PROCUREMENT OVERVIEW Borough Field Support Center Division of Contracts and Purchasing David Ross, Executive Director Susan Dick McKeon, Chief Administrator Joy Gentolia, Director

OVERVIEW  ShopDOE and E-catalog  MTAC  Grants Contract Process  Purchasing Threshold and Guidelines  Resources 2

3 ShopDOE & E-catalog

Key Objectives of new Search Engine Search across multiple fields from one text box More intuitive and user–friendly Spell correction, auto complete and other search functionalities Vendors can better present wares through keywords, images, synonyms etc. A seamless integration of ShopDOE with FAMIS PO Module Ability to save ‘favorite’ searches for future use 4

ShopDOE Login 5 To electronically send your Shopping cart to FAMIS for processing you must login to ShopDOE with your central user name and password To browse the site, without the capability of electronic submission of shopping cart to FAMIS, login with your address of choice

ShopDOE Home Page 6 Search Box: Search on Keywords Item#, model# etc Click on a specific category/sub category To explore items in the category

Type ahead and Left Hand Navigation 7 Search Box: Search on Keywords Item#, model# etc

Create, Save and Share Shopping Cart 8

Send Shopping Cart to FAMIS for Processing 9 Personal information tied to your personal DOE credentials Find your location address

My Account - View Saved Shopping List 10 Click on the Shopping List you want to view

My Account - View Saved Shopping List Continued The List is dynamic. Price changes or Item deletion will automatically be updated Add to Cart Or Rename Copy, delete entire cart or single item

FAMIS PO Module Click on ShopDOE Order Request to view Order Request waiting for processing Enter District and Location code

FAMIS PO MODULE Continued Click on the tabs to view Order Request in different status Select the Order Request Number you want to view and click Select

Order Request Detail Click on the tabs to view commodity specific Order Requests An entire Order Request Can be rejected Item Quantity can be changed as well as deleted Changes must have a reason

Relationship between PO Module & Order Request History in ShopDOE The different Order Request Status Changes made to an Order Request In FAMIS PO Module will be reflected in Order Request History in ShopDOE. For additional information click into an Order Request ID#

16 Multiple Task Award Contract (MTAC)

MTAC  Multiple contracts for similar services allow users to compare and access services on an as needed basis  Contracts are initially established through a pre- qualification process  Similar to an RFP except that every proposal that meets the requirements is awarded a contract  Open-ended solicitation, allowing vendors to submit proposals at any time 17

Differences between an RFP and an MTAC RFPMTAC Due dates One time for all proposal submissions Open enrollment Reviews based on Pre-Set Evaluation Criteria Awards are made Usually one or a few proposers Any number of programs Who does work Determined at contract award stage Determined by users. If >$25K, schools are required to conduct competitive mini-bid process. 18

Why use MTAC contracts?  Listed vendors have been screened/pre-qualified.  There are many vendors to choose from.  Listed vendors have DOE contracts, so there’s quick access to services.  Used appropriately, they meet our legal requirements for competition to assure “best value.” 19

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MTAC School Process  Services under $25,000 require no competition. Schools can cut a PO directly against an MTAC contract.  Above $25,000, schools are required to login to the MTAC tool to create a scope of services and conduct a mini-bid solicitation among the awarded vendors in their component areas. Vendors will be required to provide a statement of work and pricing based on their contracted services which will be evaluated and scored by the school. School will then be able to secure services via purchase order. 21

MTAC Thresholds MTAC Threshold Vendor(s) (Minimum) Required # of Proposals (Minimum) Committee Members (Minimum) $0 - $25,000N/A >$ 25,000 - $100,000 3 (School selects 2 -- MTAC system selects 1) 21 >$100,000 - $250,000 5 (School selects 3 -- MTAC system selects 2) 33 > $250,000All13 22

Using the MTAC Selection Tool Scope of service should have adequate information for vendors to offer a clear and complete response:  Objective o Identify needs that are specific to your school and its population. o Tell where the school is located.  Deliverables include grade level, # of students/teachers involved and other information that will assist vendors to submit a competitive response.  Work tasks/Timeline – Include any specific tasks that are required and include day/frequency/duration of the services.  Never refer to a specific vendor or vendor’s program.  Negotiate with vendors to offer better pricing or additional services and/or suggest large orders discounts off contract prices. 23

Using the MTAC Selection Tool(cont.) Evaluation Committee  # of Members based on the procurement threshold.  Members are not permitted to report to or supervise another committee member.  Select individuals that are familiar with the services needed. 24

Open MTAC Procurements 25

Grants Contract Process Grants Contract Process 26

Vendor Named in A Grant >$25K  Vendors named in the grant are posted in the grant tracking system  If vendor has an MTAC contract whose services mirror the services sought in the grant, school/office may proceed with the PO. If no existing MTAC contract:  Contract request is submitted to DCP by school/office: Award notification Work plan/Budget Copy of Proposal/Application Request Letter  DCP Attorney reviews request and grant package  DCP Attorney drafts a contract and electronically sends to vendor and DOE program director/school 27

 Vendor reviews and agrees in principle  DCP Attorney sends contract to Corporation Counsel for approval  Contracts are vetted and approved by DOE senior management and PEP  Contracts are signed and registered with the NYC Comptroller  Approved contracts are registered and an electronic confirmation is provided to the school/office  Purchase order is issued to the vendor 28 Vendor Named in A Grant >$25K – cont.

Purchasing Thresholds and Guidelines Purchasing Thresholds and Guidelines 29

PROFESSIONAL SERVICES – Contracted Services ThresholdsProcurement ActionProcessTimeline $0 - $25, Contracted Purchase Order in FAMIS School enters PO in FAMIS. Principal approves PO. No further approval necessary. N/A Over $25, School enters PO in FAMIS. Review and approval by Principal and CFN is required. MTAC Required for Vendors with MTAC Contracts. Up to 5 days PROFESSIONAL SERVICES – Non-Contracted Services ThresholdsProcurement ActionProcessTimeline $0 - $5, Micro Purchase/No Bids School enters Micro Purchase order in FAMIS. Principal approval is required. N/A $5, $25, Simplified Procurement/3- Proposals School must solicit and document three (3) written quotes from 3 vendors, then enters Simplified Procurement/3 Proposal PO. Principal approval is required N/A $5, $25, Negotiated Services/Exception to Bid School must secure additional documentation regarding the procurement. School enters PO into FAMIS. Justification of services must be made. Principal/Head of Office approval is required. N/A $25, $100, a) Simplified Procurement/3- Proposals Principals or CFN must send a request to DCP. DCP will initiate the contract process. 3 Plus months b)Negotiated Service/Exception Principals or their equivalent must submit a request and scope of work to DCP Executive Director. 3 Plus months Over $100, a)DCP Initiates Contract Process Principals or CFN must send a request to DCP. DCP will initiate the contract process, either Request For Proposal (RFP), or a Pre-Qualification Solicitation (PQS). 5 – 12 months b)Negotiated Service/Exception Principals or their equivalent must submit a request and scope of work to DCP Executive Director. 6 – 12 months Purchasing Thresholds and Guidelines 30

PROFESSIONAL SERVICES – Internal DOE Professional Service Providers Thresholds Procurement Action ProcessTimeline $ 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) PROFESSIONAL SERVICES – SCHOOL PROFESSIONALS Up to $50, Create Work Order/ Purchase Order in FAMIS School must create a work order in the School Professionals web base system. Which will generate a purchase order in the FAMIS Purchasing Portal. Principal/Head of Office approval is required. School Professionals website Up to 5 days COMMODITIES – Contracted Items, Non-List, and Listing Applications Thresholds Procurement Action ProcessTimeline $0 - $100, Purchase Order in FAMIS School enters PO in FAMIS. Principal approval is required.N/A Over $100, School enters PO in FAMIS. Review and approval by CFNUp to 5 days Purchasing Thresholds and Guidelines 31

Purchasing Thresholds and Guidelines COMMODITIES – Non-Contracted Items Thresholds Procurement Action Process ISC / DCP Response $0 - $ Micro Purchase/No Bid If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number. School enters Micro Bid/No Bid PO in FAMIS. Principal approval is required. N/A $ $5, Simplified Procurement/3 Proposals PO School gets telephone quotes from three (3) different vendors, then enters PO in FAMIS. Principal approval is required. N/A $5, $15, Simplified Procurement/3 Proposals PO School gets written quotes from three (3) different vendors, then enters PO in FAMIS. Principal and CFN approval is required. N/A Over $15, Competitive Sealed Bid Request must be sent to DCP, who will conduct a public solicitation for the goods. 2-5 months $ $25, Sole Vendor School enters PO in FAMIS. Principal and/or Head of Office approval is required. N/A 32

33 Division of Contracts and Purchasing Buying Tools for Schools MTAC – School Guide: Webcast - Handout Finance Service Center (718) or Resources