State of Wisconsin Department of Financial Institutions

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State of Wisconsin Department of Financial Institutions Scott Walker, Governor Peter Bildsten, Secretary STATE AGENCIES PURCHASING COUNCIL (SAPC) MINUTES The State Agencies Purchasing Council,

purchasing function. -State Procurement Manual: Pro-A-8 December 17, 2014 GEF 3 125 S. Webster Ave Room 227 Officers: Chair: Meredith Cook, 608.261.7916 Meredith.Cook@wisconsin.

1 State of Wisconsin Department of Financial Institutions Scott Walker, Governor Peter Bildsten, Secretary STATE AGENCIES PURCHASING COUNCIL (SAPC) MINUTES The State Agencies Purchasing Council, composed of agency and State Procurement personnel, provides a forum for discussion of policies and procedures, and makes recommendations for the promotion and improved effectiveness of the statewide purchasing function. -State Procurement Manual: Pro-A-8 December 17, 2014 GEF S. Webster Ave Room 227 Officers: Chair: Meredith Cook, Meredith.Cook@wisconsin.gov Secretary, Anne Marvin, , AnneW.Marvin@dfi.wisconsin.gov I. Introductions/Announcements: a. Meredith Cook, Chair, called the meeting to order at 8:32 am. b. Sign in and introductions to capture attendance: i. DFI (1), DWD(2), DPI(1), DHS(1), DOA(6), DMA(2), DCF(1), DNR (3), DOR (1), DVA (1), ETF (1), WHS (1), LAB (1), UW (1) c. Colleen Ward is retiring d. We d like to thank Teri Devine, a Financial Specialist at OCI, for all her behind the scenes hard work coordinating SAPC meetings. She reserves the room, any AV equipment to meet our needs and is flexible to last minute changes. II. III. Approval of minutes: Minutes from November 19, 2014 approved. STAR Project Update Sandy Sobek Leslie, STAR Communications Specialist, Department of Administration a. Project Status i. The Score Card DOA is using to judge project status is yellow. This is expected to fluctuate as the project moves forward into January. ii. Naturally, some of the larger agencies are not tracking green because they have many tasks. iii. The STAR Project has identified agency risks to get them back on track. b. Timeline i. Release one (Procurement and Finance) is scheduled for July 1 st and is fast approaching. ii. Release two (HCM and Budget) is starting in January and will closely mimic the kickoff of release one. Division of Administrative Services & Technology Mail: PO Box 7876 Madison, WI Courier: 201 W. Washington Ave. Suite 500, Madison, WI Voice: (608) Fax: (608) Internet: v4.

2 c. Communications i. Decision Memos are being published and shared with agencies through both SharePoint and the STAR Connection IntraNet. ii. Bundle Lists will contain approximately 100 decision memos grouped together by relevance. These will be updated often. These will address effected processes and impacts. iii. Please visit the STAR Connection IntraNet often, as that will be the main mechanism to communicate with the masses. iv. Reach out to the STAR Project mailbox with questions. Sandy will be following up to make sure you receive responses. v. The second readiness survey will be sent out January to release one users and the release two users will be getting their first survey at the same time. d. Training i. Training course development ii. Courses will be laid out in 100 level, 200 level, and 300 level courses, with prerequisites and specialization. The courses all have estimated completion times allowing for multiple hours. iii. 23 Instructor lead courses iv. 9 Computer based courses v. Testing information will be Wisconsin-ized to make the topics more applicable and meaningful. vi. Training exercises and train-the trainer activities are being developed. e. For additional information: i. STAR Project Website: ii. STAR Project SharePoint site: iii. STAR Project Mailbox: starproject@wisconsin.gov IV. SBOP Update Cheryl Edgington, Enterprise IT Section Chief, Department of Administration a. Enterprise IT Section i. Adobe VIP Licensing Agreement: Review of all required documents, and our edits to terms, are with Adobe Legal as of 12/10. ii. New Bid for Software Reseller Contract: We have received some names, but if your agency is interested in having a member sit on the standards team for this bid, please let Sara Redford or Ceotrid Gilbert know as soon as possible. Development will start in earnest with the team in January iii. New Bid for Electronics Recycling Services: Survey is closed and results are under review. iv. Participating Addendum with Unisys, Reseller of Public Cloud Services: Terms for the PA on the WSCA contract has been finalized and the contract will be signed in the coming days. Once signed, it will be posted to VendorNet. Agencies will need to go through DET in order to use the contract; UW campuses and municipalities will be able to go direct to Unisys. v. New contract for telecommunication relay services with incumbent Sprint has been signed and will be posted to VendorNet in the coming days. Current contract expires on 12/27.

3 vi. The contract with SHI for Symantec desktop endpoint protection software has expired due to the fact that SHI has requested a very large price increase and has not provided adequate justification to support it. In the interim, the software can be purchased using competitive quotes on the software contract but SHI is not the mandatory provider until an agreement can be reached on pricing during the renewal term. vii. Cisco hardware, software and SmartNet maintenance service contract has been renewed. viii. Renewal of contract for interactive voice response (IVR) solution with Centurion is in the process of being signed. ix. Additional details about this year s Annual Governor s Waiver process will come in early January via VendorNet. Any questions can be directed to Brenda Derge. b. KIT Section i. WISBuy Training employees trained 2. Celia Braker working with agencies that have Cornerstone to implement material that is working within DOT s system 3. Requesting agencies for total number of potential users investigating options to deliver on-line material for non-cornerstone agencies ii. WISBuy System 1. Collecting names of employees that will not be blocked on IT Catalogs if you have not submitted your list, please do so. If you did not receive an on December 12 th please contact Brian Wakeham directly. 2. Brian Wakeham is close to releasing a simple guide for utilizing WISBuy reports. Once this is released, Zack Lehman will give BU Admins the right to access the reporting mechanism in WISBuy. iii. WISBuy Catalogs 1. Lakeside Non-Sterile, Disposable Glove Contract ( ) is now live available and will be a State created hosted catalog. 2. Working on Lakeside Spice Contract and hope to place some test orders before the holiday season. Most likely go live in the new year and be state created hosted catalog. 3. Next target is the Flag contract, which will be a state created, hosted catalog 4. In discussions with Industries for the Blind & East Shore Industries / Algoma 5. Investigating the new Tablet contract would most likely be State created, hosted catalog iv. SBOP Procurement Training Courses 1. Have a new process for approving trainers for SBOP courses 2. If you are interesting in teaching any of the courses, please contact Celia Braker v. Openings 1. Contract Specialist recruiting has closed (9 candidates) 2. Training Officer (Outreach Specialist) is now open (until Jan 5 th ) Procurement and ERP experience is a plus

4 c. Enterprise Sourcing Section i. Passenger/Light Duty Vehicle Buy RFB is complete and new contracts awarded. Agencies must submit their vehicle requests to SBOP by 12/30/14 for inclusion in the Governor s Case Letter. ii. P/T/F Card Program DOA is still planning to participate on the WSCA/NASPO contract for commercial card services. We were anticipating moving to the new contract January 1 st but there are some minor negotiation issues we are working out with US Bank. As a reminder, the transition to the new contract will be seamless for the agencies. Will keep all the Program Administrators and VendorNet up-to-date as I have more information to share. iii. Procurement Specialist Objective Recruitment for Ann Hommer s position. Finishing up interviews this week and hope to make an offer soon. iv. Water Softener Salt Current contract expires 1/31/15. Bid is on the street and due 12/30/14. v. Motor Fuels RFB Current contract expires 12/31/14. Bid was due 12/16/ vendors responded and the bids are being abstracted. Will be issuing the intent to award notices as soon as we get approval from Admin Review. vi. MMCAP Pharmaceutical Prime Vendor Selection Mojgan Hall is working with representatives from DHS and DOC on the process to select a new prime vendor for Wisconsin. MMCAP awarded the contract to Cardinal and AmerisourceBergen. We will have the opportunity to interview both vendors as part of the selection process. vii. New Procurements: 1. Enterprise Security Guard Services DOA is working on a statewide RFB for Security Guard Services. If your agency currently uses or are interested in using these services, please contact Amy Sutherland. 2. Ammunition RFB If you or your agency are interested in participating on a standards committee or offering input on this bid please contact Jake Teske. 3. Flags - If you or your agency are interested in participating on a standards committee or offering input on this bid please contact Jake Teske. d. CAPS i. CAPS is performing PS contract conversion for those contracts resulting from CAPS RFPs and RFBs. ii. CAPS is also performing Agency Impact Assessments (AIAs) for the CAPS Functions within the following modules. 1. Strategic Sourcing 2. E-Supplier 3. E-Procurement ***Questions on this may be directed to either JoDee Johnson or Mary Durkin V. State Use Programs, Nadine Malm, Dept. of Administration a. There have been changes to state use programs around the US that could affect Wisconsin at some point b. History

5 i. In 1999, there was a Supreme Court decision based on individuals with disabilities not being given the opportunity to be integrated into a community setting. ii. In 2009, there was a strong push for states to comply with the requirements. c. Around the nation some state use programs have been shut down. d. In Wisconsin nothing has changed, yet. There has been a lot of discussion, but no action yet. e. DHS has written their 5 year transition plan to show how they will provide services in an integrated setting. f. DHS also requested a determination as to whether a work center would be considered integrated. g. In addition, DVR works to provide options other than work center employment. VI. VII. VIII. IX. Translation Services Contract, Sue Handrich-Herr, Dept. of Children and Families a. Previously there were multiple contracts for translation services with piggybacking and overlap. b. DCF rebid the contract for the state to streamline the agreements. c. CFD00407 translation for written, in-person and over the phone services. Officer Elections a. Chair, Annie Marvin, Dept. of Financial Institutions b. Vice Chair, Meredith Cook, Dept. of Workforce Development c. Secretary, Barb Hoffhein, Dept. of Revenue Open Forum a. Has anyone heard anything about how STAR will handle consolidations? i. There s been no discussion on a project level thus far. b. Would there be a push to group smaller agencies in training? There s concern about small agency members time commitment with individuals doubling as Finance and Procurement. Will small agency have to send someone to training-the trainer? i. A suggestion would be linking up with a large agency and finding your counterparts. c. Will we still keep hard copy records with STAR? i. Yes, for the time being. It s an issue of space, RDAs, etc. ii. There needs to be more discussion. Talk with your change agent and records officers. iii. There will be no PeopleSoft purge. Old Business/New Business a. None. Adjourn 9:58 am

NON-INSTRUCTIONAL SERVICES: Purchasing

NON-INSTRUCTIONAL SERVICES: Purchasing Purchasing Guidelines I. Purpose A. To establish guidelines for the procurement of all goods and services used by Baltimore County Public Schools (BCPS). II. Procedures