PROCUREMENT: I GIVE UP! - CASBO€’Exception may be for perishable items where a vendor may not...
Transcript of PROCUREMENT: I GIVE UP! - CASBO€’Exception may be for perishable items where a vendor may not...
PROCUREMENT:IGIVEUP!STEPHANIE BRUCE, D IRECTORNUTRIT ION SERV ICES , PALMSPR INGS USD
GUISELLE CARREON, COMMERCIAL WARRANTS & ACCOUNTS PAYABLE , SAN D IEGOCOE
KELLY M. REM, ATTORNEY, LOZANOSMITH
TheviewsandopinionsexpressedinthispresentationarethoseoftheauthorsanddonotnecessarilyreflectthoseofCASBO.
Disclaimer
Theinformationinthispresentationisbasedonavailableinformationatthetime.Informationprovidedforbiddocumentsaresuggestions.Terminologymaybedifferentthanwhatyouuseinyourdistrict.Checkwithyourlocalcountyofficeand/orlegalcounselofeducationforcountyspecificrules/regulations.
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OpenandFreeCompetition
Allprocurementtransactions,regardlessofwhetherbysealedbidsorbynegotiationandwithoutregardtodollar
valueshallbeconductedinamannerthatprovidesmaximumopenandfreecompetition
2 CFR200.319
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2CFR200.319- Competition
Allprocurementtransactionsmustbeconductedinamannerprovidingfullandopencompetitionconsistentwiththestandardsofthissection.
1. Placingunreasonablerequirementsonfirmsinorderforthemtoqualifytodobusiness;
2. Requiringunnecessaryexperienceandexcessivebonding;
3. Noncompetitivepricingpracticesbetweenfirmsorbetweenaffiliatedcompanies;
4. Noncompetitivecontractstoconsultantsthatareonretainercontracts
5. OrganizationalConflictsofInterest
6. Specifyingonlya“brandname”productinsteadofallowing“anequal”product
7. Anyarbitraryactionintheprocurementprocess
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AdditionalProhibitedPractices
• IncorrectapplicationofGeographicPreference• AvoidingFormalThresholdbysplittingbidstoensureacertainvendorwinsabid.‒ Exceptionmaybeforperishableitemswhereavendormaynotbeabletocommittoasolidprice,you
• Gettingacostquotefromonlyonevendor• Allowingavendortowritespecifications• Conflictofinterest(EmployeeorVendor)
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CodeofConduct
Governstheperformance,behaviorandactionsoftheemployeesengagedinanyaspectofprocurement.
1. ConflictsofInterest
2. Prohibitsawardtoafamilymember
3. Prohibitssolicitationofgiftsordonations.(Incentivelanguagecanbeincludedaspartofthecompetitiveprocurementandmustbenefittheschoolmealprogram)Discounts/Rebates
4. Gifts/Donations
5. GiftExclusions
6. Non-Compliance
7. StaffshouldbefamiliarwiththeCodeofConduct
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WrittenProcurementProcedures
• Developandmaintainwrittenprocurementproceduresdesignedtoavoidtheacquisitionofunnecessaryorduplicativeitems.
• Writtenproceduresshouldmatchdistrict’sboardpoliciesandadministrativeregulations.
• Writtenproceduresshouldincludeguidelinesfor:• Micropurchases• Smallpurchases• FormalBidding
• Writtenproceduresshouldbekeptup-to-date.
• Staffshouldbefamiliarwithwrittenprocedures.
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BidLimits
• Federalbidlimitis$150,000• CaliforniaStatebidlimitis$88,300*‒ AppliesonlytoPublicschoolsandCountyofficesofEducation.• Districtsmayhavemorerestrictivelimits.
*CABidLimit2017
*PCC20111
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InformalProcurement
• Anypurchasethatisunderthestatutorybidlimit(Federal=$150,000/CA$88,300*)‒ MicroPurchases‒ SmallPurchases
*CAStateBidLimit2017
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MicroPurchase≤$3,500
• Nottobeusedforregularlypurchaseditems.• Doesnotrequiremultiplequotesifthepricingisdeemedreasonable.• Mustbedistributedequallyamongqualifiedsuppliers.• Pricesmustbereasonable.• Requiresretentionofdocumentationifquoteswereobtained.• Districtmayrequirequotesatlessthanthemicropurchasethreshold
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SmallPurchase≤$88,300(statutorybidlimitfor2017)
• Writtenspecifications/scopeofwork• Pricequotesfromanadequatenumberofqualifiedsources.‒ Federalrequiresyousourceaminimumof3vendors.
• Evaluatebiddersresponsestoyourspecifications.• Determinemostresponsiveandresponsiblebidderatlowestpriceandawardcontract.
• Countyand/orDistrict’smayhavemorerestrictivelimits.• Managingthecontractisarequirement.
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RequestforProposal(RFP)Usedforbothinformal(smallpurchasethreshold)andformalbiddingwhenprocurementisabovethestatutorybidlimit.
• Forcontractsawardedtothelowestresponsiveandresponsiblebiddermeetingspecificcriteria.• Mustprovideascoringcriteria.• OnceitisdeterminedwhichbiddersmeetallrequiredcriteriabasedonscoringthresholdPrice willbethedeterminingfactor.
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FormalProcurement>$88,300(CAbidlimit2017)
• RequiresanInvitationtoBid(IFB)processandisacompetitivesealedbid• Advertisingisrequiredonceaweekfortwoweeksinaperiodicalwithgeneralcirculation.(PCC20112)• Bidsmustbesealed• Bidsmustbeevaluatedforresponsiveness• Biddermustberesponsible• Maybeawardedbylineitem,lot,orsplitlots.• Priceistheonlyfactor.
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BiddingRequirements
• Finaladdendummustbeissued72hourspriortobidopening.(PCC4104.5)• Substitutionofspecifiedbrandshouldbepriortobidopening.• Terminationforcause>$10,000(2CFR200– Appendix2)
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BID&RFPRequiredDocuments/Certifications
-ContractorsCertificationregardingAlcoholBeveragesandTobaccoFreeWorkplace(DistrictPolicy)-ContractorsCertificationregardingDrugFreeWorkplace(GovernmentCodeSection8350)
-SuspensionandDebarment(>$25,000)(MB98-113July1998&7CFR3017.510)§ Contractsinexcessof$30,000thedistrictmusthaveaprocesstocheckdebarmentstatus.-LobbyingActivityCertification(>$100,000)(MB98-113July1998&7CFR3018)
-NonCollusionDeclaration(PCC7106)-EqualOpportunityEmploymentDeclaration(41CFR60-1.4(a),60-300.5(a),60-741.5(a))-ContractorsCertificationregardingWorkerCompensation(LaborCode3700)
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BID&RFPRequiredDocuments/Certifications(cont’d)
‒IranContractingAct(>$1,000,000)PCC2202-2208‒CleanAirandWaterCertification(>$100,000)§ Section114oftheCleanAirAct§ Section308oftheFederalWaterPollutionControlAct
‒EPARegulations(40CFRPart15)‒EnergyPolicyandConservationAct‒ContractWorkHoursandSafetyStandardsActCompliance‒FoodDefense– FoodSafetyModernizationAct‒SmallBusinessandMinority,Woman,andDisabledVeteranBusinessEnterprise
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Responsivevs.ResponsibleBidder• Responsive:• Abidderhasmetalltheconditionsofthebidasexplainedintheinstructionstobidders.
• Adistrictmaywaiveanirregularityinabid,suchasthefailuretosign,aslongastheerrorisnotmaterial(doesnotchangethecostofthebidorgiveamaterialadvantagetothebidder).48CFR14.405
• Responsible:• Responsibilitygoestotrustworthiness,quality,fitness,capacityandexperiencetosatisfactorilyperformthecontract.• Responsibilityisaboutthebidderandnotthebid.
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PROCUREMENT:PAININTHE@$&!!STEPHANIE BRUCE, DIRECTORNUTRIT IONSERVICES , PSUSD
GUISELLE CARREON, COMMERCIAL WARRANTS & ACCOUNTS PAYABLE , SAN D IEGOCOE
KELLY M. REM, ATTORNEY, LOZANOSMITH
TheviewsandopinionsexpressedinthispresentationarethoseoftheauthorsanddonotnecessarilyreflectthoseofCASBO.
PrequalificationProcess
Bidderswhosubmitaqualificationpacketandaredeemedeligible,maysubmitaformalsealbid.
• Developquestionnaire(criteriaforqualifyingtobid)• Developtastetestprocedurefor“ReadytoServe”foods• Developscoringcriteria• Developappealsprocess• Notifyapplicantsofqualificationresults• Publishlistofeligiblebidders
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Qualified/ResponsibleBidder
• PrequalificationCriteriaExamples:‒ FoodDefense– MustberegisteredwiththeFoodandDrugAdministrationandmeettherequirements
oftheFoodSafetyModernizationAct.‒ SafetyandSanitationCertificates‒ HAACPProgram‒ WarehouseInspection‒ References‒ Whatisyourprocedureforsubstitutions.‒ WhatisyourprocedureforProductRecalls.‒ Yearsinbusiness‒ Haveyoubackedoutofadistributioncontractorbeendeemednonresponsive.‒ Fingerprinting
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NoncompetitiveBid- (2CFR200.320(f))
• Publicneedisurgentoranemergencyexists.• RecommendcommunicationwithCDE• Veryrestrictive•Maintaindocumentation• Pre-approvalfromCDE(ifreceived).• Contracts/bidsolicitations
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Co-op/JPA/ConsortiumGroupPurchasing
• Mustbeformedproperly*(USDAPolicymemoSP05-2017)• Createofficersandgoverningstructure• Establishby-lawsAlternative:• Jointprocurement(multi-districtbid)• Piggybackbidwitheachdistrictnamesasauthorizeduser
*Resource:http://sgf.senate.ca.gov/sites/sgf.senate.ca.gov/files/GWTFinalversion2.pdf
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Piggyback(USDAPolicyMemoSP35-2012)
Apiggybackprocurementiswhenoneentityis“jumpingon”anexistingcontractundertheSAME termstoprocuregoods.• Nomaterialchangesarepermitted.• New/additionalitemsbutbeformallyorinformallyprocured.• Notallowedtopiggybackservices(PCC20118)• Contractmusthavelanguagetoallowpiggyback• Encourageyoutospeakwithyourlegalcounsel.
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GeographicPreference
InstitutionsreceivingfundsthroughtheChildNutritionProgramsmayapplyanoptional geographicpreferenceintheprocurementofONLY unprocessedlocallygrownorlocallyraisedagricultureproducts.
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SmallBusinessandMinority,Woman,andDisabledVeteranBusinessEnterprise(MWDVBE)
Inanefforttoencourageminority,womenanddisabledveteranownedbusinessenterprisestoparticipateand
submitproposalsbasedupontheircapacitytoperformandbesuccessful,thisprojectmaybeawardedtomorethanoneProposerifitisinthebestinterestoftheDistricttodoso.
2CFR200.321
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BuyAmericanProvision- (USDASP24-2016)
BidderwillcomplywiththeBuyAmericanrequirement,whichdictatesthatschoolparticipatinginthefederalschool
lunchprogramsarerequiredtopurchasedomesticcommoditiesandproductsforschoolmealstothe
maximumextentpossible.7CFR210.21(d)
Awardeddistributorwillprovideinformationonproductsorigin.
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HelpfulLinks
SuspensionandDebarment:https://www.gsa.gov/portal/content/192903http://www.cde.ca.gov/ls/nu/sn/mb98113.asp
GeographicPreference:https://www.fns.usda.gov/sites/default/files/F2S_geo_pref.pdfhttp://www.cde.ca.gov/ls/nu/sn/mbusdasnp132009.asp
FoodDefense:http://www.fda.gov/Food/GuidanceRegulation/FSMA/default.htm
EnergyPolicyandConservationAct:http://legcousel.house.gov/Comps/EPCA.pdf
ContractWorkHoursandSafetyStandardsActCompliance:http://www.dol.gov/compliance/laws/comp-cwhssa.htm
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