Webinar Attendee Information Agenda, Feedback Form and PowerPoint can be found: Outreach.aspx

Webinar Attendee Information

Agenda, Feedback Form and PowerPoint can be found:http://www.dgs.ca.gov/pd/Programs/OSDS/CommunicationsOutreach.aspx

State Agency Customer Forum begins: 9:00 AM

Welcome to the April 2012State Agency Customer

Forum

Procurement DivisionCustomer Forum

April 11, 2012

Introductions

Eric Mandell

ChiefOffice of SB and DVBE

Services/Outreach [email protected]

(916) 375-4608

Legislative/Budget Updates

Chuck Deyoe

Legislative LiaisonProcurement Division

[email protected](916) 375-4341

Legislative/Budget Update

• AB 1507 (Mendoza D) Public contracts: Prison Industry Authority.

Status: 1/19/2012-Referred to Coms. on J., E.D. & E. and PUB. S. Summary: Current law establishes the Prison Industry Authority within the Department of Corrections and Rehabilitation. Current law

provides that the authority is authorized and empowered to operate industrial, agricultural, and service enterprises in order to provide products and services needed by the state. Current law requires that state agencies purchase Prison Industry Authority products, make maximum utilization of these products, and consult with the staff of the authority to develop new products and adapt current products to meet their needs. This bill would provide that these requirements shall not restrict state agencies from entering into contracts or purchase orders of $25,000 or less with California certified small businesses, microbusinesses, or disabled veteran business enterprises for products provided at a lower price than the price available from the Prison Industry Authority.


• AB 1543 (Alejo D) Public contracts: Buy American.

Status: 2/9/2012-Referred to Coms. on B., P. & C.P. and L. GOV. Summary: The California Buy American Act requires that a governing body of any political subdivision, municipal corporation, or district, and any

public officer or person charged with the l etting of contracts for the construction, alteration, or repair of public works or for purchasing materials for public use to only let those contracts to a person who agrees to use or supply materials produced or manufactured in the United States, as prescribed. Current law does not apply this requirement to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies, as specified. This bill would, on and after January 1, 2014, also apply a similar requirement to public contracts let for the purchase or lease of any manufactured tangible personal property or for any materials or structural components to be incorporated into real property, and would provide for specified exceptions, as provided. This bill would repeal those provisions that prohibit the application of the current United States-made preference to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies. By imposing new duties upon local governments with respect to public contracts, this bill would impose a state-mandated local program. This bill would also make related changes. This bill contains other related provisions and other current laws.


• AB 1646 (Campos D) California Demonstration of Emerging Market Opportunities Act.

Status: 3/12/2012-Hearing postponed by committee. (Refers to 3/12/2012 hearing) Summary: The Governor's Office of Business and Economic Development serves as the Governor's lead entity

for economic strategy and the marketing of California on issues relating to business development, private sector investment, and economic growth. The office, among others, makes recommendations to the Governor and the Legislature regarding policies, programs, and actions to advance statewide economic goals. This bill contains other current laws.


• AB 1783 (Perea D) Public contracts: small business preferences.

Status: 3/5/2012-Referred to Com. on J., E.D. & E. Summary: Current law requires state agencies to give small businesses a 5% preference in contracts for construction, the

procurement of goods, or the delivery of services and establishes a procedure by which a business can be certified as a small business by the Department of General Services for the purposes of these preferences. This bill would provide that a small business shall be certified as a small business, for purposes of those preferences, without the submission of supporting documentation and would require the certified small business to produce that documentation upon request of the Department of General Services or the awarding state agency. This bill contains other related provisions and other current laws.


• AB 1960 (Dickinson D) State contracts: reports: lesbian, gay, bisexual, and transgender businesses.

Status: 3/8/2012-Referred to Com. on B., P. & C.P. Summary: Current law governing public contracts requires the Department of Transportation to establish

and administer a computerized databank containing a list of certified minority, women, and disadvantaged business enterprises. This bill would require the Department of Transportation to include, in that databank, lesbian, gay, bisexual, and transgender businesses. This bill contains other related provisions and other current laws.


• AB 2181 (Galgiani D) State government: prompt payment of claims.

Status: 3/8/2012-Referred to Com. on B., P. & C.P. Summary: The California Prompt Payment Act dictates that a state agency that fails to make a timely payment

for goods or services acquired pursuant to a contract with a specified business or organization is subject to a late payment penalty. This bill would include, within the list of specified businesses and organizations, state-certified small businesses working on the development, design, and construction of California's high- speed rail system under the California High-Speed Rail Act.


• SB 134 (Corbett D) Public contracts: Bid preferences: solar photovoltaic system.

Status: 2/2/2012-From Assembly without further action. Summary: Current law imposes various requirements with respect to contracting by state agencies. This bill

would require a state agency that accepts bids or proposals for a contract for the purchase or installation of a solar photovoltaic system, as defined, to provide a 5% preference to a business that certifies that all of the solar panels installed as part of the solar photovoltaic system have been manufactured or assembled in California, in accordance with specified criteria.


• SB 1162 (Runner R) Prison Industry Authority: purchases by state entities.

Status: 3/20/2012-Set for hearing April 10. Summary: Would authorize, rather than require, state entities to purchase goods produced by the Prison Industry

Authority and would provide that if a state entity elects to purchase goods from the authority, that purchase is exempt from the requirements governing public contracts. In all other circumstances, the bill would require the state entity to comply with the provisions governing public contracts and, prior to publishing a solicitation for bids, to notify the authority that the state entity will comply with those provisions. The bill would require a state entity, notwithstanding any other law requiring a state entity to award contracts to the lowest responsible bidder, to grant a preference of not more than 10% above the lowest responsible bid meeting specifications submitted by a private entity with respect to any responsible bid meeting specifications submitted by the Prison Industry Authority.

Commercially Useful Function

Bernie Quinn

Office of Policies, Procedures and Legislation

Bernard. [email protected](916) 375-4360


Work Group of:SB/DVBE AdvocatesDGS/OPPLDGS/OSDSDGS/OLS

PurposeDevelop better tools for CUF complianceEnhance 4 CUF questions with points to considerBuild case studies drawn from past solicitations



Publish enhanced CUF information:

The SCM

OSDS Website

Cal-PCA training

CAL-PCA Update

Joseph Watkins

ManagerCalifornia Procurement &

Contracting Academy - [email protected]

(916) 376-4637

CAL-PCA Update

Created in 2003 We train California’s acquisition

specialists Currently 12 courses in rotation Enrolled 6,350 students since

inception 446 BACP students in fy 2011-12 150% challenge for fy 2012-13

CAL-PCA Update

Offer more classes Announce classes for all year Open registration for the next

quarter Prior advertisement of registration Better accountability & tracking Move some classes online

CAL-PCA Update

Questions?

SB/DVBE Outreach Events

Michael Aguillio

DGS - Procurement DivisionCustomer Liaison



6th Annual Green California Summit April 26-27 - Sacramento Keeping the Promise May 14-15 – Los Angeles CA Small Business Day June 11 – Sacramento


CalCon Expo August 1-2 – Pasadena

North- Eastern CA (Multi-County) Regional Procurement Expo October 4 – Stockton

State Agency Recognition Awards (SARA) November 14 – Citrus Heights

10 minutes

BREAK

Please fill out the feedback form beforeyou leave. Your input is greatly appreciated!

**Mark Your Calendar for the NextCustomer Forum July 11, 2012

Feedback

Upcoming Contracts/LPAs

Dion Campos

Sr. Staff EDP Acquisitions Technical SpecialistMultiple Awards

[email protected] (916) 375-4448

Upcoming Contracts/LPAs

MASTERS UNIT 1 AND 2SR. Staff EDP Acquisition SupervisorsDion [email protected] (916) 375-4448andSteven [email protected] (916) 375-4607

Master Agreements (MA)

CONTRACT EXTENSIONS Airline Fares Office Moving Services Certified Shorthand Reporters,

Transcription and Other Associated Services

Master Agreements (MA)

STARTING BID PROCESSES Telephone for the Deaf Litigation Support Services Modified Vehicle Leasing Debt Collection Services Moving Services

Software Licensing Program (SLP)NEW: Verdiem Trend Micro Accela Novell Symantec Pega Sophos BDNA Google ASG

Western States Contracting Alliance (WSCA)

WSCA Base Contract Reviews Purpose Timeline

Current Contracts Use

Upcoming Efforts PCard

QUESTIONS?

Update on Statewide Contracts

Steven Casarez

SupervisorContracts Management Unit [email protected]

(916) 375-4624

Update on Statewide Contracts

Rain wear Recycled Paint Compressed Gases, i.e. welding

gases PC Goods, desktops, laptops, etc. User Guide reminders

Kathy Hicks

Partner Business ExecutiveDepartment of General Services


FI$Cal will:

Integrate accounting, budgeting, cash management, and procurement operations into a single system.

Eliminate or minimize the need for redundant manual processes.

Replace many legacy systems, technologies, and applications.

Use a Commercial-Off-The-Shelf (COTS) Enterprise Resource Planning (ERP).

FI$Cal Project

What is ERP?

ERP is an acronym that stands for Enterprise Resource Planning

ERP is a software suite and contains products designed to integrate:

Data Functions Computations Processes

ERP standardizes and unifies information across the organizational enterprise

Why a statewide ERP?

Lack of complete and timely data

High level of effort to collect and present data

Aging, stand-alone systems that don’t interface

Manual, paper-based, redundant processes

Departments maintaining unconnected systems with similar functionality and data elements

2-Stage procurement

Allowed the State to provide bidders in-depth knowledge of the state’s processes

Provided the state critical insight into the proposed ERP solution

Resulted in more competitive rates and a system to meet state needs

Why now?

Benchmarking captured baseline data on California’s current financial processes

Estimated annual savings and/or cost avoidance of $415 million (fully realized in 2019-20)

Realized through process cost savings, technology cost savings, and procurement and finance effectiveness improvements.

No single source for vendor information Each department/agency maintains its own

vendor database using various programs Vendors must complete the STD 204 (Payee Data

Record) for every department they do business with

Data validation occurs at each individual department/agency

Vendor codes and names not standardized

Current Vendor Management

Better Vendor Management

Single vendor management file Validation of critical data elements – Vendor

Certifications Consolidated reporting Self service vendor portal Online capability for vendor to enter/update

vendor information Online capability for vendor to inquire status of

invoice/payment

Current Procurement

Better Procurement

Automated procure to pay

Data entered once

Electronic document workflow and tracking

Automated 3-way match

Automated reporting

Automatic capture of state spend data

Intent to Award

Procurement Intent to Award:Intent to Award was released on March 1st

Legislature has 90 days to review (AB 1621)

System Integrator: Accenture Solution: Oracle

PeopleSoft, Hyperion, Primavera

46

Implementation Plan

Pre-WaveGo-Live

DateDepartments Functionality and Outcomes

SummaryApr 1, 2013

DOF SCO DGS Cross-section of

State departments for BPR

Selected Wave 1 departments

Defines to-be statewide business processes

Defines the disposition (retire, interface, or partially retire) of each departmental legacy financial system

Implements Requisition-to-PO functionality

Converts selected Wave 1 departments into Master Vendor File in FI$Cal

Wave 1

Go-Live Date

Departments Functionality and Outcomes Summary

Jul 1, 2014 ~10% FI$Cal users

14 depts. and 14 client depts.

• DOF, DGS, SCO, STO

Wave 1 departments use FI$Cal :

As their primary accounting system

To develop their departmental budget through the entire budget life cycle in a new Chart of Accounts

For procurement, including requisitions, purchase orders, paying Office Revolving Fund (ORFs), and performing three-way matching of purchase orders, receipts and vouchers

4 partner agencies use FI$Cal:

To transition their departmental accounting, budgeting and procurement functions to FI$Cal

To perform selected control functions to support Wave 1 departments

Preparing Departments

142 departments and client organizations will be impacted by FI$Cal. *

Business Process Redesign (BPR) The Project will work closely with the vendor and selected departments to analyze

the BPR opportunities. BPR opportunities will be validated with Partner Agencies and selected departments to adopt best practices inherent in the ERP solution.

Data Management Assessments Legacy System Inventory: This current project will provide an inventory of the

existing financial and procurement legacy systems being used by each Partner Agency and department affected by FI$Cal. This sub-project, in conjunction with the Legacy Systems & Data Analysis sub-project, will lay the ground work for the transition of legacy system data to the target ERP FI$Cal environment.

Change Management Readiness Assessments: The project will establish and apply specific criteria to

determine the organizational readiness to implement FI$Cal in the environment of each participating organization.

Training Training for specific groups will be designed to ensure successful project outcomes

(e.g., Train-the-Trainer, End-user training, Project Team training, Technical training, Transition and Knowledge Transfer.

* Refer to SPR 4 Report posted to www.fiscal.ca.gov for list of departments/client organizations by wave.

DGS Partner Agency Responsibilities

Provide policy direction for statewide Procurement

Support FI$Cal through active and visible leadership

Participate in functional project activities Accounting Budgeting Procurement Information Technology

Engage in change management activities Readiness Assessments Business Process Reengineering (BPR) Training/Super Users

Maintenance & Operations Service Center

FI$CAL Update

For more information:www.fiscal.ca.gov

Department Liaison NetworkFI$Cal Forum April 24, 2012

[email protected]

Open Forum

Questions and Answers

Eric Mandell

ChiefOffice of SB and DVBE

Services/Outreach [email protected]

(916) 375-4608

Closing Remarks

Documents

Webinar Attendee Information Agenda, Feedback Form and PowerPoint can be found: Outreach.aspx