Presentation on theme: "DCP Standard Operating Procedures Procurement Overview"— Presentation transcript:
1DCP Standard Operating Procedures Procurement Overview
2Agenda Introductions and Overview Standard Operating Procedures Manual (SOPM)Changes for SchoolsConsultant ServicesPurchasing Guidelines & Thresholds for SchoolsMTAC (Multiple Task Award Contracts)DCP Procurement ToolsDCP WebsiteFAMIS PortalInstructional Materials Review Unit (IMRU)Overview & Process Highlights
3SOPM – Standard Operating Procedures Manual Schools are expected to follow the Department of Educations Procurement Rules that are set forth in the SOPMTo view the SOPM, navigate to the DCP website:Click Policies and ProceduresClick Standard Operating Procedures ManualClick Other Than Personal Services (OTPS) PurchasesClick SOPM Chapter OTPS Purchases Issued: March 2006
4Changes for SchoolsFuture enhancements – SOPM will be updated to reflect the items below.Increased Procurement Card (P-Card) Purchasing Limit & FunctionalityP-Card limit for schools has been increased from $2,500 to $5,000 per transactionMaximum spending limit of $15,000 per P-Card at any one timeMultiple object codes (100, 300, 400 series & 451) on a single P-CardFAMIS onscreen Expense Reporting and Certification (Coming Soon!)Note: All applicable regulations and procedures still applyIncreased Professional Services ThresholdProfessional Services / Competitive Bids limit from Non-Contracted vendors has been increased to $25,000Professional 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
5Changes for SchoolsNEW! – Purchasing from Internal DOE Professional ProvidersOver 400 Professional Services from Internal DOE providers are now available for purchase by Schools via the FAMIS PortalApprovals are not required for DOE Professional Services purchasesNote: Before purchasing Internal DOE Services, schools must first commit OTPS funds to this purpose in Galaxy under the title “Internal DOE Services – 0998”
6Consultant 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) – 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 VendorsIndividual 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: NYS / 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, visit4. GoodTemps Professional Services Consultants (Vendor: GOO / Contract #: )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, visitNote: 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 1 – June 30 without the District or FMC interviewing three individuals or upon the submittal of a waiver signed by the respective Deputy Chancellor.
7Multiple Task Award Contract (MTAC) Procedures 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 timeExpedited processing for POs under $25kMini-bid process and utility will apply for service needs in excess of $25kAn on-line utility has been developed for conducting mini-bids; training will be scheduled shortlyServices will be accessed through the FAMIS Portal, including the mini-bid utility.
8Purchasing Guidelines & Thresholds ~ Professional Services ~ PROFESSIONAL SERVICES – Contracted ServicesThresholdsProcurement ActionProcessTimeline$0 - $25,000Purchase Order in FAMISSchool enters PO in FAMIS. No further approval necessaryN/A>$25,000School enters PO in FAMIS. Review and approval by ISCUp to 5 daysPROFESSIONAL SERVICES – Non-Contracted Services$0 - $250No Bid POSchool enters No Bid purchase order in FAMIS. No further approval necessary.$250 - $5,000Telephone Quotes/3 Bid POSchool must solicit and document three (3) telephone quotes,then enter 3 Bid PO. No further approval necessary.$5,000 -$25,000Written Quotes/3 Bid POSchool or ISC must solicit and document three (3) written quotes,$250 -$25,000Sole Source/ ExceptionsSchool or ISC must document sole source or exception,then enter PO. No further approval necessary.$25,000 - $100,000a) 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 request2 monthsb) Exception (Sole Source)1-2 weeks>$100,000a) Request for Proposals (RFP)ISC must request for DCP to assist in the preparation and processing of an RFP5-12 monthsb) ExceptionISC must submit an Exception to the Committee on Contracts2-3 months (from approval by Committee)
9Purchasing Guidelines & Thresholds ~ Commodities ~ PROFESSIONAL SERVICES – Internal DOE Professional Service ProvidersThresholdsProcurement ActionProcessTimeline$ No LimitPurchase Order in FAMISSchool 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$0 - $100,000School enters PO in FAMIS. No further approval necessaryN/A>$100,000School enters PO in FAMIS. Review and approval by ISCUp to 5 days
10Purchasing Guidelines & Thresholds ~ Commodities ~ COMMODITIES – Non-Contracted ItemsThresholdsProcurement ActionProcessISC / DCP Response$0 - $250Purchase Order in FAMISIf 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$250 - $5,000Telephone QuotesSchool gets telephone quotes from three (3) vendors, then enter PO in FAMIS. No further approval necessary.Sole SourceSole Source approval by school$5,000 -$15,000Written QuotesSchool gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary.$15,000 -$100,000Open Market Agreement (OMA)The request must come to DCP, who will conduct a public solicitation for the goods2-5 monthsRequest must come to DCP for approval if determined to comply with SOPM> $100,000Request for Bid (RFB)School or ISC must request DCP to assist in the preparation and processing of an RFB4-10 months (depending on complexity)ISC, on behalf of the school, must submit an Exception to the Committee on Contracts if determined to comply with SOPM3-4 months (from approval by Committee)
11Purchasing Guidelines & Thresholds ~ Procurement Cards / SIPPs~ Procurement ActionProcessTimeline$0 - $5,000Single Transaction with P-CardFollowing bidding procedures as outlined in SOPM, School completes transaction with P-Card.No further approval necessaryN/A$0 - $15,000EncumbranceSchool may encumber up to this amountat any given time on P-Card.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.SIPPsA 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.
65Instructional 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 e-Catalog, the School / ISC can contact Client Services at (718)Fayeh Balgobin, IMRU, at (718) or