1. FAMIS FOR BEGINNERS Division of Contracts and Purchasing David Ross, Executive Director Susan Dick-McKeon, Chief Administrator, School Based Procurement Myra Y. Estepa-Lee, Team Lead, Client Services Help Desk Janene Smith, Supervisor, Client Services Help Desk 718-935-4444 ClientServices@schools.nyc.gov 1

2. AGENDA Purchasing Thresholds & Guidelines Overview of Types of PO’s >Contracted E-Catalog  ARRA/CDBG contracts >Contracted Non-E-Catalog >Non-Contracted Search E-Catalog By All Commodities vs. Search By Specific Commodities New Non-Contracted PO Screens >No Bid >3- Bid >Sole Source Inquiry Functions >Vendor Inquiry >Open Document Inquiry >Spending Plan Inquiry >Document Inquiry 2 Sole Source Guidelines Certification of Delivery Document Status Approval Tracking Change Notice > Edit > Delete & Add Procurement Cards (P-Cards) Pre-Encumbrance SIPPS Steps to Add A Vendor Helpful Links & Tips Questions?

3. Purchasing Thresholds and Guidelines 3

4. Purchasing Guidelines & Thresholds ~ Contracted & Non-Contracted Professional Services ~ PROFESSIONAL SERVICES – Contracted Services Thresholds Procurement Action ProcessTimeline $0 - $25,000.00 Contracted Purchase Order in FAMIS School enters PO in FAMIS. Principal approves PO. No further approval necessary. N/A >$25,000.01 School enters PO in FAMIS. Review and approval by ISC, CFN/Empowerment Network Leader. MTAC Required for Vendors with MTAC Contracts. Up to 5 days PROFESSIONAL SERVICES – Non-Contracted Services Thresholds Procurement Action ProcessTimeline $0 - $250.00No Bid PO School enters No Bid purchase order in FAMIS. No further approval necessary. N/A $250.01 - $24,999.00 Telephone or Written Quotes/3 Bid PO School must solicit and document three (3) telephone or written quotes, then enter 3 Bid PO. No further approval necessary. N/A $0 - $24,999.00 Sole Source School or ISC must document sole source or exception, then enter PO. No further approval necessary. N/A $25,000.00 - $100,000.00 a) DCP Initiate Contract Process Principal or ISC must send a request to DCP. DCP will initiate the contract process, either Request For Proposal (RFP), or a Pre-Qualification Solicitation (PQS). At least 12 months b)Exception Principal or their equivalent must submit a request and scope of work to DCP Executive Director. 6-12 months >$100,000.00Exception Principal or their equivalent must submit a request and scope of work to Committee on Contracts (COC). 6-12 months 4

5. Purchasing Guidelines & Thresholds ~ Contracted Commodities & Internal Services ~ 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) COMMODITIES – Contracted Items, Non-List, and Listing Applications Thresholds Procurement Action ProcessTimeline $0 - $100,000.00 Purchase Order in FAMIS School enters PO in FAMIS. No further approval necessaryN/A >$100,000.01School enters PO in FAMIS. Review and approval by ISCUp to 5 days 5

6. Purchasing Guidelines & Thresholds ~ Non-Contracted Commodities ~ COMMODITIES – Non-Contracted Items Thresholds Procurement Action Process ISC / DCP Response $0 - $250.00 Purchase Order in FAMIS If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number. School enters No Bid PO in FAMIS. No further approval necessary. N/A $250.01 - $5,000.00 Telephone Quotes/3 Bid PO School gets telephone quotes from three (3) vendors, then enter PO in FAMIS. No further approval necessary. N/A Sole SourceSole Source approval by school $5,000.01 - $14,999.00 Written Quotes/3 Bid PO School gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary. N/A Sole SourceSole Source approval by school $15,000.00 - $100,000.00 Open Market Agreement (OMA) The request must come to DCP, who will conduct a public solicitation for the goods 2-5 months Sole Source Request must come to DCP for approval if determined to comply with SOPM > $100,000.00 Request for Bid (RFB) School or ISC must request DCP to assist in the preparation and processing of an RFB 6-12 months (depending on complexity) 6

7. Purchasing Guidelines & Thresholds ~ Procurement Cards / SIPPs~ PROCUREMENT CARDS Thresholds Procurement Action ProcessTimeline $0 - $2,500.00 Single Transaction with P-Card Following bidding procedures as outlined in SOPM, School completes transaction with P- Card per day. No further approval necessary N/A $0 - $15,000.00 Encumbrance School may encumber up to this amount at any given time on P-Card. N/A 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 such as 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 DFO for payment. SIPPs A SIPP (Small Item Payment Process) and formerly referred to as an IMPREST, is an electronic payment mechanism processed through the FAMIS Portal. SIPPs were originally established to facilitate “over-the-counter” purchase, (e.g., postage), providing for a direct payment to the vendor or reimbursement to the purchaser. With the introduction of P-Cards, SIPPs should no longer be used for purchases. Instead, SIPPs should be reserved for reimbursement to the NYC Department of Education employees for business related expenses. 7

8. Signing on to FAMIS 8

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11. Contracted Purchase Orders Types of Contracted PO’s: > Contracted (E-catalog): to order textbooks, computers, instructional materials, general supplies, audio visual equipment, wireless devices, New York City Leadership Academy and Internal Professional Services. > Non-List: Create a purchase order with a contracted vendor for contracted items not available in the E-Catalog. Includes sheet music, imprinted tee shirts and shorts, and more. (see attachment) > Professional Services: Create a purchase order for contracted professional services (i.e. professional development, curriculum development, evaluation services, student support services, counseling services). > Listing Applications: For the designated procurements of published or copyrighted library and reference materials, testing and assessments, and artistic performance of specific artists or groups, payment of admission fees to cultural institutions and other such programs. 11

12. Non-List Contracted Categories 12

13. ARRA/CDBG Contracts 13 NOTE: This list changes daily. Currently there are over 400 ARRA/CDBG approved Contracts

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15. Non-Contracted Purchase Order Types of Non-Contracted PO’s for both Commodities & Professional Services: > 3 Bids: Create a 3-bids order for non-contracted items. > No Bids: Create an order (maximum value: $250.00) for a non- contracted vendor. > Sole Vendor: Create an order for items vendor is the sole provider. > Exception to Bid: Create an Exception to Bid order. > Competitive Grant : Create an order for approved vendors associated with awarded grants. 15

16. Non-Contracted Commodities NOTE: There is no possible way to search for Non-Contracted Vendors on FAMIS For Assistance, please contact the DCP Client Services Help Desk at 718-935-4444 ClientServices@schools.nyc.gov 16

17. Searching E-Catalog 17

18. 18 Preview All Commodities

19. Preview All Commodities (continued) 19

20. Search By All Commodities 20

21. Search By All Commodities 21

22. Search By All Commodities 22

23. Search By All Commodities 23

24. Search By A Specific Commodity 24

25. Search By A Specific Commodity 25

26. NEW Non-Contracted FAMIS Screens 26

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28. 28 Non-Contracted 3 Bid: Commodities

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40. 40 Non-Contracted 3 Bid: Services

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48. 48 Sole Vendor

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52. 52 Inquiry Functions

53. Vendor Inquiry 53

54. 54 Vendor Inquiry (continued)

55. 55 If Vendor ID or Tax ID is unknown, select “Lookup” and the following screen will appear Enter the name of the desired vendor and select the search button. Vendor Inquiry (continued)

56. 56 Click on the Vendor’s ID number for Contract Information Vendor Inquiry (continued)

57. 57 If you select address information, a box like the example below will appear with the vendor’s contact information. Vendor Inquiry (continued)

58. 58 If you select “All contracts”, a box like the example below will appear with all contracts pertaining to this vendor. NOTE: The beginning and End dates for each contract available Vendor Inquiry (continued)

59. 59 Vendor Inquiry (continued)

60. 60 Open Document Inquiry

61. 61 Open Document Inquiry (continued)

62. 62 Open Document Inquiry (continued)

63. Spending Plan Inquiry 63 This is where a school can go to view their available funds in FAMIS. There are various different ways we are able to look up their funds. This section allows us to show the school why they are receiving errors like ‘Unallocated Budget Exceeded’.

64. 64 Spending Plan Inquiry (continued)

65. 65 Spending Plan Inquiry (continued)

66. 66 Spending Plan Inquiry (continued)

67. 67 Spending Plan Inquiry (continued)

68. 68 Spending Plan Inquiry (continued)

69. 69 Spending Plan Inquiry (continued)

70. Document Inquiry 70

71. 71 Document Inquiry (continued)

72. 72 Document Inquiry (continued)

73. 73 Document Inquiry (continued)

74. Sole Source Guidelines 74

75. Non-Contracted Sole Source Guidelines Monetary ThresholdApproval From Up to $15,000Principal, ISC, Central Department Head $15,000.01 to $100,000Executive Director, Division of Contracts and Purchasing (DCP) $100,000.01 and aboveChancellor 75  Evidence that no other service provides substantially equivalent or similar benefits (Research on internet, Ask other schools, etc.)  School must have in their possession a sole source letter from the vendor.

76. 76 Certification Of Delivery

77. 77 Certification of Delivery Schools need to certify receipt of goods and services. They can do so two different ways. Through ‘Cert. Of Delivery’ option under ‘Purchasing/Payments’ Through ‘Document Inquiry’ screen

78. 78 Certification of Delivery (continued) When certifying documents through the ‘Cert. Of Delivery’ option, this is what you will see. Keep in mind that you don’t need the document number that you want to certify.

79. 79 Certification of Delivery (continued)

80. 80 Certification of Delivery (continued)

81. 81 Certification of Delivery (continued) This is the ‘Receiving Report’ you will see when you click ‘Show’ on the previous screen.

82. 82 Certification of Delivery (continued)

83. 83 Certification of Delivery (continued) When you access Certification of delivery through the ‘Document Inquiry’ screen, you need to know the document number that you would like to certify. Type in the document number click ‘Inquire’, then click ‘Certify Document’.

84. 84 Certification of Delivery (continued)

85. 85 Document Status

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87. 87 Document Status (continued)

88. 88 Document Status (continued)

89. 89 Document Status (continued)

90. 90 Document Status (continued)

91. 91 Document Status (continued)

92. 92 Document Status (continued)

93. 93 Document Status (continued)

94. 94 Document Status (continued)

95. 95 Document Status (continued)

96. 96 Document Status (continued)

97. 97 Document Status (continued)

98. 98 Document Status (continued)

99. 99 Document Status (continued)

100. 100 Document Status (continued)

101. 101 Document Status (continued)

102. 102 Document Status (continued)

103. 103 Approval Tracking

104. 104 Approval Tracking Besides Document Status, you can also get to the ‘Approval Tracking’ screen under the ‘Approval’ heading shown below.

105. 105 Approval Tracking (continued)

106. 106 Change Notice Change Notice can only be accessed through the option under ‘Purchasing’

107. 107 Change Notice

108. 108 Change Notice (continued)

109. 109 Change Notice (continued)

110. 110 Change Notice - Edit (continued)

111. 111 Change Notice (continued)

112. 112 Change Notice (continued)

113. 113 Change Notice (continued)

114. 114 Change Notice (continued)

115. 115 Change Notice – Edit

116. 116 Change Notice - Edit (continued)

117. 117 Change Notice - Edit (continued)

118. 118 Change Notice - Edit (continued) When you process a Change Notice that decreases the amount of the original PO, you receive a ‘WD’ document number. When you process a Change Notice that increases the amount of the original PO, you receive a ‘WE’ document number.

119. 119 Change Notice – Delete & Add

120. 120 Change Notice – Delete & Add (continued)

121. 121 Change Notice – Delete & Add (continued)

122. 122 Change Notice – Delete & Add (continued)

123. 123 Change Notice – Delete & Add (continued)

124. 124 Change Notice – Delete & Add (continued)

125. Procurement Cards (P-Cards) 125

126. Procurement Cards (P-Cards) The daily maximum allowable amount for a P-Card transaction is $2,500. This can be done with one swipe or up to eight (8) swipes totaling $2,500. The maximum amount on a P-Card at any one time is $15,000 To purchase non-contracted items over $250 with a P- Card, the purchaser must follow the Bidding Procedures (refer to Threshold Guide) Maximum Amount to spend on any non-contracted vendor within a fiscal year is $2,500 P-Cards may not be used to pay open Purchase Orders For additional assistance, please contact the P-Card Unit at (718) 935-2939 126

127. Pre-Encumbrance 127

128. Pre-Encumbrance Pre-Encumbrances are required for the following: Non-Contracted PO’s over $10,000 PO’s for vendors with City Contracts that start with “DTC” Note: Pre-Encumbrances cannot be used with a contracted vendor. 128

129. SIPP’s 129

130. Small Item Payment Process (SIPP’s) When to use SIPP’s? DOE Employee Reimbursement Postage Emergency Purchases Metro Cards Consumables for specialized programs 130 SIPP’s permit schools to make “over-the-counter” purchases (e.g. Postage), thereby providing for direct payment to the vendor or reimbursement to the purchaser. The $250.00 bidding threshold applies to all SIPP expenditures over $250.00. Maximum Allowed to be spent is $500.00.

131. Steps To Add A Vendor 131

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137. 137 The Vendor should fax or email W-9 to the school and the school will fax the W-9 over to Vendor Resources at (718) 228-8873

138. Helpful Links & Tips SOPM: http://dfoapps.nycenet.edu/SOP/Default.aspx?c=1185 http://dfoapps.nycenet.edu/SOP/Default.aspx?c=1185 DCP: http://schools.nyc.gov/Offices/DCP/default.htm http://schools.nyc.gov/Offices/DCP/default.htm ShopDOE: https://dfoforms.nycenet.edu/ecatalog/ https://dfoforms.nycenet.edu/ecatalog/ Webcast Archives: http://www.learningtimes.net/dcpwebcastarchives.html http://www.learningtimes.net/dcpwebcastarchives.html Professional Services Contract Abstracts: http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/Contract Abstracts/Default.htm http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/Contract Abstracts/Default.htm Steps to Add a Vendor: http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm 138

139. Helpful Tips (cont’d) 139

140. Helpful Tips (cont’d) 140

141. DCP Client Services (718) 935-4444 Monday – Friday 8:00am – 5:00pm Clientservices@schools.nyc.gov 141

142. QUESTIONS ? 142