DCP Standard Operating Procedures / Procurement Overview

1. DCP Standard Operating Procedures / Procurement Overview Integrated Service Center Representatives November 10, 2006

2. Agenda • Introductions and Overview • Standard Operating Procedures Manual (SOPM) • Existing Procedures • Exceptions for Empowerment Schools • Consultant Services • Purchasing Guidelines & Thresholds for Empowerment Schools • DCP Procurement Tools • DCP Website • FAMIS Portal • www.shopDOE.com • DCP Client Services • Instructional Materials Review Unit (IMRU) • Overview & Process Highlights

3. SOPM – Existing Procedures • Empowerment Schools are still expected to follow the Department of Education’s Procurement Rules are set forth in the SOPM. • To view the SOPM, navigate to the DCP website - http://schools.nyc.gov/Offices/DCP Click Policies and Procedures  Click Standard Operating Procedures  and finally, click SOP Chapter OTPS Purchases.

4. SOPM – Exceptions for Empowerment Schools • Increased Procurement Card (P-Card) Purchasing Limit • P-Card limit for Empowerment Schools has been increased from $2,500 to $5,000. • Note: All applicable regulations and procedures still apply. • Increased Professional Services Threshold • Professional Services from Non-Contracted external vendors has been increased from $15,000 to $25,000. • Note: Empowerment 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. • NEW! – Purchasing from Internal DOE Professional Providers • Over 400 Professional Services from Internal DOE providers are now available for purchase by Empowerment Schools via the FAMIS Portal. • There are no approvals necessary for DOE Professional Services purchases. • Note: Before purchasing Internal DOE Services, Empowerment Schools must first commit OTPS funds to this purpose in Galaxy under the title “Internal DOE Services – 0998.”

5. SOPM – Consultant Services

6. Purchasing Guidelines & Thresholds~ Professional Services ~

7. Purchasing Guidelines & Thresholds~ Commodities ~

8. PROCUREMENT CARDS Procurement Thresholds Process Timeline Action Single Empowerment School completes transaction with P-Card. No further $0-$5,000 Transaction with NA approval necessary. P-Card Empowerment School may encumber up to this amount at a given time $15,000 Encumbrance NA on P-Card. Approval required by ISC for additional encumbrances (must tie to a specific budget). 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 of 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 the ISC for payment. Purchasing Guidelines & Thresholds~ Procurement Cards ~ ~ SIPPS ~

9. DCP Client Services DCP Procurement Tools

11. Websites • Main Website - Division of Contracts & Purchasing • http://schools.nyc.gov/Offices/DCP/default.htm