1. The Office of Procurement Personal Services Contracting

2. Monique Corley, Director Vacant – Contracts over $75K
The Office of Procurement
Procurement Staff
Monique Corley, Director
Vacant – Contracts over $75K
Lorraine Wince – Grants
Madeleine Morris – Contracts under $75K
Vacant – Purchasing
Vivian Taylor – Purchasing
©MDE – Basics of Personal Services Procurement

3. The Office of Procurement
Responsible for reviewing and approving personal service and professional contracts
Reviews and approves grant methodologies for the discretionary and competitive grant awards entered into by the Department
Provides technical assistance and training to department staff regarding procurement related items
©MDE – Basics of Personal Services Procurement

4. What agencies govern the Procurement Office for contractual services?
The Office of Procurement
What agencies govern the Procurement Office for contractual services?
©MDE – Basics of Personal Services Procurement

5. ©MDE – Basics of Personal Services Procurement
Agency Purview
MS Department of Finance and Administration
Commodities (Office of Accounting at MDE)
MS Department of Information and Technology Services
IT Related products and services (Office of Technology and Strategic Services at MDE)
Personal Services Contract Review Board
Personal Services contracting (Office of Procurement at MDE)
©MDE – Basics of Personal Services Procurement

6. ©MDE – Basics of Personal Services Procurement
Personal Services Contract Review Board (PSCRB)
Personal Services Contract Review Board Rules and Regulations
©MDE – Basics of Personal Services Procurement

7. Personal Services Contract Review Board (PSCRB)
Established by 1997 Mississippi Legislature
MS Code Annotated authorized PSCRB to promulgate rules and regulations governing the solicitation and selection of contractual services
Applicable only to the procurement of personal and professional services in excess of $75,000
©MDE – Basics of Personal Services Procurement

8. The Office of Procurement
The Mississippi Department of Education Contract Procurement Policy are aligned with the PSCRB rules and regulations which applies to the procurement, management, and control of all personal and professional services.
These procedures shall apply to all expenditures of public funds irrespective of their source.
©MDE – Basics of Personal Services Procurement

9. The Office of Procurement
The awarding office shall be responsible for being aware of all applicable regulations and rules governing the procurement of services, as well as ensuring that procedures are followed in the procurement process.
©MDE – Basics of Personal Services Procurement

10. Why prepare a contract? The Office of Procurement
©MDE – Basics of Personal Services Procurement

11. The Office of Procurement
A contract legally binds the contractor to specified job duties, responsibilities and performances agreed upon!
©MDE – Basics of Personal Services Procurement

12. The Office of Procurement
Before you contract… The requesting office should evaluate the available resources within the Department before determining whether or not to contract.
©MDE – Basics of Personal Services Procurement

13. The Office of Procurement
Questions to ask once the need is evident to contract!
What services are needed
When
How frequent
Where
How much
Why the service is necessary
©MDE – Basics of Personal Services Procurement

14. What type of contractor will be required to fulfill the need?
The Office of Procurement
What type of contractor will be required to fulfill the need?
©MDE – Basics of Personal Services Procurement

15. The Office of Procurement
A contract worker is an employee who has a contract to work at a set hourly wage on days needed by the agency.
An independent contractor is a hired individual who is not an employee and works at a set price.
A vendor is a person or group that sells products or services independently.
©MDE – Basics of Personal Services Procurement

16. Methods of Source Selection for Independent Contractors
Written Quotations
PSCRB Preapproved Vendor Lists
Competitive Sealed Bids
Invitation for Bids (IFB)
Competitive Sealed Proposals
Request for Proposals (RFP)
Competitive Sealed Qualifications
Statement of Qualifications (SOQ)
Alternative Procurement (RFA)
Request for Applications
©MDE – Basics of Personal Services Procurement

17. The Office of Procurement
Quotes - agency provides description of service and the vendor sets the price as the lowest and best bid is awarded. IFB - agency provides required specifications as the vendor submits specifications along with cost as the lowest and best bid is awarded. (e.g. Commodities, equipment, furniture, etc.) RFP - agency provides the outcome and deliverables needed for a service as the vendor provides a demonstration of their ability to perform the work along with cost to accomplish outcome; award is based on weighted criteria. RFQ - agency provides scope or outcome for services as the contractor provides qualifications and demonstration of their ability to perform the work along with cost; award is based on weighted criteria. RFA - agency specifies price and requirements for services as the contractor submits experience and qualifications; award is based on weighted criteria.
©MDE – Basics of Personal Services Procurement

18. Independent Contractors ©MDE – Basics of Personal Services Procurement
Written Quotations
Independent Contractors
Quotes are not required up to $5,000
$5,000 to $50,000 – 2 written quotes
Greater than $50,000 and up to $75,000 – 3 written quotes
©MDE – Basics of Personal Services Procurement

19. Obtaining Quotes What you need to know!
The Office of Procurement
Obtaining Quotes What you need to know!
©MDE – Basics of Personal Services Procurement

20. The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE PROCUREMENT WEB PAGE EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services Procurement

21. ©MDE – Basics of Personal Services Procurement
Written Quotations
Award to the vendor offering the lowest and best bid or proposal
If minimum number of quotes are not obtained, provide a memo with an explanation of why this was not accomplished
Vendors submitting responses shall be promptly notified in writing of the contract award
©MDE – Basics of Personal Services Procurement

22. Written Quotation Requirements
Signed on letterhead or otherwise identifiable to be valid
Contain a statement of price
Terms of the agreement
Description of services
Name, address, and telephone number
©MDE – Basics of Personal Services Procurement

23. PSCRB Pre-Approved Vendor List What you need to know!
The Office of Procurement
PSCRB Pre-Approved Vendor List
What you need to know!
©MDE – Basics of Personal Services Procurement

24. PSCRB Preapproved Vendor Lists
PSCRB issues a competitive procurement
Pricing is regional
Encouraged to use lowest price but not required
Applicable to MDE so competing isn’t required
Strongly suggest utilizing these vendors
©MDE – Basics of Personal Services Procurement

25. PSCRB Preapproved Vendor Lists
Current list includes:
Janitorial Services
Nursing
Temporary staffing
Mobile shredding
Lawn/Landscaping
Located at
©MDE – Basics of Personal Services Procurement

26. Invitation for Bid (IFB) What you need to know!
The Office of Procurement
Invitation for Bid (IFB) What you need to know!
©MDE – Basics of Personal Services Procurement

27. The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE PROCUREMENT WEB PAGE EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services Procurement

28. Invitation for Bids (IFB) Definition
Inviting and obtaining bids from competing sources in response to an advertised competitive specification
Through the issuance of an Invitation for Bid (IFB) by which an award is made to the lowest and best bidder meeting the specifications and does not include discussions or negotiations with bidders.
©MDE – Basics of Personal Services Procurement

29. ©MDE – Basics of Personal Services Procurement
Invitation for Bids
Notice of IFB should be sent to a sufficient number of bidders to promote competition
If expected to exceed $75,000
Publicized in the newspaper
Posted on the MDE public notice website
Posted on the MS Contract/Procurement Opportunity Search Portal
©MDE – Basics of Personal Services Procurement

30. Invitation for Bids (IFB) Content:
Include instruction and information concerning submission requirements:
Time and date set for receipt of bids
Address to which bids are to be delivered
Maximum time for bid acceptance
Any additional special information
cont.
©MDE – Basics of Personal Services Procurement

31. Invitation for Bids (IFB) Content:
Purchase description, evaluation factors, delivery of performance schedule, and
Any additional inspection and acceptance requirements not included in the purchase description
Contract terms and conditions, including warranty and bonding or other security requirements
©MDE – Basics of Personal Services Procurement

32. Request for Proposal (RFP) What you need to know!
The Office of Procurement
Request for Proposal (RFP) What you need to know!
©MDE – Basics of Personal Services Procurement

33. Request for Proposals (RFP)
FORMS REQUIRED ARE FOUND ON THE PROCUREMENT WEB PAGE EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services Procurement

34. Competitive Sealed Proposals Definition
The process requires requesting and obtaining proposals from competing sources in response to an advertise competitive specification, through the issuance of a Request for Proposals (RFP).
The award is made to the offeror who receives the highest score based on weighted evaluation criteria outlined in the RFP and may includes discussions and negotiations with offerors
©MDE – Basics of Personal Services Procurement

35. Request for Proposals (RFP)
A department will use this method of procurement when the use of competitive sealed bids is determined to be either not practicable or advantageous to the State of Mississippi.
©MDE – Basics of Personal Services Procurement

36. Request for Proposals (RFP)
If expected to exceed $75,000
Publicized in the newspaper
Posted on the MDE public notice website
Posted on the MS Contract/Procurement Opportunity Search Portal
©MDE – Basics of Personal Services Procurement

37. Request for Proposals (RFP) Content
In addition to the requirements for an IFB, the RFP must include a statement that discussions may be conducted with offerors who submit proposals determined to be reasonably susceptible of being selected for award, but that proposals may be accepted without such discussions
Include statement of when and how price should be submitted
©MDE – Basics of Personal Services Procurement

38. Type of services required
Request for Proposals (RFP)
Content include:
Type of services required
Description of the work involved
Estimate of when and for how long services will be required
Type of contract to be used
Date by which proposals for the performance of the services shall be submitted
©MDE – Basics of Personal Services Procurement

39. Request for Proposals (RFP) Content
Statement that the proposals shall be in writing
Statement that offeror may designate portions of the proposal which contain trade secrets or other proprietary data which may remain confidential
Statement of minimum information that the proposal shall contain, including:
©MDE – Basics of Personal Services Procurement

40. Request for Proposals (RFP) Content
Offeror’s name, principal place of business location, and place of performance, if different
Age of business, average number of employees over a previous period of time
Abilities, qualifications, and experience of all persons who would be assigned
Listing of other contracts similar in scope, size, or disciplines
Plan of how the services will be performed
©MDE – Basics of Personal Services Procurement

41. Request for Proposals (RFP) Content
Factors to be used in the evaluation and selection process and their relative importance
Evaluation shall be performed using a standard, 100 point scoring scale
Example:
Proposed Plan – 30 points
Ability to Perform Services – 20 points
Personnel, Equipment, and Facilities – 15 points
Price proposal – 20 points
Record of Past Performance – 15 points
©MDE – Basics of Personal Services Procurement

42. Request for Qualifications (RFQ)
The Office of Procurement
Request for Qualifications (RFQ)
What you need to know!
©MDE – Basics of Personal Services Procurement

43. The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE PROCUREMENT WEB PAGE EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services Procurement

44. Competitive Sealed Qualifications Definition
Process of requesting and obtaining statements of qualifications from competing sources in response to advertised competitive specifications, through the issuance of a Request for Qualifications (RFQ), by which an award is made to the respondent who receives the highest score based on weighted evaluation criteria outlined in the RFQ and includes discussions with respondents.
©MDE – Basics of Personal Services Procurement

45. Request for Qualifications
A department can use this method of procurement when there are multiple independent contractors whose scope of service is the same and pricing is set by the agency.
©MDE – Basics of Personal Services Procurement

46. Request for Qualifications
If expected to exceed $75,000
Publicized in the newspaper
Posted on the MDE public notice website
Posted on the MS Contract/Procurement Opportunity Search Portal
©MDE – Basics of Personal Services Procurement

47. Request for Qualifications (RFQ) Content
Statement of minimum information that the SOQ should contain:
Respondent name, principal place of business location, and place of performance if different
Age of business, average number of employees over a previous period of time
Qualifications and experience of all persons who would be assigned
Listing of other contracts similar in scope, size, or disciplines
©MDE – Basics of Personal Services Procurement

48. Request for Qualifications (RFQ) Content
Description of the services to be provided
Qualifications required
Manner in which SOQ’s will be evaluated
Estimate of dates and length of services that will be required
Type of contract to be used
Deadline and manner the SOQ’s are to be submitted
Required form and content of the SOQ
©MDE – Basics of Personal Services Procurement

49. Request for Qualifications (RFQ) Content
Method through which a price will be determined
Deadline for submission of questions and posting of answers, if applicable
Information regarding the pre-conference, if applicable
Information regarding discussions with acceptable respondents, if applicable
©MDE – Basics of Personal Services Procurement

50. Methods of Source Selection for Contract Workers
Contract Workers Threshold
Quotes are not required up to $5,000
$5,000 to $50,000 – Request for Applications
Over $75,000 – Request for Qualifications/Applications
©MDE – Basics of Personal Services Procurement

51. Request for Applications (RFA) What you need to know!
The Office of Procurement
Request for Applications (RFA) What you need to know!
©MDE – Basics of Personal Services Procurement

52. The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE PROCUREMENT WEB PAGE EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services Procurement

53. Request for Applications (RFA)
Governs procurement process for contract workers greater than $5,000
MDE policies and procedures up to $75,000
Additional requirements and PSCRB approval for contracts exceeding $75,000
©MDE – Basics of Personal Services Procurement

54. Contract Workers exceeding $75,000
Additional requirements
Publicize on the Mississippi Contract/Procurement Opportunity Search Portal
Publicize in the employment section of a newspaper
Same committee must evaluate all applications
Notification of award given in writing to all applicants classified as acceptable
©MDE – Basics of Personal Services Procurement

55. Request for Applications (RFA)
Content include:
Job duties
Minimum qualifications
Rate of pay per hour and maximum number of hours for the contract period
Instructions for applying
©MDE – Basics of Personal Services Procurement

56. ©MDE – Basics of Personal Services Procurement
RFA Process
Use the Contract Worker Rate of Pay Determination Form to support rate of pay from the following choices
Comparable positions on the Mississippi State Personnel Board’s website as demonstrated through the characteristics and examples of work outlined in the job description
Obtain salary data from MSIS for school personnel, I.E. superintendents, teachers, administrators, federal program directors, counselors
Obtain salary data from private industry performing comparable services
cont.
©MDE – Basics of Personal Services Procurement

57. ©MDE – Basics of Personal Services Procurement
RFA Process
Draft the RFA based upon a template posted on the Office of Procurement’s website and submit for approval
Upon procurement’s approval, forward to Office of Technology and Strategic Services (OTSS) to post on the Public Notice Section of the MDE website
Review applications for responsiveness
©MDE – Basics of Personal Services Procurement

58. ©MDE – Basics of Personal Services Procurement
RFA Process
Send letters of notification to any non-responsive applicants advising that their application has been declared non-responsive
Have a committee that will review all responsive applications and select the top applicants to recommend to their Director who will decide whether or not to accept the recommendations
©MDE – Basics of Personal Services Procurement

59. ©MDE – Basics of Personal Services Procurement
RFA Process
Forward contract packet to the Office of Procurement for all successful candidates receiving a contract
Program office to maintain copies of:
The approved RFA, screen shot from MDE website documenting the posting of the RFA
All applications and supporting documents that are received
©MDE – Basics of Personal Services Procurement

60. ©MDE – Basics of Personal Services Procurement
RFA Process
Letters sent to the non-responsive applicants
Executed contracts
All selection documents
©MDE – Basics of Personal Services Procurement

61. The Office of Procurement
Now that we have established protocol for contracts over $75K, let’s discuss steps for contracting under $75K.
©MDE – Basics of Personal Services Procurement

62. The Office of Procurement
Service required
Cost determination
Method of procurement
Review procurement submission timelines
Secure forms on the procurement webpage
Complete appropriate contract checklist
Review for accuracy
Submit to procurement for review and approval
Notice of final signature
Execute contract
Notify contractor to begin work
©MDE – Basics of Personal Services Procurement

63. Contract Administration - Program Office
Approved invoice marked final will be transmitted to Accounting
Include instructions to de-obligate any remaining balance on contract when submitting final invoice to Accounting
Final invoice shall be transmitted to Accounting as quickly as possible and must be submitted within 30 days after the end of the contract
©MDE – Basics of Personal Services Procurement

64. Contract Administration – Program Office
Monitoring of actual progress against work schedules
Coordination of furnishing the necessary materials
Recommendation of no cost modifications
Recommendation of modifications involving increased costs
©MDE – Basics of Personal Services Procurement

65. Contract Administration – Program Office
Contract Worker performance review should be done biannual
Retain copy of any correspondence relative to the contract and indicate contract number on all correspondence
Contract closeout process
Verify the budget has not been exceeded
Verify required documentation is on file for all payments
©MDE – Basics of Personal Services Procurement

66. Contract Administration – Program Office
Monitor all contracts monthly to confirm:
Review and approval of contract deliverables
Compliance with contractual terms
Coordination of the flow of information between the parties
Response to requests of the contractor
Monitoring of disbursements against the contract budget
©MDE – Basics of Personal Services Procurement

67. Questions & Answers The Office of Procurement
©MDE – Basics of Personal Services Procurement