Procurement and Contracts Overview of the Procurement Process.

Procurement and Contracts Overview of the Procurement Process

Chief Purchasing Officer: Opal L. Walls

Speaker: Charles E. Mayfield

Department of Procurement

and Contracts2

Topics

1. What does the Office of Procurement and Contracts do?

2. What Causes Problems…3. Procurement Flow Chart4. Does a Contract Currently Exist?5. Terms:

Biddable Items Non-Biddable Items

6. Procedure for Purchasing Biddable Items

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7. Procedure for Purchasing Non-Biddable Items

Up to $75K Up to $250K Over $250K (Formal Solicitation)

8. Procedure for a Request for Proposal (RFP)

9. Procedure for a Request for Qualifications (RFQ)

10. Non-Competitive Procurement (Sole Sourcing)

11. Key Considerations12. Questions

Topics4

What Does the Office ofProcurement and Contracts

do? Procurement Process

Method by which CPS obtains the goods and services needed to efficiently operate CPS

Process is designed to obtain goods and services at the best price in a fair, open, and non-discriminatory manner

Office of Procurement and Contracts We guide you through the process of purchasing

your goods and services while following Illinois Laws and CPS Board Policies

We help in protecting you and CPS from vendor disputes

We assist in trying to prevent future legal problems for you and CPS

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What Causes Problems…

Avoiding the Procurement Process Bypassing Board Rules

Stringing Splitting payments among FYs

Providing inaccurate information

Acting Without Proper Authority Approve Pay/Ratifications

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Does a contract already exist?

If Yes – contact the Contract Administrator

If No – Is it Biddable or Non-

Biddable?

Biddable What is the Cost?

$10K and under – Requires

Purchase Order

$10,001+ Requires Formal

Solicitation, Board Report, and Contract

Non-Biddable What is the Cost?


Purchase Order

$25,001 - $75,000

Requires CPOR and Contract

$75,001 - $250,000

Requires CPOR, Board Report, and Contract$250,001 +

Requires Formal Solicitation,

Board Report, and Contract

Procurement Flow Chart


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Does a contract currently exist?

Does Procurement currently have a strategically sourced contract?

Below is a list of commodities that are strategically sourced:

Does another CPS Department currently have a contract?

Audio/Visual Equipment

Computers (Desktops/Notebooks/Servers)

Computer Peripherals Inkjet & Toner Cartridges Library Books Office Supplies Printing & Reprographic

Services General Educational

Supplies Special Education

Supplies Janitorial Products School Uniforms Furniture Rental

Equipment/Supplies Educational Software

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Board Report Web Resources

Internal Website:http://dpc.cps.k12.il.us/index.php?tab=2

Procurement and Contracts Website:www.csc.cps.k12.il.us/purchasing/index.php@tab=0.htm




Biddable?



Purchase Order





Purchase Order

$25,001 - $75,000


$75,001 - $250,000





Is it Biddable or Non-

Biddable?

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Terms: Biddable Items

In general, Biddable Items are tangible commodities/ supplies

Examples Include:

Some Services are Biddable:

Appliances Caps & Gowns Equipment Furniture Janitorial Products

Office Supplies Sports/Band/Specialty

Uniforms Student/Teacher Planners Portable X-ray Machines

Busing Landscaping Repairs & Maintenance

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Terms: Non-Biddable Items

In general, Non-Biddable items are professional services or unique commodities

Examples Include: Copiers Computer/Telecom

Equipment Court Reporters Educational Services Professional Skill

Insurance Policies Other Gov’t Agencies Printing of Reports Textbooks Utilities

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Biddable?



Purchase Order





Purchase Order

$25,001 - $75,000 Requires

CPOR and Contract

$75,001 - $250,000





Biddable – What is the

Cost?

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$10K and Under - Requires

Purchase Order



Procedure for Purchasing Biddable Items

Purchases under $10K require a Purchase Order prior to goods being received

Purchases over $10K must be advertised for award and require a contract The procedure below must be followed:User prepares

“Solicitation Request Form”

from the internal Procurement

website http://dpc.cps.k12.

il.us

Formal Bid Solicitation is managed by Procurement

Award is based on the lowest, responsive,

responsible bidder; emphasizing lowest price

User generates/routes Board Report for Board approval

Law Department drafts contract

Unit prepares requisition/PO

approved

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Biddable?



Purchase Order





Purchase Order

$25,001 - $75,000 Requires

CPOR and Contract

$75,001 - $250,000





Non-Biddable – What is the

Cost?


Purchase Order

$25,001 - $75,000


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Procedure for Purchasing Non-Biddable Items Up to $75K

Purchases under $25K require a purchase order prior to services being rendered

Purchases ranging from $25,001 to $75K must follow the CPOR procedure below:User prepares a

“Request for Quotation Form” from the internal

Procurement website

http://dpc.cps.k12.il.us

Obtains three (3) quotes from three

(3) different vendors including signatures using

Request for Quotation Form

User submits information in the CPO Request on

the internal Procurement

website

Submittal is reviewed by CPO

and approved

Department of Procurement and Contracts drafts

contract

Unit prepares requisition/ PO

Approved

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Biddable?



Purchase Order





Purchase Order

$25,001 - $75,000 Requires

CPOR and Contract

$75,001 - $250,000





Non-Biddable – What is the Cost?

$75,001 - $250,000 Requires

CPOR, Board Report, and

Contract

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Procedure for Purchasing Non-Biddable Items Up to $250K

Purchases ranging from $75,001 to $250K must follow the CPOR procedure below:

User prepares a “Request for

Quotation Form” from the internal

Procurement website


Obtain three (3) quotes from three

(3) different vendors including signatures using

Request for Quotation Form

User submits information in CPO

Request on the internal

Procurement website

Submittal is reviewed by CPO

and approved



User prepares requisition/PO

Approval

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How to Complete a CPOR19

How to Complete a CPOR20

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How to Complete a CPOR




Biddable?



Purchase Order





Purchase Order

$25,001 - $75,000 Requires

CPOR and Contract

$75,001 - $250,000





Non-Biddable – What is the Cost?

$250,001 + Requires Formal

Solicitation, Board Report, and

Contract

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Procedure for Non-Biddable Items Over $250K (Formal Solicitation)

Request for Proposal (RFP): In general, RFPs are used to solicit proposals for specific projects requiring professional services

Request for Qualifications (RFQ): In general, RFQs are used to solicit companies with specific qualifications who possess a high degree of technical expertise to create a pool of vendors for multiple future projects

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Procedure for a Request for Proposal (RFP)

User prepares “Solicitation

Request Form” from the internal

Procurement website


Formal RFP Solicitation is managed by Procurement

Review Committee

recommends vendor(s) and CPO awards vendor(s)



User prepares requisition/PO

Approved

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Procedure for a Request for Qualifications (RFQ)

User prepares “Solicitation

Request Form” from the internal

Procurement website


Formal RFQ Solicitation is managed by Procurement

Review Committee

recommends a pool of vendor(s) and CPO qualifies

a pool of vendor(s)



Individual project awarded in mini

solicitation process

Unit prepares requisition/PO

Approved

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How to Request a Formal Solicitation

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How to Request a Formal Solicitation

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Non-Competitive Procurement

(Sole Sourcing)

On rare occasions, projects may be awarded without using a competitive process (sole sourcing)

Examples: Patent restrictions apply Goods/services are available only from a

single source

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Non-Competitive Procurement

(Sole Sourcing) All sole sourcing must be reviewed by

the Non-Competitive Procurement Review Committee (NPRC) and must be approved by the Chief Purchasing Officer and the Board

All sole sourcing requests over $25K must complete this process

“Sole Source CPORs” are not permitted

Forms and instructions at: http:dpc.cps.k12.il.us/

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http://dpc.cps.k12.il.us/

How to Apply for Sole Sourcing

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Key Considerations

What would I like to purchase? Does a contract exist? Is the purchase biddable or non-

biddable? What is the cost of my purchase?

Should I use the CPOR process (3 quotes) or a formal solicitation (Bid, RFP, RFQ) for my purchase?

Does the purchase require a Board Report?

Is my purchase a sole source item?

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Purchasing Contacts

Opal L. Walls Chief Purchasing Officer

773-553-2280

Brad E. Kessler Deputy Purchasing Officer 773-553-1742

Craig A. HollowayCharles E. Mayfield

Formal Solicitations: Bids, RFPs, RFQs

773-553-2903773-553-3207

Felicia D. Carwell Vendor Relations 773-553-2289

Matthew B. Steffens Sole Source requests (NPRC), CPORs 773-553-1742

Questions35

Procurement and Contracts Overview of the Procurement Process.

Documents

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