DCP Standard Operating Procedures Procurement Overview

Agenda 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 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 Future enhancements – SOPM will be updated to reflect the items below. 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 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 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 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.

Multiple 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 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 Procurement Action Process Timeline $0 - $25,000 Purchase Order in FAMIS School enters PO in FAMIS. No further approval necessary N/A >$25,000 School enters PO in FAMIS. Review and approval by ISC Up to 5 days PROFESSIONAL SERVICES – Non-Contracted Services $0 - $250 No Bid PO School enters No Bid purchase order in FAMIS. No further approval necessary. $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. $5,000 -$25,000 Written Quotes/ 3 Bid PO School or ISC must solicit and document three (3) written quotes, $250 - $25,000 Sole Source/ Exceptions School or ISC must document sole source or exception, then enter PO. No further approval necessary. $25,000 - $100,000 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 2 months b) Exception (Sole Source) 1-2 weeks >$100,000 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)

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 $0 - $100,000 School enters PO in FAMIS. No further approval necessary N/A >$100,000 School enters PO in FAMIS. Review and approval by ISC Up to 5 days

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 $250 - $5,000 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 $5,000 -$15,000 Written Quotes School gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary. $15,000 -$100,000 Open Market Agreement (OMA) The request must come to DCP, who will conduct a public solicitation for the goods 2-5 months Request must come to DCP for approval if determined to comply with SOPM > $100,000 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) 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)

Purchasing Guidelines & Thresholds ~ Procurement Cards / SIPPs~ 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. 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

Websites Main Website – Division of Contracts & Purchasing http://schools.nyc.gov/DCP

DCP Client Services (718) 935 – 4444

PurchasingPortal @schools.nyc.gov 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 e-Catalog, the School / ISC can contact Client Services at (718) 935-4444 Fayeh Balgobin, IMRU, at (718) 857-1283 or IMRUInquiries@schools.nyc.gov.

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