WA State Executive

Management
Purchasing & Procurement
Training Course
Date: 03/31/2015

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 Resource Guide
Use the resource guide for definitions, tips, and
other assistance with purchasing, procurement,
and contract management.

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© WA Department of Enterprise Services
 Course Objectives
Upon completion of this course, participants will:

1. Become familiar with the intent of RCW 39.26

Procurement Reform in Washington.
2. Understand the Executive Management role
and responsibilities for purchasing,
procurement and contracts.
3. Describe purchasing and procurement
functions and processes.

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© WA Department of Enterprise Services
Training Credit
Course Overview

COURSE INTRODUCTION
DISCLAIMER:
AT THE TIME OF THIS PUBLICATION MARCH 30, 2015 ALL MATERIALS AND RCW’S
REFERENCED ARE CURRENT. UPDATED COURSE WORK WILL BE MADE AVAILABLE IF AND
WHEN REVISIONS ARE NEEDED. AS ALWAYS, CONFIRM CURRENT RCW REFERENCES.

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 Training Credit

You will receive

credit for your
participation in this
training course.

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© WA Department of Enterprise Services
 Course Overview
Section Section Section Section
One Two Three Four

Introduction
to The
Purchasing, Purchasing The Contract Before
Procurement and Management Things Go
& Contract Procurement Process Wrong
Management Process
Training

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© WA Department of Enterprise Services
Procurement Training Program
Trained Professional Staff
Executive Roles in Purchasing, Procurement, & Contract Management
Key Aspects of RCW 39.26
Washington State Ethics
Professional Ethics

INTRODUCTION TO PURCHASING,
PROCUREMENT & CONTRACT
MANAGEMENT TRAINING
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 Procurement Training Program

What changed under the new law, RCW

39.26?

Who will participate in this training and

certification program?

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© WA Department of Enterprise Services
 Key Aspects of the Procurement
Reform Law
Delegation of Authority – Risk Assessment
RCW 39.26
Competition
Transparency
Social Responsibility
Performance Based Contracting

Training

Debarment
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© WA Department of Enterprise Services
 Washington State
Ethics
Gifts
RCW 42.52

Conflict of Interest
Gain or Influence
Decisions Based on Merit
Post State Employment
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© WA Department of Enterprise Services
 Collaboration and Critical
Thinking
Procurement is a Good Judgment

collaborative team effort

Critical Thinking
that includes
procurement and Professional
Knowledge

contracting Collaboration
professionals who
exercise good judgment
Procurement
and critical thinking Reform

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© WA Department of Enterprise Services
 Professional Staff Training
Current Courses Anticipated Courses
• Small Purchases • Certification path for
• Purchasing & Procurement Procurement Professionals
101 • Information Technology
• Contract Management 101 Academy
• Procurement Ethics • Best Value Purchasing &
• Executive Management Procurements
• Negotiations
• Performance Based
Contracting
• Small and Diverse Business
Outreach

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© WA Department of Enterprise Services
 The Role of Executive
Management
In Purchasing, Procurement, & Contract Management

Executive Delegation of
Strategic Vision
Sponsorship Authority

• Provide • Supports and • Ultimately

strategic authorizes the responsible
vision and procurement for the
support for and purchase of
procurements contracting goods and
and functions services within
contracting the
organization

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© WA Department of Enterprise Services
Types of Acquisitions
Procurement Steps
Purchasing & Procurement Roles
Risk Mitigation in Purchasing & Procurement

THE PURCHASING &

PROCUREMENT PROCESS
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 Types of Acquisitions
Small Purchases

Direct Buy Purchases

Competitive Procurements

Sole Source Contracts

Emergency Purchases

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© WA Department of Enterprise Services
 Procurement Process
Planning Phase 1. Identify the Need and Outcomes

2. Communicate Need Within Agency

3. Identify Scope, Timeline and Requirements

4. Identify Vendors

5. Define Scope and/or Statement of Work

6. Communicate Formal Need With Vendors

& Selection
Solicitation

7. Evaluate Vendors

8. Select Vendor
Procurement

9. Negotiate Contract
Post

10. Contract Execution and Management

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© WA Department of Enterprise Services
 Purchasing and Procurement
Roles

Subject Matter
Executives,
Procurement Expert &
Managers, and
Professional Contract
Administrators
Manager

Who are the purchasing, procurement, and contract manager staff

in your agency?

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© WA Department of Enterprise Services
 Risk Mitigation in Purchasing &
Procurement
External
Planning Process
Environment

Vendor
Staff Training Timeline
Availability

Requirements/
Labor Complaint and
Statement of
Relations Protest
Work

Conflict of Media
Evaluation
Interest Attention

Source of
Funding

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© WA Department of Enterprise Services
Types of Contracts
Contract Issues
Risk Mitigation in Contract Execution
Reasons to Walk Away
Contract Management Communication
Contract Management Risk Mitigation
Contract Execution & Critical Thinking
Risk Mitigation in Contracting

THE CONTRACT MANAGEMENT

PROCESS
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 Types of Contracts Covered

Goods / Service Client Service

Contracts Contracts

IT Goods &
Services

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© WA Department of Enterprise Services
 Contract Issues

Writing the
Thresholds
Contract

Signature Contract
Authority Justification

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© WA Department of Enterprise Services
 Risk Mitigation in Contract
Execution
Contract
Agreements Execution Kick-off

Contract
Signatures Payment
Review

Contract Start-
Verbal Contract
Agreements Date and Pre- Management
Contract Work

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© WA Department of Enterprise Services
 Reasons to Walk Away
Terms and Conditions
Financial Issues
Legal Requirements
Project Cancelled
Discovery of Misconduct/Ethics

Scope
Performance
Misleading information
False information

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© WA Department of Enterprise Services
 Risk Mitigation in Contract
Management
Processes Communication Performance

Contractor Performance
Planning
Communication Standards

Transparent Contractor Non-

Documentation
Reporting Performance

Contract
Public
Manager Scope Creep
Perception
Transfer

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© WA Department of Enterprise Services
What Should You be Concerned About?
Keys to Success
Resources
BEFORE THINGS GO WRONG
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 What Should You be
Concerned About?
Contract Non- Corrective
Compliance Actions

Efficiency for
Audits your Agency

Agency
Budget Executives, Accountability
Authority Managers,
Administrators

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© WA Department of Enterprise Services
 Keys to Success
What do you have in your toolbox?

Strategy to Staff
protect the qualified to
agency do the work

IT
Clearly
procurement-
defined
specific risk
scope
mitigation

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© WA Department of Enterprise Services
 Resources
Who do you have on your team?

• Purchasing and Procurement staff

• Contracts staff
• DES staff and resources
• Assigned AAG

As early as possible, bring the right people

onto your team

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© WA Department of Enterprise Services
Questions after the training? Call Cheryl Shaw, Contracts,
Procurement, and Risk Management Training Manager at
(360) 407-9376.

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The Department of Enterprise Services is your
partner and is here to help you with your
procurement needs. Please contact us at
(360) 407-2210.

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