Newsletter - November 2017 Print

Meeting Minutes

Meeting Minutes

Minutes of the VALUE Meeting
October 18, 2017

Present   
  Name Organization
Barwick, Robert City of West Allis
 x Fleming, Matt Kenosha County
 x Hartmann, Roy Washington County
  Jacobson, JoAnne Port Washington/Saukville School District
  Jeffries, Karen City of Milwaukee
Kurer, Bill Washington County
 x Martin, Catherine Waukesha County
  McKinney, Duane Racine County
 x Matz, Cindy Walworth County
  Nash, Vicky Waukesha County Technical College
Schaack, Beth City of Waukesha
 x Schleimer, Laurel City of Wauwatosa
White, Jen Milwaukee Metropolitan Sewerage District

 

 

 

 

 

 

 

Common Solutions / Open Forum Discussion

  • The VALUE p-card program will not be renewed, and it is recommended that prior to the contract expiration on 2/28/2018 everyone switch to the State of Wisconsin contract.  We discussed the processes available for coding the purchases made to the General Ledger – charges can be coded in the bank’s software or in the entity’s software.
  • We discussed the future of VALUE and what we can offer to our membership, such as making our planning meetings available via Skype or Go To Meeting.  Perhaps we could recreate VALUE to be a user group to discuss issues and be more of a networking opportunity.  We might also consider doing a questionnaire for our membership to determine what would be of interest.  There will be further discussion on this topic at our next meeting.
  • Laurie Schleimer asked if anyone was using the NJPA contract for IT Services.  They are looking at purchasing a new phone system and she was wondering how well the contract works for that purpose.
  • Catherine Martin asked if anyone knows the details of how their video court appearances systems work.

Business Meeting 

Treasurer’s Report as of 9/30/2017:

Checking:  $13,407.90
Savings:  $10,012.82

New Members:  None

Hiring a Financial Advisor:
Schenk briefly looked at our paperwork (bylaws, etc.) and determined we were not registered as an IRS 501(c)(3) organization. Matt Fleming will reach out the Schenk to determine what the costs would be to hire them for consultation on the issue.

 

Annual Meeting Planning

  • The budget for the 2018 meeting was provided to WAPP and discussed by the group.  It is unclear if the money from any sponsorships sold by the WAPP Sponsorship Committee would be shared with VALUE.

  • We have identified topics and speakers for 3 of the 4 timeslots for the March 15-16, 2018 VALUE / WAPP meeting:

    • Seeking Excellence – Learning from Great Procurement Teams (Presenter:  Richard Pennington)
    • Procurement Tales from the Dark Side (Presenter:  Richard Pennington
    • Deception Detection (Presenter:  Patti Wood)

 

  • Robert Barwick will reach out to the NASPO representative to determine if they would like to present at the meeting.

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Public Spend Forum

Public Source ForumPrice Verification – ‘Basic Function Or Lost Art’

By Paul Brennan
Oct 12, 2017
www.PublicSpendForum.net

When making a purchase using a State, Federal or Cooperative contract, or even a purchase off a public agency's own contract, that is based on a percent discount off a manufacturers list price; are public agencies performing the extensive due diligence necessary to ensure they are being charged the correct price?

On the surface this seems like a simple question. Why wouldn't the public procurement professional conduct the proper due diligence to ensure they are paying the appropriate contract price?

Based on feedback many of my buyers receive from State, Federal and Cooperative contract holders, which often state "You’re the only agency that asks for all this documentation regarding the appropriate price"; I must question (1) if the State, Federal and Cooperative contract holders just don't want to exert the effort in meeting the due diligence requirements of public agencies or (2) are many public agencies just not performing the required level of due diligence. As with most issues, the truth probably lies somewhere in the middle.

I find that many State, Federal and Cooperative contract holders fail to adequately train their sales force and distributors regarding the contract award. As a result, State, Federal and Cooperative contract holders often provide quotations referencing a State, Federal or Cooperative contract with inaccurate pricing or for items not covered by the contract.

Many State, Federal and Cooperative contracts are based on a percent discount off a specific manufacturer's price list, that was submitted with their bid or proposal. The awarding agency's contract normally limits how often that price list may be updated. Even when a contract holder submits a new price list for approval, it may take the awarding agency months to approve it. This is where the confusion enters for the manufacturer's salesforce and distributors. They are using the most current price list for regular customers, and an older price list for public sector agencies. Quite often, mistakes are made and prices are quoted to public agencies using the wrong price list, resulting in the public agency paying a higher price than provided in the contract.

The second issue I see quite often is that a manufacturer has issued a new price list that contains new products and services; however, their State, Federal or Cooperative contract price list has not been updated to include these additional items. This results in the manufacturer's salesforce and distributors providing quotations to public agencies that reference a contract; however, all the items included on the quotation are not actually covered by the contract.

It is the responsibility of the public procurement professional to conduct extensive due diligence to ensure the procurement adheres to the terms and conditions of the State, Federal or Cooperative contract and that they are being charged the appropriate price. And if the quotation provided by the manufacturer or distributor does not adhere to the contract, be prepared to issue their own solicitation to ensure compliance to their agency's policies and regulations.

NIGP's Public Procurement Practice for the Use of Cooperative Contracts provides a Due Diligence Check List for purchasing from other government contracts. Key best practices include:

  • Ensure that that use of the contract meets all competitive requirements,
  • Review the contract for conformance will all applicable laws and best practices,
  • Analyze the product/service specifications, price, terms and conditions and other factors


Taking the manufacturer's or distributor's word that an item or service is covered by the contract is not a best practice and does not fulfill the required due diligence by public procurement professionals.

Make "Price Verification" a standard best practice in your organization!

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NIGP Webinars

NIGP

NIGP Webinars

Digital Signatures - It's About Time

Date:  November 14, 2017
Time:  1:00-2:30 CST

The use of digital signatures is common place in the private sector, commercial transactions, and even when applying to universities. But how can public procurement transition away from the pen to implementing and taking advantage of the efficiencies available using digital signatures? This session will provide you with an overview of the different types of digital signatures/certificates, the methods and technology solutions available, and, most importantly, the requirements that make digital signatures legally binding.

Removing the Mystery of RFP Evaluations

Date:  December 6, 2017
Time:  1:00-2:30 CST

Conducting RFPs can be intimidating for many procurement professionals – but that does not have to be the case!  We will examine real-life examples of potential evaluation criteria and price scoring methodologies to discover what works best for varying situations.  Pick up tips on who to include on evaluation panels, as well as the keys to conducting successful, professional panel meetings.

 

A Beginners Guide to Writing Specifications for Service Solicitations

Date:  January 9, 2018
Time:  1:00-2:30 CST

Some lessons are learned the hard way. Many Procurement Professionals would agree that many of the most painful lessons and contract controversies could have been avoided through careful planning, consideration, or anticipation during specification development. During this interactive work session, participants will receive tips that will help them to avoid potential challenges in future Service Contract and will be encouraged to discuss some of their own lessons learned.

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Piggyback Updates

Pig

Below are changes or additions to the various piggyback opportunities available to VALUE member agencies.  Visit the piggyback page on the VALUE website, and click on the Pig to see the full list.

Do you have a contract to add to the list? Contact cmatz@co.walworth.wi.us to add your contracts to the piggyback list!

New Contracts

Bread & Bakery Products
Family Court Mediation Services
Actuarial Services

 

Contract Extensions

Landscape Maintenance Services

 

Contract Expirations

None

 

 

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State of Wisconsin Contract Updates

Wisconsin

Updates to State of Wisconsin contracts are issued weekly by the State of Wisconsin.  VALUE is reprinting the weekly information received as a courtesy to our members. 

The following contracts have been updated for the week of 10/9/2017 - 10/13/2017:

505ENT-M18-BUSCARDS-00 Class 4 Printing of Business Cards: Thermograph and Flat - Updated LOT A price chart and DOA 3419 LOT A Print Order (Linen; 500 cards; black)

505ENT-O15-FLOORING-00 Statewide Flooring Including Commercial Carpet, Resilient Coverings (Virgin and Recycled) and Related Services - The Flooring Contract Has Been Renewed Through November 14, 2018.  Added Products For Creative Solutions

505ENT-O16-Ammunition-00 Ammunition - Statewide Use - Updated Contract Pricing to reflect item P9HST4 by Federal has been discontinued by the manufacturer.

505ENT-M12-CONFREQUIP-01 Polycom and Cisco Video Conferencing Equipment and Services - Amendment 5 attached. Contract term extended through January 9, 2018. Contract manager changed from S. Redford to B. Derge.

505ENT-O17-BODYARMOR-00 Body Armor (NIJ approved Bullet/Stab Resistant Tactical Products, Including Vests) - Updated Authorized Distributors list to reflect addition to Point Blank distributors.

505ENT-O14-BUSINESSISP-00 Internet Service Provider (ISP) Services - Added updated Charter price list to reflect Charter TWC merger

505ENT-M14-WTRTRTMHAC-00 Contract Information for water treatment program for Heating and cooling systems for Areas 2, 3, 4 & 5 - Fremont Coop Purchasing for Boilers 2017.  Fremont Coop Purchasing for Tower Treatment 2017

505ENT-M18-PRINTERDSK-00 Computer Printers, Supplies, Parts, Accessories and Related Services - New contract

 

The following contracts have been updated for the week of 10/16/2017 - 10/20/2017:

505ENT-M12-TIES&TUBES-00 New Tires, Tubes and Related Services - Added the NASPO ValuePoint link to the Contract Synopsis.

505ENT-M18-ELCPLSUPLS-00 Electrical & Plumbing Maintenance, Repair & Operating Supplies (MRO) - Update made to contract synopsis section regarding current Electrical & Plumbing MRO WISBuy enablements.

505ENT-M12-MEDICALSUP-00 Medical Supplies - Updated Contract Summary 

505ENT-O14-WSCATRAVEL-01 WSCA Travel Services through Corporate Travel Management - Important information has been added to the User Guide regarding new federal ID requirements for air travel and entry to federal buildings (REAL ID). Travelers may be required to obtain a new ID card for future travel.

505ENT-M18-DRUGTSTSUP-00 Drug Testing Products and Services - Updated Vendor Contact Information and Ordering Instructions

505ENT-O18-LABEQPMENT-00 Laboratory Equipment, Supplies, Chemicals & Educational Materials - Updated Vendor Contact Information For Fisher Scientific

505ENT-M11-CONFRSERVC-01 Long Distance and Conferencing Services - Contract manager changed from S. Redford to B. Derge

505ENT-M11-HICAPATT-01 High Capacity Voice Trunking (AT&T)  - Contract manager changed from S. Redford to B. Derge

505ENT-M11-VOICEATT-01 Voice Processing (AT&T) - Contract manager changed from S. Redford to B. Derge

505ENT-M11-HOSTEDVOIP-01 Hosted Voice over Internet Protocol (VoIP) Services (AT&T) - Contract manager changed from S. Redford to B. Derge

505ENT-M15-RELAYSERVC-01 Telecommunications and Captioned Relay Services - Contract manager changed from S. Redford to B. Derge

505ENT-M15-TEOTONEISDN-01 TEO/Tone Commander Integrated Services Digital Network (ISDN) Telephone Equipment and Support - Contract manager changed from S. Redford to B. Derge

505ENT-M14-IWATSUREPR-01 Iwatsu Key Telephone Systems - Contract manager changed from S. Redford to B. Derge

505ENT-M11-VOICECENTR-01 Voice Processing (CenturyLink) - Contract manager changed from S. Redford to B. Derge

505ENT-M9-CENTRANET-01 CentraNet, Analog Local Access Service, Voicemail and CPNI Authorizers (Frontier North, Inc.)  - Contract manager changed from S. Redford to B. Derge

505ENT-W12-CENTRXATT-01 Centrex and Local Services (AT&T)  - Contract manager changed from S. Redford to B. Derge

505ENT-M08-CENTRXSOLA-01 Centrex Services (Wood County Telephone Company d/b/a Solarus) - Contract manager changed from S. Redford to B. Derge

505ENT-M17-WIRELESSPH-XX Wireless Telephony and Broadband Plans, Equipment and Support - Contract manager changed from S. Redford to B. Derge

505ENT-M11-HICAPCENT-01 High Capacity Local Voice Trunking (CenturyLink) - Contract manager changed from S. Redford to B. Derge.  Contract extended to April 30, 2020.

505ENT-M12-CONFREQUIP-01 Polycom and Cisco Video Conferencing Equipment and Services - Amendment 5 attached. Contract term extended through January 9, 2018.  Contract manager changed from S. Redford to B. Derge.

505ENT-M07-COMBVOICCL-01 Combined Voice Network Services for Centrex and Voice Processing (CenturyLink) - Contract manager changed from S. Redford to B. Derge.  Contract extended to April 30, 2020.

 

The following contracts have been updated for the week of 10/23/2017 - 10/27/2017:

505ENT-M18-TEMPHELPSV-00 Non-IT Temporary Help Services (for Assignments Twelve (12) Months or Less) - Business rule is added to User Guide: 3.9 State Agencies should not discuss pay rates with Contractor employees.

505ENT-O14-GNDMNTCEQP-00 Ground Maintenance Equipment - Contract expiration date has been updated to November 4, 2019 to reflect NASPO ValuePoint renewal.

505ENT-O18-NASPOMAILEQ-00 NASPO ValuePoint Mailroom Equipment, Supplies and Maintenance - Stamps.com is now added to the NASPO ValuePoint Mailroom Equipment, Supplies and Maintenance

505ENT-O15-FLOORING-00 Statewide Flooring Including Commercial Carpet, Resilient Coverings (Virgin and Recycled) and Related Services - Added Product for Creative Solutions

505ENT-M14-FUEL OILSW-00 Fuel Oil – Statewide Locations (State-wide contract for fuel oil, dyed for off-road use only) - Updated Quick Start User Guide.

505ENT-M15-PROPANESVC-00 Propane / LP Gas – Statewide - Updated Contact List and Quick Start User Guide.

505ENT-M15-MOTOR FUEL-00 Motor Fuels – Statewide - Updated Vendor Information.

505ENT-M18-PRINTERDSK-00 Computer Printers, Supplies, Parts, Accessories and Related Services - Uploaded Master Contact List for all Contracts

 

The following contracts have been updated for the week of 10/30/2017 - 11/03/2017:

505ENT-M18-ENVELOPES-00 Class 8 Printing and Manufacturing of Envelopes: Commercial, Catalog, and Booklet Sizes - Added Brown Kraft 9 x 12 and 10 x 13 Catalog envelopes to LOT A

505ENT-M15-HZRDSWSTSV-01 Hazardous Wastes Services - Updated fuel surcharge rates.

505ENT-M17-RATECERT-00 Class 5 Legal/Public Notices: Rate Certification Program - Certification Rates Bulletin updated for November 2017

505ENT-M11-HOSTEDVOIP-01 IT - Hosted Voice over Internet Protocol (VoIP) Services (AT&T) - Attached Amendment 7

505ENT-M15-OFFURNITUR-00 STATEWIDE OFFICE FURNITURE - Posted updated AUTHORIZED DEALERS list.  Posted new DISCOUNT INFORMATION. Steelcase added B-Free, Umami and Series 1 to the product offering.

505ENT-M12-MEDICALSUP-00 Medical Supplies - Updated Contract Summary

505ENT-M17-WIRELESSPH-XX IT - Wireless Telephony and Broadband Plans, Equipment and Support - ATT Mobility Amendment 1 uploaded

505ENT-M14-LEGALRSRCH-00 Online Legal Research Tools - Renewed LexisNexis contract for an additional one-year term.

505ENT-O14-GNDMNTCEQP-00 Ground Maintenance Equipment - Updated Category & Discount schedule and Equipment Spec documents for John Deere

505ENT-M18-2018VEHICS-00 Model Year 2018 or Newer Passenger and Law Enforcement Vehicles and Light Duty Truck - New Contract

 

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