the requisition to contract process for health and human services commission (hhsc)
TRANSCRIPT
Health and Human Services(HHS)
Procurement and Contracting Services(PCS)
The Requisition to Contract ProcessFor Health and Human Services Commission
(HHSC)
Topics PCS Organization Structure
Ethics
Agency Roles and Responsibilities
PCS Roles and Responsibilities
The Agency Requisition Process and
Workflow
PCS Purchasing Process
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Topics Emergency, Sole Source and
Proprietary Purchases
Purchasing Goods & Services
Conference Space Purchases
Registration Procedures
Moving Services
Purchases of Goods and Services in
Support of Consumers10/24/2014 3
Topics Business Card Procedures
Printing and Copy Services
TIBH Temporary Staffing
DIR, GO Direct and Staff Augmentation
Service Contracts with Task/Service
Order Opportunities
HHSC Contract Flow
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Topics Contract Submission
Contract Finance workflow
Expediting Protocol for Contracts and
Grants
Data Use Agreements (DUA)
Sub recipient vs Vendor Contracts Federal Funding Accountability and
Transparency (FFATA) Reporting Requirements
PCS Universal email addresses10/24/2014 5
This presentation describes HHS PCS general purchasing principles including:
the requisition process and preparation of purchase orders;
specifications and statements of work competitive bidding; and negotiated purchases and cooperative
purchasing through the State of Texas.
Purpose of Presentation
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Purchasing Purpose
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Purchasing is the process of acquiring goods and services necessary for a government entity to provide the public with certain services.
Purchasing goals are to: Purchase the proper good or service to meet the needs of the
business; Get the best possible price for the good or service; Have the good or service available where and when it is
needed; Ensure a continuing supply of needed goods and services; and Guard against any misappropriation of the business’ assets
procured by purchasing.
Purchasing Process and Goals
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Responsible bidders are allowed a fair opportunity to compete for the government’s business, through statutory requirements for competitive bids and proposals combined with the government’s purchasing procedures.
Historically Underutilized Businesses (HUBs) have an equal opportunity in the contract awards process.
Purchasing Objectives
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Public funds are protected. While PCS does not usually designate the types of purchases to be made, it should attempt to receive the best value for public dollars expended.
Public spending is not used to provide favors to preferred vendors.
Purchasing Objectives
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HHS Procurement and Contract Services
Organizational Chart
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Procurement and Contract Services
Ethics Roles and Responsibilities
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HHS employees are responsible for protecting the safety and welfare of the public’s monies. All HHS employees should endeavor to pursue a course of conduct that does not raise suspicion among the public. Therefore, they shall avoid acts which are improper or give the appearance of impropriety. This conduct is particularly important for PCS Purchasers and HHS contract management staff who are charged with the disposition of state funds.
PCS Purchasers and HHS contracting staff must adhere to the highest level of professionalism in discharging their official duties. The nature of purchasing and contracting functions makes it critical that everyone in the process remain independent and free from the perception of impropriety. Any erosion of public trust or any shadow of impropriety is detrimental to the integrity of the purchasing and contracting process. Consequently, the credibility of a contracting program requires that a clear set of guidelines and rules be established. Such guidelines are designed to prevent actual and potential vendors from influencing state officers or employees in discharging their official duties.
Ethics
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During the procurement process, HHS agency employees will regard all information as confidential and will not disclose, reveal, communicate, impart or divulge the information or any summary or synopsis of the information.
All communication and requests related to the procurement must be directed to the PCS Purchaser assigned to the procurement. All communications between respondents/vendors and other HHS employees concerning the procurement is strictly prohibited.
Ethics
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Assess purchasing needs, plan and develop requisitions. Specifications or Statement of Work
Determine specific agency/program requirements. Obtain agency approvals, as defined by the agency, to procure services or goods before
purchase is made. Submit a Purchase Request Form (PRF) to the requisition Mailbox before purchase is made, if
submitted after the purchase has been made, this is considered an “after the fact” purchase and is an audit finding and is reported to agency COO monthly.
Provide active and timely coordination with PCS. Provide subject matter expert assistance when necessary to facilitate the purchase. Provide contract manager contact, as needed.• Preparation should be made far enough ahead of the date needed to allow purchasing
and the vendor to do their jobs properly, including:• seeking delegation as needed;• legal review; • Contract Advisory Team (CAT) Review;• HUB determination;• advertising for bids, if necessary;• obtaining bids or price quotations;• processing bids, placing purchase orders or concluding contracts; and• allowing delivery of goods or service.
Agency Roles and Responsibilities
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Agency Role and Responsibilities
Prepare PRF with complete and detailed information: http://hhsc-online.hhsc.state.tx.us/AdminOps/Svcs/procurement.html.
PRF Coordination responsibilities are limited to entering the PRF information into HHSAS. In all cases, the requestor is responsible for ensuring that all required approvals are obtained (Level 1 – 3, Accounting and Budget).
Manage contract and maintain contract file.
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Agency Role and Responsibilities Requisition Requirements: “Exception from Competitive
Purchasing”
The following purchases have required PCS forms that must be submitted with the requisition.
• Emergency Purchase (Form HHS-PCS.01) • Proprietary/Sole-Source Purchase (Form HHS-PCS.02)*• Professional Memberships (Form HHS-PCS.03)• Non-Professional Memberships (Form HHS-PCS.04)*Sole Source Form is required for memberships over $5,000 (Rule 391.109)*Sole Source and Proprietary solicitations over $25,000 are required to be posted for a minimum of 14 days on the Electronic State Business Daily (ESDB) with complete solicitation package (Texas Government Code §2155.083)
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The PCS Purchaser will: Send a courtesy email to the end user within 24 hours of requisition assignment
Assist the agency with the development of specifications/statement of work
Review and determine the purchasing method that will provide the best value for the State
Lead Procurement Kick off meetings; Train Evaluation Team; Lead Vendor Conference; Facilitate Negotiations as appropriate, develop the solicitation document, develop and route any Action Memos for approvals.
Procure and finalize purchases with a purchase order, contract or procurement card
Handle protests and debriefings
Maintain procurement records
Review requested changes to existing purchase orders/contracts
Make any required changes to an existing purchase
Send purchase order to all identified on the requisition
PCS Roles and Responsibilities
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PCS Customer Service is the liaison between the HHS requestor and the Sourcing Team (Purchasers).
Will assist with procurement issues or concerns.
Is responsible for researching, tracking and responding to procurement issues from requestors.
Customer Service phone number: 512.206.5500 and email address: [email protected]
PCS Roles and Responsibilities: Customer Service
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The Requisition Processfor HHSC
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A requisition is required for all procurements of goods or services processed by PCS.
When is a Requisition Required?
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HHSC Requisition Approval Memo (RAM)
To provide the Deputy Executive Commissioner (DEC) for System Support Services (SSS) and other decision-makers with the background and information regarding the proposed purchase request; and
To request the DEC for SSS approval of a procurement of goods and/or services equal to or greater than $25,000 on behalf of the Executive Commissioner.
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Requisition Approval Memo (RAM)Exception Items
Services Or Goods Approved PRFRAM
(approval from DEC for SSS)
Action Memo(approval from
Executive Commissioner)
Bulk Copy Paper X Not required If warranted
Envelopes X Not required If warranted
Building Lease Renewals(Does not include new leases) X Not required If warranted
Over the Phone Interpretation Services
(Not to include a new addition to a division/program)
X Not required If warranted
Copiers/Multifunctional Machine Renewals
(Does not include new service or additions to the current
contract)
X Not required If warranted
HHSC or PCSBi-Lateral Contracts signed by the
Executive CommissionerX Not required If warranted
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Expedites Expedite purchases are not emergency purchases. They are
for items needed quickly to prevent costly delays, and therefore warrant the additional cost and effort caused by the interruption of the normal work routine. However, they are not to be used unless absolutely required.
For all expedited purchases, a competitive bidding process must be conducted including HUB determinations under normal circumstances; an emergency must be declared in order to bypass the competitive bidding process.
If you have an urgent need, contact PCS Procurement Support:
Michael Parks, Director, Procurement Support Services, [email protected], 512-206-5251
These types of purchases are reported to the agency COOs on a monthly basis.
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Type of Purchase Estimated Dollar Amount Processing Time
Any Type $5,000 or less 5 business days
Any Type $5,000.01 to $25,000 15 business days
Commodities (Goods) Over $25,000 180 business days
Services $25,000.01 to $100,000 8 business weeks to 6 months, depending upon complexity
Services Over $100,000 45 business days (CPA). If delegated to PCS, 60 business days
RFP Over $100,000 8 business weeks to 12 months, depending upon complexity
Emergencies Over $5,000 1 to 3 business day(s)
PCS Estimated Timelines(From Approved Requisition to Purchaser Order)
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HHSAS Procedureshttp://hhsc-online.hhsc.state.tx.us/AdminOps/Svcs/procurement.html
Health and Human Services Accounting System HHSAS 8.8 Requisition Special Approval Procedure HHSAS 8.8 Requisition Approval ProcedureHHSAS 8.8 Requisitions Status Inquiry ProcedureHHSAS 8.8 How to print a RequisitionHHSAS 8.8 How to Print a P.O.
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Provide detailed specifications:
Name of item Be as specific as possible
Manufacturer, model and part number, if known
How the item will be used Describe
Item performance requirements
Describe
Size, shape, color
PCS Requisition Requirements for Goods
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Date item is needed (Delivery date) Be realistic Use definite date, not “Rush,” “Expedite” or “ASAP”
Technical requirements (If required) Attach detailed technical specifications and other required information as a separate
attachment
Quantity/Unit Of Measure (UOM) Each, dozen, lot
Estimated cost You are welcome to contact vendors for quotes or other information (e.g. brochures) If a quote has been obtained, attach it to the requisition PCS will obtain and document confirmation of quotes from suggested vendor and obtain
quotes from 2 HUBs
Recommended vendor You may recommend a vendor; however, the purchaser must determine “best value” for the
State
PCS Requisition Requirements for Goods
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The Requisition ProcessStatement of Work/Specifications
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Provide a detailed statement of work (SOW) that includes: What is to be done? When it is to be done? How it is to function? What constitutes an acceptable result? What are the special requirements or qualifications for the service provider?
Attach the Statement of Work (SOW) to the header comment section of the requisition.
The final acceptance of the SOW rests with the purchasing office.
If you need assistance in developing your SOW, submit requisition and request assistance with development in the comments section of the requisition. Examples of when an SOW is required (Janitorial Service, Temporary Service)
Resource(s): Locate a prior/similar SOW
PCS Requisition Requirements for Services
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A specification is a concise description of a good or service an entity seeks to buy and the requirements the vendor must meet in order to be considered for the award. A specification may include requirements for testing, inspection or preparing an item for delivery, or preparation or installation for use.
The purpose of any specification is to provide purchasing personnel with a clear guide of what to buy and to provide vendors with firm criteria of minimum product or service acceptability.
Specifications
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A good specification should: Promote competitive bidding. The maximum number of
responsible vendors should be able to bid to the specification. Restrictive specifications decrease competition.
Provide an equitable award to the lowest responsible bidder. The buyer obtains goods or services that will perform to expectations and the vendor is able to provide the goods or services at an equitable, agreed-upon price.
Specifications
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Location for service delivery, if applicable
Recommended Vendor may be provided, if known
Estimated Cost of Service
Quantity
Unit of Measure (UOM)
Timeline for the delivery of the services – begin and end date
PCS Requisition Requirements for Services
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Contract Renewals (include “Renewal” in description) For all renewals, provide the previous year contract and purchase order
# in the header comment section. This saves time because the Purchaser will have to pull prior contract to issue renewal.
Equipment Rental Renewals (include location, Serial #, Model and Model #)
Equipment Repair Services (include “Repair” in description, manufacturer, model and model #, if applicable, in the description)
PCS Other Information to Include
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The following information is required for the end user, requestor, Contract Manager, and Accounts Payable in the headercomments.
Name Telephone Number Fax Number Email Address Delivery Contact
Special instructions
PCS Requisition Requirements: Contact Information
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Bill to code (enter in header comments) Address where invoice is to be submitted
Ship to code (enter in designated area on requisition line) Address where services or goods are to be delivered
Internal delivery Info (enter in header comments) Include building, floor, room, contact name and telephone
number
PCS Requisition Requirements: Billing and Delivery Information
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The information below is located on the PCS webpage underRequisition Assistance:
Furniture Template (color, size, style, covering/material)
Communication Devices Template (required coverage area, expected usage, style)
Temporary Staff Template (work schedule, position, pay, duties)
Meeting Space Purchases Template Prerequisites for Purchasing Meeting and Conference Space clarification
memo
PCS Helpful Templates
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The information below is located on the PCS webpage underPurchasing Forms & Templates:
Meeting Space Purchases Template (HHS-PCS.05) Prerequisites for Purchasing Meeting and Conference Space clarification
memo
PCS Helpful Templates
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PCS Purchasing Process
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Requisition Intake Team (RIT)
Receives and reviews requisitions
Assigns the requisition to the appropriate Sourcing Team Based on class/item within 4 hours of receiving an APPROVED
requisition
PCS Purchasing Process
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The Sourcing Team Manager assigns the requisitions to a PCS Purchaser within 8 hours of receiving requisition from RIT
The PCS Purchaser then: Sends a courtesy email to the end user within 24 hours of requisition
assignment, requestor, and any other names in the comment section of the requisition assignment.
Analyzes the requisition and determine the purchasing method that is required and that will be the best value to the State.
If you have not heard from a purchaser in a reasonable about of time, please first check to determine that the requisition has been approved and sent to PCS before you contact PCS Customer Service email or phone.
Customer Service phone number: 512.206.5500 and email address: [email protected]
PCS Purchasing Process
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The PCS Purchaser must: lead the procurement process select the appropriate procurement method award the procurement to a vendor create a purchaser order or contract send the vendor the purchase order or contract send a copy of the purchase order to the requestor and
any individuals that are listed in the Comment Section of the requisition
PCS Purchasing Process
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PCS Purchasing Methods
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PCS Procurement Methods Professional and consulting services Telecommunications services Council on Competitive Government (CCG) TIBH Industries, Inc. Texas Correctional Industries (TCI) Information and Communications Technology (ICT) cooperative contracts
through DIR TPASS TxSmartBuy Term Contract TPASS Managed Contract Texas Multiple Award Schedules (TXMAS) contract Emergency Purchase Proprietary/Sole-Source Purchase Professional Memberships Non-Professional Memberships Purchases of Goods and Services in Support of Consumers
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PCS Purchasing Methods
Emergency
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Emergency Purchases Form HHS-PCS.01
Emergency purchases greater than $5,000 are made to meet a critical, unforeseen government need to prevent a hazard to life, health, safety, welfare, or property, or to avoid undue additional loss to the state.
An emergency is not unforeseen if a state agency was negligent in foreseeing the occurrence of the emergency.
If the procurement is over $100,000 HUB Determination required.
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PCS Purchasing Methods
Sole Source
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Sole-Source PurchasesForm HHS-PCS.02
Form is required on purchases greater than $5,000 If the procurement is over $100,000, HUB Determination
required Sole-source purchases are goods and services directed to a
single provider for a valid reason. Examples include: Goods or services only available from one vendor/provider.
Documentation of proof of this statement should be attached to the form. This could include internet searches, contracts for warranties etc. for audit purposes.
A court order, grant or other binding legal requirement directs the use of a particular vendor. Documentation of proof of this statement should be attached to the form
for audit purposes.
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A Sole Source Justification will not be required when an agency uses funds to provide training and education for staff as long as the training or education is related to the duties or prospective duties of the employee, according to Section 656.044, Gov’t Code which reads:
A state agency may use public funds to provide training and education for its administrators and employees. The training or education must be related to the duties or prospective duties of the administrator or employee.”
Sole-Source Justification NOT Required
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PCS Purchasing Methods
Proprietary
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Proprietary PurchasesForm HHS-PCS.02
Proprietary goods or services are manufactured or offered under exclusive rights of ownership, including rights under patent, copyright or trade secret law.
A good or service is proprietary if it has a distinctive feature or characteristic which is not shared or provided by competing or similar goods or services.
A proprietary good or service may be available from more than one source.
If the procurement is over $100,000, HUB Determination required.
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PCS Purchasing MethodsSmall Purchase
(Less than $5,000, Non-IT)
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Small Purchase: A purchase of $5,000 or less. Does not require competition; however, PCS requires that at least two HUB providers be offered an opportunity to bid. May be a one-time spot purchase or a contract covering a period of time (e.g. blanket contract order).
Non-IT Purchases of $5,000 or less
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PCS Purchasing Methods
Competitive Procurements
(More than $5,000)
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Competitive bidding requires due advertisement, giving opportunity to bid and contemplates a bidding on the same undertaking upon each of the same material items and services covered by the contract. It requires that all bidders be placed upon the same plane of equality and that they each bid upon the same terms and conditions involved in all the items and services and parts of the contract.
Competitive Procurements (over $5,000)
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The purpose of competitive bidding is to stimulate competition, prevent favoritism and secure the best work and materials at the lowest practicable price for the best interest of the taxpayers and property owners.
Competitive solicitations for bids help ensure the best available value for funds spent and help ensure that public funds are used appropriately, according to law.
The bidding process also gives an equal opportunity to those qualified and responsible vendors who want to do business with the government.
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Competitive Procurements (over $5,000)
Formal Competitive Bidding Competitive bids are not negotiated and price is the main factor
used in determining whether a vendor’s goods or services meet the state’s bid specifications.
Formal Sealed Bids Includes the process known generally as “competitive bidding.”
Sealed bids are received through an Invitation for Bid (IFB) for contracts.
Competitive Proposals and Requests for Proposal (RFP) In the RFP, cost is not the only determining factor. Proposals are
received, not opened publicly, proposals are evaluated and contents of the proposal are not revealed until the contract is awarded.
Competitive Bidding
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PCS Purchasing Methods
(Conference Space, Training, Moving, Business Cards)
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Conference Space Procedures Agency determines if free state space is available by
viewing the Texas Facilities Commission Conference Room Reservation Portal (http://www.tfc.state.tx.us/).
If it is determined that no free space is available and/or the space can not accommodate the size of the group, agency must provide screen shots of calendar along with requisition.
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Conference Space Procedures Agency completes Form HHS-PCS.05 Conference Room
Justification Form (http://hhscx.hhsc.state.tx.us/admin/purch/forms.shtml)
Agency submits all documentation (SOW, Calendar Screen Shots, Justification Form) with requisition to PCS for processing
PCS determines proper procurement method and solicits accordingly
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Training Requisition Procedures Agency submits requisition with projected cost. Agency provides required registration
documentation for respective training (i.e. hard copy document with registrants information, web confirmation of registration or provide detailed comments on registrants information to include name, license numbers, if applicable, or if the attendee has been pre-registered).
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Training Requisition Procedures Purchaser contacts vendor to determine applicable
payment method (pro-card or purchase order). Purchaser notifies attendee(s) of completion. Attendee/Agency provides confirmation of attendance. If payment is made via pro-card, attendee signs and
returns Exhibit B (Provided by PCS purchaser).
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Moving Services Procedures Agency submits requisition reflecting zero dollar to
initiate procurement. PCS provides information to program on available
vendors that are currently under contract for move services.
Program provides date, time and point of contact for initial walk-thru.
PCS coordinates walk-thru with identified vendor(s).
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Moving Services Procedures Selected vendor(s) provide quotation back to PCS and
is routed to agency for review and confirmation. Agency makes vendor selection and communicates to
PCS with move date and essential details. PCS updates requisition with cost and routes for
approval. Agency approves requisition. PCS initiates purchase order and coordinates with
selected vendor.
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Business Cards Procedures Agency submits requisition with business card
template attached showing: Name, title, address, email, telephone no., fax no.
If staff cannot locate a business card template, one may be requested from PCS Customer Service.
PCS determines if all information is accurate and detailed. If no template is provided, PCS communicates requirement to agency
PCS creates purchase order and forwards PO and confirmed template to identified vendor (Presto printing or TCI).
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Business Cards Procedures Vendor provides confirmation of receipt to PCS. Vendor provides proof of template to agency point of
contact for verification. Agency returns proof to vendor with changes or
confirmation. NOTE: DFPS only receives PO number from PCS.
DFPS enters business card template directly into vendor system.
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PCS Purchasing Methods
Temporary Services
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TIBH – Temporary Services There is a TIBH Rate Table link shown under A of the contract.
The contract web site: http://www.window.state.tx.us/procurement/contracts/gci/962-M3.php
This rate table shows the Job Class and Title. For each title, you can scroll across for each district's bill rates. They are only listed as Entry Level, Experienced, and Expert. These are the rates that are paid to the temporary services agency NOT to the temp.
Contact List has the main temporary services agencies that we have used with the names, email addresses, and phone numbers.
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TIBH – Temporary ServicesAustin has 2 temporary agencies; the state agencies have been divided between the temporary services agencies.
Peak Performers is the first contact agency for: HHSC DARS DADS
Goodwill-Austin is the first contact agency for: DFPS DSHS
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TIBH – Temporary ServicesAustin-14:
Goodwill*Anna CrawshawPhone: 512-748-3562Fax: 512-637-7406Email: [email protected] DFPS & DADS (manual labor) Contact as needed*Sergio Pellicano Phone: 512-637-7165Email: [email protected] Rudy Herrera, DirectorPhone: 512-637-7526Email: [email protected] Emergency ContactsChuck [email protected] David CantuPhone: 512-637-7533Email: [email protected]
Austin-14:
Peak Performers*Cheryl MacDonaldPhone: 512-453-8833 x109Fax: 512-453-6716Email: [email protected] HHSC & DSHS Temp Purchases – Contact:*Elizabeth MoliterPhone: 512-453-8833 x112Email: [email protected] Mai Keefer-RogersPhone: 512-453-8833 xEmail: [email protected] Jo Lynn BrownPhone: 512-453-8833 x101Email: [email protected]
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TIBH – Temporary Services If the first contact temporary services agency cannot fill the
position, they will issue a waiver. PCS then will send the temporary services request to the second temp agency. If neither provider can fill the request, the temporary services are solicited on the open market.
TIBH may determine the job description doesn't meet the referenced class and/or bill rate shown on the request provided, so TIBH may request a change in the requested temp's class or bill rate to fill the position. Agencies are notified of the requested change.
The requesting HHS agencies may approve the change. If so, the requisition may need to be changed and reapproved or the number of hours lowered and the bill rate changed to equal the requisition total.
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TIBH – Temporary Services The requesting HHS agency may not approve the change, PCS will then ask for a
waiver to forward the temp request to the secondary agency. If the secondary temp agency cannot fill the position, PCS will request a waiver and proceed with an open market solicitation.
Requisitions for Temporary Staffing Services must contain all required information listed below:
Job Class#: Job Class Title: Rate (Entry Level, Experienced, Expert): Job Description: Knowledge, Skills, and Abilities: Work Hours: ____:AM to ___:PM Work Days: (i.e.. Mon-Fri) Work Hours per Week:
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TIBH – Temporary ServicesRequisition Requirements:
Start Date: End Date: Department: Street Address: City: Bldg./Room#: Supervisor Name: Supervisor Phone Number: Additional Contact Name: Contact Phone Number: Contact Name (if not supervisor): Contact Phone Number: Name of Temp (if known):
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TIBH – Temporary ServicesHHS EXECUTIVE MEMORANDUM EM-10-002(1/2011)
The purpose of the Executive Memorandum was to implement a hiring freeze and other personnel related cost saving actions.
http://hhscx.hhsc.state.tx.us/OEC/OEC_messages.html
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TIBH – Temporary Services The position is required by the terms or
conditions of a negotiated order, settlement, or other legal action binding on the agency and entered after the effective date of this Executive Memorandum. An HHS agency should consult with legal counsel to determine whether a position meets this criterion.
The position is necessary to produce, protect, or secure state revenue.
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TIBH – Temporary Services
A request for emergency exception to the hiring freeze must use Form HR0113, Request for Hiring Freeze Exception and be submitted to Chris Adams, HHS Human Resources Director, by the appropriate HHS agency head or designee. The agency head or designee must provide all the information requested on Form HR0113.
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TIBH – Temporary Services Exceptions:
HHSC Office of Eligibility Services (OES) direct client contact positions DFPS Child Protective Services (CPS) direct client contact positions DFPS Adult Protective Services (APS) direct client contact positions DFPS Regional child care licensure positions DFPS Statewide Intake positions DADS State Supported Living Centers direct client contact positions DSHS state hospitals direct client contact positions DARS Vocational Rehabilitation Counselors, Rehab Teachers and Public Health Technicians HHSC Office of Inspector General (OIG) positions Any HHS position that is funded from source(s) other than state general revenue Any position specifically required by statute, rule, regulation, court order, settlement, grievance
hearing, audit or other legal authority binding on an HHS agency Management-directed transfers within an agency that do not result in a salary increase Approved Action Memo HR0113
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PCS Purchasing Methods
Department of Information Resources (DIR)Cooperative Contracts
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DIR Cooperative ContractsThe Department of Information Resources (DIR) provides statewide leadership and oversight for management of government information and communications technology. The 79th Texas Legislature passed and the Governor signed legislation, HB 1516, that requires DIR to negotiate favorable prices for commodity items based on aggregate demand. The law further requires state agencies to buy through these contracts unless a formal exemption is obtained.
Questions about change of scope, modifying deliverables
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DIR Cooperative ContractsCooperative Contracts Commodity Purchasing Process
and Exemption Guidelines Search by IT commodity code: To search for IT commodity items, please
use the IT commodity code search tool available on the Products and Services Search page. If an IT commodity code is on the DIR IT Commodity List, a state agency must purchase the item through a DIR or DIR TXMAS contract or must request and be granted an exemption before procuring the item through an avenue other than a DIR contract.
Review Blanket Exemptions: Under certain circumstances, DIR may determine that it is reasonable to grant a blanket exemption to all state agencies. Before requesting an exemption, a state agency should review the list of current blanket exemptions to determine if there is a blanket exemption that applies to the IT commodity to be procured.
If a state agency decides to proceed with its IT commodity procurement under a blanket exemption, the procurement must be made in accordance with the exact scope, terms, and requirements specified in the Cooperative Contracts Blanket Exemptions. 10/24/2014 82
DIR Cooperative ContractsCooperative Contracts Commodity Purchasing Process
and Exemption Guidelines
Submit a One-Time Exemption Request form: If a blanket exemption does not exist, or if the scope, terms, and requirements of an existing blanket exemption do not meet the state agency’s needs, then the state agency must request a one-time exemption by completing and submitting an Exemption Request form. To download form and review evaluation procedures, click here.
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DIR Cooperative Contracts
Examples of IT related procurements:
Hardware Software IT Services (to include seat management, cabling, website
design, hardware/software maintenance, managed document output services, etc.)
Deliverables Based Information Technology Services IT Staffing Services Telecommunications TXMAS
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PCS Purchasing Methods
Department of Information Resources (DIR)Cooperative Contracts - Go Direct
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DIR Cooperative Contracts
The Cooperative Contracts (Go Direct) program saves taxpayer money by leveraging the state’s volume-buying power to drive down costs on more than 750 technology contracts through a streamlined cooperative purchasing program. In FY 2009 alone, the program had over $1.3 billion in sales generating more than $171 million in taxpayer savings. DIR has competitively satisfied Texas state requirements. To ensure that we are getting the best value for HHS, we reach out to more than one vendor for a commodity or service for price comparison.
http://www.dir.texas.gov/ict/resources/Pages/itcommoditypurchasingforstateagencies.aspx
Questions about change of scope, modifying deliverables
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PCS Purchasing Methods
Deliverables-Based Information Technology Services (DBITS)
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DIR Cooperative ContractsDeliverables-Based Information Technology Services (DBITS) contracts provide for deliverables-based, outsourced systems integration or application development projects, requiring acceptance of a Statement of Work and authorization for payment of milestone tasks. There are several categories in which you may solicit vendors. DIR has a defined competitive process and recommends that the Statement of Work be submitted to at least three vendors.
http://www.dir.texas.gov/ict/contracts/dbits/Pages/dbitshowtoorder.aspx
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DIR Cooperative Contracts
IT Staffing Contracts provide for temporary IT staffing augmentation services on a time (hourly) basis. Contracted staff render services and are paid on an hourly basis. DIR has a very defined competitive process for acquiring IT Staffing and have also established a Best Value process. There are established descriptive position titles awarded through these contracts. DIR has also awarded not to exceed pricing for each of the position titles.
http://www.dir.texas.gov/ict/contracts/itstaffingservices/Pages/itstaffingservicesoverview.aspx
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DIR Cooperative Contracts
Communications Technology Services contracts provides eligible organizations such as cities, state agencies, and schools across Texas with voice, data, wireless, video, and Internet services. DIR also operates a statewide communications network (Texas Agency Network—TEX-AN).
http://www.dir.texas.gov/cts/aboutcts/Pages/about.aspx
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DIR Cooperative ContractsTXMAS Contracts: In 2007, DIR was granted statutory authority to enter into multiple award schedule contracts for IT commodities by the Texas Legislature (80th Regular Session). As a result of this change, the Texas Multiple Award Schedule 70 (TXMAS) contracts were transferred to DIR from CPA.
http://www.dir.texas.gov/ict/resources/Pages/txmaschanges.aspx
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Statement of Work Scope Requirements
In the competitive arena, when you solicit the vendor community with a Statement of Work you are providing a scope of requirements. Each vendor response is evaluated on those established scope of requirements which becomes the level playing field. The evaluation will determine the top vendor for discussions and award. Typically, the scope of requirements should not be changed after award as it might jeopardize the integrity of the procurement. However, there are exceptions and we would need to determine on a case by case basis if a scope change or modification of deliverables is appropriate.
Questions about change of scope, modifying deliverables
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PCS Purchasing Methods
Task Order Management Process
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Task Order Management ProcessService Contracts With Task/Service Order Opportunities (Available in 2015)
• Multi Consultant Pool (RFP 529-11-0045 requires pre-approval from Medicaid Chip (MCD)Executive Management)A pool of consultants to provide comprehensive and professional services and assist HHS in effective and timely planning, research, development, delivery and/or monitoring of health and human services programs in accordance with the specifications contained in this RFP.
• Public Awareness, Education and Communication Services (E529-15-0004) A pool of marketing/advertising firms that have a range of capabilities; from a full-service marketing/advertising firm that can provide all services described in the contract to firms that specialize in a more limited range of services.
• Disaster Plan Development Services (537-13-112645)A pool of multiple, highly skilled companies to provide comprehensive and expert plan development services and assist the State in effective and timely research, analysis, development, writing, and with the specifications contained in the RFP. Evaluation of public health and medical services prevention, protection, mitigation, response and recovery plans in accordance
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Service Contracts With Task/Service Order Opportunities (Available in 2015)
• Texas Disaster Case Management Program (529-12-0077)
A pool of pre- qualified and readily accessible qualified sub grantee(s) to deliver long-term disaster case management
services to Texans who are in need of such services due to the impacts of a disaster in accordance with the
specifications contained in the RFP. The services delivered pursuant to the RFP will constitute he services to be
delivered under the Texas Disaster Case Management Services Program for which the Federal Emergency Management
Agency (FEMA) will have awarded federal grant funds to HHSC. A sub grantee(s) will be expected to deliver the case
management services directly. A sub grantee(s) will be responsible for the development and operation of its case
management provider network, ensuring the necessary training of case workers, exercising quality oversight of
services, ensuring fiscal accountability and performing all data collection, analysis and reporting required under the
federal grant.
• Marketing Research and Evaluation Services (53700-4-0000122206)
An intimate group of qualified marketing research firms to provide marketing research and evaluation services to
Health and Human Services (HHS) agency programs on a project-by-project basis in accordance with the specifications
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Task Order Management Process
Program area communicates need for services which clearly defines scope of work, project deliverables, specific requirements (knowledge/skills/abilities) and any other pertinent information.
Currently, use of the Multi Consultant Pool (RFP 529-11-0045) requires pre-approval from MCD Executive Management. PCS will submit your request for use of the Multi consultant pool in paragraph form. The request should include the following: the need for your request, the type of services that your program is requesting the anticipated contract start and end dates, the estimated cost.
MCD will also need to know your approved funding mechanism for the requested services.
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Task Order Management Process
PCS Purchaser must work with Program and Legal to complete and obtain appropriate approval of completed Task Order Request document.
PCS Purchaser will issue a Task Order Request document that solicits responses from all pre-qualified consultants awarded entry into the consultant pool.
Pre-qualified vendors must respond within the specified timeframe notated in the specific Task Order Request. Respondents must provide information specified in the request including, but not limited to, a Project Proposal, résumés of proposed consultants, and detailed cost information.
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Task Order Management Process
State agency personnel should submit print job specifications using the State Print Shop Bid Request Form at https://www.window.state.tx.us/ccg/. The form allows state agencies to identify the specifications of their job and submit their specifications to the State Print Shops simultaneously. The State Print Shops will respond to bid requests in the specified time period if they are capable of completing the work according to identified specifications.
Print and Print Related Services Procedures
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HHSC will evaluate responses to the Task Order Request and may conduct oral interviews before selection of a consultant for a specific project. Responses to the Task Order Request will be evaluated for best value to the State.
Each selection will be commemorated with an Addendum to the contract, through an amendment, executed by HHS with the contractor selected for a particular project.
Delivery Schedule/Deadlines: Delivery schedules and deadlines for each specific Task Order Request may be negotiated with the selected contractor, unless specifically set forth in the Task Order Request document.
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Task Order Management Process
PCS Purchasing Methods
Print and Print Related Services Procedures
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CCG Approved Print Shops are full-service print shops that have been approved by the CCG to provide print and print-related services to state agencies.
At present, there are six State Approved Print Shops located at: Texas Department of Transportation Texas Workforce Commission Health and Human Services Commission Texas Department of Public Safety The University of Texas at Austin Texas Department of Criminal Justice - Texas Correctional
Industries (TCI) Commercial vendors will be added to this list
Print and Print Related Services Procedures
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Print and print related service procurements exceeding $1,000 in estimated purchase price must follow the procedures outlined below. It is a violation of this procedure to intentionally divide job requests for the purpose of avoiding these procedures.
State agency personnel should determine their print job specifications and estimated purchase price for their print job. Estimates may be received from State Print Shops.
Upon completing a Bid Request, email to David Bennett at [email protected].
Print and Print Related Services Procedures
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CCG will collect bids, prepare Bid Tabulation and send it to HHS agency.
Upon receipt of bid responses from the State Print Shops, agency personnel must submit this to PCS via the requisition to request the analysis of the bids and approval prior to procuring the services from the appropriate print shop.
Documentation of this process must be maintained in the procurement file to include adequately documenting the evaluation criteria used in establishing best value.
Once approval is provided by PCS, the agency should utilize the most appropriate means of procuring the service by utilizing the PCS approved CCG Print Shop.
Print and Print Related Services Procedures
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If agency personnel receive no responsive bids from a State Print Shop or, after the results of the bid evaluation performed determine that best value would be achieved through a private sector vendor, the agency may perform a Competitive Bid/Open Market Purchase through PCS.
Procurements above $25,000 must be sent to TPASS CPA for review and possible delegation by PCS.
When assessing bid responses for their Competitive Bid/Open Market Purchase, PCS must provide TCI a final opportunity to negotiate on price.
Printing
Competitive Bid/Open Market Procurement
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TPASS provides statewide term contracts for several print services.
The contracts and services provided include: Printed Envelopes (Contract 966-A1) Business Cards (Contract 966-M1) Custom Printed Continuous Feed, Tractor Fed
and Snap-Out Forms (Contract 966-A3) Custom Printed Envelopes (Contract 966-A4)
Term Contracts for Print Services
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PCS Purchasing Methods
Client Goods and Services Procedures
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Texas Government Code 2155.144 Authorizes HHSC to develop procurement rules that directly
impact the purchase of goods and services that support consumers and consumer programs.
Texas Administrative Code - Chapter 391 Purchase of goods and services by Health and Human services
agencies
Purchases of Client Goods and Services
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All previous processes discussed are applicable to these purchases, except:
TPASS rules and authority do not apply; and
Must be in accordance with TAC 391
Purchases of Client Goods and Services
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The procedures and requirements of this chapter are established to accomplish the following objectives: (1) Achieve the best value for the taxpayers; (2) Serve the needs of internal customers while minimizing administrative burdens and avoidable delays in delivery or performance; (3) Promote fairness and competition for government contracts; (4) Support the delivery of services and benefits that best meets the needs of clients of programs administered by health and human services agencies; (5) Generate economies of scale through group, coordinated, and other combined purchasing arrangements; (6) Promote timely, high quality, and responsive performance by contractors; (7) Encourage flexible procurement and business relationships, including the use of proven governmental and commercial practices that streamline the procurement process and emphasize results rather than process; (8) Encourage and reward the continuing participation of quality contractors and suppliers; and (9) Support agency strategic planning and initiatives.
TAC §391.21 Health and Human Services Procurement Objectives
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Open Enrollment ProcessPCS
Enrollment processes are initiated with the submittal of a requisition.
The requisition will be reviewed to determine if the enrollment process is applicable and in accordance with TAC 391.183 and then the process will begin with PCS working with the agency program to develop the statement of work (Enrollment) using a standard template for enrollments.
Upon completion and approval, the enrollment is posted to the Electronic State Business Daily (ESBD) for the predefined period.
Open Enrollment ContractProcess
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Applications are received by PCS, screened to determine compliance with requirements:
If the requirements weren’t met, the applicant will be notified.
If it meets the requirements, it is forwarded to the agency program for a final review to determine if specific program requirements and qualifications were met.
Upon completion of all successful reviews, a contract is awarded and services may begin as the specified services are needed.
Open Enrollment ContractProcess
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Texas Government Code 2155.144 Authorizes HHS to develop procurement rules that directly
impact the purchase of goods and services that support consumers and consumer programs.
Texas Administrative Code - Chapter 391 Purchase of goods and services by HHS agencies
Purchases of Client Goods and Services
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The procedures and requirements of this chapter are established to accomplish the following objectives: (1) Achieve the best value for the taxpayers; (2) Serve the needs of internal customers while minimizing administrative burdens and avoidable delays in delivery or performance; (3) Promote fairness and competition for government contracts; (4) Support the delivery of services and benefits that best meets the needs of clients of programs administered by health and human services agencies; (5) Generate economies of scale through group, coordinated, and other combined purchasing arrangements; (6) Promote timely, high quality, and responsive performance by contractors; (7) Encourage flexible procurement and business relationships, including the use of proven governmental and commercial practices that streamline the procurement process and emphasize results rather than process; (8) Encourage and reward the continuing participation of quality contractors and suppliers; and (9) Support agency strategic planning and initiatives.
TAC §391.21 Health and Human Services Procurement Objectives
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HHSC COS DivisionJudith Mitchell, Director
Contracting Operations
HHSC Contract Oversight Services (COS)
Procurement & Contracting Services
Deputy Executive Commissioner Wayne Wilson
Associate Commissioner
Cecilia Whitley
Director Contract Services Judith
Mitchell
Administrative Assistant
Stephanie Morris
Contract Management & Administration Eric McKiver
HCATS
Contract Oversight
& Compliance Vacant
ProCard Administration
HHSC COS
Enterprise Contract Management and
Administration
HHS COS
Oversight and Compliance
September 01, 2014
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HHSC Bilateral Contract Flow (HCATS)
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HHSC Contract Flow
Inter Agency Contract (IAC)
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HHSC Contract Flow
Competitive
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HHSC Contract Submission
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HHSC Electronic Contract SubmissionIn January, 2013 PCS adopted the submission of Electronic Contract Files for routing and execution to help streamline the process after the official repository was closed at Brown Heatly due to space constraints.
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Electronic Contract Submission
Process Steps:1. Contract is approved and ready for execution;2. Contract packet is submitted to the Secured
Division folder on the Common Drive;3. E-Mail is sent to the HHSC Repository Mailbox;4. PCS COS reviews packet;5. Routes concurrently in HCATS.
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Electronic Contract Submission
Process Requirements: Mapped to group01 (\\hhsc0fs15) Security Access to Division XXX Folder
Access: Mapping - Helpdesk – (512) 438-4720 Folder Access – Melvin Alvarez (512) 776-4201
I:\PCS Contract and Administration (Electronic)
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Contract Finance Workflow HCATS contracts requiring Budget’s approval are sent to a point of contact (POC) [currently Irene Barrera]. Once received, Budget’s POC sends the email request to the assigned budget analyst.
The budget analyst reviews the contract for: expenditure appropriateness (e.g., correct DeptID being
charged for the work listed in contract) funds availability (e.g., based upon DeptID(s) provided on
Contracting Planning Questionnaire (CPQ) form federal grant/Advanced Planning Document (APD) availability
(approval within approved grant or APD)
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Contract Finance Workflow review future fiscal year obligations and address if beyond
anticipated base (e.g., occasionally requires Budget to request this information from the programs as they don’t all provide it)
cost/benefit analysis review, if needed
Once reviewed and approved, Budget’s assigned budget analyst send an email to the POC. In turn, the POC approves the contract in HCATS.
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HHSC Expediting Contracts and Grants
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HHSC Expedite Process (Contracts and Grants)
A written request must be approved by the appropriate Division/Program authority.
◦ Chief Deputy Commissioner; ◦ Deputy Executive Commissioner for Financial Services; ◦ Deputy Executive Commissioner for Information Technology; ◦ Deputy Executive Commissioner for Social Services; ◦ Deputy Executive Commissioner for System Support Services; ◦ Deputy Executive Commissioner for Procurement and Contracting Services; ◦ Deputy Executive Commissioner for Health Policy and Clinical Services; ◦ Inspector General; ◦ Chief of Staff; ◦ Chief Counsel; ◦ Internal Audit Director, and/or; ◦ Executive Clerk on behalf of the Executive Commissioner.
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HHSC Expedite Process (Contracts and Grants)
Grants
The Division/Program authority who will then send the request to the PCS Contracting Operations Director with a copy to the Executive Clerk.
In order to route the grant application expeditiously, the division/program must ensure that the required documents/forms have been completed and the review has been finalized with input from the appropriate HHSC reviewers/approvers according to risk category.
The PM brings the completed and approved grant application packet to the PCS Grant Administrator (GA). The GA forwards the packet to the Executive Commissioner for approval and signature, with the request to expedite. Once the grant application packet has been signed by the Executive Commissioner, notification will be sent to the PM to pick up the packet.
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HHSC Expedite Process (Contracts and Grants)
Contracts
The Division/Program authority who will then send the request to the PCS Contracting Operations Director with a copy to the Executive Clerk.
The process of expediting Contracts is not used unless absolutely required, which is coordinated through COS while maintaining compliance with HHSC rules and processes and procedures.
In order to route expeditiously, the Division/Program must ensure that the required documents/forms have been completed and the development of the contract has been finalized with input from the appropriate HHSC staff as applicable(e.g. HUB, Civil Rights, OGC, Budget, etc.) for compliance prior to the submission to the COS to be expedited.
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HHSC Expedite Process (Contracts and Grants)
Upon receipt the COS Administrator assigns Tasks in HCATS execution workflow section to the applicable approvers for concurrent review and approval. In addition an e-mail will be sent to the appropriate reviewers and approvers and Division/Program staff informing them of the approved request to expedite the foregoing contract(s).
If the contract has not been developed by the required Divisions/Programs, the contract review and approval may be delayed.
Once approved by all approvers, COS Administrator forwards the contract packet to the Executive Commissioner or designee for approval and signature. Once the contract has been signed by the Executive Commissioner or designee, notification will be sent to the appropriate PCS purchaser (as applicable) and Division/Program staff.
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HHSC Expedite Process (Contracts and Grants)
NOTE: If the approved request from the Chief Deputy Commissioner or Deputy Executive Commissioner and/or Division/Program is to expedite the contract within a specific period due to a financial impact or urgent decision, then the COS Administrator would attempt to get all the approvals within the requested period or a reasonable (e.g., three (3) business days) timeframe.
However, at a minimum OGC, Financial Services - Budget, Office of Civil Rights, and HUB Program Office approvals must be received prior to forwarding to the designated signature authority.
For expedited contracts with no specific timeframe identified, the contract will be processed prior to other pending contracts, but completed within the normal benchmark date (e.g., 10 business days or less).
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HHSC Data Use Agreements (DUA)
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HHSC Data Use Agreements (DUA)A DUA should be executed any time a contractor will have access to HHSC confidential information.
Section 2.01 - Definition of Confidential Information (12)
Be creative when thinking about when a DUA is appropriate. It could be that persons who are spending time in agency facilities (especially if they are not under direct supervision) where they may see or overhear confidential information should execute a DUA.
If the contractor has executed version 7.0 or later (HHSC will soon introduce version 7.5), then they do not need to execute a new one on renewal or amendment. If they have an older version, or don’t have one at all, they must execute one on renewal or amendment of their contract.
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DUA
Current Version: 7.4
Posted at:http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_opportunities.asp
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HHSC Sub recipient vs Vendor Contracts
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HHSC Sub recipient vs Vendor Contracts
Subrecipient – A type of contractor or subcontractor that receives a subaward in the form of money, or property in lieu of money to carry out all or part of the HHSC program and that is accountable to a state agency for the use of the funds and property provided. This type of contractor may also be referred to as a subgrantee. Reimbursement is based on actual allowable costs incurred that comply with cost principles applicable to the grants and subgrants.
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Sub recipient vs Vendor ContractsA subrecipient contractor will have most of the following characteristics:
determines who is eligible to receive what assistance, according to specified criteria;
has performance measured against federal or state program objectives, as described in the program attachment;
has responsibility for programmatic decision-making; and,
carries out duties to implement all or part of a program, as specified by an agency.
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Sub recipient vs Vendor ContractsVendor – A type of contractor or subcontractor that provides services, and goods, if any, that assist in, but are not the primary means of, carrying out the agency-funded program. Under a vendor contract, the vendor will have few if any administrative requirements. (For example, a vendor might be required only to submit a summary report of services delivered and an invoice.) A vendor generally will deliver services to agency-funded clients in the same manner the vendor would deliver those services to its non-agency-funded clients.
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Sub recipient vs Vendor ContractsA vendor contractor generally has most of the following characteristics:
a) provides goods and services within normal business operations,
b) provides similar goods and services to many different purchasers,
c) operates in a competitive environment,d) is not subject to compliance requirements of the federal or
state program,e) provides goods and services that are ancillary to the
operation of the program. Note: Characteristics a, b, c, and d do not apply to vendor contractors that are universities. The State of Texas laws and regulations/ rules over vendor contracts generally fall under Texas Government Code 2155 and related CPA rules – and under the HHSC’s administrative rules, section 391.
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Sub recipient vs Vendor ContractsDetermination Tool:
CPP0438 - Determination of Vendor or Subrecipient Status Form can be located at: http://hhsc-online.hhsc.state.tx.us/AdminOps/Svcs/CPP/CPPforms.html
Other helpful HHSC Agency information can be found: http://www.hhsc.state.tx.us/about_hhsc/hhsc_grants.shtml
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Sub recipient vs Vendor ContractsHelpful Internet links to laws and regulations applicable to the financial and administrative requirements of grants and sub grants are provided below.
OMB Circulars may be found at: http://www.whitehouse.gov/omb/circulars
Federal agency common rules: http://www.whitehouse.gov/omb/grants/chart.html
Circulars (CFRs): http://www.whitehouse.gov/omb/grants_circulars
Code of Federal Regulations: http://www.access.gpo.gov/nara/cfr/cfr-table-search.html
Uniform Grant Management Standards: http://governor.state.tx.us/files/state-grants/UGMS062004.doc
Federal Department of Health and Human Services, Grants Policy Statement:http://www.hhs.gov/grantsnet/adminis/gpd/
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HHSC FFATA Reporting Requirements
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Federal Funding Accountability and Transparency Act (FFATA)
In August, 2010, the federal government implemented the Federal Funding Accountability and Transparency Act (FFATA) reporting requirements to support data transparency in government. In accordance with the FFATA requirements, HHSC is required to report subawards of $25,000 or more to the federal government along with the compensation of the contracted subrecipient’s top five executive officers, if certain requirements are met.
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Federal Funding Accountability and Transparency Act (FFATA)
The determination was made in coordination with the Chief Counsel’s office, that this legislation affects HHSC divisions/programs applicable to only those contracts which are considered subrecipients. To determine if an original contract is considered subrecipient, the Determination of Vendor or Subrecipient Status (Form CPP0438) should be utilized as a tool in making that determination.
Divisions/programs that do not manage subrecipient contracts are not affected by the FFATA reporting requirements at this time.
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Federal Funding Accountability and Transparency Act (FFATA)
To the extent that an awarded contract for client services is the result of a federal grant, that subrecipient must have and supply to HHSC a Dun and Bradstreet Universal Numbering System (DUNS) number to be eligible to receive an initial award or receive a contract amendment or contract renewal.
Potential federal grant subrecipients may apply for a DUNS number at http://www.dnb.com/.
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To ensure compliance with the FFATA reporting requirements for awarded HHSC contracts that are the result of grants, the newly added FFATA subrecipient certification form/packet Form CPP0443 must be included as part of new contracts (e.g., original contracts, amendments, renewals), and completed in full by the subrecipient.
For more information, please visit the FFATA web page at: http://hhsc-online.hhsc.state.tx.us/AdminOps/Svcs/Services.html.
For additional questions, please contact: Scotty Burks at (512) 424-6559 or [email protected]
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Federal Funding Accountability and Transparency Act (FFATA)
Judith Mitchell, Director, Contracting [email protected]
Eric McKiver, [email protected]
Melvin Alvarez, Assistant [email protected]
Patricia Raines 512-776-4203Marnique Wesley 512-776-4205Jo Raby 512-776-4202
HHSC COS Contact Information
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Provide training opportunities for PCS and HHS staffUnder development are: RFP Processes, Enrollment
Processes, Grants, IT Purchases
Publish and Manage the PCS Procurement ManualUnder revision
Publish and Manage the HHS Contract Management Manual
Draft completed; Distribute by late Fall 2014
PCS Policy and Staff Development
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To receive the PCS Training Calendar, please send an email to [email protected] and place "Request for PCS Training Calendar" in the Subject line. You will be placed on the PCS Training Calendar distribution list and receive the training calendar and updates.
Course descriptions and registration information are provided for each course by clicking on the title of the course or by referring to the course description/details.
These courses will be instructed by PCS Procurement Managers. CPA/TPASS staff will provide "How Do I Recertify" Training on a recurring basis.
If you have questions about the calendar or would like to suggest a training topic, please contact PCS Policy and Staff Development at: [email protected]
PCS Training Calendar
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PCS Universal E-Mail Addresses
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PCS Universal E-Mail AddressesPRF_Requisitions – Submit PRFs for processing.
HHSC PCS CST_HHSC – Any questions regarding Requisitions, Purchase Orders, delivery dates, etc.
HHSC Repository – Submit Contract packets for
processing.
HHSC Grants – Any questions regarding Grants
HHSC PCS Training -If you are interested in viewing the PCS Training Calendar
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Wayne Wilson, Deputy Executive [email protected] 512-424-6886 Cecilia Whitley, Associate [email protected] (Dan) Bremer, Director, Procurement Operations - [email protected] Burnette, Director, Procurement Operations - Client/[email protected] Hall, Director, HUB Program Office, Procurement Operations - [email protected] 512-206-5526Judith Mitchell, Director, Contracting [email protected] Parks, Director, Procurement [email protected]
PCS Contact Information
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Q&A
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