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Goals and Strategies for Procurement and MBE Engagement in Arkansas (2013)

The 2013 Procurement Forum outlines key goals for enhancing procurement processes in Arkansas, focusing on increased online training and the establishment of new statewide contracts. A significant emphasis on Minority Business Enterprises (MBEs) includes the establishment of a 10% MBE goal for agency budgets. This document provides essential guidelines, tools, and forms for agencies to follow in achieving these targets, ensuring compliance, transparency, and responsibility in public procurement while promoting opportunities for minority vendors.

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Goals and Strategies for Procurement and MBE Engagement in Arkansas (2013)

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  1. 2013 January Procurement Forum

  2. OSP Goals for 2013 • More on-line training • New statewide contracts

  3. Minority Business Enterprises • ACA 15-4-303 • Lawful permanent resident of Arkansas who is: • African American • Hispanic American • American Indian • Asian American • Pacific Islander American • Service Disabled Veteran

  4. Agency budget review goals • Deduct all budget line items that are not discretionary • 10% MBE goal will be established on the “NET” budget that is determined • Provide an obtainable/realistic 10% goal for agencies • Agency will be held accountable for the “NET” budget that is determined

  5. Helpful tools

  6. Searching the MBE Directory

  7. Searching AASIS – XK03

  8. MBE Certification Number Can be found on the AASIS screen under ISR #

  9. ZMINOR report

  10. ZMM11 – Search for MBE by Material Group For full instructions: http://www.dfa.arkansas.gov/offices/informationServices/aasis/MM/Documents/ASC%20Tutorial_ZMM11%20Material%20Groups%20Assigned%20to%20Minority%20Vendor%20Report.pdf

  11. Agency Budgets

  12. Budget continued…

  13. Professional and Consultant Services (PCS)

  14. Amber Furgerson • amber.furgerson@dfa.arkansas.gov • 501-371-6066 • Rebecca Kee • rebecca.kee@dfa.arkansas.gov • 501-371-6059

  15. OSP-1 Form For original contracts ONLY The PCS Form

  16. OSP-1 Form • Contract Number • AASIS – 45 or 46 Series # • RA – RA061501234 • Federal ID Number • Vendor Number • Minority Vendor

  17. OSP-1 Form • ABA • RFP • CB • RFQ • IG • EM • SSJ • SSIA • SSL

  18. OSP-1 Form • ABA Procurement Method • Must follow the ABA process • Unless exempt agency

  19. OSP-1 Form • Partial-Cost Criteria • Evaluation Committee • Negotiations

  20. OSP-1 Form • Qualified Provider • Low Cost • Meets Specifications

  21. OSP-1 Form • Must have OSP approval • Most qualified vendor • Negotiate price after

  22. OSP-1 Form • Between governmental entities • PEER Review $25,000 + AR state to AR state agencies • No E.O. required • No disclosure required • No illegal immigrant required

  23. OSP-1 Form • Endangered: • Human Life • Human Health • State Property • Functional Capacity

  24. OSP-1 Form • Sole Source by Justification • Sole Source by Intent to Award • Sole Source by Law

  25. OSP-1 Form • One provider • Letter of Justification • R1: 19-11-232 (e) • Contracts over $5,000 • One year increments max • Answer all questions fully • Question #2 & #7

  26. OSP-1 Form • Public Advertisement • Run for 5 consecutive days • Statewide paper PLUS agency or OSP website • Send copy of ad with contract

  27. OSP-1 Form • Compelled • Court mandated • Federal, state or local law • Include court reference number

  28. OSP-1 Form • Initial term period • Can not cross biennial year • Can not start prior to review

  29. OSP-1 Form • Include official agency number • Check box if Service Bureau • Tracking numbers for agency’s use and benefit

  30. OSP-1 Form • Enter the value you plan on spending if the contract goes complete to finish of the job. • Projected Total Cost is sometimes a “guess”

  31. OSP-1 Form • Enter compensation and reimbursable expenses (if any) • Add total compensation and reimbursable together.

  32. OSP-1 Form • Repeat contract number at the top of each page

  33. OSP-1 Form • Percentages must total 100% • Identify funding source – Be specific but don’t overkill • Enter Fund and Fund Center • May use attachment but source, amount and percentage must still be in this table

  34. OSP-1 Form • Identify payment schedule • How to be paid • Performance evaluation

  35. OSP-1 Form • Identify objectives • May attach Scope of Work, but summary must be complete and concise in the space provided

  36. OSP-1 Form • Required for contracts $25,000+ • EXAMPLES: • Milestones/stages • Percentages of completion • Minimum accomplishments • Quality levels

  37. OSP-1 Form • List all attachments to the PCS contract • Attachments should be lettered or numbered

  38. OSP-1 Form • Parts A, B, C & D: • Conflict of interest • Contracts with state • Legal controversy • Employee listing/ • Agency/Provider relationship

  39. OSP-1 Form Section 11: Disclosure requiredby Executive Order 98-04 • Disclosure form • Positive hit • Not required for IG contracts • Found on OSP website

  40. OSP-1 Form Section 12: Non-Appropriation Clause • 19-11-1012 (B) (11) • Mandatory for ALL contracts • Protects the state • If the state fails to appropriate money to the agency, the contract may be cancelled

  41. OSP-1 Form • Extension, amendment and termination process • Up to 7 years from start of the contract in Section 2 – unless exempt from 7 year restriction

  42. OSP-1 Form Section 14: Authority • Laws of Arkansas will govern • A.G. interpretation followed • Law updates will effect

  43. OSP-1 Form • Multiple contacts list according to their role

  44. OSP-1 Form Section 16: No Obligations Incurred AGENCY SIGNATURE CERTIFIES NO OBLIGATIONS WILL BE INCURRED BY A STATE AGENCY UNLESS SUFFICIENT FUNDS ARE AVAILABLE TO PAY THE OBLIGATIONS WHEN THEY BECOME DUE

  45. OSP-1 Form • Correct OSP form • No falsifications • Qualified provider • No conflict of interest

  46. OSP-1 Form • Funds are available • No IG provider available • Law and rules comply • Projected total cost is fair

  47. OSP-1 Form 19-11-1007 Certification by agency head

  48. DEADLINES • PCS deadlines on website • Call OSP if you can’t make the deadline

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