Commercial Off-the-Shelf Software 2012 (COTS 2012) - ADPICS Procedures
The following outlines the procedures for COTS software and/or services available through the COTS 2012 Software Master Contract. All executive branch agencies are required to create reference BPO releases in State ADPICS against blanket purchase order (BPO) #060B2490021. The procedures are effective October 1, 2012.
The Department of Information Technology (DoIT) decided to utilize the reference Blanket Purchase Order (BPO) option in ADPICS to allow for more efficient State Stat reporting. A reference BPO makes DoIT & Minority Business Enterprise (MBE) reporting easier and more efficient to track in FMIS over multiple fiscal years. Agencies will get the reference BPO approved by DoIT for the each PORFP as well as purchase orders required to encumber funds and make payments to the Master Contractor. Since a BPO has no accounting effect, agencies no longer have to encumber large amounts of money to be dispensed throughout the year.
PART A: Purchase Order Request for Proposal (PORFP) Solicitation
- ADPICS BPO security will be required for anyone who is planning on creating Reference Blanket Purchase Orders. See your Agency FMIS coordinator to verify you have security or to fill out new forms. Make sure the Subcontractor Entry Screen 2345 and the Subcontractor Invoice Information screen 2355 are also included in your request.
- If the Master Contractor you chose is NOT currently on the COTS 2012 Software Master BPO, email the Service Desk and request the vendor be added (vendor must be on DoIT website as awarded a contract). Include the vendor’s name, federal ID number and address.
- Validate or setup your agency ADPICS Initiating Department Approval Paths. (Note: This is an agency’s internal approval path and should not include DoIT Procurement or the Board of Public Works).
- Agencies create a reference blanket purchase order (BPO) number so the document number can be entered as the ADPICS number on the PORFP prior to release.
- After the reference BPO is created, the document will remain unposted in ADPICS until the PORFP award process is ready for award.
- The initial vendor code on all reference BPO will default to COTS SOFTWARE-MASTER CONTACT #1410260719.
PART B: Award
- Upon completion of the PORFP solicitation, agencies will be ready to make an award and post the reference BPO in ADPICS to DoIT Procurement for approval.
- Select the Master Contractor to be awarded the PORFP from the PCHL2349, on the BPO Vendor Selection screen. There are many master contractors on the COTS Software Master Contract, so use caution when selecting the awarded Master Contractor & deleting all other Master Contractor’s copied over when the reference BPO was created from the Master COTS Software BPO.
- Select the commodity from PCHL2348, BPO detail screen, for the functional area that matches the PORFP document issued to the master contractors. Delete all others that copied over to the reference BPO from the Master COTS Software BPO.
- Functional Area I - COTS software, commodity code #20558-COTS01
- Functional Area II - Installation and Training Services, commodity code #20558-COTS02
- Functional Area III - Manufacturer's Software Maintenance, commodity code #20558-COTS03
- Agencies may change the DOC type or use the default. A specific DOC type is not required.
- The reference BPO will automatically be routed via commodity approval processing to DoIT Procurement for review in ADPICS mailbox 060P1, level 800.
- Agencies can monitor the status of the reference BPO through ADPICS via the active document screen (PCHL 9220) or archive screen (PCHL 9230). However, in most cases, you will receive an email from DoIT indicating the updated purchase order status.
- After the reference BPO is authorized by DoIT Procurement and posted, the agency will need to create a purchase order (PO) release from that reference BPO. The PO will also need DoIT Procurement approval. No additional documentation needed for the PO approval. After the PO is posted, it should then be signed & sent by the agency to the appropriate master contractor.
- Agencies should follow-up with the master contractor directly concerning the status of the initial purchase as well as subsequent invoice and service concerns.