3. PROCUREMENT PROCESS FOR CONTRACTS
Recognition of Need

4. PROCUREMENT PROCESS FOR CONTRACTS QUESTION
Are
MDE Staff Available to Perform Task?

5. PROCUREMENT PROCESS FOR CONTRACTS ANSWER TO QUESTION YES
Are
MDE Staff Available to Perform Task?
STOP!!
No Need For The Contract

6. Proceed with contract procurement
PROCUREMENT PROCESS FOR CONTRACTS ANSWER TO QUESTION NO
Are
MDE Staff Available to Perform Task?
Proceed with contract procurement

7. Determination of Selection Source

8. Selection Sources Available for a Contract
> $100,000
Est. Cost
> $100,000
Competitive Sealed Bids
Competitive Sealed Proposals
Emergency Procurement
Submit Request for RFP/RFA/Invitation for Bids Form and Documents to Procurement

9. RFP CURRENT PROCESS NEW PROCESS PRO 1 Form
RFP/RFA/ Invitation For Bids
Advertisement Letter
NEW PROCESS
Request For Proposals(RFP)/ Request For Applications(RFA)/ Invitation For Bids Form
RFP/RFA/ Invitation For Bids
Advertisement Letter

12. Approval of RFP/RFA/Invitation for Bids by Procurement
Advertisement, Receipt and Evaluation of Proposals/Applications/Bids
Determination of Award
Preparation of Board Item

13. Selection Sources Available for a Contract <= $100,000

14. Next Step – Completion of IRS Checklist

15. Example IRS Checklist

17. DETERMINATION OF CLASSIFICATION

19. CONTRACT WORKER CONTRACTS
CURRENT PROCESS
Contract Justification Form for New Contracts
Selection/Procurement Form
WIN - 1 Form
Contract
IRS Checklist - Independent Contractor vs. Contract Worker
Certification of PERS Service Retirement Form
Form W-4
Mississippi Employee’s Withholding Exemption Certificate
PERS Form 4B (if required)
Form I-9 (if required)
Board item (if applicable)
NEW PROCESS
Contract Justification – Contract Worker
Contract
IRS Checklist - Independent Contractor vs. Contract Worker
Certification of PERS Service Retirement Form
Form W-4
Mississippi Employee’s Withholding Exemption Certificate
PERS Form 4B (if required)
Form I-9 (if required)
Board item (if applicable)

22. CONTRACT WORKER FORMS TO BE COMPLETED BY REQUESTING OFFICE

25. EXAMPLE OF PAGE 1 OF SHORT CONTRACT

26. INCLUDE BOARD ITEM IF REQUIRED
Board Templates are available on the Procurement Website

27. CONTRACT WORKER FORMS TO BE COMPLETED BY CONTRACT WORKER

31. CONTRACT WORKER FORMS TO BE COMPLETED BY CONTRACT WORKER AND REQUESTING OFFICE

32. SECTION 4 OF PERS FORM 4B TO BE COMPLETED AND SIGNED BY BUREAU DIRECTOR OR ABOVE

34. SBE Approval, if required PSCRB Approval, if required
Procurement
Review and Approval of
Contract Package
SBE Approval, if required
PSCRB Approval, if required
Program Office Notified to Obtain Signatures and ed Copy of Approved Contract Justification

35. EXAMPLE OF FORM I-9

36. Original Contract Forwarded to Accounting
Submit Signed Contract to Procurement for Procurement Director’s Signature
Program Office ed Copy of Signed Contract and Contract Justification
Original Contract Forwarded to Accounting
Contract Worker
May Begin Work

37. CONTRACT WORKER MODIFICATION/ RENEWAL

41. INDEPENDENT CONTRACTOR CONTRACTS
CURRENT PROCESS
Contract Justification Form for New Contracts
Selection/Procurement Form
Requisition
Contract
IRS Checklist - Independent Contractor vs. Contract Worker
Certification of PERS Service Retirement Form
Form W-9
Employee vs. Independent Contractor Determination Questionnaire
PERS Form 4B (if applicable)
Form I-9 (if applicable)
Board item (if applicable)
NEW PROCESS
Contract Justification – Independent Contractor
Requisition
Contract
IRS Checklist - Independent Contractor vs. Contract Worker
Certification of PERS Service Retirement Form
Form W-9
Employee vs. Independent Contractor Determination Questionnaire
PERS Form 4B (if applicable)
Form I-9 (if applicable)
Board item (if applicable)

44. INDEPENDENT CONTRACTOR FORMS TO BE COMPLETED BY REQUESTING OFFICE

47. EXAMPLE OF PAGE 1 OF LONG CONTRACT

48. EXAMPLE OF REQUISITION FORM

49. INDEPENDENT CONTRACTOR FORMS TO BE COMPLETED BY INDEPENDENT CONTRACTOR

52. INDEPENDENT CONTRACTOR FORM TO BE COMPLETED BY INDEPENDENT CONTRACTOR AND REQUESTING OFFICE (IF INDEPENDENT CONTRACTOR IS A RETIREE)

56. SBE Approval, if required PSCRB Approval, if required
Procurement
Review and Approval of
Contract Package
SBE Approval, if required
PSCRB Approval, if required
Program Office Notified to Obtain
Signatures and ed Copy of Approved Contract Justification

57. Original Contract Forwarded to Accounting
Submit Signed Contract to Procurement for Procurement Director’s Signature
Program Office ed Copy of Signed Contract and Contract Justification
Original Contract Forwarded to Accounting
Independent Contractor
May Begin Work

58. INDEPENDENT CONTRACTOR MODIFICATION/ RENEWAL

61. CONTRACTS Highlights of the Changes
Approval Levels Reduced for Contract Justifications – One Signature Required
by Bureau Director or Above
Fewer Forms to Complete
Fewer Signatures on the Contracts – Deputy Superintendents or Above
Upon Approval of Policies Revisions–Only One Original of the Contract to be Signed by All Parties
Budget Office Approval No Longer Required

62. PROCUREMENT PROCESS FOR GRANTS

64. DISCRETIONARY GRANT(S)
COMPETITIVE GRANT(S)
Approval of RFP by Office of Procurement
Copy of Approved Request Form ed to Program Office
DISCRETIONARY GRANT(S)
Approval of RFA by Office of Procurement
Copy of Approved Request Form ed to Program Office

66. SUBMIT REQUEST FOR PROPOSALS (RFP)/REQUEST FOR APPLICATIONS (RFA)/INVITATION FOR BIDS FORM AND RELATED DOCUMENTS
Request for Proposals/
Request for Applications/
Invitation for Bids Form
Methodology
Request for Proposals/Request for Applications

68. THE RFP/RFA SHOULD INCLUDE THE FOLLOWING:
Standard Terms and Conditions
All Required Assurances Set Forth by the Granting Agency/Donor
Timelines

69. Approval of RFP/RFA by the Office of Procurement
Advertisement,
Receipt and
Evaluation of Proposals/Applications
Determination of Award

70. Submit Grant Package and Board Item (if required)
to Procurement

71. GRANTS NEW PROCESS CURRENT PROCESS PRO 1 Form
Grant Award Justification Form

75. Procurement Review and Approval of Grant Package
SBE approval, if required
Program Office notified to Obtain Final Signatures and ed a copy of Grant Award Justification
Submit Signed Grant Agreement(s) to Procurement for Procurement Director’s Signature
Program Office
ed Copy of Signed Grant Agreement
Original Returned to Program Office

76. GRANT MODIFICATION

78. GRANTS Highlights of the Changes
New Forms
Grant Justification
RFP/RFA/Invitation for Bids
Approval Levels reduced for Grant Justifications One signature required by Bureau Director or Above
Fewer Signatures on the Grant Agreements Deputy Superintendents or Above
Upon Approval of Policies Revisions - Only One Original of the Grant Agreement to be Signed by All Parties

79. PURCHASE OF FOOD AND/OR SPACE FOR BUSINESS MEETINGS:

80. PURCHASE OF FOOD AND/OR SPACE FOR BUSINESS MEETINGS: Highlights of the Changes
Form has been Revised in a Similar Format as the Contract and Grant Justifications
Fewer Levels of Approval

82. MEMORANDUM OF UNDERSTANDING (MOU)
MOUs should be reviewed and approved by the Office of Procurement prior to obtaining final signatures

83. REQUEST FOR COMPUTER RELATED SERVICES

86. LISTING OF FORMS
The Office of Procurement Will Provide a List of All Procurement Related Forms and the Purpose of Each on the Procurement Website.

90. RULES AND REGULATIONS
The Office of Procurement Will Provide a Listing of All Procurement Related Rules and Regulations on the Procurement Website.

92. GLOSSARY OF TERMS
The Office of Procurement Will Provide a Glossary of Procurement Related Terms on the Procurement Website.

93. QUESTIONS ???