Procurement ServicesPresentation 2014

Agenda

• Overview of Procurement Processes

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What Procurement Services Does

Vendor Budget/Commitment Control Vendor Setup and Maintenance Requisitions and Purchase Orders

Selectively review PO’s less than $10,000 for compliance Final review and approval of all PO’s greater than $10,000

Competitive Bidding and Request for Proposals Establish District Wide Contracts Procurement Policy Training

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Purchases must follow Illinois law and Board policies

• The Chair of the Board, Chancellor and Presidents are the only individuals authorized to sign and execute agreements on behalf of City Colleges of Chicago regardless of value.

• No District officer or employee, without express authorization, shall make any purchases or enter into a verbal or written purchase contract on behalf of the Board

• Any contract made in violation of State law, or Board rules, policies and procedures is VOID as to the Board

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District Wide Spending Authority, Requirements & Conditions

The following purchasing dollar thresholds provide the requirements that are approved by the Board of Trustees:

• Purchases of less than $2,500: Competitive bidding is not required. Such items may be purchased from any vendor offering the required goods or services at a reasonable price. Price comparison is highly recommended.

• Purchases of $2,500 and up to $25,000 require three price quotations in writing. The quotations must be summarized on the bid recapitulation sheet and attached to the requisition form. At least one of the three vendors must be a certified MBE/WBE vendor. If a sole source vendor, attach an updated vendor letter.

• Purchases in excess of $25,000 formal competitive bidding is required. Formal competitive bidding requires that the initiating department prepare written specifications describing the required goods or services. The specifications must be submitted via e-mail to the Department of Procurement Services (procurementservices@ccc.edu ) and with copy to the College Executive Director of Business Operations to ensure that the specifications are complete and in the proper form. Specifications shall be prepared as objectively as possible, so that the advantage provided to any particular vendor is based on the appropriateness of that vendor’s product.

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The Procurement Policy remains consistent with Illinois Public Community College Act.

Bid Recap Sheet

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Recapitulation of Bids Received $2,500 - $25,000

Requisition Number: _________________ College/Department__________________ Date: ______________________ Vendor Selected: __________________________ Bids were obtained in writing. The results were as follows:

Bidder Amount MBE WBE

1. ________________________________ _____________________ ___ ___

2. ________________________________ _____________________ ___ ___

3. ________________________________ _____________________ ___ ___

If the selected bidder for the purchase is an MBE or WBE, circle the appropriate code:

Black Hispanic Asian/Pacific Islander

American Indian Non-Minority Women

1 2 3 4 5 Purchases between $2,500 - $25,000 require three price quotations one quote should be from a certified M/WBE. Quotes should be attached to this form. For purchases of goods that available from a single source, a letter from the vendor justifying the sole source conditions should be attached to this form. ____________________________ Dept. Head ____________________________ College Executive Director/ District Office Business Manager ____________________________ Office of Contract Compliance

MWBE Contract ComplianceBid Recapitulation requirements:1. One quote from a certified MBE or WBE firm;2. “Certified” means the firm is certified by one of the 11

agencies recognized by City Colleges http://www.ccc.edu/services/Pages/MWBE-Information-and-Forms.aspx;

3. When requesting the quote, ask the firm to include their certification letter;

4. If you do not have a quote from a MWBE, you must request a wavier from the requirement including justification and backup, e.g. Searched databases and no MWBE firms were listed, item is a sole source.

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M/WBE VENDORS

M/WBE vendors can be found on the following websites:City of Chicago’s website: https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=ChicagoCentral Management Service-State of Illinois (CMS) http://www2.illinois.gov/cms/business/sell2/Pages/default.aspx• Select === Vendors Search • Select === BEP Vendor Search• Enter ==== The type of Good or Service you desire to purchase- i.e. printing -

note: under search criteria ensure all categories below are checked• Press Search – Note: A new window will appear with the vendor(s) and

contact information.Cook Countyhttp://www.cookcountygov.com/portal/server.pt/community/contract_compliance%2C_office_of/285/vendor_directory/595• Select Directory of Cook County Certified MBE/WBE Vendors• Select Show Me to view a tutorial on usage of the site.

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Requisition Signature Work FlowDistrict Office

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Dept. Manager/Business Manager/Designee

Vice Chancellor

Note: All the signatures above are required regardless of dollar value

Requisition Approval Work FlowCollege

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Requesting Department

Dean/ Dept. Chair/Dept.

Head

College Executive

Director of Business

Operations

College President

Vice Chancellor

or Associate Vice

Chancellor

Vice Chancellor or Associate Vice Chancellor Requisition Signature MatrixTypes of Purchase Programmatic Vice Chancellor/ Associate Vice

Chancellor

IT Hardware, Software and Services Purchases Jerrold Martin

Non-Instructional Office Supplies , Janitorial Supplies, Facilities Supplies and Equipment, Furniture, Construction and Renovation

Diane Minor

Academic Books, Scientific Supplies, Nursing Supplies and Equipment, Cosmetology Supplies and Equipment, Instructional Supplies, Library Supplies and Equipment

Vernese Edghill- Walden

Advertising/Promotional/Outreach Items Laurent PernotAthletic Supplies and Equipment Michael DaiglerBookstore, Cafeteria and Vending Services Purchases Jeffrey Wong or Joyce Carson

Security Supplies and Equipment Purchases Beatrice O’DonnellMemberships Carole Wood

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VENDORS

• All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a minimum of 10 business days for entry.

• All new vendors who will provide goods and services must complete a vendor packet. Which includes the following:

• Vendor’s List Application Form (2 pages)• IRS W-9 Form• Purchase Order Terms and Conditions (Conditions of Purchase)• Acknowledgement of the District’s CCC Ethics Orientation for

Contractors/Vendors • NIGP Commodity Codes Selection

• To update existing vendors the Vendor Form must be completed and supporting documentation must be attached i.e. Vendor address change notice, etc.

• Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor Form (include telephone and fax numbers).

• To verify if your vendor of choice is in PeopleSoft, check with your College Business Office or District Office Business Managers who have vendor inquiry access.

The vendor forms are available from the internet via http://www.ccc.edu/services/Pages/Become-a-Vendor.aspx

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District Wide Term Agreements

• Building and Maintenance Repair

• Scavenger Services• Nursing Supplies• Bus Transportation• Uniforms• Promotional Items

• Text (“Educational”) Books• Trade Books• Cafeteria and Vending Services• Newspaper Advertising• Computers and Printers• Scientific Supplies

Examples of Board Approved Vendors:

Colleges benefit from increased savings through combined purchasing volume through the use of Board approved vendors, procurement consortiums, and other sister agency contracts for District-wide purchases.

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Consortium Vendors• The U.S. Communities Government Purchasing Alliance http://www.uscommunities.org/• Illinois Higher Public Education Cooperative (IPHEC) –

http://www.obfs.uillinois.edu/purchases/suppliers/illinois-public-higher-education-cooperative/

• Educational and Institutional Cooperative Purchasing (E & I) https://www.eandi.org

• National IPA http://www.nationalipa.org/index.html • Items available to purchase include:

– Maintenance /Janitorial Supplies– Office Supplies– Office Furniture– Scientific Equipment– Medical Supplies Note:A listing of District-wide general use Board Approved Vendors is posted on the CCC website

under District Office Procurement. http://ccc.edu/departments/Pages/Procurement.aspx

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Formal Bid Procedures

• Requesting Departments must prepare a detailed description of the goods or services to be procured.

• The detailed description should be sent to the District Director of Procurement Services via procurementservices@ccc.edu for review and preparation.

• Once assigned to a Buyer, the requesting department is notified and a draft document is forwarded for review and approval.

• Per State Law, formal bids are to be advertised for a minimum of 10 days.

• Requesting Departments should PLAN in advance for formal bids.

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Formal Bid Participants/Roles•User Department – The User Department is responsible for the preparing an accurate and complete scope of services for the solicitation, serving on the Evaluation Committee, preparing the final recommendation for vendor selection, and preparing the Board report for review and approval by the Board of Trustees.

•Procurement Services Buyer – Facilitates the bidding process. Prepares the bid document from the scope provided by the user department.

•District Director of Procurement Services – Oversees the timely completion of the process.

•Risk Management – Provides the appropriate insurance language for the bid project.

•M/WBE Compliance – Reviews the submitted proposals for a commitment to adhere to our board approved compliance plan.

•Chief Procurement Officer – Approves the selection of the recommended vendor.

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Formal Bid TimelineSealed Bids (Goods only):• At a minimum, one month to draft and advertise Specifications. • Two months for Board Approval process. • Total of three months to plan and complete requests for goods, products, or equipment.

Request for Proposal (“RFP”):• At a minimum, one month to

draft and advertise RFP, and complete the Pre-bid conference.

• Two weeks for proposal evaluation process.

• Two weeks if oral presentations are needed.

• Two months for Board Approval process.

• Total of two and half - three months to plan and complete request for services.

• An additional 21 days, at minimum, for contract preparation and execution after board approval is obtained.

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Sole Source Purchases• Definition - item(s) procurable only from a single/one

source (i.e., manufacturer, authorized dealer/distributor, own patent or copyrights).

• All Sole Source purchase requests will be reviewed on a case by case basis, that may include issuance of a formal bid solicitation to verify there is no competition.

• User must provide justification and demonstrate due diligence for Sole Source Request i.e., if the vendor owns the copyright or patent, the supporting documentation needs to be attached.

• All Sole Source purchases over $25,000 requires Board Approval.

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Procurement Services Key Personnel• Diane Minor

Vice Chancellor , Administrative and Procurement Services(312) 553-2636

• Sheila R. Johnson District Director of Procurement Services(312) 553-3336

• Chasity Jackson Buyer (312) 553- 3370

• Stephanie LewisSenior Buyer(312) 553-2637

• Marietta WilliamsBuyer (312) 553-3331

• Keisha PattersonAssistant Buyer(312) 553-3355

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• Christopher Kopp Chief Procurement Officer (312) 553-3240• Debra King Contract Compliance Officer (312) 553-2621 • Lisa Lewis Contract Compliance Officer (312) 553-2815 • Robert Graham II Senior Buyer (312) 553-2591 • John Mc Garry Buyer (312) 553-3466• Marcus Roebuck Contract Compliance Officer I (312) 553-3366• Ralph Passarelli Director of Risk Management (312) 553-3276• Procurement Services E-mail procurementservices@ccc.edu

Resources for Assistance1. Local Campus Executive Director of Business Operations2. District Office Department Business Manager/Designee3. Procurement Services Staff

a. Check out Procurement Services department webpage for additional resource information.

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Questions