DCP Standard Operating Procedures / Procurement Overview Integrated Service Center Representatives November 10, 2006

Agenda Introductions and Overview Standard Operating Procedures Manual (SOPM)  Existing Procedures  Exceptions for Empowerment Schools  Consultant Services Purchasing Guidelines & Thresholds for Empowerment Schools DCP Procurement Tools  DCP Website  FAMIS Portal  DCP Client Services Instructional Materials Review Unit (IMRU)  Overview & Process Highlights

SOPM – Existing Procedures Empowerment Schools are still expected to follow the Department of Education’s Procurement Rules are set forth in the SOPM. To view the SOPM, navigate to the DCP website -  Click Policies and Procedures  Click Standard Operating Procedures  and finally, click SOP Chapter OTPS Purchases.

SOPM – Exceptions for Empowerment Schools Increased Procurement Card (P-Card) Purchasing Limit  P-Card limit for Empowerment Schools has been increased from $2,500 to $5,000.  Note: All applicable regulations and procedures still apply. Increased Professional Services Threshold  Professional Services from Non-Contracted external vendors has been increased from $15,000 to $25,000.  Note: Empowerment 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. NEW! – Purchasing from Internal DOE Professional Providers  Over 400 Professional Services from Internal DOE providers are now available for purchase by Empowerment Schools via the FAMIS Portal.  There are no approvals necessary for DOE Professional Services purchases.  Note: Before purchasing Internal DOE Services, Empowerment Schools must first commit OTPS funds to this purpose in Galaxy under the title “Internal DOE Services – 0998.”

SOPM – 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, you must go through the Division of Human Resources (DHR) - 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 also not withheld by the DOE for payments 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, visit 4. GoodTemps Professional Service Consultants (Vendor – GOO / Contract – ) Effective July 2005, the Department of Education has entered into contract with GoodTemps to secure individual consultants to provide professional services. For additional information on the procedures for securing these services, visit D439818CBA19/14137/DefinitionsofProfessionalConsultantPOconcernsandWa.pdf. D439818CBA19/14137/DefinitionsofProfessionalConsultantPOconcernsandWa.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 1st – June 30th without the District or FMC interviewing three individuals or upon the submittal of a waiver signed by the respective Deputy Chancellor.

Purchasing Guidelines & Thresholds ~ Professional Services ~

Purchasing Guidelines & Thresholds ~ Commodities ~

Purchasing Guidelines & Thresholds ~ Procurement Cards ~ ~ SIPPS ~ Thresholds Procurement Action ProcessTimeline $0-$5,000 Single Transaction with P-Card Empowerment School completes transaction with P-Card. No further approval necessary. NA $15,000Encumbrance Empowerment School may encumber up to this amount at a given time on P-Card. Approval required by ISC for additional encumbrances (must tie to a specific budget). NA 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 of 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 the ISC for payment. PROCUREMENT CARDS

DCP Client Services DCP Procurement Tools

Websites Main Website - Division of Contracts & Purchasing

DCP Client Services (718) 935 – 4444

DCP Client Services

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, or sexual content. They also determine whether the textbooks or software can be purchased using NYSTL funds. If an Empowerment School would like to purchase a particular textbook that is not currently available on the e-Catalog, the process is as follows: 1. Empowerment School  Contact his/her Network Support Team Representative 2. Network Support Team Representative  Contact Colette White, IMRU Supervisor, at (718) Material listed on e-Catalog in timely manner.

Questions?