EProcurement Vendor Session Lake Michigan Room Michigan Economic

E-Procurement Vendor Session Lake Michigan Room Michigan Economic Development Center October 27 th, 2005

Today’s Schedule • 8: 30 AM – Networking & Coffee • 9: 00 AM – Welcome • Lisa Webb Sharpe, Director, Department of Management & Budget • Ken Theis, Deputy Director, Department of Information Technology • • 10: 00 AM – Begin Vendor Work Session 12: 00 Noon – Break for Lunch 1: 00 PM – Resume Work Session 4: 00 PM – Wrap Up

Update on E-Procurement Project (Excerpts from Project Work Plan)

Business Need • A Statewide E-Procurement system is needed to achieve efficiency, integration of best practices, and realization of overall cost savings throughout the procurement process. • Increase business opportunities and streamline bidding processes

Statement of Work • Document current state-wide procurement practices & workflows • Include external entities to identify improvement opportunities • Determine system functional requirements for system purchase • Implementation of selected solution

Project Objectives • Improved Vendor Registration Capabilities • Requisition Initiation through Approval • Document & workflow management throughout the proposal Solicitation, Evaluation, Recommendation, Award, and Contract Execution • Contract Administration • Financial Settlement • Integration with and/or replacement of inventory control systems through the requisitioning, approval, receipt and asset management • Reporting & Communication

Plans For Today’s Session

Approach • Solicit your views on “Doing Business With The State” • Capture the Strengths (Good), Weaknesses (Bad) and Nice To Haves for each of the topics listed below • Rank your suggestions for inclusion into the state’s RFP

Vendor Interaction Topics

Discussion Topics • Vendor Registration & Maintenance of Information: • Approaches utilized for registering to do business with the State currently • Processes utilized for updating/modifying company information, including changes in address, phone numbers, contact information, etc. • Terms and Conditions: • Article 2 of the DMB Acquisition Services RFP Template • Standard Terms and Conditions • Bid Specific Terms and Conditions

Discussion Topics • Certifications & Representations: • Article 3 of the DMB Acquisition Services RFP Template • Method for presenting and completing Certifications & Representations • Bid Notification: • Processes utilized for keeping apprised of opportunities • Bid Status: • Methods for tracking bid status

Discussion Topics • State & Vendor Information Transfer during Solicitation/Contracting Stages • Sources/methods for information exchange throughout the procurement cycle • Invoicing & Payments • Processes utilized for invoicing and payment • Formats, content, sending and receiving