Transcript Document

FAMIS FOR CTE
PROGRAM USERS
Presented by:
Janene Smith, Assistant Supervisor
DCP Client Services
718-935-4444
1
AGENDA





Types of PO’s
– Contracted E-catalog
– Contracted non-E-catalog
– Non-Contracted
Search By All Commodities
Search By Specific
Commodity
Advanced Search
Purchasing Thresholds &
Guidelines







Sole Source Guidelines
Vendor Inquiry
SIPPS
Procurement Cards (P-Cards)
Pre-Encumbrance
Helpful Links
Client Services Contact
Information
2
Signing on to FAMIS
3
4
5
6
TYPES OF FAMIS
PURCHASE ORDERS
7
Contracted Purchase Orders
Types of Contracted PO’s
– Contracted (E-catalog): to order textbooks, computers,
instructional materials, general supplies, audio visual equipment,
wireless devices, and internal professional services.
– Non-List: Create a purchase order with a contracted vendor for
contracted items not available in the E-Catalog. Includes sheet
music, imprinted tee shirts and shorts, and more. (see attachment)
– Professional Services: Create a purchase order for contracted
professional services (i.e. professional development, curriculum
development, evaluation services, student support services,
counseling services).
– Listing Applications: For the designated procurements of
published or copyrighted library and reference materials, testing
and assessments, and artistic performance of specific artists or
groups, payment of admission fees to cultural institutions and other
such programs.
8
Non-List Contracted Categories
9
Non-Contracted Purchase Order
Types of Non-Contracted PO’s
– 3 Bids: Create a 3-bids order for non-contracted
items.
– No Bids: Create an order (maximum value: $250.00)
for a non-contracted vendor.
– Sole Vendor: Create an order for items vendor is the
sole provider.
– Exception to Bid: Create an Exception to Bid order.
– Competitive Grant: Create an order for approved
vendors associated with awarded grants.
10
Non-Contracted Commodities
NOTE: There is no possible way to search for
Non-Contracted Vendors on FAMIS
For Assistance, please contact the
DCP Client Services Help Desk at
718-935-4444
11
SEARCHING E-CATALOG
12
Preview all Commodities
13
Preview all Commodities
(continued)
14
Searching By Commodity
15
Searching All Commodities
16
Search By Specific Commodity
17
Commodities Advanced Search
18
Commodities Advanced Search
(continued)
19
Commodities Advanced Search
(continued)
20
Purchasing Thresholds
and
Guidelines
21
Purchasing Guidelines & Thresholds
~ Contracted & Non-Contracted Professional Services ~
PROFESSIONAL SERVICES – Contracted Services
Thresholds
$0 $25,000.00
>$25,000.01
Procurement
Action
Purchase Order
in FAMIS
Process
Timeline
School enters PO in FAMIS. No further approval necessary
N/A
School enters PO in FAMIS. Review and approval by ISC
Up to 5 days
PROFESSIONAL SERVICES – Non-Contracted Services
Thresholds
Procurement
Action
Process
Timeline
$0 - $250.00
No Bid PO
School enters No Bid purchase order in FAMIS. No further approval
necessary.
N/A
$250.01 $25,000.00
Telephone
Quotes/3 Bid PO
School must solicit and document three (3) telephone quotes,
then enter 3 Bid PO. No further approval necessary.
N/A
$25,000.01 $100,000.00
Written Quotes/
3 Bid PO
School or ISC must solicit and document three (3) written quotes,
then enter 3 Bid PO. No further approval necessary.
N/A
$250.00 $100,000.00
Sole Source/
Exceptions
School or ISC must document sole source or exception,
then enter PO. No further approval necessary.
N/A
>$100,000.01
a) Informal
Solicitation
Request (ISR)
The request must come to DCP. DCP will either a) conduct an ISR,
or b) process an exception, depending on the request
b) Exception
>$100,000.01
2 months
1-2 weeks
a) Request for
Proposals (RFP)
ISC must request for DCP to assist in the preparation and
processing of an RFP
5-12 months
b)Exception
ISC must submit an Exception to the Committee on Contracts
2-3 months (from
22
approval by Committee)
Purchasing Guidelines & Thresholds
~ Contracted Commodities & Internal Services ~
PROFESSIONAL SERVICES – Internal DOE Professional Service Providers
Thresholds
Procurement
Action
Process
Timeline
$ No Limit
Purchase
Order in
FAMIS
School allocates money to 0998 object code in Galaxy, then
requests service in FAMIS e-Catalog. Service Provider approves
services request via FAMIS. No further approval is necessary.
None (but can vary
based on provider
response time)
COMMODITIES – Contracted Items, Non-List, and Listing Applications
Thresholds
$0 - $100,000.00
>$100,000.01
Procurement
Action
Purchase
Order in
FAMIS
Process
Timeline
School enters PO in FAMIS. No further approval necessary
N/A
School enters PO in FAMIS. Review and approval by ISC
Up to 5 days
23
Purchasing Guidelines & Thresholds
~ Non-Contracted Commodities ~
COMMODITIES – Non-Contracted Items
Thresholds
Procurement
Action
Process
ISC / DCP Response
$0 - $250.00
Purchase Order
in FAMIS
If not an active vendor with the DOE, vendor must register with
the DOE and receive a vendor number. School enters No Bid PO
in FAMIS. No further approval necessary.
N/A
Telephone
Quotes
School gets telephone quotes from three (3) vendors, then enter
PO in FAMIS. No further approval necessary.
Sole Source
Sole Source approval by school
Written Quotes
School gets written quotes from three (3) vendors, then enters PO
in FAMIS. No further approval necessary.
Sole Source
Sole Source approval by school
Open Market
Agreement
(OMA)
The request must come to DCP, who will conduct a public
solicitation for the goods
Sole Source
Request must come to DCP for approval if determined to
comply with SOPM
Request for Bid
(RFB)
School or ISC must request DCP to assist in the preparation and
processing of an RFB
4-10 months
(depending on
complexity)
Sole Source
ISC, on behalf of the school, must submit an Exception to the
Committee on Contracts if determined to comply with SOPM
3-4 months (from
approval by
Committee)
$250.01 $5,000.00
$5,000.01 $15,000.00
$15,000.01 $100,000.00
>
$100,000.01
N/A
N/A
2-5 months
24
Purchasing Guidelines & Thresholds
~ Procurement Cards / SIPPs~
PROCUREMENT CARDS
Thresholds
Procurement
Action
Process
Timeline
$0 $5,000
Single
Transaction
with P-Card
Following bidding procedures as outlined in
SOPM, School completes transaction with PCard per day.
No further approval necessary
N/A
$0 $15,000
Encumbrance
School may encumber up to this amount
at any given time on P-Card.
N/A
P-Cards work essentially like credit cards and may be used to order products from vendors in
situations where issuing a Purchase Order is not efficient for reasons such as delivery time or
contractual ambiguities. If the payment is for a valid purchase, the banking institution issuing
the card will approve the purchase and pay the vendor, less a fee, within a few days. The
banking institution then sends a monthly billing statement, along with card activity reports, to
DFO for payment.
SIPPs
A SIPP (Small Item Payment Process) and formerly referred to as an IMPREST, is an electronic
payment mechanism processed through the FAMIS Portal. SIPPs were originally established to
facilitate “over-the-counter” purchase, (e.g., postage), providing for a direct payment to the
vendor or reimbursement to the purchaser. With the introduction of P-Cards, SIPPs should no
longer be used for purchases. Instead, SIPPs should be reserved for reimbursement to the NYC
Department of Education employees for business related expenses.
25
Sole Source Guidelines
26
Non-Contracted Sole Source
Guidelines
 Evidence that no other service provides
substantially
equivalent or similar benefits (Research on internet,
Google, etc.)
Documental evidence that there is no alternative
source available for the procurement of the items
 School must have in their possession a sole source letter
from the vendor.
Monetary Threshold
Approval From
Up to $15,000
Principal, ISC, Central Department
Head
$15,000.01 to $100,000
Executive Director, Division of
Contracts and Purchasing (DCP)
$100,000.01 and above
Chancellor
27
Vendor Inquiry
28
Vendor Inquiry
29
Vendor Inquiry
(continued)
30
Vendor Inquiry
(continued)


If Vendor ID or Tax ID is unknown, select “Lookup” and
the following screen will appear
Enter the name of the desired vendor and select the
search button.
31
Vendor Inquiry
(continued)

Click on the Vendor’s ID number for Contract Information
32
Vendor Inquiry
(continued)
If you select address information, a box like the
example below will appear with the vendor’s
contact information.
33
Vendor Inquiry
(continued)
If you select “All contracts”, a box like the example below will
appear with all contracts pertaining to this vendor.
NOTE: The beginning and End dates for each contract available
34
Vendor Inquiry
(continued)
35
SIPP’s
36
Small Item Payment Process (SIPP’s)
SIPP’s permit schools to make “over-the-counter”
purchases (e.g. Postage), thereby providing for
direct payment to the vendor or reimbursement to
the purchaser. Except for the following items that do
NOT require bids , the $250.00 bidding threshold
applies to all SIPP expenditures over $250.00
When to use SIPP’s?
 DOE Employee Reimbursement
 Commodity Items up to $500
 Postage
 Emergency Purchases
 Metro Cards
 Consumables for specialized programs
37
Procurement Cards
(P-Cards)
38
Procurement Cards (P-Cards)





The maximum allowable amount for a single PCard transaction is $5,000 or multiple
transactions totaling $5,000 per day
The maximum amount on a P-Card at any one
time is $15,000
To purchase non-contracted items over $250
with a P-Card, the purchaser must follow the
Bidding Procedures (refer to Threshold Guide)
Maximum Amount to spend on any noncontracted vendor within a fiscal year is $2,500
P-Cards may not be used to pay open
Purchase Orders
39
Pre-Encumbrance
40
Pre-Encumbrance
Pre-Encumbrances are required for
the following:


Non-Contracted PO’s over $10,000
PO’s for vendors with City Contracts that start
with “DTC”
Note: Pre-Encumbrances cannot be used with a
contracted vendor.
41
Helpful Links

SOPM: http://dfoapps.nycenet.edu/SOP/files/FINAL%20%20SEPT.%2015,%202008%20-%20OTPS%20PURCHASING.pdf

DCP: http://schools.nyc.gov/Offices/DCP/default.htm

ShopDOE: https://dfoforms.nycenet.edu/ecatalog/



Webcast Archives:
http://www.learningtimes.net/dcpwebcastarchives.html
Professional Services Contract Abstracts:
http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/
ContractAbstracts/Default.htm
Steps to Add a Vendor:
http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm
42
DCP Client Services

(718) 935-4444
– Monday – Friday
– 8:00am – 5:00pm

[email protected]
43
QUESTIONS ?
44