eMARS User Group Meeting Don Speer

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eMARS User Group Meeting Don Speer
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• ETHNIC MINORITY BUSINESS
• SMALL PURCHASES

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Purpose Goal

• To assist the Governors Office of Minority
  Empowerment (GOME) in increasing ethnic minority
  participation in the procurement process by
  increasing their opportunities.

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Measures of Success

• Success
• Minority business registration in eMARS
• Quotes issued to ethnic minority businesses
• Quotes received from ethnic minority businesses
• Number of contracts with ethnic minority
  businesses
• Dollars spent with ethnic minority businesses

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Implementation

• Implementation will occur February 1, 2013.
• Agencies utilizing their Small Purchase Authority
  in excess of their one quote limit will solicit
  at least one quote from an ethnic minority
  vendor. (Does not apply to construction.)
• Agencies will locate ethnic minority vendors via
  eMARS and/or the SMALL BUSINESS CONNECTion
  database.
• Agencies will document award on Request for Quote
  Determination Finding (RFP DF).

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Ethnic Minority Definition

• The term "minority" means African-American
  Hispanic American, Asian Pacific American
  Subcontinent Asian American or Native American.

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Small Purchase Authority

• Quotations Required for Commodity and Service
  Purchases FAP111-55-00

Agency Small Purchase Limit One Quote Request for Purchases Equal to or Less Than At Least Three Quotes Requested or Posted to the Commonwealths e-Procurement Web Site if Between
1,000 1,000 N/A
3,000 1,000 1,000 and 3,000
5,000 3,000 3,000 and 5,000
Higher than 5,000 5,000 Over 5,000
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Locating Ethnic Minority Vendors

• There are two methods of locating ethnic minority
  vendors in eMARS

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Locating Ethnic Minority Vendors

• Create a RFQ.
• On the Vendor Rotation screen
• Enter or search for the appropriate commodity
• The Append Vendor List field should be selected
• In the Business Type field, type B060 or click
  the arrow to display the various business types.
• In the Quantity Business Type field, enter the
  number of businesses desired.
• Click on Load Vendor Rotation.

METHOD 1 - RFQ Process
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Locating Ethnic Minority Vendors
1. Enter Commodity Code
2. Keep Checked
4. Enter of businesses desired
3. Enter/select Business Type
5. Click Load Vendor Rotation
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Locating Ethnic Minority Vendors

• In the Business Type ID field you may enter B060
  or enter B06 and click Browse to view only the
  ethnic minority types. Select B060 or select up
  to 4 specific ethnic minority Business Types.

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Locating Ethnic Minority Vendors

• The vendors matching the business type
  commodity selected on the Vendor Rotation screen
  are populated in the Vendor List.

Other vendors may also be added. In the example,
The Strong Group was added.
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Locating Ethnic Minority Vendors

• VENDCMBT is a new table in eMARS
• On the VENDCMBT table search enter
  B060,B061,B062,B063,B064,B065,B066,B067 in the
  Business Type ID field.
• Enter a commodity code in the commodity Code
  field
• A list of Vendor/Customer numbers for businesses
  that have registered for those business types and
  commodity will return.

METHOD 2 VENDCMBT Table Search
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VENDCMBT Table Search Example
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Procedure RFQ vs. Email/Fax
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PROCEDURE 1 - RFQ Process

• Agencies choosing to complete the RFQ process
  shall
• Must finalize the RFQ including specifications,
  terms conditions. Submit and approve at the
  agency level. The RFQ will post to VSS. The
  vendors listed on Vendor Rotation will receive an
  email. RFQs may be posted for less than 7 days.
• After the RFQ closing date, enter responses using
  the SRW. Create a SRW for each response. If no
  response is received for a vendor enter No
  Response on the SRW.

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PROCEDURE 1 - Vendor Response
1. Access the Procurement workspace and click
Enter Bid Response
2. Click on the Solicitation Response Wizard
(SRWZRD)
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PROCEDURE 1 - Vendor Response

• Required Information
• Document Code
• Department
• Document ID
• Vendor ID
• Click Create Response

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PROCEDURE 1 - Vendor Response
Complete the Response Summary Section

• Required Information
• Response Date
• Response Time

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PROCEDURE 1 - Vendor Response
Complete the Commodity Response Section

• Required Information
• Price

Validate, Submit and Approve the SRW
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PROCEDURE 1 - Evaluation

• Copy Forward from the RFQ to create the EV.

• Clicking on the Load Responses link will
  bring all Solicitation Responses into the EV.

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PROCEDURE 1 - Evaluation

• Attach a RFQ Determination Finding (DF)
  located on the Office of Procurement Services
  website.
• http//finance.ky.gov/offices/controller/Pages/ops
  .aspx
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PROCEDURE 1 - Evaluation
Choose Award by Total section to award all items
to the selected bidder.
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PROCEDURE 1 - Contract Award

• Generate the award from the Document Creation
  section of the EV header.
• Create a PO/PO2 (or CT/CT2 - FAC KYTC only)
  contract document from the EV.

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PROCEDURE 2 - Email/Fax Process

• Agencies choosing to complete the Email/Fax
  process shall
• Send either the RFQ or an agency form containing
  specifications and terms conditions to all
  selected vendors including the ethnic minority
  vendors identified through the RFQ or VENDCMBT
  search.
• After the closing date, create a RFQ
  Determination Finding (DF) located on the
  Office of Procurement Services website.
  http//finance.ky.gov/services/eprocurement/Pages/
  default.aspx

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PROCEDURE 2 - Email/Fax Award

• Create a PO, PO2 or PRC (CT/CT2 FAC KYTC
  only) using one of the newly established cited
  authorities, KRS45A.100-RFQ(M)-G or
  KRS45A.100-RFQ(M)-S, and include all
  specifications and terms conditions.
• Attach the DF to the PO, PO2 or PRC.

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Determination Finding

• The RFQ DF must include
• RFQ issue date and RFQ due date
• Names, addresses and contact information for
  solicited vendors
• Indication of which vendors are ethnic minority
  vendors
• All prices quoted
• A comment if no minority vendors were available
• Justification for award

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Determination Finding Example
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Alternate Method to Locate Vendors

• Locate minority vendors on the SMALL BUSINESS
  CONNECTion database https//secure.kentucky.gov/sb
  c/database.aspx
• Under Certification Type, select the 2nd option
  called All Businesses in our database that are
  minority-owned or disadvantaged (third party
  certified or self-certified)
• You can narrow your search by also adding a
  keyword, company name, or NIGP code.
• Only minority-owned businesses may be selected.
  Women-owned businesses included in this
  certification type will not count as minority
  vendors.

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Alternate Method to Locate Vendors
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Alternate Method to Locate Vendors
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Alternate Method to Locate Vendors

• Enter the Commodity Code that is being used on
  RFQ, PO, CT or Payment to narrow search.

For this example using 03778 (Souvenirs
Promotional, Advertising, etc.)
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Alternate Method to Locate Vendors

• Select at least one minority vendor who can
  reasonably supply the commodity or service. Open
  the selection to verify MBE status.

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Verify MBE Status

• Each vendor record returned on the search must be
  opened to verify Minority Business Enterprise
  (MBE) status. In this example, only New Age
  Communications is a Minority Business Enterprise
  (MBE) certified.

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Reports

• Quarterly reports of the Small Purchase Authority
  quotes will be provided to the Governors Office
  of Minority Empowerment.

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Questions