The Department of Procurement & Contracts

1. The Department of Procurement & Contracts Purchasing Board Rule Changes effective November 1, 2004

2. Type & Amount of Purchases • Biddable Items • No Change • Non-biddable Items • Under $25,000 • No Change • Between $25,001 - $75,000 • Chief Purchasing Officer Approval (Level Three competitive procurement process required, which must include 3 price quotes which are secured by the User Group) • Between $75,001 - $250,000 • Board Report Required (Level Two competitive procurement process required, which must include 3 written proposals with price quotations which are secured by the User Group) • Above $250,001 • Board Report Required (Level One competitive procurement process required, which includes an advertised RFP/RFQ solicitation which is managed by the Department of Procurement & Contracts)

3. Non-Competitive or Sole Source • Effective November 1, 2004, Non-Competitive and Sole Source Board Reports will not be accepted. • Hence, the Purchasing Review Committee (PRC) will be eliminated.

4. Approval Process for Biddable Items • No changes • Purchases under $10,000 will be processed as usual. • No contract required. Purchase Order only. • Purchases $10,001 and over require a Level One competitive procurement process managed by the Department of Procurement & Contracts. • Board Report Required • Contract Required

5. Approval Process for Non-biddable items under $25,000 • Non-biddable Items under $25,000, will be processed as usual. • No contract required. Purchase Order only.

6. Approval Process for Non-biddable Items between $25,001-$75,000 • A Level Three competitive procurement process required. • Must have price quotes from 3 vendors which are secured by User Group. • The appropriate forms must be completed and sent to the Chief Purchasing Officer (CPO) – Heather A. Obora • Scope of Services Required • Unit Chief or Principal recommends vendor to the CPO. • CPO approves contract. • Contract Required.

8. Approval Process for Non-biddable Items between $75,001-$250,000 • A Level Two competitive procurement process is required. • Must have written proposals, including price quotes, from 3 vendors which are secured by User Group. • Quotes must be on company letterhead • The appropriate form must be completed and sent to the CPO. • Scope of Services Required • Unit Chief or Principal, with approval from CPO, recommends award to the Board. • Board Report Required • Contract Required

10. Approval Process for Non-biddable Items $250,001 and above • A Level One competitive procurement process is required. • Formal advertised RFP/RFQ solicitation must be issued and managed by the Department of Procurement & Contracts. • Unit Chief or Principal, with approval from CPO, recommends award to the Board. • Board Report Required • Contract Required

11. Options to Renew • Biddable Items $10,001 and over • Non-Biddable Items $25,001 -$75,000 • Non-Biddable Items $75,001 and above

12. Options to RenewBiddable Items between $10,001 and over • Option must be reflected in original contract • No competitive process required • Board Report Required • Renewal Contract Required

13. Options to RenewNon-Biddable Items between $25,001-$75,000 • Option exists in original contract or is mutually agreed upon. • No competitive process required • No Board Report required • CPO approval required • Renewal Contract Required

14. Options to RenewNon-Biddable Items $75,001 and over • Option exists in original contract or is mutually agreed upon. • Board Report Required • Renewal Contract Required

15. Amendments to Contracts(any dollar amount) • Amendments to contracts that have no financial implications: • No Board Report required • CPO approval required • Amendment to contract required

16. Amendments to Contracts with financial implications • Amendments to contracts $75,000 and under with financial implications that do not make original contract amount exceed $75,000. • No Board Report required • CPO approval required • Amendment to Contract required. • Amendments to contracts that make the original contract exceed $75,000 or amendments to contracts over $75, 000 require a Board Report.

17. Ratification or Approve to Pay(For services performed in the past) • Board Report required regardless of dollar amount • Requests for Board Ratification are strongly discouraged, and if made, will be questioned by the Board and are subject to rejection.

18. Miscellaneous Information The following slides do not apply to the Department of Procurement and Contracts. We have included the following for your information only. Questions should be addressed to the department with approval and signature authority.

19. Chief Financial Officer Acceptance of Grant, Donation or Gift Refund of unspent grant, gift or donation. Chief Operating Officer Property License/Lease where Board is Licensor/Landlord regardless of dollar amount and term is less than 10 years (except for Leases/Licenses at 125 S. Clark St.) Property License/Lease where Board is Tenant or Licensee $75,000 and under, and term is less than 10 years. Approval and Signature Authority

20. General Counsel Right of Entry, Access Agreements, Zoning and Tax Requests/Appeals, and other governmental petitions and requests, and other legal matters that have no direct financial impact on the Board. Chief Education Officer Educational agreements $25,001 and up to $75,000, including payment of tuition, and all other educational agreements that have no financial impact on the Board. Educational agreements $75,001 and above require Board Reports (No competitive procurement process is required for educational agreements). Approval and Signature Authority

21. Chief Executive Officer Intergovernmental Agreements that have no financial impact on the Board. Miscellaneous agreements that have no financial impact on the Board. Approval and Signature Authority