Finance Summer Training July 1, 2018

Agenda Expenditure Coding Changes Calendars Purchasing Resources Purchasing Procedure Change

Expenditure Coding Change Coding to School Code Enhancement Teacher and School Admin Coding Coding to Central Office Split Coding X. XXXX. XXX. XXX. XXX. XXX. XX Fund. Purpose. Program. Object. School/CO. Location/User 1. User 2

Purchasing Finance Website-New Purchasing Section Purchasing Resources Requirement Summaries by Procurement Method Purchasing Flow Chart

Specific Procurement Procedures New Goods Thresholds (All Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $90,000 Large Purchase > $90,000

Threshold Purchasing Requirements Goods Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

Threshold Purchasing Requirements Goods Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Vendor Selection Why Contract & Vendor Provision Cert Board Approval > $50,000 Goods Large Purchase

Specific Procurement Procedures Types of Service Contracts Service Contracts (excluding items below) Construction & Repair Contracts Architect & Engineering Contracts

Specific Procurement Procedures New Service Contract Thresholds (Federal Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $250,000 Large Purchase > $250,000

Threshold Purchasing Requirements Federal Service Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

Threshold Purchasing Requirements Federal Services Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Vendor Selection Why Contract & Vendor Provision Cert Board Approval > $50,000 Federal Service Large Purchase

Specific Procurement Procedures Service Contract Thresholds (Other Funds) Micro Purchase < $0 Optional – Request for Proposals

Threshold Purchasing Requirements Non-federal Services use Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract Board Approval > $50,000

Specific Procurement Procedures Construction & Repair Contract Thresholds (Federal Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $250,000 Medium Purchase $250,001 - $500,000 Large Purchase > $500,000

Threshold Purchasing Requirements Federal Construction & Repair Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

Threshold Purchasing Requirements Federal Construction & Repair Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

Threshold Purchasing Requirements Price Analysis Formal Bid (2 Bidders) Minority Solicitation Publicly Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Federal Construction & Repair Medium Purchase

Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Formally Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Federal Construction & Repair Large Purchase

Specific Procurement Procedures Construction & Repair Contract Thresholds (Other Funds) Micro Purchase < $30,000 Small Purchase $30,000 - $500,000 Large Purchase > $500,000

Threshold Purchasing Requirements Non-federal Construction & Repair Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

Threshold Purchasing Requirements Non-federal Construction & Repair Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Formally Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Non-federal Construction & Repair Large Purchase

Specific Procurement Procedures Architect & Engineering Thresholds (All Funds) Micro Purchase < $50,000 Large Purchase > $50,000

Please purchase10 LED battery powered stick on tap touch lamps and 24 AAA batteries. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

Please purchase 50 HP Smartbuy Notebooks Chrome 16GB with Google Chrome OS Management console and 2 Charging Carts. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

Please contract with vendor ABC to speak at our first staff meeting in August. This is a national motivational speaker and will really inspire our staff. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

Purchasing Necessity Avoid unnecessary or duplicative items Surplus Consolidate or order separately if more economical

Purchasing Price Analysis Required for purchases (goods/services) > $90,000 Price reasonableness and/or estimates

Purchasing Full and Open Competition Bidding Geographic preferences prohibited “Brand-name” specs without equal alternative prohibited Vendor who helps develop specs cannot bid

Purchasing Bid Solicitations Clear Specifications Minority Solicitation Advertise

Purchasing Iran Divestment Act (IDA) Change Vendor Certification No Longer Required Still Prohibited from Contracting with Vendors on IDA list

Purchasing Contract Award Lowest Responsive Responsible Bidder (LRRB) Authorization to Enter into Contract Price

Purchasing Contractor Oversight Budget Manager shall maintain oversight

Purchasing Records Budget Manager is responsible for maintaining all records detailing the history of all procurements

Specific Procurement Procedures Exceptions Sole Source Emergency Inadequate Competition Awarding Agency Approval