Excellence in the Business of Government
Date: June 16, 2015
To: All Procurement Division Employees
From: Ricardo G. Martinez, Branch Chief
Policy, Training, and Customer Services Branch
Procurement Division (PD)
Subject: OPPL 15-02 - Updated POLICY and process for broadcast bulletin APPROVAL, DISSEMINATION, use of epp, and sb/dvbe logos DESCRIBED IN OPPL 14-03
Introduction / This Update introduces the revised policy and procedure to be used for the review and approval of a Broadcast Bulletin before dissemination on PD’s Broadcast Bulletin page.The Dispute Resolution Unit’s (DRU) Broadcast Bulletin (BB) Team within the Policy, Training, and Customer Services Branch, has oversight of the approval process for the Procurement Division’s Broadcast Bulletins (BB). Authors/Originators of BBs are required to follow the steps listed below to obtain required reviews and approvals before BBs can be presented to BB Team for posting and dissemination.
1. Proposed BB’s must be created using one of two standard templates:
· BB Template (standard template)
· ADA Template (for BBs announcing an Event (E) to be held at a state building or sponsored by the Department of General Services).
2. For all contract (K) BBs, it is the authors/originators responsibility to confirm whether the contract contains SB/DVBE participation or not; if it does not, then the logo must be removed on the BB prior to submission to the BB team.
3. All Contract (K) BBs must be reviewed by the Engineering Branch, EPP Liaison for Green Language prior to submission to the BB team. The purpose for this review is to identify contracts with new logo for ease of viewer recognitions by the recipients/readers.
4. A Branch Chief or his/her designee must approve the final draft of the BB and email to the following mailbox: .
5. The BB Team will review the BB for format, content, readability, and functional links. The BB Team will assign a nomenclature and will forward the BB to the Policy, Training, and Customer Services Branch Chief or designee for final approval. The purpose for this review is to verify that instructions provided to Procurement and Contracting Officers as well as Purchasing Authority Contacts do not conflict with SCM policy/procedures; to verify that the proposed BB does not contain policy that has not been approved through PD’s and DGS’ policy development and review process; to obtain concurrence from the Purchasing Authority Unit regarding specialized instructions, requirements, or mandates imposed on state departments that have been granted purchasing authority.
6. The BB Team will return unapproved BBs to its author/originator. The author/originator will need to obtain Branch Chief or designee approval in order to resubmit.
7. Processing time for a BB to be posted and disseminated by the BB team requires a minimum of 24 hours.
8. The BB Team will post the approved BB to the PD-BB website. ONLY registered BB website subscribers will receive an email notification.
9. Branches that have special subscriber list(s) (i.e. SB/DVBE Advocates List) are responsible for forwarding respective posted BB(s) to these subscribers.
Contact the BB team if you have any questions:
.
This Update is only intended for internal distribution to DGS-PD management and staff.
Excellence in the Business of Government