1. “How To Do Business” with Atlanta Public Schools

2. Welcome and Introductions

3. Agenda
Overview of Procurement Services
Vendor Registrations (APS and Georgia Procurement Registry)
Types of Formal Solicitations
Contract Administration
Purchase Order Instructions
Questions and Answers

4. The APS Procurement Department has earned the 'Outstanding Agency Accreditation Achievement Award’ from the National Institute for Governmental Purchasing

5.  Our Mission...Serve the District and Community by providing value-added procurement and timely acquisition of goods and services necessary to carry out the District’s mission. The Department operates on sound policies and procedures that are transparent to the Community. We are dedicated to fair and open competition.

6. Award Winning Procurement Team

7. Division / Department Procurement Staff
Randall Sellers
Director of Procurement Services
Curriculum & Instruction Joyce Carter LaShon Hunt
Administrative Services Sr. Procurement Officer Sr. Contract
School Improvement & Leadership Specialist
Teaching & Learning
Student Programs & Services
Operations Marki Dixon Facility Services, Nutrition, Sr. Procurement Officer Security and Transportation

8. Division / Department Procurement Staff
Associate Superintendent, Teresa Adams Finance, and Human Procurement Officer
Resources
Information Technology Cheryl Bullock Procurement Officer Jenel McMillian Procurement Officer
Surplus Equipment Disposal, Crystal Moore
Vendor Registration & Database

9. About Our District FY 16-17 Operating Budget: $732.5 Million
57 Elementary, 11 Middle, 13 High, and 18 Charter Schools
Number of Teachers – 3,674
Number of Students - 50,754
Students - Ethnic Distribution:
- 75.5% African American % Multiracial
- 14.7% Caucasian % Asian/American % Hispanic Indian/Alaskan/Other
Free and Reduced Lunch—76% 9

10. Vendor Registration
Anyone can register to become a vendor at Atlanta Public Schools. The form is available online at the APS Procurement website under “Vendor Registration”.
All vendors must complete the form and provide all required information, including NIGP Commodity Codes.
Vendors that are 1099 recipients must complete a W-9.
Vendors must complete all applicable E-Verify Forms.
Vendors are responsible for maintaining their company information in the APS vendor database. Vendor should notify APS of any changes in their company information. 10

11. Vendor Eligibility for Consideration
Because Atlanta Public Schools is committed to awarding contracts to responsible parties, vendors with an active exclusion listed on the United States Government’s System for Awards Management (SAM) will not be eligible for consideration for a contract award.
To be eligible for consideration, vendors must be in compliance with all federal, state and local laws (including Georgia’s HB 87 a/k/a “E-Verify”). Information about the requirements of HB 87 can be found on our website at: 11

12. Types of Vendors
There are two (2) categories of vendors recognized by APS:
a. Registered
b. Awarded
A registered vendor is one who has submitted a vendor application to Procurement Services and been assigned a vendor number. This allows the vendor to participate in the procurement process. Once the vendor has received a Lawson ID, they should be notified that they are an APS registered vendor.
An awarded vendor is one who has been determined to be the lowest responsive responsible bidder or offers the best value to the District as the result of a formal or informal solicitation. An awarded vendor must also be a registered vendor.

13. What We Buy
APS needs a wide variety of goods and services to support the educational requirements of our students. Some examples are:
Instructional Equipment, Materials and Supplies.
Operations (facilities, nutrition, transportation)
MRO Supplies (Maintenance, Repairs, Operations)
Professional Services (financial, HR, instructional)
Information Technology (hardware, software, services) 13

14. How We Buy
All purchases and contracts for goods and services, except those excluded from open competition per Board Policy, shall be subject to the following competitive procedures: 14

15. Board Policies DJEA “Purchasing Authority” and CJ “Administrative Consultants”
Governs the District’s Procurement of Goods and Services and Independent Contractors
Provides the exceptions to Full and Open Competition
Outlines the Dollar Value Thresholds
Purchases between $2,001 to $25,000 require four (4 quotes);
Purchases exceeding $25,000 require a formal solicitation conducted by Procurement Services;
Purchases for goods or services exceeding $100,000 and/or professional services exceeding $50,000 require a formal solicitation and Board approval. 15

16. Board Approval Board approval is required for the following:
Capital project contracts with a total annual value of $200,000 or greater;
Consultant contracts with a total annual value of $50,000 or greater;
Goods or service contracts with a total annual value of $100,000 or greater.
Contracts for goods or services may have up to four (4) one year options available to renew. 16

17. Formal Solicitations (over $25k)
Invitation to Bid (ITB) is used to obtain pricing on specific goods or services. All responses shall be publically opened on the scheduled date and time shown in the solicitation.
Request for Proposal (RFP) is based on a scope of work and will be evaluated by a committee based on pre-determined evaluation criteria to determine which vendor offers the “best value” to the District.
Request for Qualifications (RFQ) is used to determine the qualifications of a vendor to provide goods or services.
Request for Information (RFI) is used to obtain information from potential vendors prior to issuing a formal solicitation (ITB, RFP or RFQ). The information submitted may be used to develop specifications or scope of work for a formal solicitation. 17

18. Formal Solicitations (over $25k)
All formal solicitations are posted on the APS Bonfire website (aps.bonbfirehub.com) and the Georgia Procurement Registry. You must register as a vendor with the state of Georgia to receive notifications of open solicitations.
APS Bonfire Website:
aps.bonfirehub.com
Register as a vendor
View solicitations
Submit proposals
Receive notifications
Solicitation historical data is available upon request. You must submit an open records request to 18

19. Formal Solicitation Award
Once a vendor (or vendors) has been recommended for award and approved by the board (if applicable), the vendor will receive a letter of intent from the assigned Procurement Officer.
Vendor will submit a certificate of insurance.
A procurement officer will work with the vendor to get a contract executed.
Vendor may not provide goods or services to APS until a contract has been executed and a purchase order issued. 19

20. Contract Administration
Manages the three facets of the District’s contracting to ensure vendor performance in accordance with contractual obligations
These facets are:
contract drafting
contract compliance/performance, and
contract renewals/terminations
Vendors are NOT allowed to provide goods or services to Atlanta Public Schools until a contract has been fully executed by all parties and the vendor has received a purchase order. 20

21. Contact Us
If you have any questions, please don’t hesitate to contact us. Our contact information is available at the APS Procurement website. Go to
Departments
Procurement
Procurement Staff
You can also access our Procedures Manual on the website for further details on any of the processes discussed in this presentation. 21

22. THANK YOU
HAVE A GREAT DAY!