MINUTES February 20, 2013 GREATER PHOENIX PURCHASING ... · MINUTES – February 20, 2013 GREATER PHOENIX PURCHASING CONSORTIUM OF SCHOOLS STRATEGIC ALLIANCE FOR VOLUME EXPENDITURES

MINUTES – February 20, 2013

GREATER PHOENIX PURCHASING CONSORTIUM OF SCHOOLS STRATEGIC ALLIANCE FOR VOLUME EXPENDITURES

Page 1 of 8

GPPCS email: [email protected] SAVE email: [email protected] Questions on the information listed in minutes, contact: Jennifer Muñoz at 480-541-1361 February 21, 2013

The list of attendees can be obtained by contacting GPPCS Secretary, Jennifer Muñoz at (480) 541-1361 or [email protected]

Call to Order

Jani Fasulo.

Introductions were made and welcome extended to all newcomers.

Welcome to new members:

SPO Updates/Contracts

Jean Clark and Terri Johnson provided updates:

Susan Bayer is no longer with State Procurement Office

Congratulations to Terri Johnson on accepting this new position.

Updates will be provided by Terri in the future, for questions/inquiries you may contact Terri at o Telephone: (602) 542-9122 o Via email: [email protected]

State Procurement Reform Bill Status Update (Jean Clark):

Jean Clark provided great information regarding AZ House Bill 2599 regarding Procurement Code:

A copy of the actual proposed amendments may be found on azleg.gov or click below; http://www.azleg.gov//FormatDocument.asp?inDoc=/legtext/51leg/1r/bills/hb2599p.htm&Session_ID=110

Thank you Jean for giving GPPCS/SAVE members a first hand explanation of what updates are proposed in this amendment!!!

o Lobbying rules are being updated; currently vendors must register with Secretary of State but if it is in regards to procurement, they do NOT have to register. Amendment would expand this requirement to include lobbying in regards to procurement as well.

o An amendment is proposed for potential vendors and contractors that have responded to solicitations to require them to refrain from soliciting employment with the state for a period of six months prior to contract award and six months post award.

o Adding areas of exemptions: Textbooks for Deaf and Blind Entertainment for events such as the State Fair performances, etc. Utilities Certification Programs Adding these areas of exemptions above would reduce the amount of “sole source”

determinations that are done on a re-occurring basis every year. o Compliance Program would be implemented to review the different state agencies and their

procedures in the attempt to be consistent and to standardize procurement practices. This would allow SPO to be proactive on their contracts to verify that vendors currently

holding state contracts are HONORING the contract terms and conditions to all agencies utilizing these contracts.

o Re-organization of structure: Chief Procurement Officers: how they report to SPO but are housed in a separate agency. Legal reasons/ reduces inconsistencies in legal advice obtained from private attorneys. All procurement related inquiries should be centralized within SPO.

mailto:[email protected]


http://www.azleg.gov/FormatDocument.asp?inDoc=/legtext/51leg/1r/bills/hb2599p.htm&Session_ID=110



Page 2 of 8


SPO Updates/Contracts (Continued)

o Newspaper Advertisements are proposed to be eliminated. o Proposing Eliminations of various Written Determinations:

Multi-step bidding, Multiple Year Contracts, Use of RFP, etc. o Informal Quote Threshold has been proposed to be increased from $50,000 to $100,000. o Information Technology and Telecommunications requirements are proposed to be updated:

Life-cycle costs and return of benefits determinations proposed to be eliminated. Alternative measures are already in place prior to issuing the solicitation to determine the

need for the solicitation. This determination is a duplication of efforts. o Add a clear statute that addresses Vendor Performance in Evaluations. o Added authority for use of Cooperative Purchases (along with rules and regulations of how they

will be used) o Allow 501C3’s to purchase off state contract.

Q’s: If the rules pass, will schools be able to utilize these addendums also?

A: NO, this is only for State Agencies, unless ARS 15213 will sponsor some of these exemptions and

get them approved as well.

Q: For the mandatory training program, will this be done through the state? How will that work?

A: SPO may outsource the training, really not sure of all the details of it right now, we would like to make this focused on the State agencies, however right now, the main focus is on legislation reformation and getting this approved.

Q: Will the training be open to everybody? Or is it just for State agencies?

A: It hasn’t been determined yet, it can be.

SPO Updates (Terri Johnson):

Terri Johnson will be our new point of reference for SPO updates! Welcome Terri!

Welcomes feedback and would like to know the level of quality and information that GPPCS/SAVE members would like to be presented.

Reminder to sign up for SPO Alerts to relay updates via email.

“Strategic Contracts Status Report” is verbal this month, no handout

Recent Awards (since January): o Floor Covering Contract

Awarded to 4 Vendors FYI, one vendor has reached out via email to market this award, SPO is aware and is

communicating with this vendor to make sure all rules are complied with to prevent “nuisance” emails, however this email may have been quite informative to some.

o Furniture Contract Awarded to 11 Contractors Previous vendors were all awarded on the new contract. There is a new Classroom Category Beds are included Contract not available on Procure AZ yet but we should be seeing a SPO Alert soon. Extremely competitive pricing was received. Contact Charlotte Righetti [email protected] for questions regarding the

contract (602) 542-9127. o Master Third Party Leasing (Re-bid) awarded Feb. 1st

Training and Professional Development Focussed on IT classes Same vendors as previous contract were awarded




Page 3 of 8


SPO Updates/Contracts (Continued)

Upcoming Solicitations: o Armed and Unarmed Security Services

Melissa Bower (forgive if spelling is incorrect) is new with SPO, about one week with the agency and is leading this solicitation

Focus Group Alert will be coming out soon. o Promotional Items:

April 2013 scheduled for award Formalized program will be incorporated either through a catalog, etc. Along with regular promotional items, this solicitation will include a type of “self-contained”

program for example: If an employee is reaching retirement or a special mark of years of service, they will receive a letter indicating the mark of accomplishment along with a catalog for them to choose an award, pin, etc.

o Copiers: Currently, WSCA contract has been implemented by the state and expires June 30, 2013 SPO has done usage reports and are going to bring copiers back to AZ SPO and no

longer utilize WSCA in order to re-evaluate the way we are currently charged “per click” charges and will revert back to the previous concept and look into some local suppliers that have located in the valley.

It will include managed print services as a portion of the contract for those that would like to continue to utilize this method.

Will incorporate a value added feature as well.

Questions and answers?

Q: With Sandy Hook, school districts have been taking extra precautions in regards to safety measures such as implementing visitor sign in procedures, has the state taken any extra precautionary measures in regards to security enforcement?

A: Most of these have been focused on more in the schools. State does have a solicitation for mass communication at the malls but seems to be behind the schools in terms of leading in this area.

Discussion: Example, one of the Phoenix schools has coordinated with the City of Phoenix by incorporating a method where police fill out paper work on school grounds rather that in their vehicles to add time on campuses with police enforcement that would have otherwise been spent in a vehicle.

Tempe Elem. has incorporated a visitor sign in system and is looking at simple measures of placing electronic devices such as an ipad or ipod touch for visitors to sign in, and is even reviewing more advanced systems that take a photo id and keep records electronically of visitors that come on campuses for possible implementation.

Procurement Fairs 2013:

SPO will be hosting 4 Procurement Fairs this year for vendors. This will be geared on “How to do Business with the State”.

March 25th is the first event scheduled for Technology vendors.

SPO will have a big presence and will communicate to vendors its members.

This is geared toward STATE agencies and would like to limit the attendance of all members to focus on doing business with SPO and recognize the larger agencies that purchase off of state contracts.

Each procurement fair will be commodity based (Technology, Facilities/Buildings, Administrative, etc.)

Additional Insights (Bill Munch)

GSA Schedule 70 and 84 are the only contracts that can be used by school districts.

Law Enforcement and Security Services and Technology Schedules.



Page 4 of 8


Mohave Updates

Deborah Sandoval provided updates:

See Handouts

National School Breakfast Week March 4th-8th o Share your recipes! Email to [email protected] by March 1st, 2013

Recently Awarded: o School Facilities Maintenance Administration Hardware

School Dude Awarded Effective March 1st, 2013

Coming Soon: o Vehicle Monitoring Systems

Effective March 1, 2013 To include GPS, on-board cameras, student ridership information, dispatch, pre-route vehicle

inspections.

New Mohave Website launched on Friday, 2/15/13. o Has room for letting customers know the contracts available. o Mohave is reaching out to customers for success stories by use of Mohave contracts.

Mohave’s Aspen/Food Services coop. had a $60 million volume in expenditures in 2012 saving school districts $7 million cumulatively!

o 2013 Contract effective July 1, 2013 has even MORE competitive pricing for an even higher number of dollars to be saved this upcoming year.

o This is the most aggressive pricing so far, Mohave is very excited about this. o Food Service Distribution is upcoming.

New contracts are upcoming and Mohave would like to take on some of the more tougher cases in procurement needs.

Q’s: A suggestion for a new contract would be to add Student Planners and Agendas since the cooperative one previously done by Tucson will not be renewed.

Feedback: Tolleson also has a Graduation Items contract that includes FREE Diplomas and Free Student Planners when purchasing Graduation items from them. This contract was opt in only.

NIGP Updates

Gary Barkman provided the following update:

Federal Grants Class coming up this month.

Fundraisers Coming up: o Pat’s Run in April

First come, first serve for volunteers

CPPB Preparation Classes coming up: o Teena Ziegler will be teaching classes to prepare for CPPB test. o This is FREE to NIGP members! o February 28th is the first class from 3:00-5:00pm o Next session of classes upcoming in the Fall (led by Lorelei @ Valley Metro)

Scholarships available for members for professional development!




Page 5 of 8


TCPN Updates/Contracts

Victoria Stringham: Provided updates

See handouts

Larry Erp from the Facilities Solutions Team was introduced! o Larry is the newest member of the team o Expanding on Facilities contracts o In Victoria’s absence, Larry will be filling in for her from time to time.

Two contracts opening: o 13-02 National JOC o 13-03 Bulk Fuel and Related Services

1GPA

Carolyn Dobbins:

See handout provided

Briefly went over Upcoming Solicitations that are on handout provided.

AZ Dept. of Education

Lupita Gomez:

Not in attendance, no updates provided.

AASBO- Updates

Jani Fasulo for Anita McLemore (not present):

March 13th is the AASBO Bi-Monthly meeting at 1:30 o Next GPPCS meeting is held in conjunction with this o Vendors are invited to attend as a breakout session.

Recent Vendor Buyer Conference was a success! Thank you to all who participated in this event!

Upcoming Events: o March 1st- Budget and Finance Workshop o March 8th- Purchasing Class (4 Day Class) led by Tom Peeler o March 13th- Bi-Monthly o March 27th- 2013 Facilities, Maintenance, Transportation and Operations Workshop ONLY. o March 27-29th- 2013 Spring Conference (Maintenance and Technology Workshops available)

Bid Matrix- School’s (upcoming Bid/needs/wants)

Wendy Wallace

See Handout of Bid Matrix and Highlighted Items.



Page 6 of 8


Review of recent surveys that have gone out for upcoming solicitations: o PESD Albert Martinez Supplemental Mathematics Instructional Software Resources

Surveys DUE 2/21/13

o Dysart, Laura Szymanoski, Special Education Tests and Related Materials Survey was due 2/19/13

o Glendale Elementary, Lari Staples, Adaptive Equipment and Supplies Survey Surveys DUE 2/21/13

o MPS, Patty Northey, Vehicle Batteries Survey was due 2/7/13

o Deer Valley, Performance Evaluation Development Management o MPS, Michelle Hamilton, working on a Technology solicitation. o MPS, Cindi Hostetler, Consent on Assignment, Study Island joined Edmentum, Inc. o Kyrene, Jennifer Muñoz, will be issuing new copy paper bid for GPPCS.

Review of solicitations coming up for expiration NOT BEING REBID: o MPS 29-14MP Grant Writing o Tucson: School Planners and Agendas o Coolidge: Supplemental Comprehensive SPED Services (expired Jan 8, 2013)

If your entity has a contract expiring soon, please contact Wendy to notify her if it will be re-bid.

New Business/Discussion Topics

Bid Ocean soliciting for information:

Gary Barkman brought up the email that was recently sent out by Alberto at Phoenix Elem. regarding Bid Ocean’s email requesting information about the bidders.

o What are other districts doing when they receive this? o Lila: I will normally just download the excel list of vendors from AZ Purchasing and send it to

the requestor. o Gary’s concern is R7-2-1023 where is states that prospective bidders list shall be provided

unless the District determines it is not advantageous . . . Bid Ocean is trying to utilize our vendor’s listing to expand their market of vendors using

their system for bid notifications. They are not using the bid list for the purpose it is intended for (informational). The rules do not say “when” the list must be provided, or “how” the list must be provided

. . . discussion was held whether it would be appropriate to notify the requestor that the list may be provided upon award of this solicitation, or to require the requestor to provide documentation of what the list will be used for.

Vendors registered on AZ Purchasing follow the rules of the website and number 51 addresses to vendors that this information is restricted for viewing to buyers only.

Per the rules, it IS public information that must be shared UNLESS, per the rules, the District determines in writing that it is not advantageous to share this information.

o Thank you for the great topic of discussion Gary, if anyone has input that you would like to share regarding this, please feel free to share with Jani Fasulo or Jennifer Muñoz to include in next meeting’s agenda for a follow up.

[email protected] or [email protected] o A copy of this request from Bid Ocean is provided for your convenience:





Page 7 of 8


District Spotlight:

Kyrene School District:

Jani Fasulo presented a fun power point introducing her staff and the district to GPPCS.

Thank you Jani!

Claudia Leon with Tempe Elementary has volunteered as the District Spotlight for April!

Ideas and Topics for Future Meetings:

Upcoming nominations for GPPCS officers:

It’s not too early to think about being an officer for next year’s GPPCS committee!

April will be nominations for officers for voting to begin May/June!

Start thinking of potential candidates and if you are interested in this great opportunity as well.



Page 8 of 8


Upcoming Presentations during GPPCS meetings:

Jani Fasulo has recommended that Marcheta Gillespie present to GPPCS members on topics of procurement. She is a great presenter and would love for her to share her expertise with the group.

o Lila mentioned that Chuck Gruby with AG Office presented a great workshop on Conflict of Interest with Susan Meyers at the Winter Conference that would also be beneficial to GPPCS.

o Teena Ziegler mentioned that Marcheta would be great to present on Strategic Buying: What it means, how to be a strategic buyer/director and has some additional insight to help get the topic started for Marcheta.

o Some great presentations will be coming up soon! We encourage all GPPC members to come and receive FREE procurement training on topics of interest offered every month!

Announcements / Recognitions / Job Openings

NIGP website shows: o City of Goodyear has 3 open positions. o State Procurement Office has 2 open positions

Other GPPCS job openings available: o Lila McCleery: Phoenix Union currently has 2 entry level Warehouse positions vacant

Next GPPCS/SAVE Meeting

The next meeting will be held during AASBO Bi-Monthly Meeting Wednesday, March 13th, 2013 @ 1:25 at: Wigwam Resort, 300 E. Wigwam Blvd, Litchfield Park, 85340 Vendors may attend This meeting will share great information about Cooperative Purchasing to communicate to vendors:

What Cooperative Purchasing means!

What the difference is in being a “registered” vendor (to receive notifications of solicitations) and being an “awarded” vendor (awarded a contract)

Spread the word to your vendors that need to hear this information! (you know those vendors that say they are on the State Contract, but are just registered?).

This is a GPPCS meeting that is OPEN to vendors. . . we only do this once a year!

Vendors can even learn on how to become a member of AASBO!

Lila McCleery and Bill Munch will present a power point presentation.

This is NOT the standard agenda GPPCS meeting, but is a great networking opportunity for members as well as a means to recommend free, beneficial, information to vendors.

You do NOT have to register for AASBO Bi-Monthly to attend this GPPCS meeting.

It is completely free and offered as a breakout session to AASBO members, but open for others to attend this session only free of charge.

This is during Spring Break for some districts so have a great break if we will not see you until April!

For questions regarding the location or if you would like to register for the AASBO Bi-Monthly meeting you may click on the link below:

o https://m360.aasbo.org/event.aspx?eventID=73054&instance=0

https://m360.aasbo.org/event.aspx?eventID=73054&instance=0

Documents

MINUTES February 20, 2013 GREATER PHOENIX PURCHASING ... · MINUTES – February 20, 2013 GREATER PHOENIX PURCHASING CONSORTIUM OF SCHOOLS STRATEGIC ALLIANCE FOR VOLUME EXPENDITURES