Procurement to Contracts Presentation

Report
Procurement Services
Presentation 2014
Agenda
• Overview of Procurement Processes
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What Procurement Services Does
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Vendor Budget/Commitment Control
Vendor Setup and Maintenance
Requisitions and Purchase Orders
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Selectively review PO’s less than $10,000 for compliance
Final review and approval of all PO’s greater than $10,000
Competitive Bidding and Request for Proposals
Establish District Wide Contracts
Procurement Policy Training
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Purchases must follow Illinois law and
Board policies
• The Chair of the Board, Chancellor and Presidents are the only
individuals authorized to sign and execute agreements on
behalf of City Colleges of Chicago regardless of value.
• No District officer or employee, without express
authorization, shall make any purchases or enter into a verbal
or written purchase contract on behalf of the Board
• Any contract made in violation of State law, or Board rules,
policies and procedures is VOID as to the Board
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4
District Wide Spending
Authority, Requirements & Conditions
The following purchasing dollar thresholds provide the requirements that are approved by the Board of
Trustees:
•
Purchases of less than $2,500: Competitive bidding is not required. Such items may be purchased from
any vendor offering the required goods or services at a reasonable price. Price comparison is highly
recommended.
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Purchases of $2,500 and up to $25,000 require three price quotations in writing. The quotations must be
summarized on the bid recapitulation sheet and attached to the requisition form. At least one of the three
vendors must be a certified MBE/WBE vendor. If a sole source vendor, attach an updated vendor letter.
•
Purchases in excess of $25,000 formal competitive bidding is required. Formal competitive bidding
requires that the initiating department prepare written specifications describing the required goods or
services. The specifications must be submitted via e-mail to the Department of Procurement Services
(procurementservices@ccc.edu ) and with copy to the College Executive Director of Business Operations
to ensure that the specifications are complete and in the proper form. Specifications shall be prepared as
objectively as possible, so that the advantage provided to any particular vendor is based on the
appropriateness of that vendor’s product.
The Procurement Policy remains consistent with Illinois
Public Community College Act.
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Bid Recap Sheet
Recapitulation of Bids Received
$2,500 - $25,000
Requisition Number: _________________
Date: ______________________
College/Department__________________
Vendor Selected: __________________________
Bids were obtained in writing. The results were as follows:
Bidder
Amount
MBE
WBE
1. ________________________________
_____________________
___
___
2. ________________________________
_____________________
___
___
3. ________________________________
_____________________
___
___
If the selected bidder for the purchase is an MBE or WBE, circle the appropriate code:
Black
Hispanic
1
2
Asian/Pacific
Islander
3
American Indian
4
Non-Minority
Women
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Purchases between $2,500 - $25,000 require three price quotations one quote should be from a
certified M/WBE. Quotes should be attached to this form.
For purchases of goods that available from a single source, a letter from the vendor justifying the
sole source conditions should be attached to this form.
____________________________
Dept. Head
____________________________
College Executive Director/ District
Office Business Manager
____________________________
Office of Contract Compliance
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MWBE Contract Compliance
Bid Recapitulation requirements:
1. One quote from a certified MBE or WBE firm;
2. “Certified” means the firm is certified by one of the
11 agencies recognized by City Colleges
http://www.ccc.edu/services/Pages/MWBE-Information-and-Forms.aspx;
3. When requesting the quote, ask the firm to include
their certification letter;
4. If you do not have a quote from a MWBE, you must
request a wavier from the requirement including
justification and backup, e.g. Searched databases and
no MWBE firms were listed, item is a sole source.
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M/WBE VENDORS
M/WBE vendors can be found on the following websites:
City of Chicago’s website:
https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago
Central Management Service-State of Illinois (CMS)
http://www2.illinois.gov/cms/business/sell2/Pages/default.aspx
• Select === Vendors Search
• Select === BEP Vendor Search
• Enter ==== The type of Good or Service you desire to purchase- i.e. printing note: under search criteria ensure all categories below are checked
• Press Search – Note: A new window will appear with the vendor(s) and
contact information.
Cook County
http://www.cookcountygov.com/portal/server.pt/community/contract_complian
ce%2C_office_of/285/vendor_directory/595
• Select Directory of Cook County Certified MBE/WBE Vendors
• Select Show Me to view a tutorial on usage of the site.
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Requisition Signature Work Flow
District Office
Dept.
Manager/Business
Manager/Designee
Vice Chancellor
Note: All the signatures above are required regardless of dollar value
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Requisition Approval Work Flow
College
Requesting
Department
Dean/ Dept.
Chair/Dept.
Head
College
Executive
Director of
Business
Operations
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College
President
Vice
Chancellor
or Associate
Vice
Chancellor
Vice Chancellor or Associate Vice
Chancellor Requisition Signature Matrix
Types of Purchase
Programmatic Vice Chancellor/ Associate Vice
Chancellor
Jerrold Martin
IT Hardware, Software and Services Purchases
Non-Instructional Office Supplies , Janitorial Supplies,
Facilities Supplies and Equipment, Furniture,
Construction and Renovation
Academic Books, Scientific Supplies, Nursing Supplies
and Equipment, Cosmetology Supplies and
Equipment, Instructional Supplies, Library Supplies
and Equipment
Advertising/Promotional/Outreach Items
Athletic Supplies and Equipment
Bookstore, Cafeteria and Vending Services Purchases
Diane Minor
Security Supplies and Equipment Purchases
Memberships
Beatrice O’Donnell
Carole Wood
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Vernese Edghill- Walden
Laurent Pernot
Michael Daigler
Jeffrey Wong or Joyce Carson
VENDORS
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All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a
minimum of 10 business days for entry.
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All new vendors who will provide goods and services must complete a vendor packet. Which
includes the following:
• Vendor’s List Application Form (2 pages)
• IRS W-9 Form
• Purchase Order Terms and Conditions (Conditions of Purchase)
• Acknowledgement of the District’s CCC Ethics Orientation for
Contractors/Vendors
• NIGP Commodity Codes Selection
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To update existing vendors the Vendor Form must be completed and supporting
documentation must be attached i.e. Vendor address change notice, etc.
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Hotels and Membership organizations are only required to submit the IRS W-9 Form and
Vendor Form (include telephone and fax numbers).
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To verify if your vendor of choice is in PeopleSoft, check with your College Business Office or
District Office Business Managers who have vendor inquiry access.
The vendor forms are available from the internet via
http://www.ccc.edu/services/Pages/Become-a-Vendor.aspx
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District Wide Term Agreements
Colleges benefit from increased savings through combined purchasing volume
through the use of Board approved vendors, procurement consortiums, and
other sister agency contracts for District-wide purchases.
Examples of Board Approved Vendors:
• Building and Maintenance
Repair
• Scavenger Services
• Nursing Supplies
• Bus Transportation
• Uniforms
• Promotional Items
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Text (“Educational”) Books
Trade Books
Cafeteria and Vending Services
Newspaper Advertising
Computers and Printers
Scientific Supplies
Consortium Vendors
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The U.S. Communities Government Purchasing Alliance http://www.uscommunities.org/
Illinois Higher Public Education Cooperative (IPHEC) –
http://www.obfs.uillinois.edu/purchases/suppliers/illinois-public-higher-educationcooperative/
Educational and Institutional Cooperative Purchasing (E & I)
https://www.eandi.org
National IPA http://www.nationalipa.org/index.html
Items available to purchase include:
– Maintenance /Janitorial Supplies
– Office Supplies
– Office Furniture
– Scientific Equipment
– Medical Supplies
Note:
A listing of District-wide general use Board Approved Vendors is posted on the CCC website
under District Office Procurement.
http://ccc.edu/departments/Pages/Procurement.aspx
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Formal Bid Procedures
• Requesting Departments must prepare a detailed description of the
goods or services to be procured.
• The detailed description should be sent to the District Director of
Procurement Services via procurementservices@ccc.edu for review
and preparation.
• Once assigned to a Buyer, the requesting department is notified
and a draft document is forwarded for review and approval.
• Per State Law, formal bids are to be advertised for a minimum of 10
days.
• Requesting Departments should PLAN in advance for formal bids.
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Formal Bid Participants/Roles
• User Department – The User Department is responsible for the preparing an
accurate and complete scope of services for the solicitation, serving on the
Evaluation Committee, preparing the final recommendation for vendor selection,
and preparing the Board report for review and approval by the Board of Trustees.
• Procurement Services Buyer – Facilitates the bidding process. Prepares the
bid document from the scope provided by the user department.
• District Director of Procurement Services – Oversees the timely
completion of the process.
• Risk Management – Provides the appropriate insurance language for the bid
project.
• M/WBE Compliance – Reviews the submitted proposals for a commitment to
adhere to our board approved compliance plan.
• Chief Procurement Officer – Approves the selection of the recommended
vendor.
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Formal Bid Timeline
Request for Proposal (“RFP”):
• At a minimum, one month to
draft and advertise RFP, and
complete the Pre-bid conference.
• Two weeks for proposal
evaluation process.
• Two weeks if oral presentations
are needed.
• Two months for Board Approval
process.
• Total of two and half - three
months to plan and complete
request for services.
• An additional 21 days, at
minimum, for contract
preparation and execution after
board approval is obtained.
Sealed Bids (Goods only):
• At a minimum, one month to draft
and advertise Specifications.
• Two months for Board Approval
process.
• Total of three months to plan
and complete requests for
goods, products, or equipment.
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Sole Source Purchases
• Definition - item(s) procurable only from a single/one
source (i.e., manufacturer, authorized dealer/distributor,
own patent or copyrights).
• All Sole Source purchase requests will be reviewed on a
case by case basis, that may include issuance of a formal
bid solicitation to verify there is no competition.
• User must provide justification and demonstrate due
diligence for Sole Source Request i.e., if the vendor owns
the copyright or patent, the supporting documentation
needs to be attached.
• All Sole Source purchases over $25,000 requires Board
Approval.
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Procurement Services Key Personnel
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Diane Minor
Vice Chancellor , Administrative and Procurement Services
(312) 553-2636
Sheila R. Johnson
District Director of Procurement Services
(312) 553-3336
Chasity Jackson
Buyer
(312) 553- 3370
Stephanie Lewis
Senior Buyer
(312) 553-2637
Marietta Williams
Buyer
(312) 553-3331
Keisha Patterson
Assistant Buyer
(312) 553-3355
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Christopher Kopp
Chief Procurement Officer
(312) 553-3240
Debra King
Contract Compliance Officer
(312) 553-2621
Lisa Lewis
Contract Compliance Officer
(312) 553-2815
Robert Graham II
Senior Buyer
(312) 553-2591
John Mc Garry
Buyer
(312) 553-3466
Marcus Roebuck
Contract Compliance Officer I
(312) 553-3366
Ralph Passarelli
Director of Risk Management
(312) 553-3276
Procurement Services E-mail
procurementservices@ccc.edu
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Resources for Assistance
1. Local Campus Executive Director of Business Operations
2. District Office Department Business Manager/Designee
3. Procurement Services Staff
a.
Check out Procurement Services department webpage for additional
resource information.
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Questions
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