CTCD- Texas 2023

CTCD- Texas 2023 Statewide Procurement Division SPD is the State's central authority for the procurement of non-IT goods and services. Primary functions include managing statewide contracts, exercising procurement authority delegation of specific purchases to individual agencies, and providing guidance on procurement practices which foster effective competition and ensure the quality and integrity of state purchases. Procurement Oversight and Delegation Portal (POD) Conducts solicitation reviews and delegates purchasing authority to state agencies for service solicitations valued OVER $100,000 Contract Advisory Team (CAT) Reviews and makes recommendations on the solicitations that have an estimated value of at least $5 million Reviews recommendations made by State Auditors Office (SAO) Quality Assurance Team (QAT) Reviews solicitations of a Major Information Resource Project (MIRP) Reviews: -partially executed contracts of MIRPS of $10 million or more -Contract amendments greater than 10% of the contract value Major Information Resource Project (MIRP) Identified as such by legislature OR Project valued at $5 million or more, -one year + to reach operational status, -involves more than one state agency, -significantly impacts work processes of agency (Ex. CAPPS FIN) Statewide Contract Development Team Develop Term, Managed, & TXMAS contracts Processes open market req's (OMR) for contracts for goods valued over $50K. Statewide Contract Management Team Managing Term, Managed, & TXMAS contracts. Contract administration Reporting Requirements Vendor performance issues Contract Value Value over entire life of the contract. Initial value plus any extensions. Agency Procurement Plan Identifies its management controls and purchasing oversight authority in accordance with the policy guidance contained in the Guide. Submit to SPD by Nov 30th. Needs Assessment Must contain sufficient detail to identify the key business requirements. As part of this, the agency may conduct market research, study historical spend, use benchmarking, and issue a Request for Information (RFI) to the vendor community. Market Research Is routinely used by public procurement professionals to obtain information relating to the size of the potential vendor pool, pricing, applicable industry standards, market trends, and determine if the item or service to be purchased is readily available in the commercial marketplace. Historical Spend Analysis Is a tool used to optimize an agency's buying power. By studying an agency's purchasing data, public procurement professionals seek, among other things, to identify cost savings, which may be available by consolidating purchases or diversity, and areas for improvement of administrative efficiencies. Benchmarking Is used by public procurement professionals to compare a particular item, service, or process with other entities or an established industry standard. Request for Information (RFI) a formal research method used by an agency to gather information directly from the industry about a particular type of product or service. Purchasing The receipt and processing of requisitions, development of specifications, development of statement of work, the issuance of purchase orders against existing statewide, cooperative or agency contracts, and the verification of the inspection of merchandise or receipt of services by the agency. Contract Development actions taken prior to contract execution, including the receipt and processing of requisitions, assessment of need, development and review of specifications, development and review of scopes of work, identification and selection of procurement methods, identification and preparation of evaluation criteria, preparation and advertising of solicitation documents, tabulation of respondent bids, evaluation of respondent proposals, negotiation of proposals, and the preparation and completion of contract award documents. Contract Management actions taken following contract execution, including the assessment of risk, verification of contractor performance, monitoring compliance with deliverable and reporting requirements, enforcement of contract terms, monitoring and reporting of vendor performance, and ensuring that contract performance and practices are consistent with applicable rules, laws and the State of Texas Procurement and Contract Management Guide Texas SmartBuy Online Ordering System Statewide contracts procured and managed by SPD must use a purchase order through this system. Contains: -Set-Aside (TCI & Workquest) -Term Contracts -Managed Contracts -TXMAS Contracts Centralized Master Bidder's List (CMBL) master database used by the State of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the state of Texas. $5K-$25K: Three active vendors, (2 HUB) Over $25K: All eligible vendors in geographic area (Ex. EL Paso) Acquisition Plan identifies the procurement team (including the Contract Developer, Contract Manager, and end user), the team's roles and responsibilities, the schedule of events, as well as the activities necessary to ensure that the contract requirements are satisfied, the goods and services are delivered in a timely manner, and the financial interests of the agency are protected. Procurement Methods - Declaration of Disaster by the Governor - State or Federal surplus property - State or Federal surplus property - Be completed using the TCI Program - Be completed using the State Use Program - Purchase for Automated Information Systems - Be be completed by contracting with another state agency or local government? -Be completed using SPD Term Contracts? -Be for printing services or equipment, or mail and messenger services? - Involve used equipment or supplies? -SPD Delegated Purchases, TXMAS Contracts, Contract by another agency, Fed Govt Purchases, or Interstate Agreements? -Goods valued at over $50,000 or services valued at over $100,000? Set-Aside Programs Prison made goods (TCI) -Waiver: Different specs, delivery time, price State Use Program (Workquest TIBH) - Exceptions: Quantity, Quality, Delivery time, Life Cycle Costs Informal Bidding Over $5000, but less than $25,000 3 CMBL vendors (2 HUB) NIGP Class/Item Code