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

January 16 2013 GEF 3 Room 227

Officers

Chair Kristen Schipper (608) 261-0737 KristenSchipperetfwigov

Vice Chair Meredith Cook (608) 266-0625 MeredithCookdwdwigov

Secretary Vacant ndashJanuary 16 2013Volunteer Patricia Sarkaratpour 608-267-9534 PatriciaSarkaratpourdnrwigov SAPC is still in need of volunteers to take Minutes for June October November and December of 2013 See below sign-up form If you are interested in taking minutes (or have an agenda topic) please contact Kristen or Meredith

Page 1 of 6

VOLUNTEERS SAPC MEETINGS ndash MINUTES

CALENDAR YEAR 2013

AGENCY TELEPHONE EMAIL

JANUARY 16 DNR 608-267-9534 PatriciaSarkaratpourwisconsingov

FEBRUARY 20 DWD 608-266-0625 MeredithACookdwdwigov

MARCH 20 DWD 608-266-0625 MeredithACookdwdwigov

APRIL 17 DWD 608-266-0625 MeredithACookdwdwigov

MAY 15 DOA 608-266-1954 BillEppwisconsingov

JUNE 19 __________ _____________ _____________________

SEPTEMBER 18 DNR 608-267-9534 PatriciaSarkaratpourwisconsingov

OCTOBER 16 __________ _____________ _____________________

NOVEMBER 20 __________ _____________ _____________________

DECEMBER18 __________ _____________ _____________________

Thank you

PENDING AGENDA TOPICS Have an idea for a speakertopic Please jot it down

1 Best Value Procurements ndash Arizona Model

2 NIGP Procurement Certification

3 Administering Procurements using Federal Grant Funds

4 Update on RFP Best Practices amp SSIS

5 Demo from State of Georgia on PeopleSoftSciQuest Implementation

6 SAPC E-Bulletin Board

7 ___________________________________

Page 2 of 6

Attendees ETF (2) DOA (7) OCI (1) DHS (2) DPI (1) DNR (1) UW-SA (1) DOR (1) DOC

(2) LAB (1) DOT (4) DWD (2) CWCMMHI (1) BCPL (1) WHS (1) OCI (1)

I IntroductionsAnnouncements Introduction In November Jessica Harlan DHS announced that she will be retiring as the SAPC Chair at the end of December Vice Chair Kristen Schipper has taken over as the new Chair and Meredith Cook DWD was elected Vice Chair at the December 19 2012 SAPC meeting Announcements Kristen Schipper Chair called the meeting to order at 830 am The sign-up sheet was passed around for attendance and introductions were made by those in attendance (28 attendees)

II Approval of minutes Minutes from December 19 2012 meeting were approved

III State Bureau of Procurement (SBOP) Report ndash Greg Danko

1 Staffing Greg introduced a new hire to CPrsquos nne McMahon ndash Welcome Anne

2 New training officer Helen McCain is meeting with the new training officercandidate(s) and conducting a final interview

3 EAP Notice of Intent was issued and currently in negotiations 4 Electronic Finger Printing Will be released within the next few days 5 Banking Contract An RFI will be released at the end of January

Brenda Derge is the project manager 6 RPA waiver for hardwaresoftware Karen Aasen will be sending an

email to all agencies to provide her with their hardwaresoftware maintenance requirements to include in the Sole Source Waiver Request to the Governor It is critical that all Agencies reply by the deadline provided in the email from Karen Watch for Karenrsquos email

7 E-Procurement the Procurement User Group (composed of members from IPC) will watch demos from the three (3) solutions People Soft SciQuest and Periscope They will make their recommendations to the Steering Committee DOA has the procurement authority for the 3 solutions from one of the following ndash DOA Contract MN Contract or WSCA Contract The demos are scheduled for the end of January

IV Guest Speakers

1 OPEN BOOK Demo Presented by Scott Thornton DOA telephone 266-5051 email ScottThorntonwisconsingov

The Open Book is a SQL database that DET created in response to a requirement in the last budget under chapter 16 ss 16413 ldquoDisclosure of expenditures relating to state agency operations and state agency contracts and grantsrdquo DOA is addressing the requirements of the statute in three phases

Page 3 of 6

Attendees ETF (2) DOA (7) OCI (1) DHS (2) DPI (1) DNR (1) UW-SA (1) DOR (1) DOC

(2) LAB (1) DOT (4) DWD (2) CWCMMHI (1) BCPL (1) WHS (1) OCI (1)

I IntroductionsAnnouncements Introduction In November Jessica Harlan DHS announced that she will be retiring as the SAPC Chair at the end of December Vice Chair Kristen Schipper has taken over as the new Chair and Meredith Cook DWD was elected Vice Chair at the December 19 2012 SAPC meeting Announcements Kristen Schipper Chair called the meeting to order at 830 am The sign-up sheet was passed around for attendance and introductions were made by those in attendance (28 attendees)

II Approval of minutes Minutes from December 19 2012 meeting were approved

III State Bureau of Procurement (SBOP) Report ndash Greg Danko

1 Staffing Greg introduced a new hire to CPrsquos nne McMahon ndash Welcome Anne

2 New training officer Helen McCain is meeting with the new training officercandidate(s) and conducting a final interview

3 EAP Notice of Intent was issued and currently in negotiations 4 Electronic Finger Printing Will be released within the next few days 5 Banking Contract An RFI will be released at the end of January

Brenda Derge is the project manager 6 RPA waiver for hardwaresoftware Karen Aasen will be sending an

email to all agencies to provide her with their hardwaresoftware maintenance requirements to include in the Sole Source Waiver Request to the Governor It is critical that all Agencies reply by the deadline provided in the email from Karen Watch for Karenrsquos email

7 E-Procurement the Procurement User Group (composed of members from IPC) will watch demos from the three (3) solutions People Soft SciQuest and Periscope They will make their recommendations to the Steering Committee DOA has the procurement authority for the 3 solutions from one of the following ndash DOA Contract MN Contract or WSCA Contract The demos are scheduled for the end of January

IV Guest Speakers

1 OPEN BOOK Demo Presented by Scott Thornton DOA telephone 266-5051 email ScottThorntonwisconsingov

The Open Book is a SQL database that DET created in response to a requirement in the last budget under chapter 16 ss 16413 ldquoDisclosure of expenditures relating to state agency operations and state agency contracts and grantsrdquo DOA is addressing the requirements of the statute in three phases

Page 3 of 6

Phase 1 Expenditures - will include only State Operations - appropriations under Chapter 20 those Expenditure codes account type 22 amp 23 (includes travel and p-card expenditures) This does not include employee benefits payments ndash like retirement benefits paid to individual retirees This does not include aides to individuals and municipalities The data will show like a checkbook However for security reasons the system does not show scanned checks Also the data wonrsquot show any corrections made after the factmdash JVrsquos or other funds transfers etc DOA will be rolling Open Book out to State Agencies within the next few months and then eventually rolled out to the public Phase 2 Employee Salaries Phase 3 Grants and Contracts (excludes aids to individuals and municipalities) This will be a more involved process

Note The data base will filterremove any sensitive information and Social Security Numbers

Access to the Open Book database If you would like to review the database please email Scott He will need to set you up with an account

When you open the site there are 5 tabs available to users

1 Home 2 Expenditures 3 Other Budget Lines 4 Common questions 5 Contact

Click on Expenditures tab (there are 3 search options)

Agency

Category

Vendor

Note You can search on the three categories and data can be exported to Excelmdashclick on ldquoexportrdquo then ldquoexcelrdquo (see buttons) (Data goes back to 2008)

AGENCY CONTACTS Each agency has one point of contact and in most circumstances it is the Communications Officer If the public asks a question using the websitersquos feedback function Scott Thornton will forward the question to the agency contact If the question involves several agencies and their transactions ie all transactions with one vendor across the state Scott Thornton will formulate the response

Open Book does not constitute an opens records request The website will be clear on this point before it goes live

Page 4 of 6

2 Contract Sunshine Presented by Julie Nischik GAB

A few changes over the past few months Julie Nischik replaced James Malone as the webmaster for the Contract Sunshine website Julie is facilitating automatic data uploads The Contract Sunshine website is still required by statute even with the implementation of Open Book

3 Staples Update Cathy Neidner DOA Staples is implementing a new ordering site The site will go live on March 4 2013 Please pay attention to email messages with specific instructions to end-users Login and password will remain the same Transactions from the prior system will be available for 60 days However the data is still attainable after that if you contact your Staples rep The state will still have a central point of contact from Staples although the customer service phone number will change The past 18 months of orders will migrate to the new system as a shopping list Staples will have a new remit address Enhancements have been made to navigation and online invoicing capabilities For users that have multiple ship-to addresses the addresses will migrate to the new system Note Please let Cathy know if you need any addresses either deleted or added Now is the best time to make any changes Administrative access is available just as in the old system So is view-only access for people you want to be able to shop but not order Also one important change to the new system is the issue of blocked itemscategories The new system will now block items by the SKU

Staples Training A ached is a DRAFT of upcoming training and what you need to know

4 New Diverse Supplcreated a new direMBE WBE and DVBGodwin know how

BOGS 2013 Workshdiverse suppliers toon April 16 2013 aSee attached

tt

to get ready

ier Directory Godwin Amegashie DOA DOA has ctory of diverse suppliers The directory includes rsquos all in one search engine Please test it out and let

it is working - httpwisdpwigovsearchaspx

op The annual workshoptraining opportunity for learn how to do business with the state is coming up

t the Monona Terrace More info httpbogswigov

Page 5 of 6

2 Contract Sunshine Presented by Julie Nischik GAB

A few changes over the past few months Julie Nischik replaced James Malone as the webmaster for the Contract Sunshine website Julie is facilitating automatic data uploads The Contract Sunshine website is still required by statute even with the implementation of Open Book

3 Staples Update Cathy Neidner DOA Staples is implementing a new ordering site The site will go live on March 4 2013 Please pay attention to email messages with specific instructions to end-users Login and password will remain the same Transactions from the prior system will be available for 60 days However the data is still attainable after that if you contact your Staples rep The state will still have a central point of contact from Staples although the customer service phone number will change The past 18 months of orders will migrate to the new system as a shopping list Staples will have a new remit address Enhancements have been made to navigation and online invoicing capabilities For users that have multiple ship-to addresses the addresses will migrate to the new system Note Please let Cathy know if you need any addresses either deleted or added Now is the best time to make any changes Administrative access is available just as in the old system So is view-only access for people you want to be able to shop but not order Also one important change to the new system is the issue of blocked itemscategories The new system will now block items by the SKU

Staples Training A ached is a DRAFT of upcoming training and what you need to know

4 New Diverse Supplcreated a new direMBE WBE and DVBGodwin know how

BOGS 2013 Workshdiverse suppliers toon April 16 2013 aSee attached

tt

to get ready

ier Directory Godwin Amegashie DOA DOA has ctory of diverse suppliers The directory includes rsquos all in one search engine Please test it out and let

it is working - httpwisdpwigovsearchaspx

op The annual workshoptraining opportunity for learn how to do business with the state is coming up

t the Monona Terrace More info httpbogswigov

Page 5 of 6

Note There is a small fee of $25 SAPC members are encouraged to attend

MBE Sharepoint Site If you experience any problems with the MBE reporting tool please let Godwin know

V Open ForumDiscussion

A Discussion Attendance at the SAPC Meetings

1 Meredith Cook Vice Chair expressed the need to get more members to attend SAPC meetings The members do not necessarily need to be purchasing agents Meredith is looking at other classifications that might be interested and will be offering an invitation to attend

2 The IPC committee may be sending a member of the committee to represent the IPC at the SAPC meetings Cynda Solberg DOC attended this month Cynda informed members that the IPC is updating Pro-C-33 to reflect recent legislative updates to the Bureau of Correctional Enterprises program IPC would take any feedback from the SAPC about that

Thank you to all who attended this monthrsquos SPC meeting

Meeting adjourned 1010 AM

ps

Page 6 of 6

Neidner Catherine - DOA

Subject IMPORTANT - STAPLES

In the coming weeks Staples Advantage will OrderStaplesAdvantagecom

What you need to know to get ready

bull In most cases your recently ordered items on EWyour other shopping lists to the new ordering site

bull You will continue to have access to your EWaycoyour EWAY order history

bull Look for e-mails from Staples Advantage in comininformation for Staples Customer Service It is imfrom these e-mai l communications

bull Your current login and password will transfer to t

To ensure you can receive further updates and comfollowing steps today

bull Make sure you have a valid and updated email ad

bull Add Staplesestaplesadvantagecom to your adspam

DOA will be holding training sessions on the new wparticipate in an in-person session or a webinar

In Person Sessions on Monday Februaryregistration) Contact Isaac Sloat at Isaa

Session 1 - 900 to 1000 Session 2 - 1030 to 1130 Session 3 - 100 to 200

Webinars - Contact Isaac Sloat at Isaacs

Februarv 26 2013 Webinar 1 - 900 to 1000 Webinar 2 -1030 to 1130 Webinar 3 -100 to 200 Webinar 4 - 230 to 330

February 28 2013 Webinar 5 - 900 to 1000 Webinar 6 - 1030 to 1130 Webinar 7 - 100 to 200 Webinar 8 - 230 to 330

o T

ADVANTAGE ORDERING WEBSITE CHANGE

change its ordering website from EWaycom to

ay will be saved as a personal shopping list and transfer with Print your lists today just in case some items dont transfer

m account for 60 days after the transition so you can reference

g weeks for your new login information and new contact portant that you read and following the instructions given

he new site

munications from Staples Advantage please take the

dress saved in your EWay account profile

dress book or contact list so emails will not get blocked as

ebsite during the week of February 25thbull Plan to

25 2013 at DOA St Croix Room (space limited requires csloatwisconsingov to reserve your spot

loatwisconsin gov for links to the webinars

Neidner Catherine - DOA

Subject IMPORTANT - STAPLES

In the coming weeks Staples Advantage will OrderStaplesAdvantagecom

What you need to know to get ready

bull In most cases your recently ordered items on EWyour other shopping lists to the new ordering site

bull You will continue to have access to your EWaycoyour EWAY order history

bull Look for e-mails from Staples Advantage in comininformation for Staples Customer Service It is imfrom these e-mai l communications

bull Your current login and password will transfer to t

To ensure you can receive further updates and comfollowing steps today

bull Make sure you have a valid and updated email ad

bull Add Staplesestaplesadvantagecom to your adspam

DOA will be holding training sessions on the new wparticipate in an in-person session or a webinar

In Person Sessions on Monday Februaryregistration) Contact Isaac Sloat at Isaa

Session 1 - 900 to 1000 Session 2 - 1030 to 1130 Session 3 - 100 to 200

Webinars - Contact Isaac Sloat at Isaacs

Februarv 26 2013 Webinar 1 - 900 to 1000 Webinar 2 -1030 to 1130 Webinar 3 -100 to 200 Webinar 4 - 230 to 330

February 28 2013 Webinar 5 - 900 to 1000 Webinar 6 - 1030 to 1130 Webinar 7 - 100 to 200 Webinar 8 - 230 to 330

o T

ADVANTAGE ORDERING WEBSITE CHANGE

change its ordering website from EWaycom to

ay will be saved as a personal shopping list and transfer with Print your lists today just in case some items dont transfer

m account for 60 days after the transition so you can reference

g weeks for your new login information and new contact portant that you read and following the instructions given

he new site

munications from Staples Advantage please take the

dress saved in your EWay account profile

dress book or contact list so emails will not get blocked as

ebsite during the week of February 25thbull Plan to

25 2013 at DOA St Croix Room (space limited requires csloatwisconsingov to reserve your spot

loatwisconsin gov for links to the webinars

---------- ----------

1shy

T

APRIL 16 2013 BOGS 2013

Learn how to do business with the state Meet prime vendors looking for partners

Increase opportunities for obtaining contracts Locate business opportunities in the private sector

Learn about state procurement and construction opportunities

BUSINESS OPPORTUNITIES IN THE GOVERNMENT SECTOR WORKSHOP

httpbogswigov