Transcript Document 7437566

DCP Standard Operating
Procedures /
Procurement Overview
Integrated Service Center Representatives
November 10, 2006
Agenda


Introductions and Overview
Standard Operating Procedures Manual (SOPM)

Existing Procedures
 Exceptions for Empowerment Schools
 Consultant Services


Purchasing Guidelines & Thresholds for Empowerment Schools
DCP Procurement Tools

DCP Website
 FAMIS Portal
 www.shopDOE.com


DCP Client Services
Instructional Materials Review Unit (IMRU)

Overview & Process Highlights
SOPM – Existing Procedures


Empowerment Schools are still expected to follow the Department of Education’s
Procurement Rules are set forth in the SOPM.
To view the SOPM, navigate to the DCP website - http://schools.nyc.gov/Offices/DCP
 Click Policies and Procedures  Click Standard Operating Procedures  and
finally, click SOP Chapter OTPS Purchases.
SOPM – Exceptions for Empowerment Schools

Increased Procurement Card (P-Card) Purchasing Limit

P-Card limit for Empowerment Schools has been increased from $2,500 to
$5,000.
 Note: All applicable regulations and procedures still apply.

Increased Professional Services Threshold

Professional Services from Non-Contracted external vendors has been increased
from $15,000 to $25,000.
 Note: Empowerment 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.

NEW! – Purchasing from Internal DOE Professional Providers

Over 400 Professional Services from Internal DOE providers are now available
for purchase by Empowerment Schools via the FAMIS Portal.
 There are no approvals necessary for DOE Professional Services purchases.
 Note: Before purchasing Internal DOE Services, Empowerment Schools must
first commit OTPS funds to this purpose in Galaxy under the title “Internal DOE
Services – 0998.”
SOPM – 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, you must go through the
Division of Human Resources (DHR) - http://schools.nyc.gov/Offices/DHR/. 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 also not withheld by the DOE for payments 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 Service Consultants (Vendor – GOO024000 / Contract – 9600070)
Effective July 2005, the Department of Education has entered into contract with GoodTemps to secure
individual consultants to provide professional services. For additional information on the procedures
for securing these services, visit http://schools.nyc.gov/NR/rdonlyres/E7565DCE-2C8F-4882-B88FD439818CBA19/14137/DefinitionsofProfessionalConsultantPOconcernsandWa.pdf.
Note: GoodTemps will not pay any individual consultant above the maximum amount of $300 per day
without pre-approval. In addition, GoodTemps will not pay any individual consultant more than
$25,000 during the fiscal year of July 1st – June 30th without the District or FMC interviewing three
individuals or upon the submittal of a waiver signed by the respective Deputy Chancellor.
Purchasing Guidelines & Thresholds
~ Professional Services ~
PROFESSIONAL SERVICES - Contracted Services
Thresholds
$0-$25,000
>$25,000
Thresholds
Procurement
Action
Purchase Order
in FAMIS
Procurement
Action
Process
Empowerment School enters PO in FAMIS. No further approval
necessary.
Empowerment School enters PO in FAMIS. Any additional approval is
up to ISC to decide.
PROFESSIONAL SERVICES - Non-Contracted Services
Process
Timeline
NA
NA
Timeline
Vendor must register with the DOE and receive a vendor number.
10 days (for vendor
Empowerment School enters PO in FAMIS. No further approval
request process)
necessary.
a) Informal
The request must come to Division of Contracts and Purchasing, who
2 months
$25,000- Solicitation (ISR) will conduct either a) an ISR or b) Sole Source exception, depending on
$100,000 b) Sole Source / the request.
1-2 weeks
Exception
a) Request for
School must request via ISC for DCP to assist in the preparing and
5-12 months
Proposal (RFP) processing of an RFP.
>$100,000
School must request ISC to submit an Exception to the Committee on 2-3 months (from
b) Sole Source /
approval by
Contracts.
Exception
Committee)
PROFESSIONAL SERVICES – Internal DOE Professional Service Providers
Procurement
Thresholds
Process
Timeline
Action
Empowerment School allocates money to 0998 object code in Galaxy. None (but can vary
Purchase Order
$0-$ no limit
based on provider
Requests service in FAMIS E-Catalog. Service provider approves
in FAMIS
response time)
service request via FAMIS. No further approval necessary.
$0-$25,000
Purchase Order
in FAMIS
Purchasing Guidelines & Thresholds
~ Commodities ~
Thresholds
$0-$15,000
>$15,000
Thresholds
$0-$250
$250-$5,000
COMMODITIES - Contracted Items (and Non-List and Listing Applications)
Procurement
Process
Action
Empowerment School enters PO in FAMIS. No further approval
Purchase Order necessary.
in FAMIS
Empowerment School enters PO in FAMIS. Any additional approval up
to ISC to decide.
COMMODITIES - Non-Contracted Items
Procurement
Process
Action
Vendor must register with the DOE and receive a vendor number.
Purchase Order
Empowerment School enters PO in FAMIS. No further approval
in FAMIS
necessary.
Must solicit and document three (3) telephone and/or written bids.
Telephone Quote
$5,000$15,000
Written Quote
$15,000$100,000
Open Market
Agreement
(OMA)
a) Request for
Bid (RFB)
>$100,000
b) Sole Source /
Exception
Must solicit and document three (3) written bids.
The request must come to Division of Contracts and Purchasing, who
will conduct a public solicitation for the goods.
School must request via ISC for DCP to assist in the preparing and
processing of an RFB.
School must request ISC to submit an Exception to the Committee on
Contracts.
Timeline
NA
TBD
Timeline
1-5 days
1-5 days
1-5 days
2-5 months
4-10 months
(depending on
complexity)
2-3 months (from
approval by
Committee)
Purchasing Guidelines & Thresholds
~ Procurement Cards ~
PROCUREMENT CARDS
Procurement
Action
Single
$0-$5,000 Transaction with
P-Card
Thresholds
Process
Empowerment School completes transaction with P-Card. No further
approval necessary.
Timeline
NA
Empowerment School may encumber up to this amount at a given time
NA
on P-Card. Approval required by ISC for additional encumbrances
(must tie to a specific budget).
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 of 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 the ISC for payment.
$15,000
Encumbrance
~ SIPPS ~
SIPPS
SIPP (formerly IMPREST) is an electronic payment mechanism processed through the FAMIS Portal. SIPP was originally
established to facilitate “over-the-counter" purchases (e.g., postage), providing for a direct payment to the vendor or
reimbursement to the purchaser. However, with the introduction of P-Cards, SIPP should no longer be used for purchases.
Instead, SIPP should be reserved for reimbursement to NYC Department of Education employees for “business related”
expenses.
DCP Client Services
DCP Procurement Tools
Websites

Main Website - Division of Contracts &
Purchasing

http://schools.nyc.gov/Offices/DCP/default.htm
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, or sexual
content. They also determine whether the textbooks or software can be purchased using
NYSTL funds.
If an Empowerment School would like to purchase a particular textbook that is not
currently available on the e-Catalog, the process is as follows:
1. Empowerment School  Contact his/her Network Support Team Representative
2. Network Support Team Representative  Contact Colette White, IMRU Supervisor, at
(718) 935-4010.
3. Material listed on e-Catalog in timely manner.
Questions?