procurement management services procedures...

Revised October 2018. Revised February 2019.

Procurement Management Services

Procedures Manual

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TABLE OF CONTENTS

OVERVIEW OF PROCUREMENT ............................................................................................................... 3

PURCHASING THRESHOLDS ……………………………………………………………………………....……5

COMPETITIVE SOLICITATIONS ................................................................................................................. 6

SPECIFICATIONS………………………………………………………..…………..…6 INVITATION TO BID (ITB)………………………………………………..……..……..8 REQUEST FOR PROPOSALS (RFP)

AND INVITATION TO NEGOTIATE (ITN)………….………………...……………..12 REQUEST FOR QUOTES (RFQ)……………………………………..…..…………18

COOPERATIVE PURCHASING/ PIGGYBACKING ................................................................................... 19

SINGLE SOURCE ....................................................................................................................................... 21

EMERGENCY PURCHASES...................................................................................................................... 22

SITE SCOPE MEETINGS ........................................................................................................................... 23

CONTRACTS .............................................................................................................................................. 24

VENDOR PERFORMANCE ........................................................................................................................ 26

SAP SHOPPING CART PROCEDURES .................................................................................................... 29

METHODS OF PAYMENT .......................................................................................................................... 30

PURCHASE ORDERS……………………………………..……………….…………30 INTERNAL FUNDS/CHECK REQUEST…..…………………….…………….…….32 PURCHASING CARD…………………………………………………..………..……34

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UNAUTHORIZED PURCHASES……………………………...……………………………………….…………36

VENDOR APPLICATION MANAGEMENT……………………………………………………………………...38

STRATEGIC SOURCING TEAM…………………………………………………………………………………42

SUPPLIER DEVELOPMENT PROGRAM…………………………..………………………………….………..44

WAREHOUSE RECEIVING ........................................................................................................................ 47

PURCHASING PRINCIPLES……………………………………………………………………………………..49

PURCHASING FORMS .............................................................................................................................. 50

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OVERVIEW OF PROCUREMENT

DUTIES AND RESPONSIBILITIES

The duties and responsibilities of Procurement Management Services include, but are not limited to, the following:

A. To purchase all supplies, equipment, and services needed by all schools and departments, using the most efficient purchasing method, such as competitive bids, emergency purchase, sole source and/or cooperative.

B. To study market trends, review current developments, literature and technical sources of information and meet with vendors to determine source of supplies.

C. To determine the proper and most effective purchasing method for the required supplies, equipment and services to take maximum advantage of competitive bidding, volume discounts and special pricing agreements.

D. To assist in the preparations, in conjunction with the schools and departments, complete specifications in order to release an Invitations to Bid (ITB), Request for Proposals (RFP), Invitation to Negotiate (ITN) or Request for Quotes (RFQ), for the required supplies, equipment and services.

E. To include any and all appropriate preferences in the evaluation of bids/RFP’s in accordance with School Board Policies and State and Federal Laws.

F. To receive, open, tabulate, evaluate and recommend bids and requests for proposals that are in the best interest of the District.

G. To negotiate prices, terms and conditions that are in the best interest of the District.

H. To issue purchase orders assist in drafting of contracts or assist in final contract negotiations.

I. To participate in contract review with departments.

J. To administer requests for emergency purchases and sole source purchases in accordance with School Board Policy 6320.

K. To track expenditures against all bids, requests for proposals and contracts to ensure that the amount of purchase orders released does not exceed the estimated amount approved by the Board in accordance with Policy 6320.

L. To coordinate and maintain all files hardcopy or virtual and records as required by Board Policy.

M. To ensure that all participants in the purchasing process complete the Conflict of Interest forms as appropriate.

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N. To help the Schools and Departments purchase supplies, equipment and services the Purchasing Department currently has a website where information regarding contracts, commodity codes, staff information and much more can be obtained. Please refer to http://procurement.dadeschools.net to retrieve this information.

Principals and Department Heads:

The duties and responsibilities of the Principals and Department Heads include, but are not limited to, the following:

A. To ensure that all personnel involved in the purchasing process receive appropriate training in the implementation of the procedures of this manual.

B. To ensure that only authorized items and services are requisitioned and/or purchased.

C. To ensure that supplies, materials and equipment are not requested or accumulated beyond actual needs.

D. To manage contracts and purchase orders assigned to their school or department ensuring that vendors provide goods or services in accordance with contract terms and receive supplies and materials in a timely manner to ensure prompt payment.

All District Personnel:

Conservation, preventive maintenance, safeguarding, recovery, repair and salvage of supplies and equipment are the responsibility of all District personnel.

For additional information regarding the Procurement Overview, please refer to School Board Policy 6320.

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PURCHASING THRESHOLDS

As stated in Board Policy 6320, The Superintendent or his/her designee shall be responsible for the procurement of supplies, materials, equipment, and services paid for from Board funds. The several schools, departments, and agencies of the District under the jurisdiction of the Board shall purchase their materials or commodities through the Procurement Management Services, the Board's official purchasing agency. All purchases shall comply with law, rules, regulations, and Board policies. The Superintendent or his/her designee may approve or reject purchase requisitions when the total amount does not exceed $50,000 or the current threshold set by statute. The following table illustrates the requirements for each purchasing threshold:

For additional information regarding the Purchasing Threshold, please refer to School Board Policy 6320.

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COMPETITIVE SOLICITATIONS

SPECIFICATIONS

DEFINITION The term "specification" refers to that portion of a solicitation that describes the characteristics of a commodity or service required by a using agency. It is used interchangeably with the terms, "purchase description," "purchase specification," "purchase requirement," "commercial item description," "scope of work" and "statement of work."

DEVELOPMENT OF SPECIFICATIONS, DETERMINATION OF QUANTITIES, AND STANDARDIZATION OF SUPPLIES AND EQUIPMENT

A. To achieve both quality control and the price advantages of quantity purchasing, the

administration shall:

1. Establish specifications for goods and services as needed; 2. Identify several existing, commercially available “standard brands” that meet the

specifications acceptable as examples; and 3. Invite vendors to bid on the standard brands identified or their equivalent.

B. All bids’ specification/scope of work shall be transmitted to Procurement Management

Services by the originating department in writing, hardcopy or virtual. The originating department shall also certify to Procurement Management Services in writing that the specifications for an existing bid (to be rebid) are still appropriate before issuance of the bid.

C. All increases to quantities specified in an existing term bid requiring a supplemental bid award shall be requested in writing by the originating department, countersigned by an administrator reporting directly to the Superintendent, and identifying the reason why the increase in quantities was unavoidable. If an adequate reason cannot be identified, then the corrective action to be taken by the originating department to prevent a future underestimate of quantities shall be described. A similar procedure will be followed for term bids originated by Procurement Management Services.

D. All changes to specifications for an existing bid (to be rebid) or similar bid shall be

identified in writing, including the reason for the change, by the originating department or Procurement Management Services if it is the originator.

E. The Chief Procurement Officer of Procurement Management Services shall identify

specifications which appear to limit the bidding process to a single vendor. In the event that the Chief Procurement Officer has identified such a set of specifications, the originating department shall be required to justify in writing the specifications which appear to favor a single vendor. This documentation shall be countersigned by an administrator reporting directly to the Superintendent.

F. The District gives the Chief Procurement Officer of Procurement Management Services

the authority and responsibility for specifications. Since the purpose of a specification is to translate a user's need into the delivery of goods or services, the development of

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specifications must be a cooperative effort between the using agency and Procurement Management Services. However, prior to release of a specification, as part of a solicitation, the Chief Procurement Officer of Procurement Management Services must be satisfied that it will result in a fair and equitable competitive purchasing.

G. Work Collaboratively with the Office of Economic Opportunity and the Goal Setting

Committee to ensure that any prime and/or sub-contractor SBE/MBE/VBE/WMBE goals for goods and services’ purchases are reflected within the published scope of work/specifications.

SPECIFICATIONS DO’S AND DON’TS

A. DO’S • Be specific and detailed in presenting mandatory requirements in providing

projects, goods or services, i.e., licensing, drawings, blueprints, bonding requirements and insurance.

• State a requirement of fact once and avoid duplication. B. DON’TS

• Present something as mandatory if it is really optional; • Write specifications or scope of work that restrict response to a single

bidder/offeror; and • Place bid/proposal administrative or contractual terms in the specification portion of

the document. REVIEW OF SPECIFICATIONS Schools/Departments are responsible for the first draft of specifications to be submitted to

Procurement Management Services. Lengthy and complex specifications may be submitted to the department by email in Microsoft Word or hard copy. After Purchasing has reviewed the specifications and formats the special and standard terms and conditions, the School/Department will be forwarded a draft for review, with their respective applicable departmental supervisory review and approval.

For additional information regarding Specifications, please refer to School Board Policy 6320.

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INVITATION TO BID (ITB)

DEFINITION A competitive sealed bid is a method of source selection for a purchase estimated to be in excess of $50,000 in which award is made to the lowest responsive and responsible bidder whose bid complies with the specifications contained in the Invitation to Bid (bid). PROCEDURES General. The competitive sealed bid process includes the following element:

1. Issuance of a written bid;

2. Public notice of the bid will be made by posting on procurement.dadeschools.net,www.demandstar.com and any other online and/or local print media

3. Public bid opening at the date and time advertised and announcement of all bids received.

Absent of electronic time stamping records, bid opening minutes will serve as notification of timely submission of all bids

4. Evaluation of bids based upon the requirements set forth in the bid; and

5. Award to the lowest responsive and responsible bidder, for fixed prices bids, meeting the

terms and specifications. Also, award to all responsive and responsible bidders, for preapproved bids, meeting the terms and specifications.

Department responsibilities. The requesting school/department is responsible for the following during the competitive sealed bid process:

1. Develop the specifications/scope of work for the bid and review and sign off on the final draft of the ITB, utilizing the Procurement Review Form, where the requesting school/district staff authorizes the final draft and release of the solicitation;

2. Review with Procurement Management Services the bids received to be certain that the offered products meet the specifications of the bid;

3. May attend Goal Setting Committee meetings related to its departmental bid;

4. Refer all communication to PMS staff when bids are actively advertised;

5. Document reasons, based on the specifications, why a bidder should not be considered for

an award, if applicable; and

6. Provide support to prepare the Board Agenda, by reviewing applicable bid documents, and assist in answering Board Questions when Bid results are presented to Board Approval.

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Purchasing responsibilities. The Procurement Management Services is responsible for the following during the competitive sealed bid process:

1. Prepare bid documents based upon the request and specifications submitted by the school/department to assure that the process is open, equitable and fair to all potential vendors;

2. Attend Goal Setting Committee meeting related to department bids to determine the ready,

willing and available certified firms registered within the respective commodity codes;

3. Issue and post notification of the solicitation. Based on the goals set for SBE/MBE/VBE/MWBE, procurement staff will work with the Office of Economic Opportunity to obtain certified vendor contact information for outreach efforts. PMS and additional district staff will share notification of solicitation on various media platforms, including social media platforms, local radio stations and local print media, if applicable, bid forecasting lists and community partner agencies, in an effort to increase more participation and contract awards to local certified ready, willing and available vendors;

4. Schedule all public meetings related to the bid on the District’s master calendar, with a

minimum of five (5) days reasonable notice;

5. Receive and secure bids prior to bid opening;

6. Conduct public bid opening at the date and time given in the bid. Also, compile bid opening minutes, with date/time stamp, in lieu of electronic bid submission;

7. Analyze the bids to determine the lowest responsive and responsible bidder, for fixed

priced bids;

a. PMS staff will review all submitted bid documents, specifically completed exhibits, to ensure compliance with the bid requirements and documented on the tabulation/evaluation table;

i. Should any bids have local preference and/or SBE/MBE/MWBE/VBE goals, PMS staff will deduct the applicable % assigned, during the Goal Setting Committee, to the pricing, for evaluation purposes only. For example, if a certified firm’s price is $1,000 and the bid has a 5% SBE/MBE/MWBE/VBE goal, the new price is $950. Using this preference, the certified firm will ranked higher compared to other bids. Please note, the $1,000 bid price is the awarded price. PMS staff will ensure that all firms pricing is competitive so the District does not incur additional costs.

b. PMS staff will review the Department of Management Services website to verify that no bidders are listed on the convicted and/or suspended vendor list. https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list

c. PMS staff will review the federal government’s System Award Management (“SAM”) website to ensure no bidders are listed on the convicted and//or suspended vendor list related to federal awards. https://www.sam.gov/SAM/pages/public/searchRecords/search.jsf

d. PMS staff and originating dept. will review and sign Exhibit 10, Submitted Bid

https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list



https://www.sam.gov/SAM/pages/public/searchRecords/search.jsf

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Documents Verification form

8. Provide copies of the lowest responsive and responsible bid and the results of the PMS staff's analysis to the requesting school/department for its review. Also, obtain Best and Final Price Offering (BAFO) from all responsiveness vendors providing bids ;

9. Recommend and post the award to the lowest responsive and responsible bidder(s)

meeting the specifications;

10. Prepare Board Agenda Item, with supporting applicable bid documents, including but not limited to the tabulation/evaluation table results, the requesting school/department’s approval demonstrated on the Completed Solicitation Form and any applicable required licenses/permits, etc.;

11. After Board award, send notice of award notifications and/or letters to awarded bidder (s).

These notifications do not constitute a Notice to Proceed.

12. For the creation of the Master Bid File, PMS staff will ensure all bid documents, including proposals, correspondence, emails, tabulation are available online on the District’s secure drive. The Master Bid File checklist has been attached for review.

DETERMINATION OF NON-RESPONSIVENESS The following are reasons that a bid may be declared non-responsive:

1. The bidder failed to complete required forms and certificates; and

2. The bidder did not offer goods or services that compiled with the specifications of the bid; or DETERMINATION OF NON-RESPONSIBILITY The following are reasons a bidder may be declared non-responsible:

1. The bidder is not a regular dealer or supplier of the goods and services offered;

2. The bidder does not have the ability to comply with the required delivery or performance schedule;

3. The bidder does not have a satisfactory record performance as documented prior to the

receipt of bids by the requesting school/department, the Division or other jurisdictions;

4. The bidder shall be declared non-responsible if they are debarred by the District, by the State of Florida or the Federal Government*. They may be considered non-responsible if they do not have a satisfactory record of integrity or if they are debarred or suspended by another governmental jurisdiction; and

5. The bidder does not have the necessary facilities, organization, experience, technical skills

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or financial resources to fulfill the terms of the purchase order or contract. *The link to the System for Award Management (SAM) is: https://www.sam.gov/portal/public/SAM/ Each solicitation award is made to the most responsive and responsible bidder(s), whose proposal is determined to be the most advantageous to the District. CONFIDENTIALITY All bids are subject to the Cone of Silence as outline in School Board Policy 6325 – Cone of Silence. During this time, Department staff shall not discuss bids with competing vendors. Vendor questions must be referred to the Purchasing Department. School/Department staff should not discuss with any vendor the recommended award or the reasons for awarding or not awarding to any bidder. For additional information regarding the Invitation to Bid, please refer to School Board Policy 6320.

https://www.sam.gov/portal/public/SAM/

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REQUEST FOR PROPOSAL (RFP)/ INVITATION TO NEGOTIATE (ITN)

DEFINITIONS

A. Request for Proposal (RFP). a written solicitation for competitive sealed proposals used when it is not practicable for the Board to specifically define the scope of work for which the commodity, group of commodities, or contractual service is required and when the Board is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

B. Invitation to Negotiate (ITN): The process used to discuss and ultimately agree on

contract terms, conditions and pricing for the purchase of goods or services. Negotiations may be held after the results of the RFP with the finalist or may be done with a vendor selected through an Invitation to Negotiate (ITN) or other informal method, when allowed by State Board of Education rules.

PROCEDURES

General. The competitive sealed bid process includes the following element:

1. Issuance of a written solicitation; 2. Public notice of the bid will be made by posting on procurement.dadeschools.net,

and www.demandstar.com and any other online and/or local print media. 3. Public bid opening at the date and time advertised and announcement of all bids

received. Absent of electronic time stamping records, bid opening minutes will serve as notification of timely submission of all bids;

4. Evaluation of RFPs, completed by the Selection Committee members, based upon

the requirements set forth in the bid; and 5. Award to the highest ranked or general consensus voted bidder(s)

Department responsibilities. The requesting school/department is responsible for the following during the competitive sealed bid process:

1. Develop the specifications/scope of work for the bid and review and sign off on the

final draft of the RFP/ITN, utilizing the Procurement Review Form, where the requesting school/district staff authorizes the final draft and release of the solicitation;

2. Appoint no more than two (2) staff persons from the originating department to be members of the selection committee.

3. May attend Goal Setting Committee meetings related to its departmental bid;

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4. Refer all communication to PMS staff when bids are actively advertised; 5. Provide support to prepare the Board Agenda and assist in answering Board

Questions when Bid results are presented for Board Approval.

Purchasing responsibilities. The Procurement Management Services is responsible for the following during the competitive sealed bid process:

1. Prepare RFP/ITN documents based upon the request and specifications submitted

by the school/department to assure that the process is open, equitable and fair to all potential vendors;

2. Attend Goal Setting Committee meeting related to department bids to determine

the ready, willing and available certified firms registered within the respective commodity codes;

3. Issue and post notification of the solicitation. Based on the goals set for

SBE/MBE/VBE/MWBE, procurement staff will work with the Office of Economic Opportunity to obtain certified vendor contact information for outreach efforts. PMS and additional district staff will share notification of solicitation on various media platforms, including social media platforms, local radio stations and local print media, if applicable, bid forecasting lists and community partner agencies, in an effort to increase more participation and contract awards to local certified ready, willing and available vendors;

4. Schedule all public meetings related to the bid on the District’s master calendar, with a minimum of five (5) days notice;

5. Receive and secure bids prior to bid opening; 6. Conduct public bid opening at the date and time given in the bid. Also, compile bid

opening minutes, with date/time stamp, in lieu of electronic bid submission;

7. Obtain a proposed list of potential selection committee members from the originating department, which shall be in compliance with Board Policy 6320. Also, draft and send selection committee members’ invitation letters;

8. Schedule Selection Committee meetings in accordance with Board policy 6320;

9. All proposals received in response to an RFP/ITN, which are determined to be

responsive by PMS staff, shall then be evaluated by a Selection Committee. PMS staff determine responsiveness by completing the following:

a. PMS staff will review all submitted bid documents, specifically completed

exhibits, to ensure compliance with the bid requirements and documented on the tabulation/evaluation table;

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i. Should the Goal Setting Committee assign any points for local preference and/or SBE/MBE/MWBE/VBE, PMS will reflect these points and its impact on the overall ranking of the proposal.

b. PMS staff will review the Department of Management Services website to verify that no bidders are listed on the convicted and/or suspended vendor list. https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list

c. PMS staff will review the federal government’s System Award Management (“SAM”) website to ensure no bidders are listed on the convicted and//or suspended vendor list related to federal awards. https://www.sam.gov/SAM/pages/public/searchRecords/search.jsf

d. PMS staff and originating dept. will review and sign Exhibit 11, Submitted Bid Documents Verification form and submit to the Selection Committee members for review.

PMS staff do not evaluate proposals for responsiveness for adherence to the scope of work/specifications.

10. Distribute conflict of interest forms to all selection committee members and ensure that all public meetings are recorded;

11. Present final RFP/ITN rankings to selection committee members for review and approval.

12. Facilitate the selection committee meeting and its members to review, discuss,

and rank or conduct a consensus vote regarding the submitted proposals.

13. Prepare Board Agenda Item, with supporting applicable documents, including but not limited to the tabulation/evaluation table results, the requesting schools/district approval demonstrated on the Completed Solicitation Form, and any applicable required licenses/permits, etc.; and

14. After Board award, send notice of award notifications and/or letters to awarded

bidder (s). These notifications do not constitute a Notice to Proceed.

15. For the creation of the Master Bid File, PMS staff will ensure all bid documents, including proposals, correspondence, emails, tabulation are available online on the District’s secure drive. The Master Bid File checklist has been attached for review.

For additional information regarding the Request for Proposals and Invitation to Negotiation, please refer to School Board Policy 6320 and School Board Policy 6325.




https://www.sam.gov/SAM/pages/public/searchRecords/search.jsf

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Master Bid File Checklist

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Sample Selection Committee Letter

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Sample Conflict of Interest Document

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REQUEST FOR QUOTATIONS (RFQ) PROCEDURES General. The Request for Quotation (RFQ) is competitive process for purchases under $50,000.00, whereby Procurement Management Services will assist departments and/or schools sites to obtain items and/or services.

A. For each purchase of $50,000 or less and over the minimum quotation threshold established by PMS staff, school/district staff shall obtain written, telephone, or electronic quotations from three (3) or more sources.

B. If possible, vendors contacted shall include M/WBE vendor participation. If only one (1) of those sources respond with prices, two (2) additional sources, if available, may be contacted for pricing, including, if possible, an M/WBE vendor.

C. If no additional prices are obtained from those sources, the award shall be made to the vendor who submitted the lowest and best price quotation.

D. If all three (3) of the vendors first contacted for prices respond with valid price quotations, the award shall be made to the vendor who submitted the lowest price quotation meeting the bid specifications, with no additional requests from other vendors required.

Quotations obtained shall be attached to or included with the purchase order by written notations or electronic reference indicating quotation prices and sources, certification by signature or facsimile. In addition to the quotes obtained, the school/district may utilize the RFQ template made available through the district’s Forms database. This template includes the requested scope of services and/or items sought, the term of the quote, as well as the district’s current terms and conditions. For additional information regarding the Request for Quotations, please refer to School Board Policy 6610.

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COOPERATIVE PURCHASING

GENERAL

Cooperative purchasing is an action taken when two (2) or more entities combine their requirements to obtain advantages of volume purchases including the administrative savings and other benefits. Cooperative procurement efforts may result in contracts that other entities may “piggybacking”. This form of purchasing has the benefits of reducing administrative costs, eliminating duplication of effort, lowering prices, sharing information and taking advantage of expertise and information that may be available in only one of the jurisdictions.

Cooperative purchasing transactions must be legitimate and enforceable. There must be mutuality between buyers and sellers and a commitment on the part of participants in the cooperative purchasing process to purchase from the successful vendor.

Purchases in excess of $50,000 or current threshold set by statue shall be approved by the Board with the exception of cooperative purchasing. In lieu of requesting competitive solicitations from three (3) or more sources, the Board may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, other school boards, community colleges, Federal agencies, the public or governmental agencies of any state, or from State university system cooperative bid agreements, when the proposer awarded a contract by another entity permits purchases by a school board on the same terms, conditions, and prices (or below such prices) awarded in the contract, and the purchases are economically advantageous to the Board.

AUTHORITY

A. The District authorizes the Division of Purchasing to participate in, sponsor, conduct or administer a cooperative purchasing agreement with one or more other public entities in order to combine requirements, increase efficiency or reduce administrative expenses. This is also known as Piggy-backing.

B. The Purchasing Agent is authorized to use the Florida Department of Management Services, Division of Purchasing, State Contracts to purchase supplies, materials or equipment when such actions will serve the best interest of the District.

C. If the Purchasing Agent determines that another jurisdiction has entered into a contract competitively, the District may make purchases from such contracts.

TYPES OF COOPERATIVE PURCHASING

A. Two or more jurisdictions combine their requirements into a single request for bids. One of the participants serves as lead jurisdiction and performs the administrative details of preparing and issuing bid documents, analyzing bids and recommending award of a contract. The other participating jurisdictions commit to using the resulting contract for their requirements to be purchased.

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B. “Piggybacking" off of another jurisdiction's contract. The vendor must agree to offer the commodities to the "riding" jurisdiction at the same terms and conditions as were offered to the contracting jurisdiction.

PROCEDURES

A. If a school/department becomes aware of a contract in another jurisdiction that may be of benefit for the District to use, the school/department should submit a purchase requisition for the items required along with the existing contract. PMS staff will review and determine if the contract aligns with the requesting school/department’s services sought.

B. Once the review is completed, PMS staff will complete an OGA, Other Governmental Agency, form, with applicable supporting documents. This OGA form lists the services sought, the original parties to the contract, the contract term, signatures of the applicable PMS staff, as well as the awarded vendor(s). The supporting documents may include the vendor’s quote that demonstrates the pricing and the current contract.

C. PMS staff will attach the signed OGA and all supporting documents to the requisition that is converted to a purchase order, which is released to the awarded vendors.

D. When Purchasing issues Blanket Purchase Orders based on cooperative purchasing, the schools/departments shall place orders against the Blanket orders.

For additional information regarding the Cooperative Purchasing, please refer to School Board Policy 6320.

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SINGLE SOURCE

SINGLE SOURCE PROCEDURES

Commodities or contractual services available from a single source may be exempted from the competitive solicitation requirements. When the Board believes that commodities or contractual services are available only from a single source:

A. The Procurement staff will receive the request for a purchase with the intent to purchase from a sole source.

B. The Board shall electronically or otherwise publicly post a description of the commodities or contractual services for a period of at least seven (7) business days. The description must include a request that prospective vendors provide information regarding their ability to supply the commodities or contractual services described.

C. If it is determined in writing by the Board, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the Board shall provide notice of its intended decision to enter a single source contract in the manner specified in F.S. 120.57(3), and may negotiate the best terms and conditions with the single source vendor

For additional information regarding the Single Source Purchasing, please refer to School Board Policy 6320.

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EMERGENCY PURCHASES

GENERAL

School Board Policy 6320.Q authorizes the Superintendent to approve a waiver of competitive processes when the items needed are necessary to maintain a safe operational environment, the loss of which would create a situation which would adversely and unduly affect the safety, health or comfort of building, occupants or otherwise cause loss to the School Board.

During normal District business hours, the Principal/Department Head shall notify Procurement Management Services of the emergency situation and shall provide the Procurement Analyst Agent with requisition for an emergency purchase with the appropriate Emergency Purchase Request Form explaining the circumstances creating the emergency and clarifying that immediate action is required to protect the Board's interests. Emergency purchases are divided into two (2) categories as follows:

a. Emergency Purchase Request (Form B FM-3739) estimated expenditure $50,000 and under requires the signature of the initiating administrator, recommended by Director or above and approval by the Assistant Superintendent or above.

b. Emergency Purchase Request (Form A FM-2333) estimated expenditure over $50,000 requires the signature of the initiating administrator, recommended by the Assistant Superintendent or above, or his/her designee(s) and approval by Superintendent or designee. Emergency purchases over $50,000 shall be reported to the Board.

For additional information regarding the Emergency Purchases, please refer to School Board Policy 6320.

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SITE SCOPE MEETINGS FOR MAINTENANCE

SITE SCOPE MEETING PROCEDURES For each purchase of $50,000 or less and over the minimum quotation threshold established by Procurement Management Services, staff shall obtain a written or electronic quotation from vendors which attended an official site scope meeting with authorized MDCPS maintenance staff. The procedures for Site Scope meeting are as follows:

a. Procurement Management Services will email a Request for Quotation to vendors which provide the requested services at least 5 days prior to the scheduled site scope meeting.

b. The Request for Quotation for the site scope meeting will provide detailed information

regarding the location of the meeting, the scope of work to be completed and the deadlines for the quotations to be submitted for consideration.

c. The final tabulation will be completed by Procurement Management Services and

forwarded to the appropriate Maintenance contact person to notify them of the awarded vendor.. If no additional prices are obtained from those sources, the award shall be made to the vendor who submitted the lowest and best price quotation. Also, all incentive points/percentages related to SBE/MBE/VBE/WMBE goals will be reflected within the tabulation.

d. Quotations obtained shall be attached to or included with the purchase order by written

notations or electronic reference indicating quotation prices and sources, certification by signature or facsimile.

e. The requisition shall be approved for purchase as authorized by the Superintendent.

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CONTRACTS

DEFINITION A contract is a written agreement for the purchase or disposal of supplies, services, insurance, equipment or construction. To be effective, a contract must include an offer and acceptance by competent parties to furnish goods and/or services for an agreed monetary consideration. CONTRACTS / AGREEMENTS Only the Superintendent and the assigned designee are authorized to sign contracts that bind the District for the purchase of goods, services, or construction, unless a specific delegation or exemption is made by Board Policy. CONTRACT S ROUTING FOR BOARD AWARDED SOLICITATIONS Contracts, resulting from a RFP or ITB, should follow the routing procedure noted below.

A. The contracts liaison in the School Board Attorney’s Office will send the Procurement staff and Content Expert from the owner department a copy of the recently approved District form contract/agreement.

B. The originating department will complete the contract/agreement form and submit to

Procurement and the School Board Attorney’s office for review.

C. Once reviewed and approved, Procurement staff will send out copy of contract/agreement to the awarded vendor(s) for review and signature. The awarded vendor(s) will return two (2) originally signed copies executed in blue ink only.

D. Upon receipt, the signed contract will be forwarded to the School Board Attorney’s office,

Risk Management, the originating department for final signature. The signed contract will then be routed to the Chief Financial Officer and the Superintendent’s Office for review and execution.

E. The originating department will send the executed copy to the awarded vendor(s) and

Procurement staff will retain a copy for the procurement file.

CONTRACT S EXTENSIONS Several months prior to the expiration of a contract/bid, Procurement staff shall complete the following steps:

A. Issues a notice to the originating department to determine if the department would like to exercise the available extension per the Board Item.

B. The originating department provides Procurement staff with a memorandum, signed and approved by the department’s Senior Management, including Cabinet Members,

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noting:

a. Cost benefit analysis that provides backup to the request, i.e. the current pricing will remain in effect, etc.;

b. Two years of contract expenditures. Procurement staff will verify the expenditures provided by the originating department;

c. Brief statement, two-three sentences, from the originating department stating the

reason for the contract extension versus rebidding; and

d. Proposed contract extension amount, based on prior year’s expenditures, as well as the Board approved contract extension amount.

C. Procurement staff confirms with awarded vendor(s) its’ intent to continue services with

the district. D. Procurement staff provides a memorandum, summary, along with pertinent spend and

vendor information in the form of a Superintendent’s memorandum, which is then routed for signature.

For additional information regarding the Contracts, Contracts Routing and Contracts Extension, please refer to School Board Policy 6320.

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VENDOR PERFORMANCE

GENERAL Assuring proper performance by vendors requires cooperation and consistent communication between originating departments and Procurement Management Services. Timely action on the part of the originating departments and Procurement staff is a prerequisite for enforcing the terms of purchase order and contracts/bids. NON-COMPLIANCE

A. Failure by vendors to deliver on time, in the proper quantities or to meet specifications are serious discrepancies that must be handled in a prompt, uniform and fair manner.

B. When a noncompliant circumstance becomes apparent, the originating department

should promptly contact the vendor to request rectification of the situation. A complete record should be made of the contact to include the name, title and telephone number of the person contacted and agreeable steps to cure the contract/bid deficiencies.

C. If the vendor continues to be noncompliant after the initial contact, a Vendor

Performance Evaluation form should be forwarded to Procurement staff with complete background information.

D. Procurement Management Services will provide the vendor with a written notice to "cure"

the situation. If the vendor fails to comply with the terms of the contract or order after this notice, Procurement Management Services will take appropriate action that may include finding the vendor in default of contract and debarring them from doing business with the District for a period of time, canceling the agreement, order from another source and seek to recover the difference in price from the noncompliant vendor, in accordance with Board Policy Contractor Discipline 6320.04.

E. Procurement staff will document the vendor file to provide a complete history of the

vendor's performance. IMPORTANCE OF VENDOR PERFORMANCE FILE

A. As stated above, the originating department interacts with the awarded vendor(s) who provide various commodities and/or services. It is necessary for the originating department to maintain a vendor performance file. Among the important reasons for a properly documented Vendor Performance File are the following:

To track daily/monthly performance measures noted within the

contract/bid specifications;

To track monthly/quarterly expenditures;

To use as backup documents related to vendor performance;

To justify suspension and/or vendor default;

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To justify the District seeking delivery from another source and

charging the difference to the defaulting vendor;

To use as justification for withholding payment until performance is

completed; and

To use in processing warranty claims.

B. Procurement Management Services will not seek to suspend and/or debar any

vendor without a properly documented vendor performance file.

C. Payment may not be withheld unreasonably from a vendor if services/goods have been delivered and invoiced, unless there is demand in writing for the vendor to correct an unsatisfactory situation with a definite "date certain" for performance.

CONTRACTOR DISCIPLINE Per School Board Policy 6320.04, Contractors may be suspended and/or debarred from doing business with the Board or otherwise disciplined. Suspension and debarment are serious sanctions that may only be imposed when it is in the best interest of the Board and to protect the public. The Superintendent is authorized to develop and implement disciplinary procedures that comply with State and Federal laws, ordinances, codes, regulations, and this policy. For additional information regarding Contractor Discipline, please refer to School Board Policy 6320.04.

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SAP SHOPPING CART PROCEDURES

Below is the link to the SAP Training Site Maintained by ITS which provides a step-by-step guide to creating a shopping cart to initiate the request for a purchase to be released. End-users must be logged to the M-DCPS portal in for the access to work.

https://collaborationportal.dadeschools.net/departments/9410/training/erpwu/default.aspx

https://collaborationportal.dadeschools.net/departments/9410/training/erpwu/default.aspx

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METHODS OF PAYMENT

PURCHASE ORDERS PURPOSE AND DEFINITION The Purchase Order (PO) is a computer generated document issued by Procurement Management Services to place orders with vendors. In order for a purchase order to be released, Procurement staff receive requisitions/shopping carts from the originating departments. Once the purchase order is reviewed and approved, Procurement staff convert the electronic document into a purchase order. This PO is a legally binding contract and will serve as the basis for an order for goods or services. It provides an audit trail for transactions processed by Procurement Management Services on behalf of all schools and departments. LIMITATION There is no limitation on the amount for which a purchase order may be issued. DISTRIBUTION The Purchase Order shall be dispatched or sent to the vendor electronically via email. No copies of purchase orders will be provided. SIGNATURE The PO copies will be signed and approved electronically. Authority levels for approvals are:

Up to $50,000 - Purchasing Agent Over $50,000 - Chief Procurement Officer

LIMIT PURCHASE ORDERS Limit Purchase orders provide a mechanism whereby originating departments may purchase items or services on an as needed basis. Limit POs are time-sensitive, there is a maximum amount of money that may be spent at one time or within a period of time, and there are types of commodities or services that can be obtained. There are two types of Limit Purchase Orders:

A. CONTRACT PURCHASE ORDERS – are PO issued against an approved contract.

• This PO is used to encumber funds in anticipation of goods or services

being provided in accordance with the contract’s terms and conditions. • The total encumbrance will be limited to the approved Board awarded amount.

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B. OPEN MARKET PURCHASE ORDERS

• Open Market Purchase Orders are orders issued for miscellaneous items or materials, supplies, parts, etc., of relatively small dollar amounts on a repetitive basis.

All types of blanket purchase orders limit the cost of any single item to $1,000. All single items over $1,000 are considered an asset and may not be purchased on a blanket purchase order. REQUESTS FOR LIMIT PURCHASE ORDERS ARE TO BE SUBMITTED VIA SAP

A. Enter a requisition/shopping cart into SAP for the requested amount of the limit purchase order.

B. The amount requested by the shopping cart should be the amount of

anticipated purchases. This amount may reflect anticipated purchases through the end of the current fiscal year or the end of the contract, whichever comes first.

C. Procurement staff will review and approve the issuance of a limit purchase

order.

D. Limit Purchase Orders must contain the following information:

• Description of items to be purchased or services to be provided. • The maximum not to exceed amount. • Contract number and title (if applicable).

CLOSING OUT A LIMIT PURCHASE ORDER

A. “Open Market” and “contract” limit purchase orders issued against general funds may only be used in the fiscal year the order was issued.

B. The total of all invoices approved should equal or be less than the total

dollar issued on the purchase order. C. After all invoices have been paid, the originating department may complete the

goods receipt process to close out the limit purchase order by emailing a request to the assigned Procurement staff if funding is still available on the purchase order.

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INTERNAL FUNDS

PURPOSE AND DEFINITION

Internal Funds are those used by the school/department which is not directly supervised by the District through regular county school budget sources. Schools/departments are directed to utilize awarded contracts when available for all internal fund purchases. If no contract award is in place for the particular good/services, then schools/departments must follow the standard purchasing procedures which include obtaining three (3) or more quotes for all purchases over $1,000, which include one (1) quote from a certified minority vendor, if applicable.

PROCEDURES

Schools/departments have delegated authority for certain purchases when using their internal accounts per Policy 6610 summarized as follows:

A. For purchases of $1,000 or more but less than $50,000 at least three (3) written quotations from the solicited vendors are required, one of which must be certified minority enterprise according to Policy 6320.

B. All authorized purchases made from Internal Fund revenues shall comply with Florida law, State of Board of Education Rules, Board Policies, and administrative directives.

C. For purchases of less than $1,000, telephone bid quotations may be requested but are not required.

D. For purchases of $1,000 or more but less than $50,000 at least three (3) written quotations from the solicited vendors are required, one of which must be certified minority enterprise according to Policy 6320.

E. For purchases of $50,000 or more formal bid procedures must be followed, including advertisement in newspapers and opening of sealed bids on a specified date.

Items meeting the following criteria do not require bids:

• Educational tests, textbooks, and printed instructional materials, films, filmstrips, DVDs, video cassettes, disc, tape or CD recordings, or similar audio-visual materials

• Library/Media Center reference books

• Publications purchased from government agencies or recognized educational institutions

• Publications purchased from owner, copyrights holder, or exclusive agent within the State

• Purchases related to student activities (fundraising)

• Purchases of catered foods to be consumed at the school site for various school functions

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• Prom

• Homecoming

• Year-end activities

• Field Trips where bus transportation is required for site-specific destinations (only applies if the District has an awarded bid with specific destinations listed)

All authorized purchases made from Internal Fund revenues shall comply with Florida law, State Board of Education Rules, Board Policies, and administrative directives. The principal is responsible for authorizing all Internal Fund purchases or may designate this authority to another school administrator.

Quotation requirements for purchases made from Internal fund revenue differ from bid requirements for purchases made from budgeted tax dollars through the District's Office of Procurement Management Services. The following quotation requirements apply when making purchases to be paid from Internal Fund revenue:

• Purchases less than $1,000, telephone bid quotations may be requested but are not required.

• Purchases of $1,000 or more but less than $50,000 at least three (3) written quotations from the solicited vendors are required, one of which must be a certified minority enterprise according to School Board Policies 6320.

• For purchases of $50,000 or more, formal bid procedures must be followed, including advertisement in newspapers and opening of sealed bids on a specified date.

For additional information regarding Internal Funds/Accounts, refer to School Board Policy 6610.

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PURCHASING CARD PROGRAM

PURPOSE

The Miami-Dade County Public Schools’ Purchasing Card Program is designed to enable authorized district employees to procure small dollar purchases through a more efficient process. Use of the card is meant to simplify and streamline the acquisition process for authorized goods and services and lower overall transaction costs.

All cardholders have limits that are defined by the worksite administrator as guided by the District categorization of worksite groups: Elementary, Middle and K-8, Senior and 6-12, Adult, Alternative and Non-School site locations.

Requests made by the worksite administrators are reviewed and may be modified by the P-Card Section in Accounts Payable to ensure compliance with the limits established by the District for the number of cards within a worksite and total monthly limits established by worksite groups.

Limitations are assigned to each card with the bank and enforced at the point of purchase. They are:

• Amount charged in a single transaction

• Number of transactions charged in one (1) day

• Amount charged in one (1) day

• Amount charged in one (1) month

• Type of vendor purchases made

Any transaction exceeding the above limits will be declined by the bank.

The District has established further limitations on the specific types of purchases that can be made which are described further in this Policies and Procedures Manual.

Purchasing cards are issued for the purpose of procuring authorized goods and services totaling less than $3,000.00. The goal of this program is to reduce the number of costly transactions processed by the Procurement and Accounts Payable Departments and provide work locations with the flexibility to obtain authorized goods and services as needed.

Personal, inappropriate or illegal use of the purchasing card and/or failure to strictly comply with the limitations and requirements set forth in the Policies and Procedures Manual may result in:

• a loss of purchasing card privileges,

• disciplinary action, up to and including termination

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• personally held responsible for any and all inappropriate charges, including finance charges and interest assessed in connection with the purchase

• and/or possible referral to law enforcement authorities for prosecution

As the Purchasing Card is a method of procuring goods and services, all established Policies and Procedures pertaining to the Procurement of goods and services and the receipt of goods and services are to be followed. See School Board Policy 6320 – PURCHASING. It is the cardholders’ responsibility to ensure that all of the procedures, pertaining to the procurement and receipt of goods and services, are followed at all times including those that are not amplified within this specific Policies and Procedures Manual.

For additional information regarding P-Cards, please refer to the Purchasing Card Program Policies and Procedures Manual: http://ehandbooks.dadeschools.net/policies/72.pdf

http://ehandbooks.dadeschools.net/policies/72.pdf

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UNAUTHORIZED PURCHASES

PURPOSE

To provide written procedure for processing unauthorized purchases. DEFINITION Unauthorized purchases are an agreement, a commitment, or an order for goods or services, construction, or changes to existing contracts, by any person who does not have an approved purchase order, fund reservation and/or p-card approval, and includes (1) purchases made without the required competitive bidding, (2) purchases made in advance of an approved purchase order, fund reservation and/or p-card approval, and (3) changes under existing contracts made by a person who does not have delegated procurement authority. PROCEDURE Procurement staff review and approve all requisitions/shopping carts prior to converting the requisitions into POs., so to determine procurement authority. Procurement Authority is documentation establishing that a purchase requisition, pcard, fund reservation or draft contract adheres to the competitive bidding process or meets criteria for an exemption in this Policy.

Unauthorized purchases are not binding on the District. Payment for any unauthorized purchase may be the responsibility of the staff person placing the order. Additional disciplinary action may be taken against the responsible staff person.

For each suspected incident of an unauthorized purchase, procurement staff will notify the staff person(s) involved and request appropriate documentation to authorize or cancel the purchase and to ensure future compliance with this Policy. PMS staff may request the approval of the unauthorized purchase(s) from the school/department’s applicable Cabinet member, utilizing the Unauthorized Purchases Form.

For additional information regarding Unauthorized Purchases, refer to School Board Policy 6320.

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PROCUREMENT UNAUTHORIZED PURCHASE FORM

Shopping Cart No. Vendor Name

Shopping Cart Amount:

Administrative Approvals:

Procurement Staff: Approval Granted: Yes No

Signature & Date: Comments:

Originating School/Department: Approval Granted: Yes No


Originating School/Department Senior Staff: Approval Granted: Yes No


Region Director: Approval Granted: Yes No


Chief Procurement Officer: Melody Thelwell Approval Granted: Yes No


Originating Dept./Requestor: Date:

School/Department:

Procurement Staff Name:

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VENDOR APPLICATION MANAGEMENT

PURPOSE

To provide a written procedure for processing of new vendor applications into the SAP system. DEFINITION All vendors seeking to register to conduct business and/or obtaining reimbursements MUST submit a signed, hardcopy M-DCPS Vendor application, which is available online at http://forms.dadeschools.net/webpdf/3921.pdf. PROCEDURE

A. As noted above, all vendors MUST submit the above-referenced application, with supporting documentation, such as a W-9. PMS staff will review the application for completeness and enter the application into the SAP system to generate a vendor number. This vendor number allows schools/district offices to select the actively registered vendor in the SAP system. All vendor documents will be retained online within SAP.

The process for creating a vendor master record by entering a vendor application in SAP is as follows:

1. From the SAP Portal Home Screen, select PROCUREMENT >VENDORS>CREATE VENDORS;

2. Select CREATE POTENTIAL SUPPLIER;

3. Populate the CREATE POTENTIAL SUPPLIER form, which mimics the vendor

application form and adhere to the following:

a. Make sure to complete all fields with a red asterisk, as these are required b. Accept the DATA PRIVACY STATEMENT at the end of the form, this is

required c. Click SEND to complete the data entry portion and assign a Business

Partner number to the vendor 4. Scroll the Query Result list to locate the vendor application just entered in the s steps above. Its status will be “PENDING”;

5. The application may be reviewed at this time to confirm the entries or to correct

any field by updating it; and

6. If the application is correct, or if there are no updates, highlight the line corresponding to the vendor in question and click on TRANSFER. This will complete the process of processing a vendor application and creating a new vendor record.

http://forms.dadeschools.net/webpdf/3921.pdf

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The following are SAP screenshots regarding the creation of the master vendor Record.

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B. Vendor Master File Changes

1. Should a vendor request to change any element of the vendor application, including but not limited to remittance address or physical address, the vendor MUST submit a letter, on company letterhead in writing to PMS requesting the respective change(s). This letter MUST be signed by an officer of the vendor’s company. This information will be scanned and retained online within the vendor file.

2. The process to complete additional vendor master file changes can be accessed through the District’s online SAP training site portal.

For additional information regarding Vendor Application Management, refer to School Board Policy 6320.

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STRATEGIC SOURCING TEAM

PURPOSE

To provide a written procedures for conducting strategic sourcing team/workgroups between PMS and other District staff. DEFINITION The strategic sourcing team is a cross-functional team, made up of District staff, including but not limited to PMS, Budget, OEO and the responsible originating departments, to review historical data, analyze market and supplier capabilities and perform gap and risk analyses for all markets in which M-DCPS make purchases. The intent of the review is to increase the usage of small, micro and minority firms in upcoming and existing contracts, as described in Board Policy 6320.02, Small/Micro, Minority/Women-Owned, and Veteran Business Enterprise Programs. PROCEDURE

A. The strategic sourcing team meetings will begin in the third (3rd) quarter of each fiscal year, where the responsible owner departments’ Cabinet members will review, edit and sign-off on the resulting inclusive procurement strategies for all contracts within its respective bureaus.

B. PMS staff will retain the signed ITB/RFP Verification Form in the development of Forecast lists for school/district staff and most importantly, potential future bidders. The forecast list provides potential bidders on current and upcoming bidding opportunities. This list is available on the procurement website at http://procurement.dadeschools.net/default.asp and is updated monthly.

For additional information regarding Strategic Sourcing Teams, refer to School Board Policy 6320 and 6320.02.

http://procurement.dadeschools.net/default.asp

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ITB/RFP VERIFICATION FORM

Bids/RFPS Release Date

• •

Administrative Approvals:

Procurement Staff: Approval Granted: Yes No


Originating School/Department: Approval Granted: Yes No


Originating School/Department Senior Staff: Approval Granted: Yes No


Chief Procurement Officer: Melody Thelwell Approval Granted: Yes No


Name: Date:

School/Department:

Procurement Staff Name:

ITB/RFP Verification Form for Strategic Sourcing Team Meetings

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SUPPLIER DEVELOPMENT PROGRAM

PURPOSE

To provide a written procedures for completing various strategies for increasing small/micro and minority vendor’s business capacity. DEFINITION Supplier development is defined by the Chartered Institute of Procurement & Supply as “the process of working with certain suppliers on a one-to-one basis to improve their performance and expand capabilities for the benefit of the buying organization.” Supplier development can come in many different forms, from informal initiatives to a formally structured program. There are numerous examples, use cases, and best practices that show a broad spectrum of supplier development initiatives to fit any size organization or supplier diversity program. The idea of supplier development is to help diverse suppliers become more sustainable in service to corporations and the marketplace as a whole. PROCEDURE To address some of the concerns noted within the Phase II Disparity Study, which focused on goods and supplies, Services, Maintenance and Maintenance-related services, PMS and OEO have development the following:

A. Supplier Development Program - PMS, with OEO, will host a six (6) week program with small/micro and minority owned businesses. This invitation only program meets one (1) day per week for six (6) weeks to dissect the bidding processes used by the District, assist firms in the development of a budget and step-by-step completion of a bid, develop individual responses to bids, including an executive summary and capability statement, marketing plans and discussions related to fears/pitfalls regarding doing business with government entities. At the completion of the program, all eligible firms that are not certified with the District will obtain certification.

B. Increased and expanded M-DCPS business certification – OEO will increase the number of business certifications so more vendors may participate in shelter market bidding opportunities, as well as additional procurement incentives.

C. Usage of Online Business Advocates - PMS provides one (1) location online, via its’

website, to provide links to various municipalities, such as Miami-Dade, Broward and Palm Beach counties; and various major cities throughout Miami-Dade County. Here, small/micro and minority firms can access information related to various business licenses or permits required to operate a lawful business. (http://procurement.dadeschools.net/a_vendors_ba.asp )

D. Online Chamber on the Go - PMS and OEO provides a mobile business support program that will assist small, micro and minority business owners to access free services without leaving their storefront. Here, PMS and OEO will provide various quick

http://procurement.dadeschools.net/a_vendors_ba.asp

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video tutorials covering topics of interest, including but not limited to Budgeting, the Benefits of Certification, Social Media & Marketing, Business in South Florida 101, and Business Plan. Vendors will have an opportunity to provide feedback on current topics and any additional topics of interest needed to be addressed, free of charge (http://procurement.dadeschools.net/a_vendors_ba.asp )

E. Connect Women Entrepreneurs with Resources and Education – PMS and OEO will host workshops specifically addressing issues faced by women entrepreneurs, with the intent of increasing this demographic’s likelihood of participation in future competitive bidding.

F. Coordinated Matchmaking Events for Vendors & Monthly Vendor Workshops - PMS

and OEO has provided joint monthly vendor workshops to small, micro and minority businesses regarding various topics, including but not limited to “How to Increase Business with M-DCPS.” These vendor workshops, held at various times throughout the day, have been located throughout Miami-Dade County, including joint events with community churches, community partners, like the Urban League of Miami-Dade County, the Beacon Council and various cities and municipalities. In addition, vendor matchmaking events, whereby PMS introduces vendors to the specific department personnel responsible for various solicitations. The vendors develop relationships with PMS, OEO and various department Administrators and gain a better understanding of the needs of M-DCPS.

G. Enhanced Diversity Trainings for District Staff – PMS, OEO and additional district staff will host training sessions regarding inclusive procurement goals and incentives for school and non-school site staff.

H. Increase Targeted Outreach for Bidding Opportunities - PMS and OEO jointly will increase its’ usage of targeted social media, direct communication with various trade groups and minority community members regarding upcoming and active solicitations.

As new solicitations are released, PMS will post the solicitation on the District’s website, direct emails to key stakeholder organizations and PMS’ and OEO social media platforms. Also, targeted outreach, using phone calls and individualized emails, will be prioritized as follows: a. Certified firms, specifically African-American, Asian and Woman-Owned,

registered to the respective commodity codes per the solicitation; b. Non-certified firms registered to the respective commodity codes per the

solicitation; and c. Certified minority firms, specifically African-American, Asian and Women-

Owned, from Miami-Dade, Broward and Palm Beach counties, registered with the State of Florida.

I. Banking Options for Certified Small, Micro and Minority Businesses – PMS and OEO,

working jointly with the District’s Treasury Services department will develop relationships with various financial institutions and/or community partners to provide

http://procurement.dadeschools.net/a_vendors_ba.asp

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certified firms access to loans, for example up to $500,000 at an interest rate of 3% APR.

For additional information regarding Supplier Development Programs, refer to School Board Policy 6320 and 6320.02.

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WAREHOUSE RECEIVING

PURPOSE

To provide a written procedure for processing the receipt of materials into and through the Receiving Section. DEFINITION The receipt of goods, assets and associated paperwork must provide a paper trail for verification. The receipt of goods authorizes District expenditures and provides an accurate audit trail for auditors. PROCEDURE

A. Verify the freight bill to ensure that it contains the following:

a. Correct address b. Prepaid freight charges (Do not accept “freight collect). c. M-DCPS purchase order

B. If any information in “1” is missing or incorrect, S&D has the option to refuse the freight. If freight is refused, a copy of the freight bill is filed along with date and reason for refusal.

C. If the freight bill is correct, the following procedure is followed:

a. All merchandise is placed on pallets for proper storage. b. Freight bill is compared to merchandise piece count. If piece count does not

match or if any item is damaged, it is noted on the freight bill. c. All documents are stamped with the time, date, and “Received by M-DCPS”. d. A work sheet number is assigned to the freight bill. e. All incoming merchandise is marked with the following:

D. Purchase order number

a. Work sheet number b. Date received c. Number of cartons received

E. Placing incoming merchandise:

a. All merchandise is placed within a specific grid location. If staged outside of the

Receiving Section, it is tagged “Do not issue” and is not placed in inventory. b. The bin location number is noted next to the work sheet number on the freight

bill. c. Freight bill is sent to the Receiving Office and matched to the corresponding

purchase order.

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F. Verification of merchandise:

G. Before being received into inventory, incoming merchandise is compared to purchase order description (i.e., specifications, quantity, brand and model number).

H. Documents are returned to Receiving Office to process the SAP receipt of goods on line

using MIGO transaction.

I. Release of merchandise to inventory:

J. A stock release is issued with purchase order number, date received, stock number, quantity received, unit of issue, unit of cost, extended cost, description and bin location.

K. Material handler confirms information on stock release to inventory.

L. Inventory is placed in a specific bin location and is made available for issuance.

For more information regarding Warehouse Receiving, please refer to M-DCPS Store and Mail Distribution Procedures Book.

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PURCHASING PRINCIPLES

GENERAL PMS staff shall be guided by the following principles and standards adopted by the National Institute of Governmental Purchasing (NIGP) :

A. Accountability: taking ownership and being responsible to stakeholders for our actions, essential to preserve the public trust and protect the public interest.

B. Ethics: acting in a manner true to these values, essential to preserve the

public’s trust.

C. Impartiality: unbiased decision-making and action, essential to ensure fairness for the public good.

D. Professionalism: upholding high standards of job performance and ethical

behavior, essential to balance diverse public interests.

E. Service: obligation to assist stakeholders, essential to support the public good. F. Transparency: easily accessible and understandable policies and processes,

essential to demonstrate responsible use of public funds.

For additional information regarding Purchasing Principles, refer to School Board Policy 6320.

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PURCHASING FORMS

GENERAL

The following is a list of f orms prescribed by these procedures:

FORM

USED BY

Procurement Review Form District-Wide

Completed Solicitation Review Form District-Wide

RFP Evaluation Memorandum District-Wide

Vendor Performance Evaluation District-Wide

Conflict of Interest Form District-Wide

Pre-Authorization to Utilize Other Governmental Agency Contracts Form


Bid Opening List Procurement Management

Services

Unauthorized Purchases Form District-wide

Master Bid File Checklist Procurement Management

Services

ITB/RFP Verification Form for Strategic Sourcing Team


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PROCUREMENT MANAGEMENT SERVICES

THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA

BID OPENING

Location: SBAB – ROOM 650 Time 2:00 pm EST

Bid Opening Date: ______________

_______________________________ ITB/RFP NO. & TITLE (one per page)

# VENDOR NAME LOCATION DATE/TIME RECEIVED

Analyst Signature(s)____________________________________ ____________________________________