How To Do Business with APS

Report
PROCUREMENT SERVICES DEPARTMENT
“How We Do Business”
PROCUREMENT SERVICES DEPARTMENT
Procurement Services is the central procurement office for the Atlanta Public Schools. We procure
millions of dollars worth of quality goods and services at the most economical cost or best value
in accordance with the purchasing policy and regulations for the Atlanta Public Schools district.
Our Mission...Serve the District and Community by providing value-added procurement and
timely acquisition of goods and services necessary to carry out the District’s mission. We
are responsible for ensuring that all children within the District are learning in a safe environment
with access to all the necessary tools they need to learn and grow. The Department operates on
sound policies and procedures that are transparent to the Community.
We are dedicated to fair and open competition.
PROCUREMENT SERVICES DEPARTMENT
The Atlanta Public Schools
Awarding Winning
Procurement Team
PROCUREMENT SERVICES DEPARTMENT
Division / Department
Procurement Staff
Curriculum & Instruction
Administrative Services
School Improvement & Leadership
Teaching & Learning
Student Programs & Services
Joyce Carter
Sr. Procurement Officer
Subrena Clark
Contract Specialist
Randall Sellers
Director
Operations
Facility Services
Nutrition
Security
Transportation
Marki Dixon
Sr. Procurement Officer
LaShon Hunt
Contract Specialist
David Odom
Assistant Director
Finance
Office of the Chief of Staff
Office of Internal Compliance
Teresa Adams
Procurement Officer
LaShon Hunt
Contract Specialist
Nicole Langley
Sr. Contract Specialist
Human Resources
Information Technology
Nicole Mathis
Procurement Officer
Subrena Clark
Contract Specialist
Kendall Hallman
Sr. Procurement
Business Analyst
Surplus Equipment Disposal
Vendor Registration & Database
Crystal Moore
Floretta Riley
PROCUREMENT SERVICES DEPARTMENT
About Our District
• FY14-15 Annual Budget: $658 million
• 50 Elementary Schools, 14 Middle Schools, 14 High
Schools, 12 Charter Schools
• Number of Students - 49,217
• Ethnic Distribution:
– 79.3% African American
– 12.3% Caucasian
– 5.9% Hispanic
– 2.5% Other
• Free and Reduced Lunch—76%
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PROCUREMENT SERVICES DEPARTMENT
Vendor Registration
• Anyone can register to become a vendor at Atlanta
Public Schools. The form is available online at the APS
Procurement website under “Vendor Registration”.
• All vendors must complete the form and provide all
required information, including NIGP Commodity Codes.
• Vendors that are 1099 recipients must complete a W-9.
• Vendors must complete all applicable E-Verify Forms.
• Vendors are responsible for maintaining their company
information in the APS vendor database. Vendor should
notify APS of any changes in their company information.
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PROCUREMENT SERVICES DEPARTMENT
Vendor Eligibility for Consideration
• Because Atlanta Public Schools is committed to awarding
contracts to responsible parties, vendors with an active
exclusion listed on the United States Government’s System
for Awards Management (SAM) will not be eligible for
consideration for a contract award.
• To be eligible for consideration, vendors must be in
compliance with all federal, state and local laws (including
Georgia’s HB 87 a/k/a “E-Verify”). Information about the
requirements of HB 87 can be found on our website at:
http://www.atlanta.k12.ga.us/Page/22476
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PROCUREMENT SERVICES DEPARTMENT
Types of Vendors
There are two (2) categories of vendors recognized by APS:
a. Registered
b. Awarded
A registered vendor is one who has submitted a vendor
application to Procurement Services and been assigned a vendor
number. This allows the vendor to participate in the procurement
process. Once the vendor has received a Lawson ID, they should
be notified that they are an APS registered vendor.
An awarded vendor is one who has been determined to be the
lowest responsive responsible bidder or offers the best value to
the District as the result of a formal or informal solicitation. An
awarded vendor must also be a registered vendor.
PROCUREMENT SERVICES DEPARTMENT
What We Buy
APS needs a wide variety of goods and services to support
the educational requirements of our students. Some
examples are:
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Instructional Equipment, Materials and Supplies.
Operations (facilities, nutrition, transportation)
MRO Supplies
Professional Services (financial, HR, instructional)
Information Technology (hardware, software, services)
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PROCUREMENT SERVICES DEPARTMENT
How We Buy
All purchases and contracts for goods
and services, except those excluded
from open competition per Board Policy,
shall be subject to the following
competitive procedures:
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PROCUREMENT SERVICES DEPARTMENT
Board Policies DJEA “Purchasing Authority” and
CJ “Administrative Consultants”
• Governs the District’s Procurement of Goods and Services
and Independent Contractors
• Provides the exceptions to Full and Open Competition
• Outlines the Dollar Value Thresholds
– Purchases between $2,001 to $25,000 require four (4 quotes);
– Purchases exceeding $25,000 require a formal solicitation
conducted by Procurement Services;
– Purchases for goods or services exceeding $100,000 and/or
professional services exceeding $50,000 require a formal
solicitation and Board approval.
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PROCUREMENT SERVICES DEPARTMENT
Board Approval
Board approval is required for the following:
• Capital project contracts with a total annual value of
$200,000 or greater;
• Consultant contracts with a total annual value of
$50,000 or greater;
• Goods or service contracts with a total annual value
of $100,000 or greater.
• Contracts for goods or services may have up to four
(4) one year options available to renew.
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PROCUREMENT SERVICES DEPARTMENT
Formal Solicitations (over $25k)
• Invitation to Bid (ITB) is used to obtain pricing on specific goods or
services. All responses shall be publically opened on the scheduled
date and time shown in the solicitation.
• Request for Proposal (RFP) is based on a scope of work and will be
evaluated by a committee based on pre-determined evaluation criteria
to determine which vendor offers the “best value” to the District.
• Request for Qualifications (RFQ) is used to determine the
qualifications of a vendor to provide goods or services.
• Request for Information (RFI) is used to obtain information from
potential vendors prior to issuing a formal solicitation (ITB, RFP or
RFQ). The information submitted may be used to develop
specifications or scope of work for a formal solicitation.
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PROCUREMENT SERVICES DEPARTMENT
Formal Solicitations (over $25k)
All formal solicitations are posted on the APS website and the Georgia
Procurement Registry. You must register as a vendor with the state of
Georgia to receive e-mail notifications of open solicitations.
Starting in November 2009,awarded contract information is posted on the
APS website.
• http://www.atlanta.k12.ga.us
• Quick Links
• Procurement
Outstanding Solicitations
Contracted Vendors
Solicitation historical data is available upon request. You must submit an
open records request to [email protected]
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PROCUREMENT SERVICES DEPARTMENT
Formal Solicitation Award
• Once a vendor (or vendors) has been recommended for
award and approved by the board (if applicable), the
vendor will receive a letter of intent from the assigned
Procurement Officer.
• Vendor will submit a certificate of insurance.
• A contract administrator will work with the vendor to get
a contract executed.
• Vendor may not provide goods or services to APS until a
contract has been executed and a purchase order
issued.
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PROCUREMENT SERVICES DEPARTMENT
Contract Administration
• Manages the three facets of the District’s contracting to
ensure vendor performance in accordance with
contractual obligations
– These facets are:
1) contract drafting
2) contract compliance/performance, and
3) contract renewals/terminations
• Vendors are NOT allowed to provide goods or services
to Atlanta Public Schools until a contract has been fully
executed by all parties and the vendor has received a
purchase order.
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PROCUREMENT SERVICES DEPARTMENT
Contact Us
If you have any questions, please don’t hesitate to
contact us. Our contact information is available at the
APS Procurement website. Go to
 http://www.atlanta.k12.ga.us
 Quick Links
 Procurement
 Procurement Staff
You can also access our Procedures Manual on the
website for further details on any of the processes
discussed in this presentation.
Thank you.
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