Recognition of Need PROCUREMENT PROCESS FOR CONTRACTS.
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Transcript of Recognition of Need PROCUREMENT PROCESS FOR CONTRACTS.
Recognition of Need
PROCUREMENT PROCESS FOR CONTRACTS
PROCUREMENT PROCESS FOR CONTRACTS
QUESTION
Are MDE Staff
Available to Perform Task?
PROCUREMENT PROCESS FOR CONTRACTS
ANSWER TO QUESTIONYES
Are MDE Staff
Available to Perform
Task?
STOP!! No Need For The Contract
PROCEED WITH CONTRACT PROCUREMENT
PROCUREMENT PROCESS FOR CONTRACTS
ANSWER TO QUESTIONNO
Are MDE Staff Available
to Perform
Task?
Determination of Selection Source
Selection Sources Available for a Contract
> $100,000 Est. Cost > $100,000
Competitive Sealed Bids
Competitive Sealed Proposals
Emergency Procurement
Submit Request for RFP/RFA/Invitation for Bids
Form and Documents to Procurement
RFP
CURRENT PROCESS
• PRO 1 Form
• RFP/RFA/ Invitation For Bids
• Advertisement Letter
NEW PROCESS
• Request For Proposals(RFP)/ Request For Applications(RFA)/ Invitation For Bids Form
• RFP/RFA/ Invitation For Bids
• Advertisement Letter
Approval of RFP/RFA/Invitation for Bids
by Procurement
Advertisement, Receipt and Evaluation of
Proposals/Applications/Bids
Determination of Award
Preparation of Board Item
Selection Sources Available for a Contract
<= $100,000
Next Step – Completion of IRS Checklist
Example IRS Checklist
DETERMINATION OF CLASSIFICATION
Submit Contract Package
for Contract Worker to Procurement
CONTRACT WORKER CONTRACTS
CURRENT PROCESS
• Contract Justification Form for New Contracts
• Selection/Procurement Form
• WIN - 1 Form
• Contract • IRS Checklist - Independent
Contractor vs. Contract Worker
• Certification of PERS Service Retirement Form
• Form W-4• Mississippi Employee’s
Withholding Exemption Certificate
• PERS Form 4B (if required)• Form I-9 (if required)• Board item (if applicable)
NEW PROCESS
• Contract Justification – Contract Worker
• Contract • IRS Checklist - Independent
Contractor vs. Contract Worker
• Certification of PERS Service Retirement Form
• Form W-4• Mississippi Employee’s
Withholding Exemption Certificate
• PERS Form 4B (if required)• Form I-9 (if required)• Board item (if applicable)
MISSISSIPPI DEPARTMENT OF EDUCATION OFFICE OF PROCUREMENT CONTRACT WORKER CHECKLIST
NEW CONTRACT:
Forms to be completed by Requesting Office:
Contract Justification – Contract Worker
IRS Checklist
If RFP process used to select contractor, attach Summary of Evaluation Scores Evaluation Score Sheets from All Evaluators
Contract
Board item, if required
Forms to be completed by Contract Worker:
Form W-4
State Withholding Form
Certification of PERS Service Retirement
Forms to be completed by Contract Worker and Requesting Office:
PERS Form 4B (if contract worker is a retiree)
Form I-9 (if required)
CONTRACT MODIFICATION/RENEWAL:
Forms to be completed by Requesting Office:
Contract Justification – Contract Worker Modification/Renewal
Contract
Board item, if required
CONTRACT WORKER FORMS TO BE
COMPLETED BY REQUESTING OFFICE
EXAMPLE OF PAGE 1 OF SHORT CONTRACT
INCLUDEBOARD ITEMIF REQUIRED
Board Templates are available on the Procurement Website
CONTRACT WORKER FORMS TO BE
COMPLETED BY CONTRACT WORKER
CONTRACT WORKER FORMS
TO BE COMPLETED BY CONTRACT WORKER AND REQUESTING
OFFICE
SECTION 4 OF PERS FORM 4B TO BE
COMPLETED AND SIGNED BY BUREAU DIRECTOR
OR ABOVE
ProcurementReview and Approval of
Contract Package
SBE Approval, if required
PSCRB Approval, if required
Program Office Notified to Obtain Signatures and Emailed
Copy of Approved Contract Justification
EXAMPLE OF FORM I-9
Submit Signed Contract to Procurement for Procurement
Director’s Signature
Program Office Emailed Copy of Signed Contract and Contract Justification
Original Contract Forwarded to Accounting
Contract Worker May Begin Work
CONTRACT WORKER MODIFICATION/
RENEWAL
Submit Contract Package
for Independent Contractor
to Procurement
INDEPENDENT CONTRACTOR CONTRACTS
CURRENT PROCESS
• Contract Justification Form for New Contracts
• Selection/Procurement Form
• Requisition• Contract • IRS Checklist - Independent
Contractor vs. Contract Worker
• Certification of PERS Service Retirement Form
• Form W-9 • Employee vs. Independent
Contractor Determination Questionnaire
• PERS Form 4B (if applicable)• Form I-9 (if applicable) • Board item (if applicable)
NEW PROCESS
• Contract Justification – Independent Contractor
• Requisition• Contract • IRS Checklist - Independent
Contractor vs. Contract Worker
• Certification of PERS Service Retirement Form
• Form W-9 • Employee vs. Independent
Contractor Determination Questionnaire
• PERS Form 4B (if applicable)• Form I-9 (if applicable) • Board item (if applicable)
INDEPENDENT CONTRACTOR FORMS TO
BE COMPLETED BY REQUESTING OFFICE
EXAMPLE OF PAGE 1 OF LONG CONTRACT
EXAMPLE OF REQUISITION FORM
INDEPENDENT CONTRACTOR FORMS TO
BE COMPLETED BY INDEPENDENT CONTRACTOR
INDEPENDENT CONTRACTOR FORM TO
BE COMPLETED BY INDEPENDENT
CONTRACTOR AND REQUESTING OFFICE
(IF INDEPENDENT CONTRACTOR IS A
RETIREE)
ProcurementReview and Approval of
Contract Package
SBE Approval, if required
PSCRB Approval, if required
Program Office Notified to Obtain
Signatures and Emailed Copy of Approved Contract
Justification
Submit Signed Contract to Procurement for Procurement Director’s Signature
Program Office Emailed Copy of Signed Contract and Contract Justification
Original Contract Forwarded to Accounting
Independent ContractorMay Begin Work
INDEPENDENT CONTRACTOR
MODIFICATION/RENEWAL
CONTRACTSHighlights of the
Changes
Approval Levels Reduced for Contract Justifications – One Signature Required by Bureau Director or Above
Fewer Forms to Complete
Fewer Signatures on the Contracts – Deputy Superintendents or Above
Upon Approval of Policies Revisions–Only One Original of the Contract to be Signed by All Parties
Budget Office Approval No Longer Required
PROCUREMENT PROCESS FOR GRANTS
MISSISSIPPI DEPARTMENT OF EDUCATION OFFICE OF PROCUREMENT
PROCUREMENT FLOWCHART FOR GRANTS
Type of Grant(s)
Competitive Grant(s)
Submit Request for RFP/RFA/Invitation for Bids Form to Procurement
Approval of Methodology by Office of Procurement and SBE
Approval of RFP by Office of Procurement Program Office Emailed a Copy of Approved
Request Form
Advertisement, Receipt and Evaluation of Proposals
Determination of Award
Program Office Emailed Copy of Signed Grant Agreement
Original Returned to Program Office
Submit Grant Package and Board Item (if required) to Procurement
Discretionary Grant(s)
Submit Request for RFP/ RFA/Invitation for Bids Form to Procurement
Approval of Methodology by Office of Procurement and SBE
Approval of RFA by Office of Procurement Program Office Emailed a Copy of Approved
Request Form
Advertisement, Receipt and Evaluation of Applications
Procurement Review and Approval of Grant Package
SBE approval, if requiredProgram Office notified to Obtain Final
Signatures and emailed a copy of Grant Award Justification
Submit Signed Grant Agreement(s) to Procurement for Procurement Director’s
Signature
Determination of Award
Program Office Emailed Copy of Signed Grant Agreement
Original Returned to Program Office
Submit Grant Package and Board Item (if required) to Procurement
Procurement Review and Approval of Grant Package
SBE approval, if requiredProgram Office notified to Obtain Final
Signatures and emailed a copy of Grant Award Justification
Submit Signed Grant Agreement(s) to Procurement for Procurement Director’s
Signature
COMPETITIVE GRANT(S)
Approval of RFA by Office of Procurement Copy of Approved Request Form Emailed to
Program Office
Approval of RFP by Office of Procurement Copy of Approved Request Form Emailed to
Program Office
DISCRETIONARY GRANT(S)
SUBMIT REQUEST FOR PROPOSALS (RFP)/REQUEST FOR APPLICATIONS
(RFA)/INVITATION FOR BIDS FORM AND RELATED DOCUMENTS
Request for Proposals/Request for
Applications/Invitation for Bids
Form
Methodology
Request for Proposals/Request for
Applications
THE RFP/RFA SHOULD INCLUDE THE FOLLOWING:
•Standard Terms and Conditions
•All Required Assurances Set Forth by the Granting Agency/Donor
•Timelines
Advertisement, Receipt and Evaluation of
Proposals/Applications
Determination of Award
Approval of RFP/RFA by the Office of Procurement
Submit Grant Package and Board Item (if required)
to Procurement
GRANTS
CURRENT PROCESS
• PRO 1 Form
NEW PROCESS
• Grant Award Justification Form
GRANTPackage
Grant Award Justification Form
Summary of Evaluation
Scores
Evaluation Score Sheets
for All Evaluators
Board Item, if required
Procurement Review and Approval of Grant Package
SBE approval, if requiredProgram Office notified to Obtain Final Signatures and emailed a copy of Grant
Award Justification
Submit Signed Grant Agreement(s) to Procurement for Procurement Director’s
Signature
Program Office Emailed Copy of Signed Grant Agreement
Original Returned to Program Office
GRANT MODIFICATION
GRANTSHighlights of the
Changes
New Forms Grant Justification RFP/RFA/Invitation for Bids
Approval Levels reduced for Grant Justifications One signature required by Bureau
Director or Above
Fewer Signatures on the Grant Agreements Deputy Superintendents or Above
Upon Approval of Policies Revisions - Only One Original of the Grant Agreement to be
Signed by All Parties
PURCHASE OF FOOD AND/OR SPACE FOR
BUSINESS MEETINGS:
PURCHASE OF FOOD AND/OR SPACE FOR
BUSINESS MEETINGS:Highlights of the
Changes
Form has been Revised in a Similar Format as the Contract and Grant Justifications
Fewer Levels of Approval
MEMORANDUM OF UNDERSTANDING
(MOU)
MOUs should be reviewed and approved by the Office of
Procurement prior to obtaining final signatures
REQUEST FOR COMPUTER RELATED
SERVICES
LISTING OF FORMS
The Office of Procurement Will Provide a List of All Procurement Related
Forms and the Purpose of Each on the Procurement
Website.
RULES AND REGULATIONS
The Office of Procurement Will Provide a Listing of All
Procurement Related Rules and Regulations on the
Procurement Website.
GLOSSARY OF TERMS
The Office of Procurement Will Provide a Glossary of
Procurement Related Terms on the Procurement Website.
QUESTIONS???