Transcript DCP Standard Operating Procedures Procurement Overview

DCP
Standard Operating Procedures
Procurement Overview
Agenda
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Introductions and Overview
 Standard Operating Procedures Manual (SOPM)
 Changes for Schools
Consultant Services
Purchasing Guidelines & Thresholds for Schools
MTAC (Multiple Task Award Contracts)
DCP Procurement Tools
 DCP Website
 FAMIS Portal
 www.shopdoe.com
Instructional Materials Review Unit (IMRU)
 Overview & Process Highlights
SOPM – Standard Operating Procedures Manual
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Schools are expected to follow the Department of Educations Procurement Rules that are set
forth in the SOPM
To view the SOPM, navigate to the DCP website:
http://schools.nyc.gov/DCP
 Click Policies and Procedures
 Click Standard Operating Procedures Manual
 Click Other Than Personal Services (OTPS) Purchases
 Click SOPM Chapter OTPS Purchases Issued: March 2006
Changes for Schools
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Future enhancements – SOPM will be updated to reflect the items below.
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Increased Procurement Card (P-Card) Purchasing Limit & Functionality
 P-Card limit for schools has been increased from $2,500 to $5,000 per transaction
 Maximum spending limit of $15,000 per P-Card at any one time
 Multiple object codes (100, 300, 400 series & 451) on a single P-Card
 FAMIS onscreen Expense Reporting and Certification (Coming Soon!)
 Note: All applicable regulations and procedures still apply
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Increased Professional Services Threshold
 Professional Services / Competitive Bids limit from Non-Contracted vendors has been
increased to $25,000
 Professional Services / Non-Competitive/Sole Source limit for POs up to $25,000 (Schools)
 Professional Services / Non-Competitive/Sole Source limit for POs above $25,000
(ISC/DCP)
 Note: School Principals are required to document their selection process and choice of
vendor in conformance with the “Best Value” standard, as set forth in the SOPM
Changes for Schools
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NEW! – Purchasing from Internal DOE Professional Providers
 Over 400 Professional Services from Internal DOE providers are now available
for purchase by Schools via the FAMIS Portal
 Approvals are not required for DOE Professional Services purchases
 Note: Before purchasing Internal DOE Services, schools must first commit
OTPS funds to this purpose in Galaxy under the title “Internal DOE Services –
0998”
Consultant Services
1. Independent Consultants (1099 Consultants)
Specialized temporary employees who are expected to act independently and return a finished product by a
prescribed delivery date. To hire an independent consultant, please refer to the SOPM chapters on the
qualifications and procedures offered by the Division of Financial Operations (DFO) –
http://dfoapps.nycenet.edu/SOP Click on Utilization of Consultants on the right side of the screen under SOP
Chapters. The consultant will be required to submit a W9 and will be paid directly by the DOE.
2. Individual Vendors
Individual people that have a business, are registered with the DOE, and have a DOE vendor number. Taxes are
not withheld by the DOE and the individual is responsible for reporting quarterly earnings and paying those taxes.
3. GoodTemps Temporary Employees (Vendor: NYS018000 / Contract #: 1A61813)
May be hired when a principal determines how these people will do their jobs and provides them with specific job
duties. Examples include Office Clerks, Data Entry Clerks, Bookkeepers, Secretaries, Administrative Assistants,
and Receptionists. For a full list, visit http://www.goodtemps.org
4. GoodTemps Professional Services Consultants (Vendor: GOO024000 / Contract #: 9600070)
Effective July, 2005, the Department of Education has entered into a contract with GoodTemps to secure individual
consultants to provide professional services. For additional information on the procedures to secure these services,
visit http://schools.nyc.gov/offices/dcp/sopm/goodtemps.pdf
Note: GoodTemps will not pay any individual consultant above the maximum amount of $300 per day without preapproval. In addition, GoodTemps will not pay any individual consultant more than $25,000 during the fiscal year of
July 1 – June 30 without the District or FMC interviewing three individuals or upon the submittal of a waiver signed
by the respective Deputy Chancellor.
Multiple Task Award Contract (MTAC) Procedures
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Definition/Benefits:
 Newly awarded MTACs will allow schools to draw services from
a pool of vendors that have been awarded contracts through a
Pre-Qualified Solicitation (PQS)
 Applications accepted on a rolling basis, so new vendors can
apply at any time
 Expedited processing for POs under $25k
 Mini-bid process and utility will apply for service needs in
excess of $25k
 An on-line utility has been developed for conducting mini-bids;
training will be scheduled shortly
 Services will be accessed through the FAMIS Portal, including
the mini-bid utility.
Purchasing Guidelines & Thresholds
~ Professional Services ~
PROFESSIONAL SERVICES – Contracted Services
Thresholds
$0 - $25,000
>$25,000
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
No Bid PO
School enters No Bid purchase order in FAMIS. No further approval
necessary.
N/A
$250 - $5,000
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
$5,000 $25,000
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 $25,000
Sole Source/
Exceptions
School or ISC must document sole source or exception,
then enter PO. No further approval necessary.
N/A
$25,000 $100,000
a) Informal
Solicitation
Request (ISR)
2 months
The request must come to DCP. DCP will either a) conduct an ISR, or b)
process an exception, depending on the request
b) Exception
(Sole Source)
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 approval
by Committee)
>$100,000
Purchasing Guidelines & Thresholds
~ Commodities ~
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
>$100,000
Procurement
Action
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
Purchase Order in
FAMIS
Purchasing Guidelines & Thresholds
~ Commodities ~
COMMODITIES – Non-Contracted Items
Thresholds
Procurement
Action
Process
ISC / DCP Response
$0 - $250
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.
$250 $5,000
$5,000 $15,000
$15,000 $100,000
N/A
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)
N/A
2-5 months
> $100,000
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 P-Card.
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.
DCP Client Services
DCP Procurement Tools
CONTRACTED
NON-CONTRACTED
E-Catalog
3 Bids
Textbooks
No Bids * Under $250
Computer Software
Sole Vendor
Exception to Bid
Audio / Visual Media
Competitive Grant
Supplies, Hardware &
Instructional Material
Wireless Services
Coach Bus Portal
Non-List
Professional Services
Listing Applications
Websites
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Main Website – Division of Contracts & Purchasing
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http://schools.nyc.gov/DCP
CONTRACTED
NON-CONTRACTED
E-Catalog
3 Bids
Textbooks
No Bids * Under $250
Computer Software
Sole Vendor
Exception to Bid
Audio / Visual Media
Competitive Grant
Supplies, Hardware &
Instructional Material
Wireless Services
Coach Bus Portal
Non-List
Professional Services
Listing Applications
DCP Client Services
(718) 935 – 4444
DCP Client Services
PurchasingPortal
@schools.nyc.gov
Instructional Materials Review Unit
~ Overview & Process Highlights ~
The IMRU is an office within the New York City Department of Education that ensures
that all textbooks and instructional material in our classrooms contain appropriate
material for our students. The IMRU reviewers ensure that there is no
inappropriate content or references, such as foul language, religious references,
racial slurs, advertising, or sexual content. They also determine whether the
textbooks or software can be purchased using NYSTL funds.
If a School would like to purchase a particular textbook that is not available on the eCatalog, the School / ISC can contact Client Services at (718) 935-4444
Fayeh Balgobin, IMRU, at (718) 857-1283 or [email protected].
Questions?