Procurement 101

1. Procurement 101 July 2014

2. Procurement Services Purchasing Warehouse Records Center

3. Procurement Services Ensures purchase of goods/services are in compliance with District financial policies. Works with end-user departments to establish and maintain active contracts for day-to-day supply and operational needs. Assists schools/end-user departments in purchasing goods/services not already on active contract.

4. What Dictates how CCSD Buys Goods/Services? CCSD Board Policy DI, Fiscal Accounting and Reporting - located on the main District website. CCSD Purchasing Regulations - located on the Procurement Services website. Remember: YOU are a part of the Procurement function. YOU have a role in upholding the District’s policies & regulations.

5. How do I Learn what is Currently Under Contract? Financial Portal Purchasing Home Page Contract List for Purchases

6. Contract List Includes purchase information for most day-to-day operational needs. First place to check before making a purchase. Check every time you make a purchase – information can change throughout the year. Prices are usually held firm for a year and include shipping; often include warranty, assembly and/or installation. BOOKMARK IT!! http://support.cobbk12.org/BSPurchasing/

7. Why do I have to Purchase Using the Contract List? The District has entered into contracts with these vendors for the purchase of certain goods/services. Contract vendors are required to have background checks; comply with immigration laws; and meet insurance requirements mandated by Risk Management. By purchasing off contract, you could assume unnecessary risks on behalf of your school and the District.

8. Methods for Making a Purchase Purchase Orders Procurement Card Performance Contracts Check Requests Local Purchase Orders

9. Purchase Orders Most commonly used method of purchasing goods. Preferred method of purchasing MOST large dollar Contract Items.

10. Procurement Cards Preferred method for small purchases. Some contract items, regardless of dollar amount (office & art supplies). See the Contract List for a complete listing of items/contracts where use of the P-Card is preferred.

11. Procurement Cards For more details - refer to the Procurement Card Manual located on the Financial Services Portal: http://finance.cobbk12.org/default_new.htm Non-contract Related Questions? Contact Dawn Vastola/Accounting at 770-426-3517.

12. Performance Contracts Also known as FS-213. Used as payment method for many services. Procurement rules/regulations still apply. Primary contact: Mary Waymire 770-590-4579.

13. Performance ContractsWhere to find the form? Financial Portal Form Bank Accounting FS-213 Performance Contract

14. Performance ContractsThings to Remember • START EARLY!! Allow plenty of time to gain the proper prior approvals. • Include applicable solicitation number, if any. • Refer to Contract Listto find solicitation number; or • The link for Award Letters for IFBs/RFPs/RFQs • Information related to the Georgia Security and Immigration Compliance Act must be completed if service(s) are NOT already part of an existing CCSD solicitation.

15. Competition Thresholds(Purchasing $ Limits) Purchases less than $1,000 and not on contract are completed by end user using best judgment. Purchases between $1,000 - $9,999.99 and not on contract require two (2) quotations secured by requestor. Purchases $10,000+ and not on contract require Procurement Services issue a formal solicitation. Complete and submit a Request for Solicitation form.

16. Competition Thresholds Purchases between $10,000 – $49,999.99; Procurement issues a written Request For Quote (RFQ). Purchases $50,000+; Procurement issues an Invitation For Bid (IFB) or Request For Proposal (RFP). Purchases $200,000+ may require prior Board approval.

17. Competitive Solicitation Process Identify any special requirements associated with grant funds. It takes time!! Depending on dollar amount and complexity of the purchase, allow 3 weeks (typical for Requests for Quote ranging from $10K to $50K) to 3 months for high dollar and more complex purchases.

18. Construction Related Purchases • Must follow CCSD guidelines as well as applicable state and local laws/guidelines. • May include items such as scoreboards, playground equipment, bleachers, signage. • Contact CCSD Construction Department first for guidance 770-590-4519. • Timeline is lengthened due to state/local requirements. • Foundation, Booster Clubs, etc. – Various state/local requirements apply at all dollar levels.

19. Exceptions to Full & Open Competition • Emergency - Applies where delay in purchase would result in serious injury, financial or other, to CCSD. • Academic Prerogative – Academic materials/services selected at the discretion of a teaching professional. There are three general categories for academic prerogative: • Academic materials • Staff development services including training and consultative services • Contracted services for guest performers

20. Exceptions to Full & Open Competition • Sole/Single Source - Any purchase where supplies/services are available from only one responsible source. • Less than $10,000 – Supporting documentation must be kept at the school/dept. • $10,000+ - Prior approval must be obtained from Procurement Services. • Sole/Single Source justification form can be found on the Procurement Services website.

21. Exceptions to Full & Open Competition • Venues & Products for Student Activities – Examples include homecoming, prom & graduation activities. • Quotes should be obtained in writing and must meet all school identified requirements. • Agreement with vendor should specify price, time of delivery/event, service/warranty requirements, any other specifics. • Funds collected for these activities shall be expended for the purpose of the activity.

22. Exceptions to Full & Open Competition Professional Services: Contracted professional services such as architectural, engineering, consultative or advisory services can be selected from a source identified as providing the expertise and availability on the particular topic at the discretion of the applicable Department Head. Prior Procurement approval is not required. The Director of Procurement Services may challenge use of exceptions to full and open competition.

23. Unauthorized Purchases An Unauthorized Purchase is a purchase made without regard to purchasing procedures and guidelines. Violation of the Purchasing Procedures outlined in Board Policy DI, Fiscal Accounting and Reporting.

24. Ratification of an Unauthorized Purchase • An Unauthorized Purchase may be ratified for payment utilizing the Ratification Form located on the Procurement Services website. The following information must be provided: • Benefit • Propriety of Purchase • Availability of Funds • Fair and Reasonable Price

25. Prohibition on Order Splitting Splitting purchases to circumvent purchasing guidelines is prohibited. A violation of purchasing procedures. May delay approval of your purchase and therefore delay delivery of product(s) or service(s).

26. Things to Remember Always check the Contract List before making a purchase. Adhere to Competition Thresholds ($ limits). CCSD does not have an “approved” vendor list. Only vendors under active contract are “approved.” The majority of vendors in the CCSD database are not under active contract. Beware of Phone Scams – especially for ink/toner and promotional items

27. Things to Remember Beware of vendors who call & actively solicit your business. Vendors already under contract will not do this. When in doubt – send them to Procurement! Use the Vendor Performance Evaluation located on the Procurement website to report both positive and negative vendor issues. Thoroughly inspect goods before entering a Receiver.

28. Vendor Relationships • It is acceptable and even recommended to gain knowledge from the business community when purchasing non-contract items, however: • Proceed with caution. • Public perception should ALWAYS be a consideration. • Advise vendor(s) up front that any consultative services provided are for research purposes only and will not be compensated. • Advise vendor(s) that providing information does not guarantee them the business.

29. Frequently Asked Questions • Who should I contact to enter a new vendor into the vendor database? • Debra.Reed@cobbk12.org. Include company name, address, phone, fax, tax ID #, email address and contact person in order for your request to be processed. • What if my P-Card is lost or stolen? • Notify Bank of America immediately at 1-888-449-2273. • Do I need to contact Procurement for every purchase I make? • No. Please refer back to the Competition Thresholds for guidelines concerning non-bid purchases.

30. Frequently Asked Questions • Who do I contact with questions regarding charge codes? • Contact the Budget Department. • Who do I contact with questions regarding invoices and payments? • Contact the Disbursements Services. • My PO has been rejected. Can’ttheperson who rejects it simply fix the error? • The financial system only allows the PO originator to correct errors. Click on the “edit” link to see why the PO was rejected, make the corrections and resubmit. All levels of approval including Pend 1 must be applied again.

31. Procurement Services Staff

32. Get Familiar with the Procurement Services Website To access Procurement Services via the Intranet, go to the Financial Services Portal homepage (http://finance.cobbk12.org/) and click on the “Purchasing” icon at the bottom of the page. This site contains all Procurement related information and forms you may need – Purchasing Regulations, Sole Source, Vendor Performance, Request for Quote, Ratification, etc. BOOKMARK IT!!

33. CCSD Warehouse • Delivery of inter-District mail. • Delivery/pick-up of testing materials, textbooks, payroll. • Pick-up/redistribution of surplus furniture and equipment. • Complete a Surplus Property Form or Warehouse Service Form, both located on the Procurement Services website, to arrange pick-up of surplus. • Check the website for information on available surplus items.

34. Surplus Guidelines & Reminders Arrange for the removal of excess equipment throughout the year. (Check your closets!) Do not stock pile excess items. It is much easier and faster for warehouse staff to pick up a few items (possibly even by mail route staff) than to arrange a larger pick up. Having excess removed by year’s end or in the month after school is out will allow you to concentrate on the new year and the returning students -- and avoid safety hazards!

35. Surplus Guidelines & Reminders Always check warranty dates of equipment.  Occasionally technology items deemed surplus are in need of repair and under warranty.  Other times, an item is not being utilized and could be transferred to another location for use rather than declaring it excess. Warehouse does not pick up warrantied property. Warehouse does not move working technology.

36. CCSD Warehouse Contact information:

37. CCSD Records Center Coordinates transfer of records from schools/departments for retention or destruction in compliance with applicable policies and laws. Refer to CCSD Administrative Rule EHB for complete information on handling records. Contact Records Management at 770-514-3872 with additional records questions.