Purchasing Section - Focus Group by Zulay Millan

BDD analysis

2024-02-19 17:10:58 UTC

BDD memos

2024-02-19 17:11:13 UTC

2024-02-19 17:11:37 UTC

BDD consistently delivers late analysis and it impacts drafting/award

Department scopes are inconsistent

mysulie — 2024-02-19 17:13:12 UTC

Department proficiency is inconsistent

mysulie — 2024-02-19 17:13:40 UTC

2024-02-19 17:13:58 UTC

Dept. communication:

I don't think they understand what information we need or our process and it causes frustration
I don't think the way we communicated with the "old guard" is translating the same way to the new staff, so I think our approach needs to be different. What is a firm deadline and clear instructions to us is clearly not to them.

Blocks of contracts that expire and need to be re-solicited at the same time

2024-02-19 17:14:11 UTC

BDD - after waiting for an addendum not returned to us in a timely manner, the answers are incomplete, or is not correct. Having to go multiple times back and forth.

2024-02-19 17:14:14 UTC

2024-02-19 17:14:45 UTC

Asking a supervisor to ask something of Zualy/Carrie results in delays because everyone is too busy

2024-02-19 17:14:59 UTC

drafting time

2024-02-19 17:15:00 UTC

What do I recommend

review time

2024-02-19 17:15:03 UTC

the back and forth with department for them to understand references requirements and submittal on a technical evaluation.

2024-02-19 17:15:23 UTC

2024-02-19 17:15:45 UTC

too many pages in a proposer's response

Dept requesting solicitation

2024-02-19 17:16:27 UTC

When the department requests a solicitation but are not proactive in providing attachments. How often do we have to follow up with the department until we get management involved?

2024-02-19 17:16:29 UTC

finding things in box vs p-Drive

2024-02-19 17:16:33 UTC

End users -

Can be difficult to get a timely response from them. This can delay the solicitation process by months.

Centralized location for procedural updates

2024-02-19 17:16:57 UTC

create a specific chat for updates

BDD initial review for IFB s can we isse before we have their review since it does not matter since IFB s use sliding scale. We can get out while they are still reveiwing?

2024-02-19 17:17:17 UTC

2024-02-19 17:17:20 UTC

Discuss anything in our process that is administrative and could possibly be done by the Coordinators.

2024-02-19 17:17:33 UTC

Supervisor review of RFPs/IFBs: how long am I supposed to be putting to allow for review? I normally do 2 or 3 weeks but it usually takes longer.

2024-02-19 17:18:10 UTC

Departments not reading the requirements for Procurement committee processes

If drafts revision become to many stop and meet with the department to work though !

2024-02-19 17:18:31 UTC

Follow up reminders to department

2024-02-19 17:18:47 UTC

When do I stop reminding a department to submit something? If management is involved and they still not submit it, I need to stop working on this project and move to another thing.

2024-02-19 17:18:55 UTC

BDD's initial review seems long for goods/services. Perhaps for scopes that are standard (i.e. landscape), the deadline could be adjusted?

2024-02-19 17:19:21 UTC

having to fill out a form to talk to legal with a quick question.

Training Checklist

2024-02-19 17:19:25 UTC

Example: During the e-agenda meeting, i was unware that there were different templates for the agenda items.

2024-02-19 17:20:11 UTC

Supervisors are too overloaded with meetings and workload. This affects their ability to review solicitation drafts by deadline and respond to other items.

Procurement committee meetings way too many reschedules.

2024-02-19 17:20:16 UTC

2024-02-19 17:20:52 UTC

missing steps or double checks because of the workload.

Departments submitting incomplete info sheets, scopes of service and vendor distribution lists.

2024-02-19 17:21:07 UTC

Uniform guidance IFBs, nobody ever answers at the state.

2024-02-19 17:21:16 UTC

2024-02-19 17:21:25 UTC

Knowing we have resources (internal procedures, templates, boilerplates, checklists) but they are not updated, organized, or there are multiple versions.

2024-02-19 17:21:39 UTC

I have had depts tell me that they want more communication from us re: if a contract is reassigned to a different CA.

2024-02-19 17:21:55 UTC

Not trying to bother upper level with questions and making a mistake instead.

sloppy scopes not meeting the minimum requirements.

2024-02-19 17:21:59 UTC

too many draft versions

mysulie — 2024-02-19 17:22:43 UTC

For IFBs, reference checks are taking more time when we have to go back and forth with the bidders to request supplemental references.

2024-02-19 17:23:13 UTC

Received date

2024-02-19 17:24:11 UTC

On Monday.com can the "Department Request" date be changed once ALL documents have been received. For example, if you are waiting for attachments that are not corrected, technically you are still waiting for a full procurement package.

2024-02-19 17:24:25 UTC

need more full team meetings

Do we have boilerplates in Box?

2024-02-19 17:25:10 UTC

2024-02-19 17:25:47 UTC

some times retrain the process so that we are all on the same page. Similar to Carrie's agenda training on agenda items

outdated scopes

2024-02-19 17:26:55 UTC

when the scope references statutes or industry standards, are we responsible for verifying the references for accuracy