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Purchasing Work History Fy 2010 063010

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  • All schools have been notified via general school email addressArea Superintendents are also notifiedFurther training dates TBDNote all available catalogs-increasing competitionNew catalogs are being addedTextbook and curriculum materials that were bid are being reviewed for award and will be added to eSchoolMall
  • Schools and offices are responsible to confirm with the vendors that items ordered will be delivered and invoiced before 7/6/2010. Any purchases recorded by the bank after the 7/6 closing date will be charged to FY 2011.This year-end closing schedule is on Accounting’s Intranet website
  • Incomplete/inaccurate requisitions delay processing; use active vendor with correct ordering address, identify bid/quote#, vendor#, description, shipping, account string, acct mgr signature. These will be returned to requester for correction and will delay expedition of requisition processingGet update from Savin, Data Networks, Daly, DouronSearch bid board using key wordsDate of fax acknowledgement?
  • VPR has been very successful with non-construction vendors
  • A new Welcome/Instructional page has been added to ease the process. Stress the importance of reading instructions and following the Guide. Intranet document is only for employee reimbursements
  • Transcript

    • 1. 8/2/2010
      1
      Baltimore County Public Schools Office of Purchasing
      2005,2006,2007,2008,2009 and 2010 National Purchasing
      Institute Achievement of Excellence in Procurement Award
      Winner!
      ISO 9001:2008 Certified
    • 2. Baltimore County Public Schools Office of Purchasing Mission Statement
      The mission of The Office of Purchasing is to provide a quality education that develops the content
      knowledge, skills, and attitudes that will enable all students to reach their maximum potential as
      responsible, life-long learners and productive citizens, through direct support to the Baltimore County
      Public Schools Faculty, Staff, and Business Community for all of their procurement needs in a manner
      that is ethical, impartial, open, fair and honest and sustains a continuous and measurable
      improvement in student performance.
      8/2/2010
      2
    • 3. Baltimore County Public Schools Office of Purchasing Vision Statement
      The Office of Purchasing contributes to the delivery of a cost efficient education by endeavoring to
      ensure that BCPS and the taxpayers receive full value through our procurement expertise to assure
      the timely acquisition, and distribution of goods and services at the best possible price on the basis of
      a competitive solicitation process from the most responsive and responsible bidders considering cost,
      quality, suitability, service and delivery.
      8/2/2010
      3
    • 4. Baltimore County Public Schools Office of Purchasing Values Statement
      The Office of Purchasing coordinates and issues all solicitations for commodities, construction and
      renovations, equipment, furnishings, instructional materials, and services in compliance with all
      applicable federal and state statutory regulations, Board of Education policies, procedures and
      rules.  They ensure that all bid specifications and contract documents are designed to optimize the
      quality of goods and services while at the same time minimizing the financial risk to the school system
      and increasing public trust in the procurement process. The Office of Purchasing acts in accordance
      with the highest standards of ethics, and is accountable for the quality of their technical assistance,
      exceptional service, and continuous improvement in their process. The Office of Purchasing is
      committed to a fair and equitable bidding environment that encourages economic growth in the
      minority and small business community through their participation in all BCPS contracts.
      8/2/2010
      4
    • 5. 2005,2006,2007,2008 and 2009 National Purchasing InstituteAchievement of Excellence in Procurement AwardWinner!
      The Baltimore County Public Schools Office of
      Purchasing has been awarded The National
      Purchasing Institute's Achievement of
      Excellence in Procurement award for the fifth
      year in a row (2005 - 2010). The National
      Purchasing Institute, the public sector affiliate of
      the Institute for Supply Management (ISM),
      exists to promote the achievement of excellence
      in governmental and institutional
      Procurement through education, certification,
      professional development and networking of
      their members and other professionals
      associated with public sector procurement and
      supply management. This prestigious award is
      earned by those organizations that demonstrate
      excellence in innovation, professionalism,
      productivity, e-procurement, and leadership
      attributes of the procurement organization. 
      8/2/2010
      5
    • 6. Significant Achievements
      In 2001 BCPS became the first public school system in Maryland to implement eProcurement as their primary means of procuring goods and commodities.
      First Public School System in Maryland to conduct a Reverse Auction in 2002 and the First to use the Reverse Auction Method for the procurement of Construction Materials in 2006.
      Led the legislative initiative to raise the bid threshold for LEA’s from $15,000 to $25,000 in 2006.
      First LEA to establish performance contracts for Textbook Publishers and to actively negotiate pricing and shipping costs. This lowered shipping costs from 10-15% to 2-6% saving BCPS $92K in FY 2010 alone.
      First LEA to establish an on-line plan room for all construction projects within the system.
      First LEA to implement an on-line vendor evaluation system.
      First Lea to establish on-call time and material bid contracts allowing for construction projects not to exceed $300K to be quoted or bid with-in 48 hours by pre-approved vendors thus reducing the bidding time by at least 12 days.
      One of a handful of School Districts to become ISO 9001:2008 Certified in 2010.
      8/2/2010
      6
    • 7. 8/2/2010
      7
      BCPS Service Model
    • 8. Purchasing Functions
      Issue and distribute purchase order documents.
      Encourage fair and equal treatment of all prospective bidders and vendors.
      Maintain a list of qualified vendors and their respective vendor codes.
      Observe procedures to identify and prohibit business transactions with any vendor whose past performance has disqualified their status by BCPS, county, state or federal policies, procedures and statutes.
      Assure that purchases meet appropriate local, state, and federal safety and health standards.
      Facilitate the prompt procurement of goods and services for schools and offices.
      8/2/2010
      8
    • 9. Purchasing Functions
      Administer and Coordinate all agreements for the purchase of supplies, materials, equipment and (contracted services).
      Enter into contracts with vendors to establish a fixed price to be used by all schools and offices for a specified period of time.
      Distribute information on existing state, county and BCPS contracts to schools and offices.
      Process all requisition/purchase order forms and catalog requests in accordance with established contracts to approved vendors.
      Identify purchases which require the use of established quotations and/or bid policies or procedures.
      Select potential award vendor in cooperation with the account manager. Submit the recommendation for award of contract to the Board of Education when appropriate.
      8/2/2010
      9
    • 10. 2009-2010 Goals
      Expand the use of eCommerce and online purchasing, especially with Third Party Billing and Grants.
      Expand the number of catalogs on our eCommerce system by adding Frey Scientific, Fisher Scientific, SportsTime, Childcraft, Abilitations, Sax Arts & Crafts, Dick Blick, Clayworks, Service Photo, CDW, Grainger, Home Depot, Graybar, and ZEP.
      Implement eSchool Mall as the new generation shopping Platform and expand the usage of electronic procurement to including the issuing and receiving of electronic bids.
      Develop and implement improved purchasing database and prepare reports that enable the scheduling of renewals, track bids and contracts, etc.
      Evaluate terms & conditions for bid specifications to support performance standards and enhance quality of goods and services.
      Complete review and update of Board policies and Superintendent Rules as well as revise and publish our procurement procedures manual to include the new procedures from Financial Advantage 3.8 and ISO 9001.
      Maintain a “continuous improvement” program comprised of the following:
      At least two meetings of formal procurement focus group
      Formal procurement customer survey
      Vendor training with scheduled training workshop
      Enhance our professional “Staff training” program allowing staff members to obtain their Professional Procurement Certification with the National Institute of Governmental Purchasing (NIGP)(CPPB & CPPO) and The Institute of Supply Management (ISM) (C.P.M.).
      Continue to implement and expand our current pilot for vendor performance evaluation process for construction-related projects with a value of $500,000 and greater. Evaluations, whether positive or negative, will be shared with all team members involved. Team members can include Purchasing, Facilities, Construction Manager, General Contractor, subcontractors and suppliers.
      8/2/2010
      10
    • 11. BCPS Office of PurchasingOrganizationas of July 1, 2009
      8/2/2010
      11
    • 12. Governing Authorization
      The annotated Code of Maryland sections §5-112 and §7-106, and the Maryland State Department of Education Financial Reporting Manual for Maryland Public Schools.
    • 13. The Bid Solicitation Process
      Bids must be advertised for two weeks.
      The Purchasing Agents:
      - Assist schools and offices in developing bid specifications.
      - Evaluate bids received and submit recommendations to the Board for contract approval.
      8/2/2010
      13
    • 14. The Bid Solicitation Process
      The Office of Purchasing coordinates all BCPS bids and vendor contract negotiations
      State law and Board policy require public bidding procedures to be followed for certain purchases.
      The threshold for requiring bids is $25,000 – single item or system-wide annual needs
      Curriculum and books are chosen through an evaluation process administered by the Department of Curriculum & Instruction
      8/2/2010
      14
    • 15. The Procurement Process
      Other alternatives to bidding include:
      - “Piggybacking” on contracts awarded by other public entities that follow public bidding procedures.
      - “Sole-Source” if proprietary or only available from one source. A sole source determination is made by the Office of Purchasing – and still must be submitted to the Board for approval.
      - Purchasing consortiums/cooperatives
      8/2/2010
      15
    • 16. Purchasing Procedures
      Notify the Office of Purchasing of any goods, commodities or services that may need to be solicited or procured.
      Plan in advance! - From start to finish the process of preparing, advertising, issuing, evaluating and Board approval can take 2 months or more!
      If No Current Approved Contract Exists for the Item:
      get two written quotes from vendors If a purchase is > $15,000 and < $25,000
      If a purchase is < $15,000 get one written quote
      Use on-line catalogs for available items
      If less than $1,000 use a P-card
      Contact Office of Purchasing if any assistance is needed
      8/2/2010
      16
    • 17. 8/2/2010
      17
      Number of Purchase Orders Processed Each Fiscal YearFY 2000 – FY 2009
    • 18. BIDS & CONTRACTS PROCESSED
      • FY 2001 Processed 245 bids/contracts valued at $145,808,709 Million
      • 19. FY 2002 Processed 214 bids/contracts valued at $198,452,730 Million
      • 20. FY 2003 Processed 236 bids/contracts valued at $174,878,485 Million
      • 21. FY 2004 Processed 200 bids/contracts valued at $178,644,677 Million
      • 22. FY 2005 Processed 223 bids/contracts valued at $214,775,000 Million
      • 23. FY 2006 Processed 227 bids/contracts valued at $300,196,226 Million
      • 24. FY 2007 Processed 225 bids/contracts valued at $368,720,863 Million
      • 25. FY 2008 Processed 288 bids/contracts valued at $340,969,455 Million
      • 26. FY 2009 Processed 321 bids/contracts valued at $330,703,022 Million
      • 27. FY 2010 Processed 291 bids/contracts valued at $308,450,950 Million
      8/2/2010
      18
    • 28. Bid Workload Comparison
      8/2/2010
      19
    • 29. Bid Workload Comparison
      8/2/2010
      20
    • 30. Bid Protest Comparison
      8/2/2010
      21
    • 31. Bid Protest Comparison
      8/2/2010
      22
    • 32. Bids vs. Bid Protests FY 2002 – FY 2010
      8/2/2010
      23
    • 33. Vendor Appeals of Agent Bid ProtestsFY 2001 – FY 2010
      8/2/2010
      24
    • 34. Vendor Bid Protests vs. Vendor Appeals of Agent DecisionFY 2002 – FY 2010
      8/2/2010
      25
    • 35. Dedicated Professionals committed to Excellence yield Qualitative ResultsFY 2001 – FY 2009
      • As of FY 2010 Purchasing has Processed 2,470 bids valued at $2.6 Billion
      • 36. 51 of the Agent’s recommendation for award have been appealed by bidders. These bid protests represent 2.1% of total bids solicited.
      • 37. Of the 51 Appeals, 34 of the Agents’ decisions have been appealed to the Purchasing Manager.
      • 38. Of the 34 appeals to the Purchasing Manager, only 6 appeals of an Agent’s decision has been overturned.
      • 39. Of the 34 Appeals to the Purchasing Manager, as of FY 2009 only 4 of his decisions have been appealed to the CFO and the Executive Director of Physical Facilities.
      • 40. All appeals to the CFO and the Executive Director of Physical Facilities of the Purchasing Manager’s decisions have been sustained
      • 41. No award has been appealed to the Board of Education of Baltimore County since 2001
      8/2/2010
      26
    • 42. Procurement Cards
      Having a Visa card is a privilege!
      The card comes with responsibilities
      Make necessary small
      (< $1,000) purchases
      Ensure available budget $ prior to purchase
      Not to be used for contracted services
      Training is required for cardholders & Approvers
      Retain receipts, logs, statements for 5 years
      Procedures are on Office of Purchasing website
      https://intranet.bcps.org/offices/purchasing/pcard_procedures/
      8/2/2010
      27
    • 43. Procure – Procurement Card Management Software
      The Office of Accounting:
      Regularly monitors Visa card purchases and requests documentation from school/offices
      Monitors compliance with reconciling requirements
      over 50,000 transactions annually!!
      Sends memo’s to cardholder/principal when billed items are not reconciled timely
      If necessary, sends second notice to Area Assistant Superintendent
      CONTINUED FAILURE TO LOG AND RECONCILE TIMELY WILL RESULT IN FORFEITURE OF VISA CARD!
      8/2/2010
      28
    • 44. Procure – Procurement Card Management Software
      Common issues:
      Purchases not logged
      Billed charges not reconciled
      Items charged to incorrect budget account (e.g. toner charged to “textbooks”)
      Inadequate descriptions
      Food/restaurant/catering charges – the description should include the purpose of the meeting and the attendees
      Cardholders must:
      Log all purchases when made
      Select proper budget account to charge
      Reconcile billed charge to logged purchase - Reconciled charges are posted to Advantage Financial daily
      Prior month charges must be reconciled by 20th of the month
      Print logs and forward with statement and receipts to principal for approval
      Principal is accountable for all Visa purchases at the school
      8/2/2010
      29
    • 45. Total Number of BCPS Procurement Card Transactions Per YearFY 97 – FY 09
      8/2/2010
      30
    • 46. Total Dollar Amount Spent With BCPS Procurement Cards Per Year FY 97 – FY 09
      8/2/2010
      31
    • 47. BCPS Online Curriculum Catalogs
      Web-based system to order necessary curriculum and instructional materials.
      Includes textbooks and other frequently used instructional items.
      Access to office/classroom supplies
      through Office Depot, Corporate Express, Office Max, Staples and Rudolph’s – 450,000+ items
      Over 29,000curriculumitems included in the catalogs
      Searchable by title, item name, ISBN #
      Catalogs may be printed for copying and distributing
      8/2/2010
      32
    • 48. BCPS Online Curriculum Catalogs
      Must attend training to get a user ID & password
      Register for training through the PDC website
      Know your budget account to charge before beginning
      Orders are routed to principal for electronic approval – before they are sent to the vendor!
      Vendor ships and charges your budget through Visa
      Print copies of approved orders for delivery identification, verifying Visa charges, follow up off backorders
      Training materials available on the Office of Purchasing web site:
      https://intranet.bcps.org/offices/purchasing/pdf/BCPS-Online-Ordering-Training-Manual.pdf
      8/2/2010
      33
    • 49. Overview of BCPS’s On-LineProgram
      Shoppers
      Approvers
      Administrators
      Suppliers
      Contracted Line Items
      1202 Teachers
      577 Principals
      5 Purchasing Agents
      225 Vendors
      425,000
      8/2/2010
      34
    • 50. eProcurement Results
      Order Submission
      Delivery of Goods
      Shipping Costs
      Vendor Payment
      Sourcing Consolidation
      Real-time Notification to Vendors
      24-48 hours of Order Placement
      10-15% Reduction
      24-48 hours from Shipment
      33% Reduction of Catalog Surplus
      8/2/2010
      35
    • 51. BCPS Catalogs
      Medications and First Aid
      Music
      Periodicals
      Physical Education
      Science Supplies
      Technology Education
      Textbooks
      Unique Office Supplies
      Art Supplies / Photo
      Athletic Equipment & Supplies
      Audio Visual
      Family Studies
      Handwriting Materials
      Library Media
      Math Supplies
      Media
      8/2/2010
      36
    • 52. eProcurement Process
      Phase I (2000-2001)
      began pilot operation with US Bank Pcard
      20 Schools, 5 Catalogs
      Phase II (2001-2002)
      All Schools using the same five Catalogs
      Art Supplies
      Science
      Physical Education
      Library Media
      Audio Visual Supplies
      1951 transactions, 33 Vendors, valued at over $668K
      8/2/2010
      37
    • 53. eProcurement Process
      Phase III (2002-2003)
      Increase to 13 catalogs with potentially 150 additional suppliers
      Instrumental Music
      Vocal Music
      Technology Education
      Medical & First Aide Supplies
      Unique Office Supplies
      Secondary Math
      Family Studies
      Art Photography
      Incorporate lessons learned from FY 01
      Implemented continuous product improvement methodology
      Enhance software to support the competitive procurement process and awards of bid
      8/2/2010
      38
    • 54. eProcurement Process
      Phase IV (2003-2004)
      Increase to 23 catalogs with orders valued at $2.5 million with potentially 200 additional suppliers
      Textbooks – Senior
      Textbooks – Middle
      Textbooks – Elementary
      Textbooks – Special Education
      Instructional Media _ Secondary
      Instructional Media – Elementary
      Instructional Media – Special Education
      Football Equipment
      Athletics
      Instructional Software and Periodicals
      Continuous ability of Curricular Offices to edit their Instructional Materials Catalogs
      Incorporate lessons learned from FY 02
      Continue to enhance software to support the competitive procurement process and awards of bid on-line
      8/2/2010
      39
    • 55. BCPS eProcurement Implementation Plan
      Develop and Deploy on-line catalogs
      Deploy Vendor Self Service and on-line bidding
      Offer additional on-line access to employees to vendors electronic catalogs
      Integrate into a global ERP system
      8/2/2010
      40
    • 56. BCPS Future Goals
      8/2/2010
      41
      • Expand Catalog Offering
      • 57. Add Tier 1 Suppliers-Grainger, Office Depot, Office Max, Staples, Budgetext, Follett, School Specialty, Lakeshore Learning, Corporate Express, Rudolph’s
      • 58. Expand and offer program to the surrounding counties
      • 59. Leverage spending with local and national consortiums to negotiate improved pricing
      • 60. Bid new contracts for the upcoming FY
    • 8/2/2010
      42
      What is Online Procurement?
      An Online Procurement network uses sophisticated technology providing a secure marketplace, sales platform and transaction tracking system available via the web only to selected buyers and suppliers.
      An aggregated, “catalog of catalogs” controlled by an administrator and using only pre-negotiated pricing and terms from authorized vendors
      42
    • 61. 8/2/2010
      43
      eProcurement adoption
      The benefits of eProcurement are compelling
      Up to now, only a few of the largest school districts with professional purchasing staffs, adequate resources and an internal “champion” have implemented systems
      ASBO MD/DC intends to offer its members access to a successful, secure on-line eProcurement network
    • 62. 8/2/2010
      44
      The benefits are real….
      In a recent study of early adopters of eProcurement systems, the Aberdeen Group reported the following key benefits:
      Improved data gathering and reporting on fiscal year expenditures
      Tighter control over off-contract or “maverick” buying
      Lower procurement administration costs
      Shorter requisition and order fulfillment cycles
    • 63. 8/2/2010
      45
      A Positive Experience at Baltimore County
      BCPS Online Curriculum Catalogs a web-based system to order necessary curriculum and instructional materials.
      • A secure, Online Procurement network for ordering curriculum and instructional materials, including textbooks and other frequently used instructional items.
      • 64. Access to office/classroom supplies through Office Depot, Corporate Express, and Rudolph’s 350,000+ items
      • 65. Searchable by title, item name, ISBN #
      • 66. Catalogs may be printed for copying and distributing
      • 67. Ready access to catalog information on employee’s desktop
      eProcurement frees purchasing personnel from:
      • clerical, order processing activities that are time-consuming and non-strategic
      • 68. Allows them to focus on strategic activities, such as negotiating contracts with suppliers and analyzing purchasing behavior.
      Control over process and approvals, with accurate accounting codes
      Seamless integration with purchasing card processes and tools
      Reduced supplier costs to serve
      Streamlined procure-to-pay, business processes
    • 69. 8/2/2010
      46
      PO
      Process Savings Example
      Order
      Audit
      Order Payment
      Order Receipt
      Procurement Mgmt.
      Product Search & Selection
      Order Placement
      Invoice
      Receipt
      Approval
      Invoice
      Payment
      Price
      Product
      Supplier
      Transmittal
      $32.33
      $10.28
      $13.28
      $48.18
      $51.92
      $11.84
      Standard
      Practices
      Standard
      Usage
      (Print)
      $168
      Per
      Order
      Warehouse
      Paper
      Check
      Manual
      Matching
      Manual
      Manual
      Benchmarking
      Standard
      Usage
      (EDI)
      Phone
      Diskette
      Fax
      Dock
      Credit Card
      Custom
      Usage
      (Print)
      Paper
      Catalog
      Small
      Frequent
      Orders
      Customer
      Purchasing
      System
      Automated
      Download
      Individual
      Order /
      Desktop
      Delivery
      By Product
      Number
      Product or
      Service Need
      Electronic
      Invoice
      Raw Data
      Combined
      Orders
      EDI
      Best
      Practices
      By Product
      Picture
      Electronic
      Ordering
      System
      Consolidated
      Orders /
      Desktop
      Delivery
      Direct GL
      Interface
      EFT
      Automated
      Benchmarking
      $10
      Per
      Order
      Blanket
      PO
      Custom
      Usage
      (EDI)
      Automated
      Matching
      Template
      Order
      Real Time
      Audit on
      Demand
      Exceptions
      and
      Recomm.
      Supplier Managed Inventory
      Supplier Managed Inventory
      Automated
      Re-order
      No PO
      $1.46
      $3.40
      $2.29
      $0.05
      $2.62
      $.28
    • 70. 8/2/2010
      47
      Cost Reduction Per Transaction
      The average administrative cost of procuring and paying for a good or service via the traditional purchase-order based process is reported by respondents to be about $89, while the average cost associated with their purchasing card transactions is estimated to be about $22 – a net savings attributable to purchasing card use of over $67 per transaction. (Based on the 2005 Palmer Study)
    • 71. 8/2/2010
      48
      OrderHouse On-Line Orders Summary ReportNumber of Orders Per YearFY 00 – FY 10
    • 72. Ordering Cycle By MonthFY 2000 – FY 2009
      8/2/2010
      49
    • 73. Ordering Cycle By MonthFY 2004 – FY 2008
      8/2/2010
      50
    • 74. Ordering Cycle By MonthFY 2000 – FY 2009
      8/2/2010
      51
    • 75. Ordering Cycle By MonthFY 2002
      8/2/2010
      52
    • 76. Ordering Cycle By MonthFY 2003
      8/2/2010
      53
    • 77. Ordering Cycle By MonthFY 2004
      8/2/2010
      54
    • 78. Ordering Cycle By MonthFY 2005
      8/2/2010
      55
    • 79. Ordering Cycle By MonthFY 2006
      8/2/2010
      56
    • 80. Ordering Cycle By MonthFY 2007
      8/2/2010
      57
    • 81. Ordering Cycle By MonthFY 2008
      8/2/2010
      58
    • 82. 8/2/2010
      59
      OrderHouse On-Line Orders Summary ReportTotal Dollar Value of Orders Per YearFY 00 – FY 10
    • 83. Number of Purchase Orders Processed Per YearFY 00 – FY 09
      8/2/2010
      60
    • 84. Number of Purchase Orders Processed Per YearFY 00 – FY 09
      FY 2000
      FY 2009
      8/2/2010
      61
    • 85. Number of Purchase Orders Processed Per YearFY 00 – FY 01
      FY 2000
      FY 2001
      8/2/2010
      62
    • 86. Number of Purchase Orders Processed Per YearFY 02 – FY 03
      FY 2002
      FY 2003
      8/2/2010
      63
    • 87. Number of Purchase Orders Processed Per YearFY 04 – FY 05
      FY 2004
      FY 2005
      8/2/2010
      64
    • 88. Number of Purchase Orders Processed Per YearFY 06 – FY 07
      FY 2006
      FY 2007
      8/2/2010
      65
    • 89. Number of Purchase Orders Processed Per YearFY 08 – FY 09
      FY 2008
      FY 2009
      8/2/2010
      66
    • 90. eSchoolMallNew eProcurement Platform
      • Training began September, 2009
      • 91. Southeast area schools 9/18/2009
      • 92. Northeast area schools 11/2/2009
      • 93. Central area schools 12/10/2009
      • 94. Northwest area schools 2/1/2010
      • 95. Southwest area schools 3/10/2010
      • 96. Offices as requested
      • 97. Training dates on PDC workshop catalog through 6/18/10
      • 98. Must be trained on eSchoolMall to pre-order for FY 2011
      • 99. Orderhouse online ordering platform will be inactivated
      for ALL users at end of day 4/23/2010
    • 100. Year-End Closing Schedule-Purchasing
      • 4/23/2010
      • 101. Last day to place orders using the online curriculum catalog with 2010 funds. Orderhouse will be inactivated at end of day.
      • 102. All FY 2010 operating funds requisitions/purchase orders are due.
      • 103. 4/30/2010
      • 104. All FY 2010 requisitions/purchase orders funded by grants are due.
      • 105. 5/11/2010
      • 106. All change order notices for existing FY 2010 purchase orders are due.
      • 107. Tentative first day schools and offices can begin placing orders through eSchoolMall for FY 2011. Orders will be released early July 2010.
      • 108. 7/7/2010
      • 109. First day to submit FY 2011 (operating and grant) requisitions/purchase orders.
      • 110. 9/30/2010
      • 111. All open operating funds purchase orders will be reviewed and cancellation of unnecessary balances begins.
    • General Purchasing Procedures
      • Your first resource should always be the online curriculum catalog, eSchoolMall.
      • 112. Hosted catalog items include all curriculum items put out for bid
      • 113. Dynamic linked catalogs are full-service Internet vendor catalogs. Price comparison shopping is highly recommended.
      • 114. Consult Purchasing’s bid board/current contracts to locate contracts for services, supplies/materials.
      • 115. When submitting a requisition, it should be complete and accurate, and should include one or more valid vendor quotations.
      • 116. Coming Soon! In response to the recent Quality Management System Focus Group, Purchasing is instituting a green solution to acknowledge receipt of faxed documents. Acknowledgement will be sent to general school and office email addresses.
    • Vendor Performance Report-Non Construction
      • Establishes a means to provide necessary vendor performance documentation, whether positive or negative.
      • 117. Purchasing cannot take action without adequate documentation.
      • 118. Vendors are entitled to positive and negative feedback.
      • 119. If negative, vendors are given an opportunity to take corrective action
      • 120. Is located on the Purchasing intranet webpage.
    • Vendor Self Service
      • Vendors and non-employee individuals/sole proprietors should register , via Vendor Self Service, http://www.bcps.org/OFFICES/purchasing, to conduct business with Baltimore County Public Schools.
      Request for Individual Vendor Number (Revised 2/25/10)
      • To be used for employee reimbursements only.
      • 121. Must be completed in full including social security number.
    • Purchasing – Executive Summary
      National Purchasing Institute’s Achievement of Excellence in Procurement award - fifth year
      The Office of Purchasing is part of the ISO process for BCPS
      The Office of Purchasing has 17 full-time staff members
      Blueprint for Progress Goal 8.4
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    • 122. Effective and Efficient Purchasing Practices
      Electronic purchasing processes
      Reverse auctions
      Negotiate pricing/shipping for textbooks
      On-line plan room for construction projects
      On-line vendor evaluation systems for large construction projects
      Pre-bid, on-call, time and material contracts for some construction projects
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    • 123. 74
      Purchasing –
      Transition to ISO 9001
      QUALITY MANAGEMENT SYSTEM (QMS)
      A Quality Performance Initiative in the
      Office of Purchasing
      Department of Fiscal Services
    • 124. ISO – A Simplified View
      • Say what you do…
      by documenting our system
      • Do what you say…
      by following our system
      • Prove it…
      by producing documented evidence
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    • 125. Fiscal Services ISO 9001:2008 Primary Objective
      Objectives for the Office of Purchasing (Department of Fiscal Services)
      • To enhance customer satisfaction by assuring conformity to customer requirements through the application of a Quality Management System (QMS)
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    • 126. Summary of ISO Procurement Process
      School/office identifies need for good or service
      School/office purchases items using an electronic method; or
      School/office prepares requisition order
      Board approval of contract, as necessary
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    • 127. Summary of Procurement Process (Cont.)
      Office of Purchasing prepares and sends purchase order/contract
      Schools/offices verify receipt of goods and services
      Schools/offices provide feedback on vendor performance
      • Appropriate and efficient payment to vendor
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    • 128. ISO Procurement Process
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    • 129. Continuous Process Improvement
      Improving organizational capabilities
      Aligning improvement activities within organization
      Reacting quickly to opportunities
      Identifying non-conformities within the process
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    • 130. Continuous Process Improvement (Cont.)
      Handling customer complaints
      Identifying the root cause of problem to prevent re-occurrences
      Implementing corrective action and following up to determine effectiveness of the action
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    • 131. MBE/SBE Process
      Legal Authority
      Annotated Code of Maryland
      Education Article, Section 5-112 and Section 7-106
      State Finance Procurement Article, Sections 14-201 and 14-302 (State-Funded Construction)
      Financial Reporting Manual for Maryland Public Schools
      Board Policies and Superintendent’s Rules
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    • 132. Minority Business Enterprise (MBE)
      Any legal entity that is:
      Owned/controlled by one or more minority individuals
      non-profit organized to promote the physically or mentally disabled
      African-Americans, Asian-Americans, Hispanic-Americans, Native- Americans, women, and persons with disabilities
      Certified by the Maryland Department of
      Transportation
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    • 133. Small Business Enterprise
      Must meet requirements set by the U.S. Small Business Administration
      Maximum annual receipts or number of employees
      Varies by industry
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    • 134. Regulations - Interagency Commission on School Construction (IAC)
      Overall and minority-specific sub-goals for each project
      Bidder good-faith effort to meet goals within 10 days
      Purchasing review of appropriate documentation
      State MBE goal is NOT a set-aside
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    • 135. IAC Regulations (Cont.)
      Additional guidance on January 19, 2010
      Informal additional guidance from the Governor’s Office of Minority Affairs on February 4, 2010
      Additional guidance on February 26, 2010
      LEAs are expecting to receive additional guidance specifically related to forms
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    • 136. Definitions
      Minority Business Enterprise (MBE)
      Defined by the State Finance Procurement Article 14-301 for State Construction, any legal entity that is:
      at least 51% owned and controlled by one or more minority individuals or;
      a non-profit entity organized to promote interests of the physically or mentally disabled.
      State-funded contracts – must be certified by the Maryland Department of Transportation (MDOT)
      County-funded contracts – must be certified by the MDOT or other recognized municipalities or minority associations.
    • 137. Definitions (continued)
      Minority Groups
      African Americans
      Asian Americans
      Hispanic Americans
      Native Americans
      Women
      Persons with disabilities
    • 138. Definitions(continued)
      Small Business Enterprise (SBE) as defined by State Finance Procurement Article 14-201
      A business with 1-100 employees, depending on classification
      Generates an annual revenue of less than $7 million (for construction), and $2 million for other business classifications
    • 139. Board Policies and Superintendent’s Rule
      Board Policy and Superintendent’s Rule 3200 – Purchasing from Minority and Small Business Enterprises
      Board Policy 7460 – Construction – Purchases from Minority Businesses
      Sets goals for MBE/SBE involvement
      Specific goals for all contracts
      14% total value of contracts from both MBEs and SBEs
      Sets compliance with state contract goals
    • 140. State Regulations (14-302)
      Goal for State-Funded Public School Construction Contracts
      25% total value of contracts from MBE
      7% minimum classified as African American
      10% minimum classified as Woman-owned
      Specifically looks at subcontractors in addition to prime contractor
      New Interagency Commission on School Construction (IAC) procedures effective October 1, 2008
    • 141. Governors Office of Minority Affairs (GOMA)Report on Local Education AgenciesMBE Participation for FY 2008
    • 142. Governors Office of Minority Affairs (GOMA) Report on Local Education AgenciesMBE Participation for FY 2008 (Continued)
    • 143. Comparison of Old and NewProcedures for State-Funded Contracts
      Old Procedures from June 1, 2005
      New Procedures Effective October 1, 2008
      • New procedures require BCPS to set overall and minority-specific subgoals for each project.
      • 144. Procurement Review Group (PRG) analyzes each project for potential certified MBE contractor participation.
      • 145. Recommended participation goals for each project included in the advertisement and all bid documents.
      • 146. Bidder required to submit documentation within 10 business days of good-faith effort to meet the goals, if requesting a waiver.
      • 147. Purchasing agent reviews documentation to confirm the good-faith effort without which the bid must be found non-responsive.
      • 148. Adds compliance requirements.
      Old procedures set goals for all of BCPS with each project having the same minority MBE goals without regard for type of work.
      No review of the project goals was necessary as each project was the same.
      Recommended participation goals for the system were included in each advertisement as well as bid documents.
      If a waiver for any portion of the goal was requested, the contractor was required to submit documentation of their effort to meet the goal.
      MBE liaison reviewed this documentation to confirm the effort. If the effort put forth by the contractor did not meet established criteria, the contractor was asked to provide additional documentation.
    • 149. New IAC Procedures Impact on BCPS
      Project Solicitation Process
      • Ongoing MBE outreach efforts
      • 150. Individual project goal setting done by the PRG
      • 151. Pre-bid meeting to inform bidders of expectations and MBE legal and technical requirements
      • 152. Review of bid submission materials
      Contract Award Process
      • Receipt of ALL documentation within 10 days, including supporting material for a request for waiver
      • 153. Review of documentation of good-faith effort to meet goal before granting of any waiver
      Construction Compliance Process
      • Scrutiny of substitutions of MBE subcontractors with non-MBE subcontractors
      • 154. Maintenance of documentation to ensure compliance
      • 155. Reporting of payments to subcontractors
    • Additional Background on New IAC Procedures
      • State MBE goal is NOT a set-aside:
      • 156. No bid should be automatically rejected because it does not meet the goal or subgoals
      • 157. Low bidder who is otherwise responsive and responsible MUST be given the opportunity to present documentation in support of a request for waiver
      • 158. A bid should be rejected on MBE grounds if:
      • 159. Required MBE forms are not submitted or not properly completed.
      • 160. Documentation required within 10 days of bid to support a request for waiver is not submitted or not properly completed.
      • 161. Documentation does not provide convincing evidence of good-faith outreach efforts.
      • 162. Documentation does not provide convincing evidence of why available and interested MBEs were not used.
    • Good-Faith Effort Documentation
      A list of the portions of the work or supplies identified by the bidder to be potentially accomplished by MBEs
      A detailed statement of the efforts made by the bidder at least ten (10) days before the bid due date to solicit minority business enterprises through written notices that describe the categories of work for which subcontracting is being solicited, the type of work to be performed and specific instructions on how to submit a bid
      Follow-up actions taken by the bidder within the 10 days will also be reviewed
      A detailed statement of the bidder’s efforts to make personal contact with MBE firms
    • 163. Good-Faith Effort (Continued)
      A record of the name, address, telephone number and dates contacted for each MBE
      A description of the information provided to MBEs regarding the drawings, specifications, and the anticipated work schedule for each portion of the work
      Information on activities to assist minority business enterprises to fulfill bonding requirements if necessary
      Information on activities to publicize contracting opportunities to minority business enterprises including attendance at pre-bid meetings
      A record of pricing submitted by each MBE which the bidder considers not to be acceptable, and a detailed statement of reasons for this conclusion
    • 164. Contracting Process(Continued)
      State-Funded Construction Contracts
      All invitations for bids outline MBE participation goals.
      Purchasing notifies the Maryland/ Washington Minority Contractors Association (MWMCA) and Governor’s Office of Minority Affairs of all available bids.
      Purchasing directly notifies all pre-qualified contractors of available bids through the online plan room.
    • 165. Contracting Process(Continued)
      State-Funded Construction Contracts (continued)
      A Utilization Affidavit, a Schedule for Participation and an Outreach Efforts Compliance Statement must be completed at the time of bid submission.
      As necessary, a request for a waiver must be submitted if the state goals cannot be met, and an Unavailability Certificate for Minority Subcontractors must be submitted.
    • 166. FY2009 MBE Participation for State Funded Construction Projects by Category
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      24%
      Total $63.4 million
      July 1, 2008 through June 30, 2009
      Total Achieved – 24%
      African-American Achieved – 4.1%
      Women Achieved – 12%
      Note: State MBE goals now set by project
    • 167. FY 2008 Operating, Grants, Capital, and Food Services Expenditures
    • 168. Annual Reporting Results FY 2005 – FY 2008Contract Awards that Include MBE/SBE ParticipationJuly 1, 2004 through June 30, 2008
    • 169. Annual Reporting Results FY 2005 – FY 2008Contract Awards that Include MBE/SBE ParticipationJuly 1, 2004 through June 30, 2008
    • 170. Annual Reporting Results FY 2005 – FY 2008Dollar Value of Participation that Includes MBE/SBE July 1, 2004 through June 30, 2008
    • 171. Annual Reporting Results FY 2005State-Funded Contracts– Total $36.9 million
      MBE Participation for State-Funded Construction Projects by Category
      July 1, 2004 through June 30, 2005
      Total State MBE Goal - 25%
      Total Achieved - 37.7%
      African-American Goal - 7%
      Achieved - 6.1%
      Woman Goal - 10%
      Achieved - 21.9%
      37.7%
    • 172. Annual Reporting Results FY 2006State-Funded Contracts– Total $98.7 million
      MBE Participation for State-Funded Construction Projects by Category
      July 1, 2005 through June 30, 2006
      Total State MBE Goal - 25%
      Total Achieved – 22.5%
      African-American Goal - 7%
      Achieved – 4.0%
      Woman Goal - 10%
      Achieved – 14.9%
      22.5%
    • 173. Annual Reporting Results FY 2007State-Funded Contracts– Total $210.2 million
      MBE Participation for State-Funded Construction Projects by Category
      July 1, 2006 through June 30, 2007
      Total State MBE Goal - 25%
      Total Achieved – 22.2%
      African-American Goal - 7%
      Achieved – 6.9%
      Woman Goal - 10%
      Achieved – 11.5%
      22.2%
    • 174. Annual Reporting Results FY 2008State-Funded Contracts – Total $19.1 million
      MBE Participation for State-Funded Construction Projects by Category
      July 1, 2007 through June 30, 2008
      Total State MBE Goal - 25%
      Total Achieved – 30.3%
      African-American Goal - 7%
      Achieved – 3.8%
      Woman Goal - 10%
      Achieved – 10.1%
    • 175. Annual Reporting Results FY 2005
      MBE and SBE Participation for all Contracts by Category
      Total Contracts - $121.3 million
      July 1, 2004 through June 30, 2005
      Board MBE/SBE Goal - 14%
      Total Achieved – 39.0%
      39.0%
    • 176. Annual Reporting Results FY 2006
      MBE and SBE Participation for all Contracts by Category
      Total Contracts - $206.4 million
      July 1, 2005 through June 30, 2006
      Board MBE/SBE Goal - 14%
      Total Achieved – 27.1%
      27.1%
    • 177. Annual Reporting Results FY 2007
      MBE and SBE Participation for all Contracts by Category
      Total Contracts - $258.9 million
      July 1, 2006 through June 30, 2007
      Board MBE/SBE Goal - 14%
      Total Achieved – 25.4%
      25.4%
    • 178. Annual Reporting Results FY 2008
      MBE and SBE Participation for all Contracts by Category
      Total Contracts - $139.8 million
      July 1, 2007 through June 30, 2008
      Board MBE/SBE Goal - 14%
      Total Achieved – 44.9%
      44.9%
    • 179. Reporting
      Annual Report – MBE/SBE
      Bi-Monthly Friday Letter – Minority and Small Business Enterprises Report – New Contracts
    • 180. MBE Outreach EffortsThe MBE Officer for BCPS has:
      Participated in the Maryland Public Purchasing Association Reverse Trade Show.
      Participated in the Southern Maryland Regional and Small Business Procurement Expo.
      Participated in the MSDE Workgroup to revise the Minority Business Procedures for State Funded Public School Construction Projects.
      Participated in Alliance Express Baltimore, a trade show for small and minority businesses.
      Participated in Baltimore County MBE/WBE Procurement Fair.
      Continued the use of Gardens Reprographics automatic bidder notification for construction projects.
    • 181. MDOT Listing on BCPS Web Site
    • 182. Contracting Process
      Solicitations are advertised by the Office of Purchasing on the Web page.
      Beginning in 2008, all state bids are also advertised on eMaryland Marketplace and on their online system.
      For state-funded construction contracts, the Office of Purchasing notifies the Maryland/ Washington Minority Contractors Association (MWMCA) and Governor’s Office of Minority Affairs of all available bids.
    • 183. Reporting
      Friday Letter – MBE/SBE Reports for BCPS contracts
      Minority and Small Business Enterprise Annual Reports to the Board of Education http://www.bcps.org/system/reports/
      Newly Required Reports on MBE Project Participation Outcomes
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    • 184. Vendor Resources
      Maryland Department of Transportation (MDOT) Directory of Certified MBE firms - http://mbe.mdot.state.md.us/directory/(located on Purchasing’s Resources Web site at http://www.bcps.org/offices/purchasing/pdf/mbe_forms/Web_MBE_Resources.pdf
      Vendor Self-Service http://www.bcps.org/OFFICES/purchasing/vss.html
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    • 185. Continuous Improvement
      2009 National Purchasing Institute’s Achievement of Excellence in Procurement award – fifth year
      November 4, 2009 - 36 general contractors and almost 200 minority subcontractors, as well as representatives from local and state organizations and agencies, attended an MBE Meet and Greet at the Oregon Ridge Conference Center
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    • 186. Continuous Improvement (Cont.)
      May 14, 2010 – BCPS receives the Public School District of the Year for Minority Business Enterprise from the Maryland Washington Minority Contractors’ Association, Inc.
      May 15, 2010 – School Days – The Office of Purchasing is hosting a professional development training for contractors on MBE regulations
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