CTCD 2023 (To study for CTCD exam) Already Passed!!

CTCD 2023 (To study for CTCD exam) Already Passed!! Texas SmartBuy Online Ordering System Statewide Contracts for non-IT goods and services: -Set-Aside (TCI & WorkQuest) -Term contracts -Managed contracts -TXMAS contracts Contract Value The initial value of the contract, INCLUDING anticipated extensions and renewals for the contract's full existence. Purchasing Authority The ability of an agency to purchase goods and services using state funds. Delegation of Purchasing Authority Assigning purchasing authority to an agency. Some agencies already have purchasing authority given by statute or rule for certain procurements. ***SPD is the entity that DELEGATES PURCHASING AUTHORITY to state agencies for non-IT goods and services. Programs within the Statewide Procurement Division 1. Procurement Policy and Outreach 2. Contract Development 3. Contract Management 4. Statewide Fleet, Travel, and Mail 5. Historically Underutilized Business Statewide Contract Development Team -Develops and administers over 250 STATEWIDE CONTRACTS representing several thousand line items of products/services -Develops Term, Managed, and TXMAS contracts -Processes open market requisitions on behalf of state agencies, universities, and more than 1,600 Texas SmartBuy members Statewide Contract Management Team Assists with: -Day to day contract mgmt. -Managing Term, Managed, and TXMAS contracts -Contract administration -Reporting Requirements -Vendor performance issues Office of Vehicle and Fleet Management Established and manages the state vehicle reporting system, assists state agencies and institutions of higher education with the mgmt. of their fleet vehicles. Statewide Travel Management Program Manages travel expenditures, monitors travel activity, provides discounted travel services to state agencies, institutions of higher education, and eligible Texas SmartBuy members. Statewide Mail Operations Provides state agencies and institutions of higher education a variety of mail operations services. Historically Underutilized Business Program (HUB) Provides opportunities to disadvantaged groups in an effort to remedy disparity in state procurement and contracting. Subcontracting opportunity for any procurement with an estimated contract value of $100,000 or greater Statewide Procurement Policy and Outreach Programs Training & Policy Development Outreach Procurement Oversight and Delegation Portal (POD) Training and Policy Development Team A team in the Statewide Procurement Policy and Outreach program. -Conducts policy research and clarification. -Provides training courses, certifications, and CE courses for procurement professionals. Outreach Team A team in the Statewide Procurement Policy and Outreach program. Provides customer support for procurement inquiries for the below programs: Texas SmartBuy, Texas SmartBuy Membership Program, Texas Purchasing from People with Disabilities, Electronic State Business Daily, Centralized Masters Bidders List, Vendor Performance Tracking System 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 solicitations with an estimated value of at least $5M. Quality Assurance Team (QAT) - Reviews project plans for Major Information Resources Projects (MIRP) Contract Advisory Team (CAT) Reviews and makes recommendations on solicitations that have an estimated value of at least $5M. CAT reviews recommendations and findings made by the State Auditor. Reviews may take up to 30 days to complete. Quality Assurance Team (QAT) Reviews and provides recommendations on contracts to reduce risks of project overruns and failures of Major Information Resource Projects (MIRPS) with a value of at least $10M. A MIRP is: -Identified as such by the leg; OR -Project development w/ a value that exceeds $5M AND: -one year+ to reach operation status; -involves more than one state agency; or -significantly alters the work methods of state agency personnel or the delivery of services to clients. All agencies are subject to QAT oversight, with exception of institutions of higher education and self-directed, semi-independent state agencies. Texas SmartBuy Online Ordering System The State's central eProcurement system for non-IT goods and services. State agencies and other TX SB members can search SPD contracts and place purchase orders thru TX SB. Local gov'ts that wish to purchase from SPD contracts must first join the TX SB Membership program. Statewide Contracts for non-IT goods and services: -Set-Aside (TCI & WorkQuest) -Term contracts -Managed contracts -TXMAS contracts Use keywords and supplier/manufacturer part number to search for goods and services. ESBD Electronic State Business Daily Solicitations over $25K are required to be posted on the ESBD. Online application used for posting solicitations for the purpose of informing vendors of procurement opportunities AND providing public notice of contract awards. CMBL Centralized Master Bidder's List A 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. Annual registration is $70. CMBL Thresholds Over $5K and up to $25K: THREE active vendors on the CMBL (two HUB) must be solicited. OVER $25K: Must solicit ALL ELIGIBLE vendors on the list that serves the geographic region. What is VPTS? Vendor Performance Tracking System Allows agencies to score vendors, track vendor performance, and provides information to contract developers. The VPTS collects vendor performance reports from agencies. VPTS thresholds and requirements Agencies are required by statute to report on the VPTS. *Reports are required w/in 30 days of contract completion or termination if the contract value is over $25K. *For contracts valued OVER $5M, vendor performance reports are required ANNUALLY and at each key milestone. *A contract subject to the $5M reporting req MAY NOT be extended UNTIL the applicable vendor performance reports have been submitted to VPTS. Contracts NOT subject to VPTS reports requirements? Interagency, interlocal, and MOUs Agency Submissions and Documents (3) 1. Agency Procurement Plan: Due annually by Nov 30; Plan that identifies its mgmt controls and purchasing oversight authority in accordance w/ the policy guidance contained in the Guide. 2. Agency Contract Mgmt Procedures: each agency must develop and comply w/ a purchasing accountability and risk analysis procedure; Post it to the agency website and send to 3. Agency Contract Mgmt Handbook: Each agency must publish a handbook that complies w/ purchasing accountability and risk analysis procedures; Establish consistent policies and practices. Appearance of Impropriety Public procurement professionals must conduct themselves in a manner that avoids even the appearance of impropriety. State Employee Standards of Conduct State employees should not: -Accept gifts or other employment that could influence their work duties. -Accept any benefit for exercising your official duties in favor of another. -Make personal investments that create a substantial conflict. A person is classified in having a substantial interest in a business entity if that person: 1. Has a controlling Interest. 2. Owns more than 10% of the voting interest. 3. Owns more than $25K of the fair market value. 4. Is a member of the board of directors or other governing board. 5. Has a direct or indirect participating interest by shares, stock, or otherwise, regardless of whether voting rights are included, in more than 10% of the profits, proceeds, or capital gains. 6. Serves as an elected officer; or, 7. is an employee of the business entity. Nepotism Nepotism is a form of conflict of interest that involves an explicit act of using one's position to favor a relative. Relationships between family members are classified by consanguinity or affinity. Nepotism Relationship Types A relationship by consanguinity is one established through bloodlines. The consanguinity relationship may be either lineal (persons in a direct line of descent) or collateral (persons not in a common line of descent but with a common ancestor). • A relationship by affinity arises by virtue of marriage. A relationship by affinity exists between an individual and either the blood relatives of the individual's spouse or the spouses of the individual's blood relatives. Stated simply, if at least two marriages are required to establish a link between two persons, they are not related by affinity. Consanguinity Relationships First Degree: Parents; Children Second Degree: Grandparents; Grandchildren; Siblings Third Degree: Great-Grandparents; Great-Grandchildren; Nephews & Nieces; Aunts & Uncles Affinity Relationships