FAMIS FOR BEGINNERS Division of Contracts and Purchasing David Ross, Executive Director Susan...
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Transcript of FAMIS FOR BEGINNERS Division of Contracts and Purchasing David Ross, Executive Director Susan...
FAMIS FAMIS FOR BEGINNERSFOR BEGINNERSDivision 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
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AGENDAAGENDA
• 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
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•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?
Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted & Non-Contracted Professional ~ Contracted & Non-Contracted Professional
Services ~Services ~PROFESSIONAL SERVICES – Contracted Services
ThresholdsThresholdsProcurement
ActionProcess Timeline
$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
ThresholdsProcurement
ActionProcess Timeline
$0 - $250.00
No Bid POSchool 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 SourceSchool 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)ExceptionPrincipal or their equivalent must submit a
request and scope of work to DCP Executive Director.
6-12 months
>$100,000.00
ExceptionPrincipal or their equivalent must submit a request and scope of work to Committee on
Contracts (COC).
6-12 months 4
Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted Commodities & Internal Services ~~ Contracted Commodities & Internal Services ~
PROFESSIONAL SERVICES – Internal DOE Professional Service Providers
ThresholdsProcuremen
t ActionProcess Timeline
$ No LimitPurchase 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
ThresholdsThresholds ProcuremenProcurement Actiont Action ProcessProcess TimelineTimeline
$0 - $100,000.00 Purchase
Order in FAMIS
School enters PO in FAMIS. No further approval necessary
N/A
>$100,000.01
School enters PO in FAMIS. Review and approval by ISC
Up to 5 days
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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Non-Contracted Commodities ~~ Non-Contracted Commodities ~
COMMODITIES – Non-Contracted Items
ThresholdsThresholds Procurement Procurement ActionAction ProcessProcess ISC / DCP ResponseISC / 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 Source Sole 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 Source Sole 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 SourceRequest must come to DCP for approval if determined to
comply with SOPM
> $100,000.0
0
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)
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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Procurement Cards / SIPPs~~ Procurement Cards / SIPPs~
PROCUREMENT CARDS
ThresholdsProcurement
ActionProcess Timeline
$0 - $2,500.0
0
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.
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Contracted Purchase OrdersContracted 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.
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ARRA/CDBG ContractsARRA/CDBG Contracts
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NOTE: This list changes daily. Currently there are over 400 ARRA/CDBG approved Contracts
Non-Contracted Purchase Non-Contracted Purchase OrderOrder
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.
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Non-Contracted CommoditiesNon-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
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• 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 Vendor Inquiry (continued)(continued)
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• Click on the Vendor’s ID number for Contract Information
Vendor Inquiry Vendor Inquiry (continued)(continued)
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• If you select address information, a box like the example below will appear with the vendor’s contact information.
Vendor Inquiry Vendor Inquiry (continued)(continued)
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• 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 Vendor Inquiry (continued)(continued)
Spending Plan InquirySpending Plan Inquiry
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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’.
Non-Contracted Sole Source Non-Contracted Sole Source GuidelinesGuidelines
Monetary Threshold Approval From
Up to $15,000 Principal, ISC, Central Department Head
$15,000.01 to $100,000 Executive Director, Division of Contracts and Purchasing (DCP)
$100,000.01 and above Chancellor
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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.
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Certification of DeliveryCertification of DeliverySchools 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
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Certification of DeliveryCertification of Delivery(continued)(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.
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Certification of DeliveryCertification of Delivery(continued)(continued)
This is the ‘Receiving Report’ you will see when you click ‘Show’ on the previous screen.
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Certification of DeliveryCertification of Delivery(continued)(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’.
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Approval TrackingApproval TrackingBesides Document Status, you can also get to the ‘Approval Tracking’ screen under the ‘Approval’ heading shown below.
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Change NoticeChange NoticeChange Notice can only be accessed through the option under ‘Purchasing’
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Change Notice - EditChange Notice - Edit(continued)(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.
Procurement Cards (P-Cards)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
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Pre-EncumbrancePre-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.
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Small Item Payment Process Small Item Payment Process (SIPP’s)(SIPP’s)
When to use SIPP’s?
• DOE Employee Reimbursement
• Postage
• Emergency Purchases
• Metro Cards
• Consumables for specialized programs
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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.
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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
Helpful Links & TipsHelpful Links & Tips• SOPM: http://dfoapps.nycenet.edu/SOP/Default.aspx?c=1185
• DCP: http://schools.nyc.gov/Offices/DCP/default.htm
• ShopDOE: https://dfoforms.nycenet.edu/ecatalog/
• Webcast Archives: http://www.learningtimes.net/dcpwebcastarchives.html
• Professional Services Contract Abstracts: http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/ContractAbstracts/Default.htm
• Steps to Add a Vendor: http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm
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DCP Client ServicesDCP Client Services
(718) 935-4444Monday – Friday8:00am – 5:00pm
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