORDER REQUIRING OSC APPROVAL
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One time purchase
Fully encumbered
Must include all copies (vendor, OSC, agency)
All relevant terms on the face or attached
Appendix A referenced on vendor copy
Purchase Orders have no dollar limitations
A Purchase Order is the contract document approved by OSC
PURCHASE ORDER (continued)
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OSC approval not required for OGS centralized contract purchases unless
otherwise specified by contract
Contract number must be shown in box labeled Comptroller’s Contract
No
Contract number must be shown on the voucher
PURCHASE ORDER
CHANGE NOTICE
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If the original purchase order was approved by OSC, change notice
should be accompanied by a copy of the original approved purchase
order
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Explanation for change
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Encumbrance, if applicable
PA CONTRACT
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A PA Contract can be used by an agency to establish a
pricing agreement for commodity and printing
procurements
(See OSC Bulletin G-191)
PA CONTRACT (continued)
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Used for commodity and printing purchases that exceed agency prior
approval threshold
Provides agencies with a “term contract” mechanism
Saves administrative costs
No Purchase Order approval required once PA Contract is approved
Procurement must follow the normal procurement rules (IFB, single/sole
source, discretionary purchase).
CRITERIA FOR PA CONTRACTS
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Estimated Quantities
Term Contract
 Guaranteed Orders require a fully encumbered purchase order for the
value of the guaranteed quantity
CREATING A PA CONTRACT
Required Documents
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One Completed PA Data Sheet for each awarded vendor
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Three Contract Award Letters
(This is the contract document for authorized agency and OSC signatures.)
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Three Notices of Contract Award
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Must reflect the terms and conditions of procurement
Must include pricing and refer to Appendices
OSC’s ROLE IN PROCESSING PA CONTRACTS
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Assigns the contract a unique number
Enters the contract on the Central Accounting System (CAS) under
agency code 01055
Processes the transaction and enters the assigned contract number on
each copy of the Contract Award Letter
Retains one original Contract Letter and Award and returns remaining
copies to the agency
USING YOUR NEW
PA CONTRACT
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Issue Contract Award Letter and Notice of Contract Award to the vendor
and any other agencies authorized to use it
Issue a Purchase Order referencing the contract number in the
Comptroller’s contract number box and also on the voucher
PA CONTRACT AMENDMENTS
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Required Documents
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One completed PA Data Sheet for each awarded vendor
Three Contract Amendments
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This is the contract document for authorized agency and OSC signatures
Must have written concurrence from the vendor
Must reflect the terms and conditions of procurement
Documentation supporting any changes must be included with the procurement
package
PA CONTRACT ADVANTAGES
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Functions as an agency specific P-Contract
Purchase Orders issued against PA Contracts do not require
separate OSC approval
Standard format for “Contract Letter” and “Notice of Contract
Award”
May be for a term up to five years
ADVANTAGES (Continued)
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No prior approval for PO’s or change notices
Allows value monitoring for future contracting opportunities
No encumbrance required for contract approval
Can cover any contracting method - single/sole source, competitive bid,
discretionary purchase, piggybacking agreement, etc.
CONTRACT AGREEMENTS
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A full or fiscal year encumbrance is required
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An agreement between the State and a vendor must be created
and executed
Signed and acknowledged by the vendor, signed by agency,
AG, and OSC
Used for service, revenue, construction, etc.
AMENDMENTS TO CONTRACT AGREEMENTS
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Must be accompanied by a completed and encumbered AC340. Action
code on an amendment is c.
If the change is the result of a Contract extension, the new end date and
the date of renewal must also be changed.
If the contract is being amended or extended, an executed contract
amendment reflecting the change must also be included.
THE AC340
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Is used when increasing the value of a contract (use an ECC batch when
the purpose is solely to encumber funds)
To change an address (with additional documentation required)
The AC340 is also used to create a contract based on a CM master
contract or a CMS single/sole source contract. (use your agency’s code,
not that of the host agency)
Questions?