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Central Procurement Management Update
New Procurement Rules for Goods facilitate agency purchasing
Last month we announced changes to procurement Administrative Rules effective July 15. This month we focus on four changes specific to goods and what they mean for agency buyers.
- 11-117.15(1) Raises the bid threshold for goods to $1,500. An agency may procure non-master agreement goods costing up to $1,500 without competition. This means agencies will no longer need to obtain informal quotes or competitive bids when procuring goods up to $1,500.
- 11-117.15(2) Requires procurement training for agency personnel engaged in competitive purchases up to $50,000. As a reminder, purchasing authority is granted to the agency employee who completes training, not the agency. To determine what level of training is required for advanced buyers (Level 2), please refer to DAS procurement training requirements and see the upcoming training schedule below to enroll in the appropriate classes.
- 11- 117.2(8A) Clarifies that DAS is the sole agency authorized to create Master Agreements. This means only DAS has the authority to enter into Master Agreements (MAs) for goods and services of general use that other state agencies may purchase from without further competition. No time to shop around? DAS does it for you! Check the DAS active contract list for existing MAs available to you before your next purchase!
- 11-117.21(8A) Outlines the process and criteria for seeking procurement waivers for goods. While the bid threshold for goods has increased to $1,500, there may be other circumstances where a procurement waiver or variance is needed. Requests should be made in writing to the DAS director, identify the appropriate rule, and include justification why the request is in the State's best interest. Refer to 11-117.21(3) for examples.
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Procurement Training
Don't wait! September classes in red below for VSS, DAS Central Procurement and NIGP are either close to capacity or below the minimum requirements to hold the course. Secure your spot today!
 Performance & Development Solutions (PDS): DAS Central Procurement training
- Sept 9: Intro to State Procurement (Level 1 buyers), 8:30 a.m.-12:30 p.m.
- Oct 29: Advanced Procurement Certification (Level 2 buyers), 8:30 a.m.-4:30 p.m.
- Nov 12: Intro to State Procurement (Level 1 buyers), 8:30 a.m.-12:30 p.m.
Advance registration required. Email confirmations with class locations and details will be sent approximately a week before the class begins.
Registration for PDS classes may be arranged through your agency’s training liaison once prerequisite web courses are completed and testing results have been received by Central Procurement. Web-based prerequisites - Buying Basics and 6 Code Training modules - are available online 24/7 at the DAS CP Training site.
NIGP courses for Level 2 & Level 3 buyers
The classes below will not be held again this year. If you need the following courses for procurement certification, RSVP TODAY!
- Sept 29, 30 & Oct. 1: Strategic Procurement Planning (NEW!), 8:30 a.m.-4:30 p.m.
- Oct 6-8: Introduction to Public Procurement, 8:30 a.m.-4:30 p.m.
- Nov 18-20: Legal Aspects of Public Procurement, 8:30 a.m.-4:30 p.m.
Advance registration required. Email confirmations with class locations and details will be sent approximately a week before the class begins.
Register for NIGP classes at www.nigp.org, and follow these steps:
- Select the ‘Professional Development’ tab in the upper left corner of the top menu bar.
- In the blue box that opens below it select ‘Currently Scheduled Courses.’ You will then be directed to a page of search options.
- Using the down arrow in the ‘Select a Topic’ box, scroll to find the desired class title. In the 'Select a State' box, choose IA and the yellow 'Search' bar.
- Once the class is displayed at the bottom of the page, use the live link to register.
Solicitation Process and Iowa VSS Training
- Sept 10: Solicitation Process and Iowa VSS, 8:30 a.m.-Noon
Solicitation Process and Iowa VSS training is available to ALL buyers - Level A through Level 3 - who have taken Buying Basics (online) OR Intro to State Procurement (including the 6 code module prerequisites), AND Basics of I/3 Financial. This class is required for Level 1, Level 2, and Level 3 buyers and any Level A buyers who will be using I/3-Iowa VSS for procurement.
Space is limited, and registration is required. Email Lori McClannahan to RSVP. Confirmations with class locations and details will be sent prior to class.
Procurement Training reminders:
- Per Administrative Rules, purchasing authority (Levels A, 1, 2, or 3) is granted to the employee who completes the required training, not the employing agency. Please refer to procurement training requirements to ensure you and/or your agency's buyers have taken the appropriate classes.
- Iowa employees designated to make purchases on behalf of the State are required to take DAS Central Procurement training based on their buying level.
- Web-based prerequisites - Buying Basics and (6) Code Training modules - are available online 24/7 at the DAS CP Training site.
- Buying Basics is designed for Level A buyers. (6) Code modules and the Intro to State Procurement class are required for Level 1-Level 3 buyers. Testing results must be received by DAS CP before any Advanced Procurement classes may be taken.
Please contact Michelle Boyd for all procurement training questions.
For more state procurement resources, visit the DAS Central Procurement website.
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 Master Agreements
Looking for new equipment, goods, or service providers? Before making a purchase or competitive bid, please check the following to see if an agreement already exists:
Please also check the list of upcoming Expiring MA Contracts (August 31 - Oct 31) and let us know your experience with specific suppliers or contracts before they expire or renew!
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TSB Program
Two developments facilitate TSB procurement, reporting efforts
DAS Central Procurement has created a new TSB webpage as a reference for agency buyers. Not sure how much can be purchased from a certified TSB without competitive bidding, or when to post on the 48-hour website? This page contains links to specific procurement administrative rules and guidelines for TSBs. (Answers: Purchases up to $10,000 can be made from certified TSBs without competitive bidding; posting to the 48-hour TSB site is necessary prior to competitive solicitations, not when making non-competitive purchases from TSBs.)
Secondly, DAS State Accounting Enterprise has developed a new quarterly TSB report that includes purchases made by Pcard. This helps agencies report TSB spend without manual tracking. Agencies with TSB purchases will automatically receive this report.
TSB Update
Four newly certified TSBs have joined the ranks in June and July, with 20 renewals and 8 applications pending.
The list of certified TSBs changes daily. Consult the TSB Directory for hundreds of TSBs in a wide range of business categories. Search by name, TSB type, service category, description, city, county, or ZIP to find a TSB that can meet your procurement needs and help fulfill annual TSB goals.
For more information about TSB procurement, please contact Michelle Boyd.
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Pcard News
Is your Pcard fit? Give it a workout!
Your Pcard is designed to be a lean, mean, strategic tool. If it's been idle this summer, get it back on track and down to business with these fitness routines.
 For a lightweight workout: The new competitive bid threshold of $1,500 for goods facilitates the Pcard procurement process for incidental expenses, eliminating the need for procurement waivers and competitive quotes for high volume, low dollar purchases.
For some power lifting: Now is the perfect time to review your agency's FY15 expenses to shift Master Agreement purchases to Pcard to help reduce future utility calculations.
Coaching available: If you have Pcard-resistant vendors, we'd be happy to contact them and highlight the benefits to get them started with the Pcard program! The current Pcard-Accepting Vendor List (now more than 300!) has recently been updated to help you identify opportunities for greater efficiencies.
Contact us at Pcard@iowa.gov for a complimentary Pcard fitness evaluation and recommendations.
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SERIOUSLY! Please let us know what information is most helpful to YOU. We welcome your input.
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