PROCUREMENT OVERVIEWBorough Field Support Center

Division of Contracts and PurchasingDavid Ross, Executive DirectorSusan Dick McKeon, Chief Administrator Joy Gentolia, Directorhttp://schools.nyc.gov/Offices/DCP

OVERVIEW

ShopDOE and E-catalog

MTAC

Grants Contract Process

Purchasing Threshold and Guidelines

Resources

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ShopDOE & E-catalog

Key Objectives of new Search Engine

• Search across multiple fields from one text box

• More intuitive and user–friendly

• Spell correction, auto complete and other search functionalities

• Vendors can better present wares through keywords, images, synonyms etc.

• A seamless integration of ShopDOE with FAMIS PO Module

• Ability to save ‘favorite’ searches for future use

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ShopDOE Login

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• To electronically send your Shopping cart to FAMIS for processing you must login to ShopDOE with your central user name and password

• To browse the site, without the capability of electronic submission of shopping cart to FAMIS, login with your email address of choice

ShopDOE Home Page

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Search Box: Search on KeywordsItem#, model# etc

Click on a specific category/sub category

To explore items in the category

Type ahead and Left Hand Navigation

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Search Box: Search on KeywordsItem#, model# etc

Create, Save and Share Shopping Cart

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Send Shopping Cart to FAMIS for Processing

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Personal information tied to your personal

DOE credentials

Find your location address

My Account - View Saved Shopping List

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Click on the Shopping List you want to view

My Account - View Saved Shopping List Continued

The List is dynamic. Price changes or Item deletion will automatically be updated

• Add to Cart Or Rename• Copy , delete entire cart or

single item

FAMIS PO Module

• Click on ShopDOE Order Request to view Order Request waiting for processing

• Enter District and Location code

FAMIS PO MODULE Continued

• Click on the tabs to view Order Request in different status

• Select the Order Request Number you want to view and click Select

Order Request Detail

• Click on the tabs to view commodity specific Order Requests

• An entire Order Request Can be rejected• Item Quantity can be changed as well as deleted• Changes must have a reason

Relationship between PO Module & Order Request History in ShopDOE

The different Order Request Status

Changes made to an Order Request In FAMIS PO Module will be reflected in Order Request History in ShopDOE. For additional information click into an Order Request ID#

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Multiple Task Award Contract(MTAC)

MTAC

Multiple contracts for similar services allow users to compare and access services on an as needed basis

Contracts are initially established through a pre-qualification process

Similar to an RFP except that every proposal that meets the requirements is awarded a contract

Open-ended solicitation, allowing vendors to submit proposals at any time

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Differences between an RFP and an MTAC

RFP MTAC

Due dates One time for all proposal submissions Open enrollment

Reviews based on Pre-Set Evaluation Criteria Pre-Set Evaluation Criteria

Awards are made Usually one or a few proposers Any number of programs

Who does work Determined at contract award stage

Determined by users. If >$25K, schools are required to conduct competitive mini-bid process.

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Why use MTAC contracts?

Listed vendors have been screened/pre-qualified.

There are many vendors to choose from.

Listed vendors have DOE contracts, so there’s quick access to services.

Used appropriately, they meet our legal requirements for competition to assure “best value.”

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MTAC School Process

Services under $25,000 require no competition. Schools can cut a PO directly against an MTAC contract.

Above $25,000, schools are required to login to the MTAC tool to create a scope of services and conduct a mini-bid solicitation among the awarded vendors in their component areas. Vendors will be required to provide a statement of work and pricing based on their contracted services which will be evaluated and scored by the school. School will then be able to secure services via purchase order.

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MTAC Thresholds

MTAC ThresholdVendor(s) (Minimum)

Required # of

Proposals (Minimum)

Committee Members

(Minimum)

$0 - $25,000 N/A N/A N/A

>$ 25,000 - $100,0003

(School selects 2 -- MTAC system selects 1)

2 1

>$100,000 - $250,0005

(School selects 3 -- MTAC system selects 2)

3 3

> $250,000 All 1 3

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Using the MTAC Selection ToolScope of service should have adequate information for vendors to offer a clear and complete response:

Objectiveo Identify needs that are specific to your school and its population.o Tell where the school is located.

Deliverables include grade level, # of students/teachers involved and other information that will assist vendors to submit a competitive response.

Work tasks/Timeline – Include any specific tasks that are required and include day/frequency/duration of the services.

Never refer to a specific vendor or vendor’s program.

Negotiate with vendors to offer better pricing or additional services and/or suggest large orders discounts off contract prices.

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Using the MTAC Selection Tool(cont.)

Evaluation Committee

# of Members based on the procurement threshold.

Members are not permitted to report to or supervise another committee member.

Select individuals that are familiar with the services needed.

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Open MTAC Procurements

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MTAC # MTAC TitleR0891 ARTS EDUCATION SERVICESR0962 PROFESSIONAL DEVELOPMENT FOR ARTS EDUCATIONR0920 SERVICES TO PROMOTE SAFE AND SUPPORTIVE SCHOOL COMMUNITIESR0896 ACADEMIC INTERVENTION PROFESSIONAL DEVELOPMENT SERVICES1C617 ENGLISH LANGUAGE LEARNERS PROFESSIONAL DEVELOPMENTR0898 STUDENT SUPPORT SERVICESR0895 WHOLE SCHOOL REFORM SERVICESR0929 PROFESSIONAL DEVELOPMENT FOR SCHOOL LEADERS & TEACHERSR0915 SPECIAL EDUCATION PROFESSIONAL DEVELOPMENT SERVICESR0996 LITERACY PROFESSIONAL DEVELOPMENT SERVICESR0997 SOCIAL STUDIES PD & DIRECT STUDENT SERVICES R1033 SCIENCE & STEM R1026 MATH PROFESSIONAL DEVELOPMENT SERVICESR0984 EXPANDED LEARNING TIMER1077 PROFESSIONAL DEVELOPMENT FOR INSTRUCTIONAL TECHNOLOGYR0995 SYSTEMWIDE PROGRAM EVALUATION SERVICESR0763 PROFESSIONAL DEVELOPMENT FOR EARLY CHILDHOOD EDUCATORSR0695 SCHOOL BASED MENTAL HEALTH & BEHAVIORAL SERVICESR1017 TITLE 1 NONPUBLIC SCHOOL SUPPLEMENTAL SERVICESR0778 PROFESSIONAL DEVELOPMENT AT TRANSFER SCHOOLS & SIMILAR SCHOOLSR0056 CAREER & TECHNICAL EDUCATIONR0980 LEADERSHIP DEVELOPMENT

GrantsContract Process

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Vendor Named in A Grant >$25K

Vendors named in the grant are posted in the grant tracking system

If vendor has an MTAC contract whose services mirror the services sought in the grant, school/office may proceed with the PO.

If no existing MTAC contract:

Contract request is submitted to DCP by school/office:• Award notification• Work plan/Budget• Copy of Proposal/Application• Request Letter

DCP Attorney reviews request and grant package

DCP Attorney drafts a contract and electronically sends to vendor and DOE program director/school

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Vendor reviews and agrees in principle DCP Attorney sends contract to Corporation Counsel for approval

Contracts are vetted and approved by DOE senior management and PEP

Contracts are signed and registered with the NYC Comptroller

Approved contracts are registered and an electronic confirmation is provided to the school/office

Purchase order is issued to the vendor

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Vendor Named in A Grant >$25K – cont.

Purchasing Thresholds and Guidelines

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PROFESSIONAL SERVICES – Contracted Services

ThresholdsProcurement

Action Process Timeline

$0 - $25,000.00

Contracted Purchase Order

in FAMIS

School enters PO in FAMIS. Principal approves PO. No further approval necessary.

N/A

Over $25,000.00

School enters PO in FAMIS. Review and approval by Principal and CFN is required.

MTAC Required for Vendors with MTAC Contracts .Up to 5 days

PROFESSIONAL SERVICES – Non-Contracted Services

ThresholdsProcurement

Action Process Timeline

$0 - $5,000.00

Micro Purchase/No Bids

School enters Micro Purchase order in FAMIS. Principal approval is required.

N/A

$5,000.01 - $25,000.00

Simplified Procurement/3-

Proposals

School must solicit and document three (3) written quotes from 3 vendors, then enters

Simplified Procurement/3 Proposal PO. Principal approval is required

N/A

$5,000.01-$25,000.00

Negotiated Services/Exceptio

n to Bid

School must secure additional documentation regarding the procurement. School enters PO into FAMIS. Justification of services must be

made. Principal/Head of Office approval is required.

N/A

$25,000.01 -

$100,000.00

a) Simplified Procurement/3-

Proposals

Principals or CFN must send a request to DCP. DCP will initiate the contract process.

3 Plus months

b)Negotiated Service/Exceptio

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Principals or their equivalent must submit a request and scope of work to DCP Executive

Director.3 Plus months

Over$100,000.0

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a)DCP Initiates Contract Process

Principals or CFN must send a request to DCP. DCP will initiate the contract process, either

Request For Proposal (RFP), or a Pre-Qualification Solicitation (PQS).

5 – 12 months

b)Negotiated Service/Exceptio

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Principals or their equivalent must submit a request and scope of work to DCP Executive

Director.6 – 12 months

Purchasing Thresholds and Guidelines

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PROFESSIONAL SERVICES – Internal DOE Professional Service Providers

ThresholdsProcurement

Action Process 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)

PROFESSIONAL SERVICES – SCHOOL PROFESSIONALS

Up to $50,000.00

Create Work Order/

Purchase Order in FAMIS

School must create a work order in the School Professionals web base system. Which will generate a

purchase order in the FAMIS Purchasing Portal. Principal/Head of Office approval is required. School Professionals website www.SPDOE.com

Up to 5 days

COMMODITIES – Contracted Items, Non-List, and Listing Applications

Thresholds Procurement Action

Process Timeline

$0 - $100,000.00 Purchase

Order in FAMIS

School enters PO in FAMIS. Principal approval is required. N/A

Over$100,000.00

School enters PO in FAMIS. Review and approval by CFN Up to 5 days

Purchasing Thresholds and Guidelines

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Purchasing Thresholds and Guidelines

COMMODITIES – Non-Contracted Items

ThresholdsProcurement

Action ProcessISC / DCP Response

$0 - $250.00

Micro Purchase/No

Bid

If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number. School enters Micro

Bid/No Bid PO in FAMIS. Principal approval is required. N/A

$250.01 - $5,000.00

Simplified Procurement/3 Proposals PO

School gets telephone quotes from three (3) different vendors, then enters PO in FAMIS. Principal approval is required. N/A

$5,000.01 -$15,000.00

Simplified Procurement/3 Proposals PO

School gets written quotes from three (3) different vendors, then enters PO in FAMIS. Principal and CFN approval is

required.N/A

Over $15,000.00

Competitive Sealed Bid

Request must be sent to DCP, who will conduct a public solicitation for the goods. 2-5 months

$250.01 - $25,000.00

Sole Vendor School enters PO in FAMIS. Principal and/or Head of Office approval is required.

N/A

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Division of Contracts and Purchasing -http://schools.nyc.gov/Offices/DCP.htm

Buying Tools for Schoolshttp://schools.nyc.gov/Offices/DCP/BuyingTools.htm

MTAC – School Guide:

Webcast - http://www.learndoe.org/dfsbo/mtac-webinar/ Handout - http://schools.nyc.gov/NR/rdonlyres/F8B42A39-55A1-41EA-8787-621556CCCFD3/98026/MTACforWebinar.pdf

Finance Service Center (718)935-5000 or clientservices@schools.nyc.gov

Resources