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PROCUREMENT SERVICES STUDENT ACTIVITY WORKSHOP 07-31-18
PROCUREMENT SERVICESSTUDENT ACTIVITY WORKSHOP
07-31-18
Robert Hardison, CPPO
Director of Procurement & Warehouse
Yolanda Cuttino
Administrative Professional
Timika Beaver
Procurement SpecialistP-Card Administrator
Carol R. Lee, CPPB
Procurement Specialist
Avril L. McQuilla
Procurement Specialist
LaShonda Outing, CPPB
Procurement Manager
Harrison Joseph, III
Construction Contracts Manager
PROCUREMENT SERVICES TEAM
Collective Affiliations: The Institute of Public Procurement (NIGP) SC Association of Governmental Purchasing Officials (SCAGPO) National Association of Procurement Card Professionals (NAPCP)
National Honor: NIGP Outstanding Agency Accreditation (2006)
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OUR MISSION STATEMENT
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Our Mission is to provide excellent supplies, services and information technology to foster the academic advancement of all of our students and staff. Procurement Services seeks to achieve the highest standard of professional procurement and be recognized for its commitment to customer service and support through teamwork, technology, procurement knowledge, professionalism, and our commitment to excellence.• Our Critical Success Factors will be service, value, technology, communication and diversity. We must focus on these factors in order to achieve our vision.
• Service: We will provide courteous and efficient customer service and support. We will exceed our customer’s expectations.
• Value: We will provide the best value, best service and best quality to our customers. We will measure performance and track key accomplishments, cost savings and avoidances to reduce the cost of required supplies, services and information technology. We will be recognized in public procurement for our practices as best-in-class. We will develop and sustain strategic vendor relationships and best value contracts.
• Technology: We will strive to utilize and incorporate new and advanced purchasing technologies.
• Communication: We will create lasting partnerships with our customers through effective communication.
• Diversity: We will provide and support the principals of socially responsible purchasing. We will strive to surpass expectations and goals established for small, women, minority business enterprises (S/W/MBE).
MEET OUR TEAM
Bob Hardison, DirectorProcurement & Warehouse ServicesCertified Public Procurement Officer (CPPO) Procurement Warehouse and Maintenance Support Services Printing Services Movement Services
Yolanda Cuttino, Administrative Professional General Inquiries Change Orders Ratification Packages Iron Mountain (Records Management)
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MEET OUR TEAM
LaShonda Outing, Procurement Manager Certified Public Procurement Buyer (CPPB) Large Procurements/RFP’s Cooperative Contracts: Educational Supplies, Janitorial, etc Copier Equipment ERP Project Manager MUNIS Troubleshooting (Procurement Module)
Harrison Joseph, Construction Contracts Manager Construction & Facilities Bond Related Purchases Capital Projects Furniture Purchases
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MEET OUR TEAM
Carol R. Lee, Procurement Specialist Certified Public Procurement Buyer (CPPB) Curriculum and Instructional Service Contracts Student Nutrition Contracts Heyward Career Center Office of Federal and State Programs McKinney-Vento Transportation
Avril L. McQuilla, Procurement Specialist Administrative/SAB Related Purchases Maintenance Services Laminator Maintenance Special Education
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MEET OUR TEAM
Timika Beaver, Procurement Specialist/P-Card Administrator P-card Administrator Athletics Department Printing Services Office of Operations Superintendent Office
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DISTRICT PROCUREMENT CODE
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Purpose and Policies. The underlying purposes and policies of this Code are:
a. to provide increased economy in District procurement activities and to maximize to the fullest extentpracticable the purchasing values of funds while ensuring procurements that are the most advantageousto the District;
b. to foster effective broad-based competition for public procurement within the free enterprise system;
c. to develop procurement capability responsive to appropriate user needs;
d. to consolidate, clarify, and modernize the procedure governing procurement in the District and permit thecontinued development of explicit and thoroughly considered procurement policies and practices;
e. to require the adoption of competitive procurement practices by the District;
f. to ensure the fair and equitable treatment of all persons who deal with the procurement system of thisDistrict which will promote increased public confidence in the procedures followed in public procurement;
g. to provide safeguards for the maintenance of a procurement system of quality and integrity with clearlydefined rules for ethical behavior on the part of all persons engaged in the public procurement process;and
h. to develop an efficient and effective means of delegating roles and responsibilities.
$0.00 - $1,500.00 (Use of P-card highly recommended)
Price must be fair and reasonable, competition not required
$1,500.01 - $5,000.00
Solicitations of verbal or written quotes; minimum of three qualified sources
Award to lowest, responsive, responsible source
$5,000.01 – $10,000.00
Solicitation of written quotations from three qualified sources; award to lowest responsive, responsible source
$10,000.01– $24,999.99
Written solicitation or written quotes, bids or proposals; must be advertised; award to lowest responsive, responsible source or highest ranking offeror (RFP)
$25,000.00 or more
Shall be awarded by competitive sealed bidding or approved alternate source selection method.
Must be advertised.
Notice of intended award.
Protestable
COMPETITON THRESHOLDS
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BOARD OF SCHOOL COMMISSIONERS APPROVAL MANDATORY
Any Contract or Purchase Order $50,000.00 or more
• Requires approval by the Board of School Commissioners prior to commencing work
• Plan at least 30-60 days in advance (in addition to the time it takes for the competition process)
• Submit requisition in MUNIS
• Contracts and Agreements must be approved and submitted with requisition (if applicable). Enter into OnBase for legal sufficiency review
• Scope of work (SOW) must be clearly defined
• Only Authorized Persons may sign a Contract/Agreement, etc.
Superintendent and Director, Procurement Services
Principals cannot sign contracts.
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WWW.RICHLANDONE.ORG/PROCUREMENT
OUR WEBPAGE
• Office Supply Scams
• Copier Services
• Beverage Contract
• Current Solicitations and Awards
• MUNIS
• P-Card Program
• Records Management
• Instructional and Science Supply Contracts
• Approved Motor Coach Carriers
• Procurement Code
• Procurement Forms
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OFFICE SUPPLY SCAMS
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Beware of Office Supply Scams!Every year office supply scams cost businesses, schools, churches and
charitable organizations millions of dollars.
RCSD1 has been victimized in the past by this type of scam.
The typical office supply scam involves goods or services that are routinely
ordered, e.g., copy paper, toner cartridges and various office supplies. Beware of
unsolicited telemarketer calls requesting information about your office supply
and printer usage. These firms based on a simple telephone conversation will
without your knowledge send you unordered goods along with an invoice. These
fraudulent firms often lie to get you to pay for items you didn't order or to get you
to pay unreasonable prices.
COPIER SERVICES CONTRACT
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Sharp Business Systems of SC - Greenville, SC• New Feature: ID Badge Access • Installation week of July 23 - August 3 • ES, MS, HS primary and alternate point of
contact per site is required• Same Features• Training in August at Olympia – TBA
COCA-COLA BEVERAGE CONTRACT
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• Vending Refills/Customer Care Center/Repairs – Phone: 1-800-309-2653 (Allow 24-48 Hours)
• Each school may request up to (5) units/cases of complimentary water for school events. Please email your requests to LaShonda Outing, at least fourteen (14) days prior to the scheduled event. E-mail should include:
School or Department Name Type of Event Date of Event Physical Address of Delivery Delivery Contact Person and Phone Number
• Product Orders for Booster clubs, School Stores, Cafe, etc., requires a notification of five (5) business days before need by date in order for on-time delivery. Please contact LaShonda Outing for instructions on how to order.
• Fundraiser truckload sales opportunities available also.
MUNIS
• All purchases for goods and services REQUIRE a PO
Exception: Use of P-card $0.00 - $1,500.00 “small purchases”
• Complete Line Item Description per line (i.e. Item No. PRO-1234, Blue, High back chair, page 23)
• Sales Tax
• Commodity Codes
• Vendor Name/Vendor Listing/Vendor Application and W-9
• Fixed Assets
• Website or Intranet (Vendor Resources/Forms)
• Technology Purchases requires completed IT DRAP Form
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MUNIS ERP UPGRADE
• New Interface, Windows Based
• Login Credentials: 1446xxxx - e.g. 1446lout (authorized users only)
• For training, contact your Assigned Procurement Specialist
• Refresher courses in Labs will be offered in August
• New Modules
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BANK OF AMERICA PURCHASING CARD (P-CARD)
• The Purchasing Card is a Visa credit card issued by the Bank of America. It is a purchasing tool which offers an alternative to the Requisition/PO process for small dollar purchases with a total value of less than $1,500.00.
• Over 80% of District purchases are within the threshold of $0.00 to $1,500.00.
• P-Card expedites procurement process; receive goods quicker; vendors paid sooner.
RECORDS MANAGEMENT
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Departments and Schools may make a request for Records Storage and Management
Services through the District contract with Iron Mountain.
Iron Mountain Account No. SC505
Iron Mountain Connects Support (Forgotten Password) 1- 800-934-3453
District Administrator - Yolanda Cuttino – 803-231-7033 or
Contract Administrator – LaShonda Outing, 803-231-7037 or
The State of South Carolina Archives and Record Management Division hasprepared general retention and disposition schedules to provide SouthCarolina school district’s the legal authorization to retain and dispose ofrecords.
INSTRUCTIONAL SUPPLIES & MATERIALS
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Use of SC School District Cooperative Agreement• Office Depot/Office Max
• Catalog Discounts of 50% off List Price• Toner 25% off printed catalog price• Technology and Technology Accessories 25% off printed catalog price• Order on-line: Business.officedepot.com/education
• ACE Educational Supplies• 33% off printed catalog price• Order On-line: www.ACEeducational.com
E-mail Address: [email protected]• Bender-Burkot East Coast School Supply
• 30% off printed catalog price• Order On-line: www.benderburkot.com• E-mail Address: [email protected]
• Blick Art; School Specialty; Kaplan Early Learning Company
OFFICE SUPPLIES AND COPY PAPERDESK TOP DELIVERY (JUST-IN-TIME)
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STATE CONTRACT provides Inside Desktop Delivery todesignated location• Supports Just-In-Time (JIT) procurement strategy• Significantly reduces need for maintaining District warehouse
inventory• Reduces District carrying costs and insurance• Typically 1 – 2 day delivery• State contract prices pre-established• Use of P-card recommendedVENDORS• Staples• Forms and Supply
SCIENCE EDUCATION SUPPLIES
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• SARGENT WELCH• 33% off printed catalog price• Order On-line: www.sargentwelch.com• E-mail Address: sargentwelchcs.com
• FISHER SCIENTIFIC COMPANY LLC• 32% off printed catalog price• Order On-line: www.fisheredu.com• E-mail Address: [email protected]
• FREY SCIENTIFIC• 30% off printed catalog price• Order On-line: www.freyscientific.com
E-mail Address: [email protected]• Others listed on our webpage
UNAUTHORIZED PROCUREMENTSRequire Ratification by Superintendent
An agreement, a commitment, or an order for goods or services, orchanges to existing contracts by any person who does not haveexpress written procurement authority to bind the District.
Ratification Requirements:
• Letter to Director of Procurement Services
• Expenditure Request
• Corresponding Invoices
• Approval by Superintendent
Notes:
1.Excessive ratifications may result in disciplinary action and lossof purchasing rights.
2.Delays payment to vendor.22
MOTOR COACH CARRIER QPL
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• When District Transportation Services cannot accommodate a request for “charter bus” services.
• The selected carrier must comply with all State of South Carolina and Federal laws as well as any District policies and regulations.
• Only contractors that are on the “Qualified Provider List (QPL)” may be selected to perform field trips or to satisfy other school based transportation needs (i.e. athletic trips, etc.)
• See Procurement Guideline on our webpage for detailed instructions.
FORMS AND TEMPLATES
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• Sole Source Procurement
• Emergency Procurement
• Change Order
• W-9
• Vendor Application
Forms available on our webpage
PROFESSIONAL DEVELOPMENT APPROVALS
Related to all purchases $2,500.00 or more. Procurement Services is required to have the following items before converting a Requisition into a Purchase Order (PO):
• Vendor Application (if not on file)
• W-9 (if not on file)
• List of references (verified)
• Evidence that the organization is valid
• Professional Development Form (completed)
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CONTACT INFORMATION
When in doubt contact the Procurement Services Team:
Robert Hardison: 231-7040 – [email protected]
LaShonda Outing: 231-7037 – [email protected]
Timika Beaver: 231-7039 – [email protected]
Yolanda Cuttino: 231-7033 – [email protected]
Harrison Joseph: 231-7052 – [email protected]
Carol R. Lee: 231-7029 – [email protected]
Avril McQuilla: 231-7031 – [email protected]
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QUESTIONS AND ANSWERS
When in doubt… Please contact yourassigned Procurement Specialist.
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