Upload
others
View
1
Download
0
Embed Size (px)
Citation preview
wvOASIS ProcurementPart II
Agency Purchasing ConferenceLakeview ResortSeptember 2019
Objectives
1. Solicitation Response Document Discussion2. Evaluation Document Functions3. Where to Attach Files4. Deprecated Document Components5. Procedures for Modifying Unit Prices6. Central Accounting Adjustment Procedures
2
Objective 1
Discuss the Solicitation Response Document
3
Solicitation Responses
• The Solicitation Response (SR) document is used to record vendor responses to a solicitation
• Vendor responses submitted in VSS automatically create SR documents– SR document contains an “ESR” prefix– Vendor comments are included on the header of the SR document
4
Solicitation Responses
• A Solicitation Response document should be created for each vendor response, or at a minimum for the successful bidder
• Solicitation Responses are available in the Procurement Folder
• Both VSS generated and manually created Solicitation Response documents are loaded into the Evaluation (EV) document
5
Objective 2
Purpose of the Evaluation Document
6
Evaluation Document
• The Evaluation (EV) document serves multiple purposes in the procurement process– To evaluate and compare vendor solicitation responses
– To award purchase orders, contracts and master agreements
– Once approved and in a Final phase, the EV document initiates the posting of the award results to post to VSS
7
Objective 3
Where to Attach Files
8
• Any attachments that are part of the purchase order or contract must be attached to the document header– Solicitation Header
• Terms and Conditions documents• Specifications
– Solicitation Response Header• Vendor responses submitted outside of VSS must be attached to the header of the manually created SR document
– Award Header• Terms and Conditions documents • Pricing Attachments for master agreements with zero‐dollar commodity lines
9
Document Header
Procurement Folder
• Any attachments intended for internal documentation and not sent to the vendor should be added to the Notes section of the procurement folder– All attachments may be subject to FOIA requests– Instructions are available on myApps / Enterprise Readiness / Training / Procurement / Supplemental Training Guides
10
Objective 4
Deprecated Document Components
11
• The Document Navigator pane is used to navigate through the various sections of a requisition, solicitation and award document
• Certain sections of the Document have not been implemented and should not be used for that reason
12
Deprecated Document Components
Requisitions• Do NOT use the Commodity Group
Solicitations• Do NOT use the Commodity Group
and Commodity T&C sections
13
Deprecated Document Components
Deprecated Document Components
• Do NOT use the Commodity T&C sections
Awards• Do NOT use the Commodity T&C
and Renewal Period sections
14
Procedures for Modifying Unit Prices
15
Objective 5
Unit Price Changes
• A change order should be processed if the unit price changes, even if the unit price is being reduced
• Do NOT modify the unit price on an existing Item Type commodity line if there have been Invoices, Receipts or Payment Requests posted. Proper steps are:– On the existing Commodity Line, lower the quantity to match the closed amount
– Copy the existing line and insert copied line– On the new line, enter the remaining quantity to be paid and the new unit price
– Following these steps will help you avoid rounding issues
16
Unit Price Changes
• Unit Price updates on Delivery Orders must first be made to the Master Agreement– Once a new Commodity Line has been added to the Master Agreement to reflect an updated Unit Price, the Deliver Order can be modified to add the new Commodity Line reflecting an updated Unit Price from the Master Agreement
– Commodity Lines with outdated Unit Prices should be either made Inactive or Discontinued• Inactive prevents new orders and future payment processing• Discontinued prevents new orders but allows for processing of payments on existing Delivery Orders
17
Objective 6
Central Accounting Adjustment Procedures
18
Purpose
• The purpose of accounting adjustments is to provide a means to expedite changes that are strictly accounting in nature
• All other changes to procurement documents must be submitted into central procurement workflow as formal change order requests
• Please note that the issuance of a Notice to Proceed is no longer considered to be an accounting adjustment because it impacts effective dates
19
Identifying Accounting Adjustments
• On the Document Header, Modification tab, the Track Changes box should be checked only when processing a change order
• Remove the checkmark when processing an Accounting Adjustment
• In the Reason for Modification field, type the words Accounting Adjustment as the first two words in the reason
20
Example
21
Modifying Accounting Information
• Modifications permitted on an existing Accounting Line include:– These changes can be
made to the existing Accounting Line if there has been no prior payment activity:• Chart of Account (COA) elements– Fund– Sub Fund– Appropriation Type– Object Code– Sub Object code
• Modifications requiring a new Accounting Line include:– These changes require
liquidation of the existing Accounting Line and a new Accounting Line inserted:• Any change to an existing Accounting Line where there has been prior payment activity
• Changes to Event Type, BFY, and FY even if there has been no prior payment activity
22
Validate & Email
• Make sure the document validates successfully, but do not submit
• Instead, email the document ID to: [email protected]
• The Finance Team will review the Accounting Adjustment; make sure no changes have been made to the actual total, the vendor, the effective dates, and the pricing; and then finalize the document
23
Accounting Adjustments
Detailed instructions for processing Accounting Adjustments to central procurement documents have been posted on myApps
24