Cuyahoga County Purchasing & Contracting Annual Training (Fall 2017) Presented by: Cuyahoga County Office of Procurement and Diversity (OPD) Office of Procurement and Diversity Director Purchasing Manager Assistant Clerk of the Board Diversity Manager Lenora Lockett Richard Opre Andria Richardson Nancy Mercado Contracts Administrative Staff Diversity Staff Sharon Georgakopoulos Reecella Diggs Felecia Givhan Cassandra Fulton Tracy Morris Edwin Nuñez Veronica Thoms Barb Wilson Accounts Payable: Pamela Swindell Buyers – by Department BUYER ASSIGNMENTS MARY ELLEN BUTLER 698-2487 ELISHA CLARK DAVID HANNA CHERYL KINZIG 443-7283 JENNIFER HOWARD 443-5851 SAMANTHA POWELL 443-7048 STEPHEN WITT 443-5852 ANGELA PHILMON 443-7241 698-6678 BACK-UP Samantha Powell BACK-UP Stephen Witt BACK-UP Jennifer Howard BACK-UP David Hanna BACK-UP Angela Philmon BACK-UP Cheryl Kinzig BACK-UP Mary Ellen Butler BACK-UP Elisha Clark Public Works – DO’s, Amendments Juvenile Court TBD Justice Services Department of Development Children & Family Services Public Works – RFP/RFQ/Leases Fiscal Office Medical Examiner Sheriff’s Office Department of Information Technology Public Works – Formal Bids Public Works – Construction Planning Commission Workforce Development Department of Sustainability Human Resources Domestic Relations Court Board of Elections Personnel Review Commission Board of Developmental Disabilities Internal Auditing Employment & Family Services/CSEA Family & Children First Council Public Defender Probate Court Inspector General Office of Early Childhood Senior & Adult Services Communications Clerk of Courts Veterans Services Commission Prosecutor’s Office Office of Homeless Services Office of Reentry County Council Court of Appeals Fiscal Office – Treasurer Department of Law HHS Administration 443-3693 Solid Waste Regional Collaboration Department of Innovation Executive’s Office Law Library Common Pleas Court OPD is part of the Fiscal Office • Contracting Authorities (based on purchase thresholds) •The Contracts and Purchasing Board was consolidated with the BOC in 2015 and is no longer active. •Board of Control ($500. to 500,000.00) •County Council (>$500,000.00) *Contract amendments are assigned to an appropriate Board per the County Code. • Rules and Regulations •Funding requirements •Federal and state laws •Cuyahoga County Code •Ethics requirement •Inspector General Debarment and Suspension requirements •Cuyahoga Code Contracting and Purchasing requirements •Purchasing Policy & Procedure Manual •Diversity Program Policies and Procedures Manual Types of Procurement Methods • Full and Open Competition • Preferred Method of Purchasing. • Shall be the default procurement selection. • Exemptions • Not the preferred method of purchasing. • Inhibits awareness of options. • Involves a combined approval. Types of Full and Open Competition Using full and open competition procurement methods encourage competitive pricing and maximum participation by vendors, promote transparency and accountability, and increase awareness of available options. ONBASE PROCESS TYPE ONBASE TYPE INFORMAL PURCHASE UNDER $25,0000 3.02A Competitive Bidding 3.02D Request for Proposal (RFP) EXEMPTION PURCHASE UNDER $25,000 FORMAL $25,000.00 AND UP 3.02B Competitive Bidding 3.02C Competitive Bidding Construction Projects RFB n/a 3.02E Request for Proposal (RFP) REQUEST FOR QUALIFICATIONS 3.02F Professional Design Services (Per ORC 153.65) 3.02G Other than Professional Design RFP n/a RFQ n/a Revenue Generating – 3.02H REAL PROPERTY 3.02I Leases of Real Property (RFP) Lease of County Property - Revenue-Generating (RFP) RFP n/a RFP n/a Sale of Land (Bid) RFB n/a Exemptions Exemptions are procurement methods which inhibit the County from being aware of all available options and can prevent us from fully realizing and benefiting from a competitive process. These are not the preferred methods of purchasing. ONBASE PROCESS TYPE Exemption ONBASE TYPE Sole Source Exemption Exemption Exemption Government to Government State Contract JOINT PURCHASING PROGRAM (GSA/COOPERATIVE) Contract Amendment n/a Exemption Pursuant to Ohio Revised Code (site County Code that allows exemption) 3.03H Community Rehabilitation Programs (CRP) – 3.03H (Under $25,000 no advanced approval needed). If $25,000 or more Exemption SERVICES FOR DISABILITIES 3.03I Public Utility (911 System) Exemption Pursuant to Ohio Revised Code 501.12(C)(1) Exemption from Aggregation of Contracts County Code Agenda Item for Consideration Exemption from Aggregation 501.12(B)(15) Alternative Procurement - County Code Agenda Item for Consideration 3.03A Sole Source Purchases (OPD to post Intent to Purchase) 3.03B Government Purchases 3.03C State Contract Purchases 3.03E Government Cooperative Purchasing (Federal Contracts & Joint Purchasing Programs) Lower than State Contract Purchases – 3.03D 3.03F Contract Amendments (If late will be processed as RFP Exemption) 303G RFP Exemptions (approval to submit individual transactions separately for processing the contracts that would go to County Council due to $500,000 threshold) (Two-step process) Alternative Procurement (Two-step process) “Lean” Changes       NO DCA approval No Communications Director approval Not submitting Justifications separately No posting for five days on State Contract and Cooperatives Forms eliminated Combined Approvals (aka “Two Steps”)     Expiration of forms extended Encumbrance of funds does NOT occur until after Board/Council approval. New RFP/RFQ Template (worksheet). Combined OnBase Review Queues (Concurrent Reviews) Required forms in OnBase Obsolete Forms Forms still required No longer Required  Auditor’s Findings  Secretary of State (SOS)  W-9  Corporate Signature  Independent Contractor (“Signature Authority”)  Contract Forms –  Principal Owner *Consult Checklist  MVCF Expiration of forms ONE YEAR EXP.  This applies to W-9, and Independent Contractor.  The date on the form must be within one year of the OnBase entry.  Same form can be used for other purchases from that same vendor within 1 year of date on form. 60 DAY EXP.  Date on form 60 days from the entry by department of that specific OnBase request.  This applies to the “Auditor” form “Expiration Date is the date listed on the document” Certificate of Insurance  Workers’ Compensation  When to “Waive” a form    This is a new option… Waiving a form that is required will create a delay. Best to use the OPD Intranet “Procurement Required Document Checklist” in conjunction with the Procurement Transformation site. “Sole Source Intent to Purchase” • • • • • Posting Sole Source by OPD for five (5) business days on OPD website. All Sole Source requests must include complete documentation for the award and the contract. If there are no additional vendors, OPD proceeds with the processing of the request to the BOC for approval, if required. If more than one vendor is identified, the department proceeds with a competitive process -or- an Exemption request. This is a Cuyahoga County Code requirement. Split-Invoicing • "Split-invoicing" is not permitted, either by ordering goods or services and allowing the vendor to submit more than one invoice; or by ordering the same items or service on a regular basis during a one-year period. • Applies to all purchasing thresholds. Procedures for One Time Purchases under $500 • • • No OnBase entry required. Informal competitive bidding is encouraged but not required for these types of purchases. Departments make payment directly by Office Voucher in accordance with Cuyahoga County’s Policy and Procedures. One Time Purchases: $500.00 up to $999.99 • • • • Informal competitive bidding is encouraged but not required for these types of purchases. Requires approval prior to the purchase. Departments are required to enter Direct Open Market Requisition in BuySpeed Online (BSO) and enter request into OnBase. Upon approval, Department must create a Department Order in BSO and process through General Accounting. Contracts/Purchases: $1,000.00 - $24,999.99       Departments shall solicit bids for the contract/purchase for a period of at least one business day via BSO web posting. Bid Specifications written to clearly describe what will be purchased. Department to research the details of what will be purchased. If the bid does not result in at least three (3) BSO bids, additional documented solicitation is required (2nd effort). Additional solicitation in the form of a request to obtain additional bids. 2nd efforts can be completed by using BSO, faxes, e-mail, or telephone solicitation. Note: Solicitations must be documented and attached to the requisition in BSO. Request is entered into OnBase. Informal RFP/RFQ Process $24,999.99 or less • Field Buyers upload the RFP/RFQ specifications into BSO and solicit via BSO web posting. • It is encouraged that the Department request insurance requirements from the Department of Law – Risk Management Division and include in the specifications. • Step-by-step instructions are available on the County Intranet. • If the request does not result in at least three (3) proposals, additional documented solicitation is required (“second effort”). Formal RFP/RFQs     Department staff completes the “Worksheet.” OPD completes the process by inserting the Worksheet into the final template. Don’t look for the template – that will be added later by your OPD Buyer. FORMAL RFB’S ONLY: Transaction form to be completed by department; submit requisition as solicitation information Project Time Lines 1. 2. 3. Plan Ahead Allow for appropriate scheduling of Evaluation period / Contract Negotiation / Award Submission “Forecasting” – What was done in the past? OPD Buyers will meet quarterly with Field Buyers to review prior Department purchases and plan for the future Steps to Get Started 1. 2. 3. 4. 5. 6. 7. 8. Before you enter a Requisition: Meet with the appropriate project staff (and management) for specifications and timeline Contract or Purchase Order? Cost Estimate and Index Code(s) – Name of Funding Source Purchasing Method Target vendor list Consult with OBM or OPD, if needed Enter Requisition in BSO Requests to Advertise Formal Projects • • • • Construction projects must advertise in the Plain Dealer. If advertisement is over $500.00, must enter Exemption request for “purchase under $25,000” in Onbase Planholder List is available on the Intranet and must be fully completed and submitted by the Department in Excel format. Vendor List is completed in Excel and e-mailed to OPD. Other OPD programs • P-Card Program: Use for purchases up to $1,000.00 maximum per day. • OPD assists with the disposal of county surplus of goods • Public auction or by sealed bid • Internet auction • Private sale • Donation Protecting the Interests of Cuyahoga County • A contract is a written document to purchase, to sell, and/or exchange goods, services, or property. A contract covers a a period of time. • A contract must be executed (signed) by the County Executive (or designee) before: • • services or products can be provided compensation can be provided • No payments shall be made until the materials, supplies, equipment or services have been delivered and accepted and the work completed to the full satisfaction of the County. • It is a violation of County policy to knowingly allow a contractor to start or continue working on a contract that is not valid. Action Required Prior to Preparing the Contract / Agreement • • • • • Find the corresponding procedure for the purchasing method selected. It is preferred that the Department of Law prepare the written contract or agreement. Upon receipt of signed contract / agreement and required documents from vendor, enter your item into OnBase Solution. Attach required documents outlined in the “Required Documents Checklist” for the purchasing method selected; Any action containing insufficient appropriations, errors and/or omissions may be returned to the “transaction owner” to make a correction and resubmit. Fiscal Responsibility & Ethical Purchasing as a Field Buyer      Be responsible for taxpayers’ money. Allow for best pricing - Don’t focus on your favorite vendors. Never accept a gift from a vendor (Event tickets, lunches, Department Gifts, Holiday gifts). Plan in advance – allow plenty of time. OnBase shows every entry that has been made. Write your specifications accurately. Update old specifications. Research details and only buy things that are needed. Website Resources MUST HAVE USER ACCOUNT TO ACCESS OnBase http://ecm.cuyahoga.cc/AppNet/Login.aspx Document Retrieval – if user account is needed contact the IT department Matrix – Legal Requests; if user account is https://ccdl-ohneeded contact the law department clientportal.matrixcivil.com/accounts/signin?ReturnUrl=%2f Procurement transformation http://cuyahoga.cc/en-US/Procurement-transformation.aspx NO USER ACCOUNT TO ACCESS Cuyahoga County Inspector General http://inspectorgeneral.cuyahogacounty.us (Registered Contractor Numbers, Vendor Debarment and Suspension lists) Certified Search for Unresolved Findings for https://ohioauditor.gov/findings.html Recovery Ohio Secretary of State Business Filings http://www.sos.state.oh.us/SOS/Businesses.aspx (SOS Certificate) State of Ohio Procurement / State Contracts http://procure.ohio.gov/proc/currentContracts.asp GSA http://www.gsaelibrary.gsa.gov/ElibMain/home.do National Cooperative Contracts http://www.njpacoop.org/national-cooperative-contractsolutions/ Cuyahoga County Code http://code.cuyahogacounty.us/en-US/CCRC-T5C501.aspx Council District Map http://planning.co.cuyahoga.oh.us/councildistricts/ OPD Home - Page http://opd.cuyahogacounty.us/ OPD Business Forms/Procedures And Checklists Http://Intranet.Cuyahoga.Cc/En-Us/Opd-BusinessForms.Aspx