Presented by: CCSD Procurement Services Department How to do Business with the Cobb County School District 1

CCSD Statistics  2nd largest school district in Georgia  24th largest school district in U.S.  111,460 students  114 schools  Largest employer in Cobb County (16,468 employees) 2

CCSD Procurement Statistics Fiscal Year 2015 CCSD Procurement Statistics Fiscal Year 2015 Approximately $109,749,000 on purchase orders (excluding construction and service contracts). Approximately $109,749,000 on purchase orders (excluding construction and service contracts). Approximately $71,258,000 on construction and service contracts. Approximately $71,258,000 on construction and service contracts. Approximately $8,980,000 in procurement card transactions. Approximately $8,980,000 in procurement card transactions. 3

CCSD Procurement Statistics Fiscal Year 2015 CCSD Procurement Statistics Fiscal Year Request for Proposals issued or renewed 67 Request for Proposals issued or renewed 84 Invitation for Bids issued or renewed 84 Invitation for Bids issued or renewed 65 Request for Quotes issued or renewed 65 Request for Quotes issued or renewed 4

How We Purchase Procurement Card Procurement Card  Used to make small dollar purchases. Purchase Order Purchase Order  Most common method of purchasing goods. Performance Contract Performance Contract  Typically used for services. 5

How We Purchase Purchases totaling under $10,000 and not already under contract are handled at the school/department level. Purchases totaling under $10,000 and not already under contract are handled at the school/department level. Purchases totaling $10,000 or more and not already under contract are handled through the Procurement Services Department. Purchases totaling $10,000 or more and not already under contract are handled through the Procurement Services Department. 6

Request for Quote (RFQ) Request for Quote (RFQ) Solicitation method utilized when purchases total between $10,000 and $49, Solicitation method utilized when purchases total between $10,000 and $49, Advertised on CCSD Current Solicitations website ~1 week. 2. No public opening. 3. Awarded to lowest priced responsive and responsible vendor. 7

Invitation for Bid (IFB) Solicitation method that may be utilized when purchases total $50,000 or more Solicitation method that may be utilized when purchases total $50,000 or more 1. Advertised on CCSD Current Solicitations website and local TV Channels 23/ Typically “on the street” for two (2) weeks. 3. A public opening is held. 4. Awarded to lowest priced responsive and responsible bidder. 8

Request for Proposal (RFP) Request for Proposal (RFP) Solicitation method that may be utilized when purchases total $50,000 or more. Solicitation method that may be utilized when purchases total $50,000 or more. 1. Advertised on CCSD Current Solicitations website and local TV Channels 23/ Typically “on the street” for two (2) weeks. 3. No public opening. 4. Pre-determined criteria including cost are evaluated by a committee to determine which proposal offers the best overall solution. 9

Solicitation Process A central office department or school (end-user) must submit a request to Procurement Services to start the solicitation process. A central office department or school (end-user) must submit a request to Procurement Services to start the solicitation process. The end-user provides specifications or scope of work for the solicitation and works with Procurement to finalize the solicitation. The end-user provides specifications or scope of work for the solicitation and works with Procurement to finalize the solicitation. The solicitation is released when the end-user and Procurement Services have reviewed and approved the solicitation. The solicitation is released when the end-user and Procurement Services have reviewed and approved the solicitation. 10

Construction projects may include: New / Replacement Facilities New / Replacement Facilities Additions / Modifications to Existing Facilities Additions / Modifications to Existing Facilities Maintenance / Renovation / Upgrades to Existing Facilities Maintenance / Renovation / Upgrades to Existing Facilities Athletic Facility Improvements Athletic Facility Improvements ADA Projects ADA Projects Construction Solicitations Construction Solicitations 11

Projects may include but not limited to: Electrical upgrades / lighting modifications Electrical upgrades / lighting modifications Flooring replacement Flooring replacement HVAC replacement HVAC replacement Plumbing modifications and upgrades Plumbing modifications and upgrades Painting (interior and exterior) Painting (interior and exterior) Paving Paving Playground equipment replacement and re-surfacing Playground equipment replacement and re-surfacing Canopy replacement Canopy replacement Construction Projects 12

Vendors must pre-qualify to participate in the CCSD construction solicitation process District Administrative Rule FGC-R District Administrative Rule FGC-R Currently requires AIA-305, specific bonding capacity and affidavit stating they are not currently disqualified from bidding with CCSD. Currently requires AIA-305, specific bonding capacity and affidavit stating they are not currently disqualified from bidding with CCSD. State law allows entities to require that vendor must have experience on projects within 30% of scope of current project. State law allows entities to require that vendor must have experience on projects within 30% of scope of current project. Construction Contractor Pre-qualification 13

Awarded IFB’s, RFP’s & RFQ’s Awarded IFB’s, RFP’s & RFQ’s Awards may be viewed at: Departments – Procurement Services Departments – Procurement Services Awarded IFB’s, RFP’s and RFQ’s Awarded IFB’s, RFP’s and RFQ’s Award letter and evaluation sheet or tab sheet Award letter and evaluation sheet or tab sheet 14

Vendor Registration Your company can be added to the CCSD vendor database by completing a vendor registration form and applicable documents regarding the Georgia Security and Immigration Compliance Act, as amended, Act OCGA et. seq. The vendor registration form is posted on the CCSD website at: Departments – Procurement Services Vendor Registration Completed forms may be submitted via: Fax: Mail:Cobb County School District 6975 Cobb International Blvd., Suite D Kennesaw, GA

Vendor must be in compliance with all applicable federal and state security and immigration laws including the Georgia Security and Immigration Compliance Act. Vendor must be in compliance with all applicable federal and state security and immigration laws including the Georgia Security and Immigration Compliance Act. Vendor is required to affirm this by completing and returning any required compliance documents. Vendor is required to affirm this by completing and returning any required compliance documents. Georgia Security and Immigration Compliance Act (OCGA and ) Georgia Security and Immigration Compliance Act (OCGA and ) 16

CCSD does not maintain an “Approved Vendors List.” Any vendor wishing to submit a response to a solicitation may do so without previously being entered into our vendor database. Due to the large number of vendors in CCSD’s database, not all vendors will necessarily be sent an announcement each time a solicitation is issued. Vendors are encouraged to check the CCSD website on a regular basis for opportunities to respond to a solicitation. The Vendor Handbook posted on the Procurement Services website contains detailed information about how to do business with CCSD. Vendor Registration 17

Tips for Doing Business with CCSD Check CCSD Current Solicitations website frequently. Check CCSD Current Solicitations website frequently. Read the solicitation carefully. Read the solicitation carefully. The CCSD general terms and conditions are posted on the Procurement Services website and are applicable to all solicitations. These terms and conditions are not negotiable. The CCSD general terms and conditions are posted on the Procurement Services website and are applicable to all solicitations. These terms and conditions are not negotiable. Each solicitation contains special terms and conditions that are specific to that solicitation. Each solicitation contains special terms and conditions that are specific to that solicitation. 18

Tips for Doing Business with CCSD Attend site visits and/or pre-bid meetings when offered as part of the solicitation. Attend site visits and/or pre-bid meetings when offered as part of the solicitation. Complete and return all required forms (e.g. immigration documents). Complete and return all required forms (e.g. immigration documents). BE ON TIME!! Bids/Proposals delivered after the date and time due will not be considered. BE ON TIME!! Bids/Proposals delivered after the date and time due will not be considered. Vendors should not provide goods or services until they have received a CCSD purchase order or fully executed performance contract. Vendors should not provide goods or services until they have received a CCSD purchase order or fully executed performance contract. 19

Procurement Services Staff Procurement Services Staff 20 NameTitleSupport AssignmentPhone Gary BlountPurchasing AgentMaintenance, SPLOST, Technology Elaine BynumPurchasing AgentC&I, FNS, Finance, HR, Transportation Jeanette GrayBuyerC&I, Finance, HR, Technology Debra Rae HawkinsBuyerC&I, FNS, Finance, HR, Transportation Franklin LawsonSenior BuyerC&I, FNS, HR, Technology Chris McSpaddenPurchasing AgentMaintenance, SPLOST, Technology Debra ReedBuyerMaintenance, Vendor Registration Dale Waldron Procurement Specialist P-cards, Training June WolfenbargerSenior BuyerC&I, FNS, Finance, HR, Transportation David Odom– Director Barbara Bates – Assistant Director Damaris Whyte – Procurement Clerk