Recognition of Need PROCUREMENT PROCESS FOR CONTRACTS.

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Transcript of Recognition of Need PROCUREMENT PROCESS FOR CONTRACTS.

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Recognition of Need

PROCUREMENT PROCESS FOR CONTRACTS

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PROCUREMENT PROCESS FOR CONTRACTS

QUESTION

Are MDE Staff

Available to Perform Task?

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PROCUREMENT PROCESS FOR CONTRACTS

ANSWER TO QUESTIONYES

Are MDE Staff

Available to Perform

Task?

STOP!! No Need For The Contract

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PROCEED WITH CONTRACT PROCUREMENT

PROCUREMENT PROCESS FOR CONTRACTS

ANSWER TO QUESTIONNO

Are MDE Staff Available

to Perform

Task?

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Determination of Selection Source

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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

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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

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Approval of RFP/RFA/Invitation for Bids

by Procurement

Advertisement, Receipt and Evaluation of

Proposals/Applications/Bids

Determination of Award

Preparation of Board Item

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Selection Sources Available for a Contract

<= $100,000

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Next Step – Completion of IRS Checklist

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Example IRS Checklist

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DETERMINATION OF CLASSIFICATION

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Submit Contract Package

for Contract Worker to Procurement

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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)

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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

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CONTRACT WORKER FORMS TO BE

COMPLETED BY REQUESTING OFFICE

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EXAMPLE OF PAGE 1 OF SHORT CONTRACT

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INCLUDEBOARD ITEMIF REQUIRED

Board Templates are available on the Procurement Website

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CONTRACT WORKER FORMS TO BE

COMPLETED BY CONTRACT WORKER

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CONTRACT WORKER FORMS

TO BE COMPLETED BY CONTRACT WORKER AND REQUESTING

OFFICE

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SECTION 4 OF PERS FORM 4B TO BE

COMPLETED AND SIGNED BY BUREAU DIRECTOR

OR ABOVE

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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

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EXAMPLE OF FORM I-9

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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

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CONTRACT WORKER MODIFICATION/

RENEWAL

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Submit Contract Package

for Independent Contractor

to Procurement

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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)

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INDEPENDENT CONTRACTOR FORMS TO

BE COMPLETED BY REQUESTING OFFICE

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EXAMPLE OF PAGE 1 OF LONG CONTRACT

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EXAMPLE OF REQUISITION FORM

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INDEPENDENT CONTRACTOR FORMS TO

BE COMPLETED BY INDEPENDENT CONTRACTOR

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INDEPENDENT CONTRACTOR FORM TO

BE COMPLETED BY INDEPENDENT

CONTRACTOR AND REQUESTING OFFICE

(IF INDEPENDENT CONTRACTOR IS A

RETIREE)

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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

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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

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INDEPENDENT CONTRACTOR

MODIFICATION/RENEWAL

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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

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PROCUREMENT PROCESS FOR GRANTS

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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

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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)

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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

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THE RFP/RFA SHOULD INCLUDE THE FOLLOWING:

•Standard Terms and Conditions

•All Required Assurances Set Forth by the Granting Agency/Donor

•Timelines

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Advertisement, Receipt and Evaluation of

Proposals/Applications

Determination of Award

Approval of RFP/RFA by the Office of Procurement

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Submit Grant Package and Board Item (if required)

to Procurement

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GRANTS

CURRENT PROCESS

• PRO 1 Form

NEW PROCESS

• Grant Award Justification Form

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GRANTPackage

Grant Award Justification Form

Summary of Evaluation

Scores

Evaluation Score Sheets

for All Evaluators

Board Item, if required

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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

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GRANT MODIFICATION

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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

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PURCHASE OF FOOD AND/OR SPACE FOR

BUSINESS MEETINGS:

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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

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MEMORANDUM OF UNDERSTANDING

(MOU)

MOUs should be reviewed and approved by the Office of

Procurement prior to obtaining final signatures

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REQUEST FOR COMPUTER RELATED

SERVICES

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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.

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RULES AND REGULATIONS

The Office of Procurement Will Provide a Listing of All

Procurement Related Rules and Regulations on the

Procurement Website.

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GLOSSARY OF TERMS

The Office of Procurement Will Provide a Glossary of

Procurement Related Terms on the Procurement Website.

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QUESTIONS???