Reporting Contracts in the LBB Contracts Database

Transcription

1 LEGISLATIVE BUDGET BOARD Reporting Contracts in the LBB Contracts Database Instructions for State Agencies and Institutions of Higher Education LEGISLATIVE BUDGET BOARD STAFF REVISED DECEMBER 2015

2 Table of Contents Document Conventions... 3 Overview... 4 What s New... 5 Contact Information... 5 Accessing the LBB Contracts Database... 6 Logging In... 7 Help... 9 Data Entry Considerations...10 Adding and Deleting Contracts...11 Contract Detail Criteria Searching Contracts...14 Searching by Fiscal Year Searching by Agency Searching by Vendor Searching by Contract Value Reviewing Your Results Editing and Deleting Contracts...19 Amending a Contract...21 ID:

3 Document Conventions This document uses the following symbolic conventions: Caution: This symbol warns you of the possible loss of data. Important: This symbol indicates information you need to know. Tip: This symbol indicates information that may be useful. ID:

4 Overview Recent changes to statute and the General Appropriations Act (GAA) affect how state agencies and institutions of higher education report contracts to the Legislative Budget Board (LBB). The LBB s goal is to work with agencies and institutions of higher education to help mitigate and/or remediate contract issues. LBB staff does not have an approval role but is required to notify the LBB, the Governor, and Comptroller regarding any unmitigated risks. Contract reporting will be done through the LBB Contracts Database, regardless of the type of contract being reported. The previous database was closed for data entry August 15, The new LBB Contracts Database was released September 1, 2015 and includes enhanced controls over data entry, additional fields for analysis, and improved consistency with Centralized Accounting and Payroll/Personnel System (CAPPS) contract data fields. The LBB will transfer contracts previously reported to the old database that are effective beyond August 31, See the Transition Guide located under the Help menu for more details about transferring old contracts to the new database. In general, agencies and institutions of higher education are required to report the following types of contracts to the LBB: Major information systems exceeding $100,000 (Government Code Section ); Construction projects exceeding $14,000 (Government Code Section ); Professional or consulting services exceeding $14,000 (Government Code Sections and ); Contracts over $50,000 (Article IX, Section 7.04, GAA); Emergency contracts over $1 million or other contracts over $1 million if not competitively procured (Article IX, Section 7.12, GAA); and Contracts over $10 million (Article IX, Section 7.12, GAA). More details on reporting requirements can be found at the LBB Contracts Database help menu. These include a visual Contracts Reporting Guide and a Detailed Contract Reporting Requirements document with links to statute. In addition to reporting information about certain contracts, agencies are also required to provide the LBB with copies of contracts, Request for Proposals (RFPs), Invitation for Bids (IFBs), and/or other solicitation documents related to the procurement. Exemptions provided in statute to this requirement include: ID:

5 Texas Department of Transportation Health and Human Service Agencies Institutions of Higher Education and System Offices Contracts paid for with non-appropriated funds The LBB is statutorily required to make the contract data and documents we receive available on our website ( Notice of these procurements should be provided via the LBB Contracts Database and should include all data elements in the database as well as an executive director attestation letter if the contract is subject to reporting under the GAA Article IX, Section An example of that letter can also be found on the LBB Contracts Database help menu. What s New The following are changes made to the Contracts Database: New fields have been added to provide additional capability for analysis o Commodity Code o Purchase Category Code o Reporting Requirement o Budget by Fiscal Year o Date of Purchase Requisition o Date of Solicitation o Number of Bids Received Enhanced controls over data entry including pre-populated dropdown fields for items such as vendor name and vendor ID. Contracts previously reported and effective beyond August 31, 2015 will be transferred to the new database. You will need to update the new field requirements mentioned above. The document type field has been removed. You will need to attach solicitations and other supporting documents to the contract. Contact Information Contact contract.manager@lbb.state.tx.us or call with questions regarding the Contracts Database. Contact Application Support at for questions and issues regarding your user name and password. ID:

6 Accessing the LBB Contracts Database Follow the steps below to request a user name and password. If you have forgotten your user name or password, see the Logging In section below. 1. To request a user name, click Agencies Portal from the LBB website ( Under Logon Information, click Agency Logon Request Form. 2. Fill out the form, shown below. 3. When complete, scroll down and click Submit. You should receive an asking you to confirm the logon request. You must respond to this ; otherwise, your request will not be processed. If you do not receive a confirmation , call Application Support at The LBB will you a user name and password within one business day. ID:

7 Logging In You must use Internet Explorer for contract data entry. Other browsers (i.e., Firefox and Google Chrome) will not work consistently and can create problems in the application. The suggested version for Internet Explorer is version 10. Version 11 will not work consistently in the application. The recommended screen resolution is 1280 x 1024, as shown below. 1. From the LBB website ( click Agencies Portal. Under Data Entry Applications, click LBB Contract Database. ID:

8 2. A login prompt appears. Enter your User Name and Password and click Log In. Important: After logging in, your agency will load into the Agency dropdown box and the Search hyperlink changes to Search/Edit. The Search Tool screen appears with your agency profile, as shown below. From this screen, you can enter new contracts, search/edit your existing contracts, or get help. ID:

9 Help Click the Help menu to access this manual and other supporting documentation. The following documents are great resources for analysis and data entry of your contracts. Contract Reporting Guide a decision tree to determine if a contract should be reported Detailed Contract Reporting Requirements contract requirements, exceptions and statutes Copies of Article IX Riders Data Dictionary definitions of fields in the Contracts Database Frequently Asked Questions (FAQs) Quick Start Guide a condensed version of the instructions manual Attestation Form Transition Guide details about transferring contracts from the old database to the new database Using the LBB Contracts Database video that walks through the Contracts Database screens and data fields. ID:

10 Data Entry Considerations Refer to the following table for information regarding data entry. NAVIGATION TEXT LIMITATIONS DATA ENTRY The Login button allows you to access your agency for data entry. Clicking the Search button will display all your contracts and amendments. You can narrow your search by entering more search criteria in the fields provided before clicking Search. Use the steps below to activate the character counter in Internet Explorer 10. o Open IE10 o Press the Alt key to display a menu at the top of the screen. o Click View/Toolbar. Verify that the status bar is checked. If it is not checked, click on the Status Bar to activate the counter. The character counter will display in the bottom left portion of the screen when you enter data into a text field. All fields marked with a red asterisk * must be completed before submitting a new contract to the LBB. All amounts must be entered without commas or dollar signs. Attachments to database entries should be in a searchable PDF format. All redactions should be made before documents are attached to database entries. If you cannot complete the information required, you can click Save. You can come back later to update the contract. To complete the submission you must click Submit to LBB. The data will no longer be editable and will be posted online for the public to view. You cannot change or delete the contents of a contract after it has been submitted. You must update the contract with an official Amendment. To correct data entry errors, contact the LBB staff for assistance. See Contact Information on page 5. Amending a contract will not change the content of the original submission. The contract and all associated amendments will become available to the public after submission. ID:

11 Adding and Deleting Contracts 1. To add a new contract, click Enter New Contract, as shown below. 2. Enter contract information in the fields provided. All required fields are marked with a red asterisk *. 3. Review the Contract Detail Criteria table on page 12 for specific details regarding each field. 4. Click Save, as shown below. Important: If you choose to save your contract, only your agency can see it. It will not be available to the public, and will not be considered submitted for statutory purposes. You can edit a saved contract, and submit it once you are satisfied with its content. 5. You can also delete a contract if it has not been submitted to the LBB. Click Delete Contract and click OK to confirm your request. ID:

12 Contract Detail Criteria Contract Id Reporting Codes Subject Purchase Requisition # Was the contract competitively procured pursuant to the provisions of the State Procurement Manual? Enter a unique id. Check the reporting requirement(s) that apply to your contract. More than one requirement may apply. Click Statute References to view statutes in detail. The character limit is 50; use the character counter (described on page 10) if needed. This field is used to differentiate between competitively and non-competitively procured contracts. For non-competitively procured contracts, database users must specify the type of non-competitive procurement: Non-emergency Sole Source Procurements, Emergency Procurements, and Inter-agency Agreements. Competitively procured contracts may include contracts for which solicitation documents were not publicly posted. At least one category must be selected. Agency Approval Date This field specifies the date on which final approval (i.e. the last internal approval required before contract planning and development resources can be utilized) was given to proceed with contracting for the purchase or sale of goods and/or services. The Internal Approval Date cannot be later that the Solicitation Post Date or the Requisition Date. Enter the date associated with your contract. You can click on the calendar icon to choose a date or enter the date directly into the input box. Enter the date in the following format: DD/MM/YYYY. Solicitation Posting Date Enter the date associated with your contract. You can click on the calendar icon to choose a date or enter the date directly into the input box. Enter the date in the following format: DD/MM/YYYY. Check Information Unavailable if you cannot provide a date. You are required to provide an explanation if you select this option. Check Not Applicable if the contract was not competitively awarded. You are required to provide an explanation if you select this option. Award Date Enter the date associated with your contract. You can click on the calendar icon to choose a date or enter the date directly into the input box. Enter the date in the following format: DD/MM/YYYY. Requisition Date This field specifies the date on which the first purchase requisition was issued. The purchase requisition is a document generated by an agency or institution to notify the purchasing department of items it needs to order, their quantity, and the time frame for completing the order. The Requisition Date cannot be sooner than the Internal Approval Date. Enter the date associated with your contract. You can click on the calendar icon to choose a date or enter the date directly into the input box. Enter the date in the following format: DD/MM/YYYY. Completion Date Enter the date associated with your contract. You can click on the calendar icon to choose a date or enter the date directly into the input box. Enter the date in the following format: DD/MM/YYYY. Click No Set Date if there is no Completion Date set. ID:

13 Current Contract Value (Excludes Options not Exercised) Maximum Contract Value (Excludes Options not Exercised) - For values equal to or greater than $14,000. Is this a revenue generating contract? This amount includes the value of the contract, any amendments, and any exercised extensions or renewals, i.e. the total amount currently obligated. It can be distinguished from the maximum potential contract value, which includes the value of the contract, amendments, and all extensions or renewals, even if not exercised, i.e. the total amount both currently and potentially obligated. The Maximum Contract Value field should include the value of the contract, amendments, and all extensions or renewals, i.e. the total amount both currently and potentially obligated. The maximum contract value should be used for determining whether a contract meets a reporting threshold, and can be distinguished from Current Contract Value, which includes the value of the contract, any amendments, and any exercised extensions or renewals, i.e. the total amount currently obligated. This field is used to differentiate between revenue generating (any contract resulting in a net financial gain for the agency) and non-revenue generating contracts. Select Yes if it is a revenue generating contract; otherwise, select No. The radio button defaults to No. # of Bids Received Enter the number of bids (exclude commas) in response to your solicitation. Since every contract will have at least one vendor, the minimum number for the entry is one. Allocate Contract Amount by Fiscal Years NIGP Class/Item Purchase Category Code Vendor Information Click Calculate & Display Fiscal Years. The fields will populate based on the award date and completion date. The fields require you to allocate the current contract value over the contract term. The amounts must add up to the maximum contract amount. An error message will appear if the maximum contract amount does not equal the sum of the contract payments. You cannot submit your contract until these two values equal one another. Enter the National Institute of Government Purchasing (NIGP) commodity codes associated with your procurement. Select multiple codes by pressing and holding the Ctrl button prior to selecting the codes. Select a purchase category code from the dropdown box. This field is not required for Institutions of Higher Education on purchases paid for with non-appropriated funds. You can search for a vendor by entering the ID or a portion of the Name. The results will display in the dropdown box for you to choose. Institutions of Higher Education can add unique vendors that are not listed. Check Vendor Not in List, then add new vendor. Add Attachments Click Add Attachments and Browse. Navigate to your file and click Open. Click Attach Documents & Return. Repeat as necessary. Each attachment may not exceed 52,400 KB. 6. Click Submit to LBB when the contract is complete, as shown below. If your contract is not complete, click Save. You can come back later to finalize your contract. See Searching Contracts and Editing and Deleting Contracts below for more details. ID:

14 Important: All Required fields are marked with a red asterisk *. A contract becomes locked after it is submitted to the LBB. If you need to make a correction after the contract has been submitted, contact the LBB staff for assistance. An Amend Contract button will appear at the bottom. The contract and all associated amendments will become available to the public after submission. Searching Contracts You can search for contracts and other supporting documentation (saved or submitted to the LBB) for your agency. 1. Click Search/Edit to see all your contracts and amendments. The Search Tool allows you to search by fiscal year, agency (if applicable), vendor, contract value or contract ID. You may use multiple search fields to target the information you need. Click Search at any time. Tip: You can narrow your search by entering more search criteria in the fields provided before clicking Search. The following sections describe searching in more detail. After you have entered all your search criteria, click the Search button, as shown below. ID:

15 Searching by Fiscal Year 1. To search for contracts in effect by state fiscal year, select a Fiscal Year from the dropdown box on the Search Tool screen, as shown below. Important: If you do not select a fiscal year, your search will include all fiscal years listed. Searching by Agency 1. Skip this section if you have access to only one agency. Your agency will load in the Agency dropdown box by default. 2. You can click in the Agency dropdown box to view an alphabetical listing of agencies/institutions of higher education that you have access to and that have saved or submitted contract information. Searching by Vendor 1. You can search by Vendor ID or Vendor Name. To search by name, enter a keyword(s) (at least five characters) and click Search by Name. You can only search on alphanumeric characters. ID:

16 2. The vendor names load into the dropdown box. Select a Vendor from the dropdown box. 3. To search on another name, click in the Vendor Name field and click the X, as shown below. Enter new search criteria in the Search by Name field. 4. You can also click in the Vendor dropdown box to select from the alphabetical listing of all vendors that have submitted contract information. Important: If you do not select a vendor, your search will display all contracts and/or bid solicitations that meet your other search criteria. ID:

17 Searching by Contract Value The following are guidelines for searching by contract value: Enter only numeric values in the Minimum Value and Maximum Value fields do not enter dollar signs or commas. Enter whole dollar amounts. The database rounds cents to the nearest dollar. You can enter a minimum contract amount, and the database will return all contract amounts greater than or equal to the minimum amount. You can enter a maximum contract amount, and the database will return all contract amounts less than or equal to the maximum amount. You can enter both a minimum and maximum, and the database will return all contract amounts in that range, inclusive of the endpoints. To find a specific value, enter it in both the minimum and maximum fields. Important: If you do not enter an amount in either field, your search will display all contracts that meet your other search criteria. Reviewing Your Results Your results display after clicking Search. This screen allows you to: View attachments Export the data set (condensed or expanded) ID:

18 Edit contracts (not yet submitted to the LBB) Add amendments to contracts that have been submitted 1. To view attachments, click the link in the Attachments column, as shown below. Note that some documents may have multiple parts. Important: You must have Acrobat Reader installed on your computer to view PDFs. Click the Adobe icon at the bottom of the screen to download, if necessary. Tip: Click the back button on your browser to return to your searched results. 2. Select the Display Expanded Data Set radio button to view more details (Subject, Purchase Requisition #, Completion Date, etc.), as shown below. 3. You can navigate through the list by clicking the arrow keys at the bottom of the screen. To go to a specific page, enter the page number and click GoTo. 4. To export your results, click Export to Excel or Export to Word. Exporting does not include the attachments, but it does include all the pages of your search result. ID:

19 Editing and Deleting Contracts You can edit any contract that has been saved, and has not been submitted to the LBB. These contracts will display a check in the BeingEdited column, as shown below. Important: Contracts submitted to the LBB will not display a check in the BeingEdited column. 1. Click Edit to modify a contract for your agency. Important: You cannot change or delete the contents of a contract after it has been submitted to the LBB. You must update the contract with an official Amendment. To correct data entry errors, contact the LBB staff for assistance. See Contact Information on page 5. The Initial Contract Information displays on the screen, as shown below. ID:

20 Important: Grayed out fields cannot be updated (Agency and Contract ID). 2. Make the necessary changes and click Save. Important: If you cannot complete the information required, you can click Save. You can come back later to update your contract. 3. Click Submit to the LBB if you have completed your changes and are ready to submit. ID:

21 4. If necessary, click Delete to remove a contract. Contracts submitted to the LBB cannot be deleted. Amending a Contract Amending a contract will not change the content of the original submission. Only the last entry for each contract will be available to the public after submission. In the example below, the last contract has been submitted to the LBB. You cannot change the original submission, but you can amend it. Important: You cannot change or delete the contents of a contract after it has been submitted to the LBB. You must update the contract with an official Amendment. To correct data entry errors, contact the LBB staff for assistance. See Contact Information on page Click Edit to amend a contract already submitted to the LBB (BeingEdited field will not be checked). 2. Modify the appropriate fields in the contract record and click Amend Contract, as shown below. ID:

22 The Contract Amendment screen displays, as shown below. Important: Grayed out fields cannot be amended (Agency, Contract ID, Purchase Requisition #, Solicitation Posting Date, Requisition Date, # Bids Received, Purchase Category Code, and Vendor Information). ID:

23 3. Make the necessary changes and click Save. 4. Click Submit to LBB if you have completed your changes and are ready to submit. Important: If you cannot complete the information required, you can click Save. You can come back later to update your contract. ID: