Updated College Tour Presentation

OVERVIEW OF DISTRICT BOARD PROCEDURES AND CONTRACT PROCESS • Presented by: • Office of the General Counsel... Board Report Submission DeadlinesOFFICE OF PROCUREMENT SERVICES AND OFFICE

Procurement to Contracts

College Tour

Procurement Services

What Procurement Services Does

 Selectively review PO’s less than $10,000 for compliance

 Final review and approval of all PO’s greater than $10,000

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• Remain consistent with Illinois Public Community College Act.

• NEW POLICIES APPROVED: Colleges have spending authority up to $25,000 within

the approved purchasing conditions.

• Every purchase over $25,000 must be submitted to the Board of Trustees for

approval

• Procurement Services has established district wide contracts for utilization over

$25,000 For Example: Office Supplies, Janitorial Supplies, Computers, etc.

• City Colleges administers an aggressive program to utilize Minority and Women

owned businesses (MBE/WBE).

• NEW THIS YEAR: Annual Purchase orders are required for recurring purchases.

Procurement Services Highlights

Purchases must follow Illinois law and

Board policies

• The Chairman 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

Dollar

Amounts Three Bids/

Quotes

M/WBE Required Campuses/ Depts

Approves PO

PO Approval from District Procurement Staf

Board Approval Required

Professional Service Agreements (PSA)/Service

Requisition Signature Authority

No Yes Yes Yes College

President and

Vice Chancellor

Purchase Order Process

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Requisition Signature Work Flow

Types of Purchase Programmatic Vice Chancellor/ Associate

Vice Chancellor

IT Hardware, Software and Services Purchases Arshele Stevens

Office Supplies (Instructional and

Non-Instructional, Janitorial Supplies, Facilities,

Furniture, Construction/Renovation

Diane Minor

Academic – Books, Scientific Supplies, Nursing

Supplies and Equipment, Cosmetology

Supplies and Equipment

Kojo Quartey or designee (Cecilia Lopez, Michael Davis, Lydia Gonzalez)

Student Related Purchases – Events and Travel KKC, MXC, OHC, HWC – Preston Harden

DAC, TRC and WRC – Ed Garza Employee Travel/ Reimbursements JR Dempsey

Advertising/Promotional/ Outreach Items Laurent Pernot

Athletic Supplies and Equipment Michael Daigler

Bookstore, Cafeteria and Vending Services

• Purchase Order Terms and Conditions (Conditions of Purchase)

• Independent Contractors must complete the Personal Service Contractor’s and Contractor’s Key Personnel Data Form

• 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).

• M/WBE vendors can be found on the City of Chicago’s website:

https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago

The vendor forms are available from the intranet via

http://portal.intranet.co.ccc.edu/finance/default.aspx under Procurement

Reimbursable Expenses

•Reimbursements must be submitted within 15 days of expenditure in order

to be paid

•Please use available contracts for purchases

•Reimbursements will not be allowed when there are current established

district wide contracts

•For all non-contracted items (i.e milk, apples, sheep brains, etc.,) you may

obtain the products and submit the receipts for reimbursement Please

follow the internal reimbursement policy

•Reimbursements will be processed once weekly by District Accounts

payable upon receipt from the College Business Office/District Office

Department

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.

• All Formal Bids over $25,000 requires board approval

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Formal Bid Timeline

Sealed Bids (Goods only):

• At a minimum, one month to draft

and advertise Specifications

• One month for Board Approval

process

• Total of two 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

• One month 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.

Sole Source Purchases

• Definition - item(s) procurable only from a single 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.

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District Wide Term Agreements

• Building and Maintenance

• Computers and Printers

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

Consortium Vendors

• The U.S Communities Government Purchasing Alliance http://www.uscommunities.org/

• Illinois Community College System Procurement Consortium (“ICCSPC”)

http://www.horizonrg.com/

• Illinois Higher Public Education Cooperative (IPHEC) – (this site is login access only)

• Educational and Institutional Cooperative Purchasing (E & I)

https://www.eandi.org/Default.aspx

• National IPA http://www.nationalipa.org/index.html

• Items available to purchase include:

– Maintenance /Janitorial Supplies

Procurement Services Key Personnel

OVERVIEW OF DISTRICT BOARD PROCEDURES

AND CONTRACT PROCESS

• Presented by:

• Office of the General Counsel

• When is a Board Report Necessary?

• Board Report Submission Deadlines

• Drafting Board Reports/Board Report Format

• Questions

When Is A Board Report Necessary?

• Agreements/Purchases where

total cost is in excess of

$25,000.

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Board Report Submission Deadlines

OFFICE OF PROCUREMENT SERVICES AND OFFICE OF GENERAL COUNSEL

• Drafts of all Resolutions and Board Reports (Agreements and Purchases) must be submitted no later than 5:00 p.m on the last day of the month 2 months prior to the month of the Board Meeting

Board Report Submission Deadlines

BOARD OFFICE & OFFICE OF GENERAL COUNSEL

• Final Personnel Reports, Resource Development Reports, Committee

Reports/Minutes and all other agenda items must be submitted no later than the

2 nd Thursday of each month by 5:00 p.m

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Meetings To Prepare For

Board Meeting

DRAFT REVIEW MEETING

All District Vice Chancellors, Other District Administrators

MEETING WITH CHANCELLOR

• At least 2 weeks before the Board Meeting

MEETING WITH CHAIRMAN AND TRUSTEE

• At least 10 days before Board Meeting

Late Submission of Agenda Items

• General Rule: No Late

Submissions of Agenda Items

Deadlines will be strictly

enforced.

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Late Submission of Agenda Items

• An Exception may be granted under the following conditions:

– At least 3 days before the deadline, submit to Chancellor,

a request for late submission; and

– Explain reason for late submission; and

– Explain whether there will be significant programmatic or

business impact if the item is not on the agenda.

– The Board Office and the OGC will not accept late board

reports without the approval of the Chancellor.

• 3 or more requests for late submissions in a 6 month period

will result in the development of a Management Plan to

address and resolve the reason(s) for consistent late

Resolution or Board Report?

Which One Do I Choose?

Board Report Checklist

Important Checklist Items

√ Recommendation section is first

√ Recommendation section summarizes Agreement, Purchase, Etc and explains term and cost

√ Name and Address of Vendor/Contractor

√ Scope of Services/Deliverables

√ Benefit to City Colleges of Chicago

√ Competitive Bidding details

√ Selection Criteria

Best Practices for Board Agenda Items

• Follow Format Standards

• Use Visual Aids

• Use Terms and Phrases Consistently

• Verify All Financials

• Obtain Board Approval Early

• Proofread Your Document!

• Refer to Board Meeting Preparation Handbook

– http://portal.intranet.co.ccc.edu/gencounsel/Legal%20Resources

%20Management/Forms/AllItems.aspx

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After The Board Meeting

• Once a Resolution or Board Report is approved by the Board and involves a

contract, agreement or purchase order:

– Submit all contract request forms to the Office of General

Counsel within 10 days of Board Approval.

– Submit all necessary information to the Office of Business

and Procurement Services to finalize completion of any purchase order

Requesting Contract Review

from the Office of the General Counsel

• Facilities Use Permit

• Internship Agreement/Clinical Agreement

• Memorandum of Understanding

Contract Request Process

1 Contract Request Form

2 Board Reports

3 Independent Contractors

4 Pre-Approval

5 Facilities Use Agreements

6 Contract Execution – Signature

Authority

Contract Request Process

Read Your Contract!

Contract Request Form http://portal.intranet.co.ccc.edu/gencounsel/default.aspx

Combines 2 forms:

1 Request for Contract

2 Request for Work by Independent Contractor

Not to be used for facilities use permits.

Contract Request Form

• CCC Personnel requesting the contract

• Information re: Other Party

• Essential Terms of the Contract:

Board Reports

When do I need to have an approved

Board Report?

• Contracts with a value over $25,000

• Contracts with a vendor who will receive

over $25,000 in a fiscal year via multiple contracts

• Intergovernmental agreements

• Grants

Board Reports

When do I submit my Request for Contract?

• Board Report must be approved by the Board prior to submission of Request for Contract.

• Request for Contract must be submitted within 10 days of Board approval.

Independent Contractors

• IRS 20 Factors and 3 Categories of Control (to be submitted to the OGC)

• Other Proof that individual is self-employed may be required later for inspection (but do not submit these to the OGC

• Vetting by Human Resources

Contract Pre-approval

Signatures Required for Each Contract Request:

1 College President/District Office Department Head

2 Vice Chancellor

3 Executive Director of Business

4 If not already approved by the Board, request must be approved by the Chancellor

Facilities Use Agreements

• Separate Request Form

• Vice Chancellor of Administrative and Procurement Services must approve every request for the rental of CCC facilities.

Summary of Contract Request Steps

• READ THE CONTRACT

• Contract Request Form

– HR approval of Independent Contractor

– President/Dept Head & VC & ED signatures

– Approval by Chancellor

• Submit Request Form, Approved Board

Report, Contract, Exhibits & Attachments to OGC

• Review by attorney, approval by General

Counsel

Contract Signature Authority

$5,001 - $25,000 Chancellor

> $25,000 Chairman of the Board

Signature Authority

• Remember to obtain the signature of the other party on all 3 originals.

• Return a fully executed original to the Office of the General Counsel.

Office of Finance Accounts Payable Services

Accounts Payable Services

• Process invoices and disburse all vendor payments

• Final reviewer and approver for all reimbursement

requests for CCC employees

• IRS reporting

• Process stops, voids and reissues payment requests

• AP Policy Training

Invoice Payment Requirements

GOODS/TANGIBLE PURCHASED ITEMS

•A valid purchase order number

– Generated during the procurement process

•A system receiver/receipt number

•The packing slips or bill laden that was delivered with the tangible item

– If a packing slip is unavailable, a copy of the purchase order signed

shipping receiving or departmental personnel or system receipt delivery report

•Original receipts, which include vendor name, date of purchase,

individual items, itemized with exact dollar amounts

– Copies of receipts are not accepted

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Invoice Payment Requirements

SERVICES AND ANNUAL

•A valid purchase order number generated during the procurement process

•A system receiver/receipt number (Please note a receipt delivery report is no

longer required.)

•Original vendor invoice detailing the services provided, which include vendor

name, date of purchase, individual items, itemized with exact dollar amounts

PROFESSIONAL SERVICES

•Copy of a fully executed agreement for services $1,000 or more

– or the email notification informing of the executed agreement from the General Council Office

•NEW - Combined professional service/independent contractor agreement form must be submitted for services under <$1,000

Invoice Payment Requirements

BUILDING MAINTENANCE SERVICES

•Requires a Bid/Cost Estimate Form for expenditures such as

Plumbing/Piping, HVAC, Electrical, Glazing, Roofing (e.g T&J Plumbing,

Elevator Repair, etc.)

GOODS & SERVICES LATE PAYMENT INVOICES

•A brief detail explanation signed by immediate supervisor is required for all

invoices that are submitted past the 30 days payment terms and/or specified

A/P Vendor Payment Check List

• AP check list provides guidance before

submitting your invoices, travel and

reimbursement requests to management or vendor payment

The Travel Conference Leave Form Part I

This form is located on the Employee Portal at

The Travel Conference Leave Reimbursement Process Part I

• Pre-Travel Request Expenditures can be used for registration fees, airline/transportation cost, car rentals and hotels.

– Supporting documentation, such as quotes, and a Travel Conference Leave Request Form with all required signatures must be submitted at least 30 days prior to scheduled date of attendance or the early registration deadline.

– Completed Estimated Expenses portion of the Travel Conference Leave Form with an official announcement , agenda or invitation to the conference, seminar or training.

 Registration Fees – In most cases, CCC only pays the early registration rate for any conference, seminar or training

 Hotel Payment - request government rates when making hotel reservations When paying by check,

payment request should be done at least 30 days prior to conference date.

 Car Rental - requires prior approval and an explanation to substantiate the expense

 Meal Allowance – Must be estimated using the US General Services Administration website

http://www.gsa.gov/portal/category/21287

TIP: Think ahead and begin your request for payment processed early.

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