DCP Standard Operating Procedures Procurement Overview

1. DCPStandard Operating Procedures Procurement Overview

2. Agenda • Introductions and Overview • Standard Operating Procedures Manual (SOPM) • Changes for Schools • Consultant Services • Purchasing Guidelines & Thresholds for Schools • MTAC (Multiple Task Award Contracts) • DCP Procurement Tools • DCP Website • FAMIS Portal • www.shopdoe.com • Instructional Materials Review Unit (IMRU) • Overview & Process Highlights

3. SOPM – Standard Operating Procedures Manual • Schools are expected to follow the Department of Educations Procurement Rules that are set forth in the SOPM • To view the SOPM, navigate to the DCP website: http://schools.nyc.gov/DCP • Click Policies and Procedures • Click Standard Operating Procedures Manual • Click Other Than Personal Services (OTPS) Purchases • Click SOPM Chapter OTPS Purchases Issued: March 2006

4. Changes for Schools • Future enhancements – SOPM will be updated to reflect the items below. • Increased Procurement Card (P-Card) Purchasing Limit & Functionality • P-Card limit for schools has been increased from $2,500 to $5,000pertransaction • Maximum spending limit of $15,000 per P-Card at any one time • Multiple object codes (100, 300, 400 series & 451) on a single P-Card • FAMIS onscreen Expense Reporting and Certification (Coming Soon!) • Note: All applicable regulations and procedures still apply • Increased Professional Services Threshold • Professional Services / Competitive Bids limit from Non-Contracted vendors has been increased to $25,000 • Professional Services / Non-Competitive/Sole Source limit for POs up to$25,000 (Schools) • Professional Services / Non-Competitive/Sole Source limit for POs above$25,000 (ISC/DCP) • Note: 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

5. Changes for Schools • NEW! – Purchasing from Internal DOE Professional Providers • Over 400 Professional Services from Internal DOE providers are now available for purchase by Schools via the FAMIS Portal • Approvals are not required for DOE Professional Services purchases • Note: Before purchasing Internal DOE Services, schools must first commit OTPS funds to this purpose in Galaxy under the title “Internal DOE Services – 0998”

6. Consultant Services

7. Multiple Task Award Contract (MTAC) Procedures • Definition/Benefits: • Newly awarded MTACs will allow schools to draw services from a pool of vendors that have been awarded contracts through a Pre-Qualified Solicitation (PQS) • Applications accepted on a rolling basis, so new vendors can apply at any time • Expedited processing for POs under $25k • Mini-bid process and utility will apply for service needs in excess of $25k • An on-line utility has been developed for conducting mini-bids; training will be scheduled shortly • Services will be accessed through the FAMIS Portal, including the mini-bid utility.

8. Purchasing Guidelines & Thresholds~ Professional Services ~

9. Purchasing Guidelines & Thresholds~ Commodities ~

10. Purchasing Guidelines & Thresholds~ Commodities ~

11. Purchasing Guidelines & Thresholds~ Procurement Cards / SIPPs~

12. DCP Client Services DCP Procurement Tools

14. Websites • Main Website – Division of Contracts & Purchasing • http://schools.nyc.gov/DCP