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s 352.5 A3GSDU SUM 2005 \NERAL SERVICES DIVISION DOCUMENTS JUL 1 9 2005 MONTANA STATE LIBRAR ,,^. 1515 E. 6th AVE. The quarterly newsletterofthe General Sen/ices Division Summer2005 Montana Department ofAdministration • Website address: httpi/Zwww.mtgov/doa/gsd PROCUREMENT NEWS AND NOTES Change in Independent Contractor Exemption Certification Laws. The 2005 Legislature passed FYE - Thanks! Thanks to all agencies for getting SB 108, which took effect upon the approval and projects to us In a timely manner to ensure signatureofGovernot SchweitzeronApril28, 2005. completion by fiscal year end. The effect of the bill was to increase the required fee to obtain an independent contractorexemption Central Stores Remains Open for Business.As certificate, to change the application form and a reminder, the Central Stores program remains required documentation, and toverifythe applicant openforbusinessas usual. Itwill continuetosupply is in a business for each listed occupation. janitorial products and fine and coarse paper, in addition to office supplies, as it has forthe past 25 All individuals who apply for the independent years. An RFP seeking a contractorto provide on- contractor exemption certificate are now required line ordering ofoffice supplies will be issued soon. to: (1) pay $125; (2) complete the Independent Contractor Exemption Certificate (ICEC) Welcome Bob Oliver! Bob Oliver joined the application; (3)completetheWaiver; and (4) submit State Procurement Bureau as a Contracts Officer documentation verifying theyare In a business. No on May 16, 2005. Bob brings several years of applicants for the ICEC can be awarded the procurement experience from both the federal certificate without all the required materials. For government and private sector. Bob Is a native of more information visitthe DepartmentofLaborand Houston, Texas, and most recently worked for the Industry'swebsite atwww.mtcontractor.com orcall 444-9029. Bechtel Corporation, a large engineering and construction contractorheadquartered in California. Procurement Training Opportunities. Penny Updated RFP Manual and RFP Templates Moon, SPB SeniorContractsOfficer, will beoffering Issued. The State Procurement Bureau recently thefollowing classesoverthe nextseveral months. issued a revised RFP Manual and revised RFP Contact the Professional Development Center at Templates byposting them on thefollowingwebsite 444-3985 ore-mail [email protected] registration and cost information. address: http://www.mt.gov/doa/gsd/procurementyrfpprocess.asp One significant change was to eliminate the. > Basic Purchasing reference to "company financial information" as Thursday, October 6, 2005. being material that can be protected from public > Advanced Purchasing disclosure. This exception was eliminated through the passage of HB 67 during the recent legislative Thursday, November 3, 2005. tsheessiRoFn.PTTheempbilllattoeokheafsfebcteJeunlym1od, i2f0i0e5d. Ifnoradudsiteioans, > Initiating and Navigating the RFP Process eithera"Short Response Form"or"Long Response Thursday, November 17, 2005. Form" RFP thereby eliminating the need for two separate RFP templates. Agencies should begin using the new templates immediately. GSD Update 1 MontanaStateUbraiy 3 0864 1003 3798 2 FACILITIES MANAGEMENT NEWS AND NOTES Capitol Complex Grounds Maintenance Transfer. Please visit our website at the following address: Effective July 1, 2005, the maintenance of the Capitol http://mt.Qov/doa/asd/resources/recvclina.asp. Ifyou have Complex grounds, including lawn maintenance and snow questions about the Recycle Montana Program or would removal, will be transferred from the Department of Fish, like to get more actively involved, contact Bill Covey at Wildlife, and ParkstotheGeneral Services Division ofthe 444-9520 or e-mail [email protected] DepartmentofAdministration.TheFacilities Management Emergency Managementwithin the Capitol Complex. Bureauwill handlethedutiesand responsibilities.Themain GSDhasbeen activelyworkingwithseveralstateagencies contact for grounds maintenance is still Maynard Lafond. and local response entities to better prepare the Capitol He can be reached at 444-3060. Complex for an incident, emergency or disaster. One of Capitol ComplexAccessControl Project. EffectiveJuly the initiatives has been the implementation of an o1n, 2t0h0e5,CaalpliotfolthCeoemxptelreioxrweinltlriheasvientobetehenmeaqjuoirpbpueidldwiintghs AheuatrotmaattteadckExstietrunaatilonDesf.ibTrhiilslatpolra(nAcEaDn) pbleanvtioewreedspoatndthteo website: http://www.mt.aov/doa/asd/aaencv/AEDplan.asp accesscontrol card readers. Thisprojectistheculmination . Theselifesavingdevices have been putintoservicewithin offour months ofworkto increase the level ofsafety and several ofthe buildings inthe complex and approximately security on the Capitol Complex. 140 employees have been trained in theAmerican Heart TheGeneral ServicesDivision (GSD)hasalsoputin place Association (AHA) HeartsaverAED program. The goal is a maintenance service agreementto maintain the current to have an AED in each building occupied by state andfuturesystems. Technical supportwill beprovided24/ employees within the Capitol Complex. 7 to troubleshoot and assist in the necessary repairs and Currently AED's are located in the following buildings: modifications. For any questions with regard to access, please contact GSD at 444-3060. Agency/Building LocationwithinBuilding DPHHS/Cogswell Helena Storage SpaceAvailable. The General Services Division has storage space available at the Old Liquor Warehouse located at 920 Front Street. The storage is located in the basement ofthe building, but is accessible byelevatorand loadingdocks. Ifanyagencyis interested, please contact GSD at 444-3060. Electrical and Gas Savings. With the rising costs of electricity and natural gas, it is still imperative that state government continue to conserve and identify more reduction measuresthroughoutthevarious agencies and buildings. The price increases of 2005 will require state agenciestofurtherimplementand improveonthealready great progress that has been achieved in conservation measures. Please contact Doug Olson at 444-3060 with any questions on conservation measures orfurtherareas of energy savings. Recycle Montana (Reduce, Reuse, Recycle). During calendar year 2004, State of Montana employees in the Helena area recycled materials that diverted over 353.5 tons of materials from area landfills. Materials recycled this year include: Computer Paper - CorrugatedCardboard-Newsprint-Officepaper-Phone books - Magazines - Scrap Metal - Copper-Aluminum plusothersmall amounts ofodds and ends. NOTE: Ifyou haven'talreadydoneso, recycleyouroldphonedirectories. Please place them by the recycling bins for collection or contact your building Recycle Coordinator for additional information. 2005 PROCUREMENT PRINT AND MAIL SERVICES LEGISLATION SUMMARY NEWS AND NOTES During the2005 legislativesession, 27 billswere USPS Current and Proposed Rates. On April 8, introduced that would have impacted Montana 2005, the Postal RateCommissionfiled a ratecase public procurement. Sixteen of those bills did to raise prices 5.4% for almost all categories of not pass. mail. The rate increase hinges on how Congress rulesonthe USPS obligationtofundthe$3.1 billon The major piece ofprocurement legislation that escrow requirement imposed by Public Law 108-18. did pass was HB 67, which was introduced at Should legislation be enacted that eliminates the the requestofthe DepartmentofAdministration. escrow funding requirement, the rate case will be The bill was effective July 1, 2005. Highlights of withdrawn. The proposed rates, ifimplemented, will the bill include: removing the $100,000 ceiling take effect no earlier than January 2006. on the acceptanceofletters ofcreditforcontract security; removing the sunset provision on the Example of Rate Changes: Department's ability to use alternative procurement methods; providing clarifying M?ii ci^$? language regarding bids and proposals; and removing a provision that required the state to withhold certain information from public inspection regarding vendor responsibility. Otherbillsthatagenciesshould be aware ofthat impact public procurement include HB 198 regarding the use of student interns, SB 23 concerning contractor registration, SB 108 and 132 regarding independentcontractors, SB 299 regarding the privatizing of state services, and SB 335 concerning blind vendors. Of interest to public procurement professionals are several bills that did not pass: HB 521 establishing a bid preference forfood produced in Montana; HB 565 regarding contracted government services accountability; HB 640 concerning requirements for information technology contracts; HB 785 concerning the security of confidential information accessible viacontracted services; HB794creating criminal and civil penaltiesforviolationsof"rightto know" requirements; SB 149 requiringthatstateservice contracts be performed by U.S. citizens or legal aliens; SB 379 regarding corporate accountability; and SB 483 concerning "corporate bad actors." Complete text of these bills may be found at http://laws.leg.state.mt.us/pls/laws05/ 1-AW02Q0W$.startup or for more information, contact Sheryl Olson at 444-3315. ContinuedfromPage 3 Printing Services. Quality print projects startwith PURCHASING CARD PROGRAM liaving good design and file integrity. At Print Spreirnvtiecdepsrowjeectc,anweheclapnidnobotthhe daeresakst.opIfdyeosuignneweodrka Bon VoGyaEge Paris! Effective August 15, 2005, all current Capital purchasing cards will be turned fwoerycoua.nOur,seifyyoouurhafvileedfeosripgrniendtiangf.orTmheorqburaolcihtuyreo,f oafgf.enTchyecnoeorwdicnaartdosrswibllybJeulcyo2m0p,l2e0t0e5l,y dainsdtraivbauitleadblteo production is greatlyenhanced bygoing directlyto for use August 1, 2005. The State Procurement oprliagtienaflr.oWmhyeonurpflialceirnagthyeorurthparnintusoirndegr,ayhoaurdcacnopey- OBnu-rLeianue,wiwllhipcrhoviisdeitstrvaeirnsiinognfoofr GU.ES.CaBpaitnakl'AscPcaersiss em-amialiylo,urpflieleastoeJaitmtAahcehrnt.heIftfihleeftiloe iosutrooFlTaPrgesiftoer program, the first week ofAugust. Please contact (ftp.state.mt.us). The user name is ftp52 and the Devin Garrityat444-3366 ifyou haveanyquestions. password is "print." Instructions for using the FTP SABHRS UPDATE site can be found at http://www.mt.gov/doa/gsd/ Downloads/Instructions.pdf This site can be used . Purchasing IVIoduie Help Destt. The Help Desk for print orders for internal print jobs and for function for the Purchasing Module has been contracting orders for private vendors. Files are transferred totheAdministrative Financial Services especially important for the color photocopy Division ofthe DepartmentofAdministration. Please projects. The quality is noticeably better than contact JanetAtkinson at444-4669 for assistance. copying from a hard copy. For more information call 444-3053. ENERGY PROCUREMENT PUBLIC VEHICLE FUELING Natural Gas Contract. The State has issued a contract with Jefferson Energy Trading to supply Wright Express Contract. The current contract the Capitol Complex, the Universities, and multiple with Wright Express ends this fall. The State cooperativeagencieswith natural gas.Thecontract, Procurement Bureauwill be issuing an RFP shortly SPB05-1070D, goes into effect July 1, 2005, to ensure there will be no interruption to the gas through June 30, 2007, with the possibility ofthree card program. If you have any questions relating one-yearrenewals. Thecostofnaturalgas has risen to this program please contact Devin Garrity at to 12 percent over the last contract. Some of the 444-3366. Universitycampuses have implemented an energy surcharge to help offset the increase. For more TERM CONTRACTS UPDATE information, contact Devin Garrity at 444-3366 or dgarrity(5).mt.gov Standard Printed Envelopes, TO 173-06C. . Beginning July 1, 2005, the newvendorforstandard PURCHASING USERS GROUP printed envelopes isAdvanced Litho Printing, 226 NinthAvenue South, Great Falls, MT 59405, (800) The fall meeting of the Purchasing Users Group 6G4S9D-0393. The term contract is available on the will beThursday, September22, 2005, from 1 p.m. website at the following website address: to 4 p.m. in the Public Health and Human Services http://www.mt.aov/doa/gsd/procurement/teiTncontracts.asp . Auditorium, 111 North Sanders in Helena. ABOUT THIS NEWSLETTER THINK ABOUT IT "GSD Update" is published quarterlybythe General Gratitude is the most Services Division of the Montana Department of exquisiteform ofcourtesy. Administration. For more information, or to get on the mailing list, contact us at (406) 444-2575. Our Jacques Maritain addressis: RO. Box200135, Helena, MT59620-0135. Fax number: (406) 444-2529. Website address: www,mt q v/doa/gsd . GSD Update 4