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FAMIS FOR CTE FAMIS FOR CTE PROGRAM USERSPROGRAM USERS

Presented by:Presented by:Janene Smith, Assistant SupervisorJanene Smith, Assistant SupervisorDCP Client ServicesDCP Client Services718-935-4444718-935-4444

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AGENDAAGENDA

Types of PO’sTypes of PO’s– Contracted E-catalogContracted E-catalog– Contracted non-E-catalogContracted non-E-catalog– Non-ContractedNon-Contracted

Search By All CommoditiesSearch By All Commodities Search By Specific Search By Specific

CommodityCommodity Advanced SearchAdvanced Search Purchasing Thresholds & Purchasing Thresholds &

GuidelinesGuidelines

Sole Source GuidelinesSole Source Guidelines Vendor InquiryVendor Inquiry SIPPSSIPPS Procurement Cards (P-Cards)Procurement Cards (P-Cards) Pre-Encumbrance Pre-Encumbrance Helpful LinksHelpful Links Client Services Contact Client Services Contact

InformationInformation

33

Signing on to FAMISSigning on to FAMIS

44

55

66

77

TYPES OF FAMIS TYPES OF FAMIS

PURCHASE ORDERSPURCHASE ORDERS

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Contracted Purchase OrdersContracted Purchase Orders

Types of Contracted PO’sTypes of Contracted PO’s– Contracted (E-catalog):Contracted (E-catalog): to order textbooks, computers, to order textbooks, computers,

instructional materials, general supplies, audio visual equipment, instructional materials, general supplies, audio visual equipment, wireless devices, and internal professional services. wireless devices, and internal professional services.

– Non-List:Non-List: Create a purchase order with a contracted vendor Create a purchase order with a contracted vendor for contracted items not available in the E-Catalog. Includes for contracted items not available in the E-Catalog. Includes sheet music, imprinted tee shirts and shorts, and more. sheet music, imprinted tee shirts and shorts, and more. (see (see attachment)attachment)

– Professional Services:Professional Services: Create a purchase order for Create a purchase order for contracted professional services (i.e. professional development, contracted professional services (i.e. professional development, curriculum development, evaluation services, student support curriculum development, evaluation services, student support services, counseling services).services, counseling services).

– Listing Applications:Listing Applications: For the designated procurements of For the designated procurements of published or copyrighted library and reference materials, testing published or copyrighted library and reference materials, testing and assessments, and artistic performance of specific artists or and assessments, and artistic performance of specific artists or groups, payment of admission fees to cultural institutions and groups, payment of admission fees to cultural institutions and other such programs.other such programs.

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Non-List Contracted Non-List Contracted CategoriesCategories

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Non-Contracted Purchase Non-Contracted Purchase OrderOrder

Types of Non-Contracted PO’sTypes of Non-Contracted PO’s– 3 Bids:3 Bids: Create a 3-bids order for non-contracted Create a 3-bids order for non-contracted

items. items. – No Bids:No Bids: Create an order (maximum value: Create an order (maximum value:

$250.00) for a non-contracted vendor. $250.00) for a non-contracted vendor. – Sole Vendor:Sole Vendor: Create an order for items vendor is Create an order for items vendor is

the sole provider.the sole provider.– Exception to Bid:Exception to Bid: Create an Exception to Bid Create an Exception to Bid

order. order. – Competitive GrantCompetitive Grant:: Create an order for approved Create an order for approved

vendors associated with awarded grants. vendors associated with awarded grants.

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Non-Contracted CommoditiesNon-Contracted Commodities

NOTE:NOTE: There is no possible way to search for There is no possible way to search for

Non-Contracted Vendors on FAMISNon-Contracted Vendors on FAMIS

For Assistance, please contact the For Assistance, please contact the

DCP Client Services Help DeskDCP Client Services Help Desk at at

718-935-4444718-935-4444

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SEARCHING E-SEARCHING E-CATALOGCATALOG

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Preview all Commodities

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Preview all Commodities(continued)

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Searching By CommoditySearching By Commodity

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Searching All Searching All CommoditiesCommodities

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Search By Specific CommoditySearch By Specific Commodity

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Commodities Advanced Commodities Advanced SearchSearch

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Commodities Advanced Search Commodities Advanced Search (continued)(continued)

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Commodities Advanced SearchCommodities Advanced Search (continued)(continued)

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Purchasing Thresholds Purchasing Thresholds

and and

GuidelinesGuidelines

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted & Non-Contracted Professional ~ Contracted & Non-Contracted Professional

Services ~Services ~PROFESSIONAL SERVICES – Contracted ServicesPROFESSIONAL SERVICES – Contracted Services

ThresholdsThresholds Procurement Procurement ActionAction ProcessProcess TimelineTimeline

$0 - $0 - $25,000.00$25,000.00 Purchase Order Purchase Order

in FAMISin FAMIS

School enters PO in FAMIS. No further approval necessarySchool enters PO in FAMIS. No further approval necessary N/AN/A

>$25,000.01>$25,000.01 School enters PO in FAMIS. Review and approval by ISCSchool enters PO in FAMIS. Review and approval by ISC Up to 5 daysUp to 5 days

PROFESSIONAL SERVICES – Non-Contracted ServicesPROFESSIONAL SERVICES – Non-Contracted Services

ThresholdsThresholds Procurement Procurement ActionAction ProcessProcess TimelineTimeline

$0 - $250.00$0 - $250.00 No Bid PONo Bid PO School enters No Bid purchase order in FAMIS. No further School enters No Bid purchase order in FAMIS. No further approval necessary.approval necessary. N/AN/A

$250.01 - $250.01 - $25,000.00$25,000.00

Telephone Telephone Quotes/3 Bid Quotes/3 Bid

POPO

School must solicit and document three (3) telephone quotes,School must solicit and document three (3) telephone quotes,

then enter 3 Bid PO. No further approval necessary.then enter 3 Bid PO. No further approval necessary.N/AN/A

$25,000.01 - $25,000.01 - $100,000.00$100,000.00

Written Quotes/Written Quotes/

3 Bid PO3 Bid PO

School or ISC must solicit and document three (3) written School or ISC must solicit and document three (3) written quotes,quotes,

then enter 3 Bid PO. No further approval necessary.then enter 3 Bid PO. No further approval necessary.N/AN/A

$250.00 -$250.00 -

$100,000.00$100,000.00Sole Source/ Sole Source/ ExceptionsExceptions

School or ISC must document sole source or exception,School or ISC must document sole source or exception,

then enter PO. No further approval necessary.then enter PO. No further approval necessary.N/AN/A

>$100,000.0>$100,000.011

a) Informal a) Informal Solicitation Solicitation

Request (ISR)Request (ISR)The request must come to DCP. DCP will either a) conduct an The request must come to DCP. DCP will either a) conduct an

ISR, or b) process an exception, depending on the requestISR, or b) process an exception, depending on the request

2 months2 months

b) Exceptionb) Exception 1-2 weeks1-2 weeks

>$100,000.0>$100,000.011

a) Request for a) Request for Proposals (RFP)Proposals (RFP)

ISC must request for DCP to assist in the preparation and ISC must request for DCP to assist in the preparation and processing of an RFPprocessing of an RFP 5-12 months5-12 months

b)Exceptionb)Exception ISC must submit an Exception to the Committee on ContractsISC must submit an Exception to the Committee on Contracts 2-3 months (from 2-3 months (from approval by Committee)approval by Committee)

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted Commodities & Internal Services ~~ Contracted Commodities & Internal Services ~

PROFESSIONAL SERVICES – Internal DOE Professional Service ProvidersPROFESSIONAL SERVICES – Internal DOE Professional Service Providers

ThresholdsThresholds ProcuremenProcurement Actiont Action ProcessProcess TimelineTimeline

$ No Limit$ No LimitPurchase Purchase Order in Order in FAMISFAMIS

School allocates money to 0998 object code in Galaxy, then School allocates money to 0998 object code in Galaxy, then requests service in FAMIS e-Catalog. Service Provider requests service in FAMIS e-Catalog. Service Provider

approves services request via FAMIS. No further approval is approves services request via FAMIS. No further approval is necessary.necessary.

None (but can vary None (but can vary based on provider based on provider

response time)response time)

COMMODITIES – Contracted Items, Non-List, and Listing ApplicationsCOMMODITIES – Contracted Items, Non-List, and Listing Applications

ThresholdsThresholds ProcuremenProcurement Actiont Action ProcessProcess TimelineTimeline

$0 - $0 - $100,000.00$100,000.00

Purchase Purchase Order in Order in FAMISFAMIS

School enters PO in FAMIS. No further approval necessarySchool enters PO in FAMIS. No further approval necessary N/AN/A

>$100,000.01>$100,000.01 School enters PO in FAMIS. Review and approval by ISCSchool enters PO in FAMIS. Review and approval by ISC Up to 5 daysUp to 5 days

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Non-Contracted Commodities ~~ Non-Contracted Commodities ~

COMMODITIESCOMMODITIES – Non-Contracted Items – Non-Contracted Items

ThresholdsThresholds Procurement Procurement ActionAction ProcessProcess ISC / DCP ResponseISC / DCP Response

$0 - $0 - $250.00$250.00

Purchase Order Purchase Order in FAMISin FAMIS

If not an active vendor with the DOE, vendor must register If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number. School enters No with the DOE and receive a vendor number. School enters No

Bid PO in FAMIS. No further approval necessary.Bid PO in FAMIS. No further approval necessary.N/AN/A

$250.01 - $250.01 - $5,000.00$5,000.00

Telephone Telephone QuotesQuotes

School gets telephone quotes from three (3) vendors, then School gets telephone quotes from three (3) vendors, then enter PO in FAMIS. No further approval necessary.enter PO in FAMIS. No further approval necessary.

N/AN/A

Sole SourceSole Source Sole Source approval by schoolSole Source approval by school

$5,000.01 -$5,000.01 -$15,000.00$15,000.00

Written QuotesWritten Quotes School gets written quotes from three (3) vendors, then enters School gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary.PO in FAMIS. No further approval necessary.

N/AN/A

Sole SourceSole Source Sole Source approval by schoolSole Source approval by school

$15,000.01 $15,000.01 --

$100,000.00$100,000.00

Open Market Open Market Agreement Agreement

(OMA)(OMA)

The request must come to DCP, who will conduct a public The request must come to DCP, who will conduct a public solicitation for the goodssolicitation for the goods

2-5 months2-5 months

Sole SourceSole Source Request must come to DCP for approval if determined to Request must come to DCP for approval if determined to comply with SOPMcomply with SOPM

> > $100,000.01$100,000.01

Request for Bid Request for Bid (RFB)(RFB)

School or ISC must request DCP to assist in the preparation School or ISC must request DCP to assist in the preparation and processing of an RFBand processing of an RFB

4-10 months 4-10 months (depending on (depending on

complexity)complexity)

Sole SourceSole Source ISC, on behalf of the school, must submit an Exception to the ISC, on behalf of the school, must submit an Exception to the Committee on Contracts if determined to comply with SOPMCommittee on Contracts if determined to comply with SOPM

3-4 months (from 3-4 months (from approval by approval by Committee)Committee)

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Procurement Cards / SIPPs~~ Procurement Cards / SIPPs~

PROCUREMENT CARDSPROCUREMENT CARDS

ThresholThresholdsds

Procurement Procurement ActionAction ProcessProcess TimelineTimeline

$0 - $0 - $5,000$5,000

Single Single Transaction Transaction with P-Cardwith P-Card

Following bidding procedures as outlined in Following bidding procedures as outlined in SOPM, School completes transaction with P-SOPM, School completes transaction with P-

Card per day.Card per day.

No further approval necessaryNo further approval necessary

N/AN/A

$0 - $0 - $15,000$15,000 EncumbranceEncumbrance

School may encumber up to this amountSchool may encumber up to this amount

at any given time on P-Card.at any given time on P-Card.N/AN/A

P-Cards work essentially like credit cards and may be used to order products from vendors in P-Cards work essentially like credit cards and may be used to order products from vendors in situations where issuing a Purchase Order is not efficient for reasons such as delivery time situations where issuing a Purchase Order is not efficient for reasons such as delivery time or contractual ambiguities. If the payment is for a valid purchase, the banking institution or contractual ambiguities. If the payment is for a valid purchase, the banking institution

issuing the card will approve the purchase and pay the vendor, less a fee, within a few days. issuing the card will approve the purchase and pay the vendor, less a fee, within a few days. The banking institution then sends a monthly billing statement, along with card activity The banking institution then sends a monthly billing statement, along with card activity

reports, to DFO for payment.reports, to DFO for payment.

SIPPsSIPPs

A SIPP (Small Item Payment Process) and formerly referred to as an IMPREST, is an A SIPP (Small Item Payment Process) and formerly referred to as an IMPREST, is an electronic payment mechanism processed through the FAMIS Portal. SIPPs were originally electronic payment mechanism processed through the FAMIS Portal. SIPPs were originally established to facilitate “over-the-counter” purchase, (e.g., postage), providing for a direct established to facilitate “over-the-counter” purchase, (e.g., postage), providing for a direct

payment to the vendor or reimbursement to the purchaser. With the introduction of P-payment to the vendor or reimbursement to the purchaser. With the introduction of P-Cards, SIPPs should no longer be used for purchases. Instead, SIPPs should be reserved for Cards, SIPPs should no longer be used for purchases. Instead, SIPPs should be reserved for

reimbursement to the NYC Department of Education employees for reimbursement to the NYC Department of Education employees for business relatedbusiness related expenses.expenses.

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Sole Source GuidelinesSole Source Guidelines

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Non-Contracted Sole Source Non-Contracted Sole Source GuidelinesGuidelines

Evidence that no other service provides substantially equivalent or similar benefits (Research on internet, Google, etc.)

Documental evidence that there is no alternative source available for the procurement of the items

School must have in their possession a sole source letter from the vendor.

Monetary ThresholdMonetary Threshold Approval FromApproval From

Up to $15,000Up to $15,000 Principal, ISC, Central Department Principal, ISC, Central Department HeadHead

$15,000.01 to $100,000$15,000.01 to $100,000 Executive Director, Division of Executive Director, Division of Contracts and Purchasing (DCP)Contracts and Purchasing (DCP)

$100,000.01 and above$100,000.01 and above ChancellorChancellor

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Vendor InquiryVendor Inquiry

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Vendor InquiryVendor Inquiry

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Vendor InquiryVendor Inquiry (continued)(continued)

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Vendor InquiryVendor Inquiry (continued)(continued)

If Vendor ID or Tax ID is unknown, select If Vendor ID or Tax ID is unknown, select “Lookup” and the following screen will appear“Lookup” and the following screen will appear

Enter the name of the desired vendor and select Enter the name of the desired vendor and select the search button.the search button.

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Vendor Inquiry Vendor Inquiry (continued)(continued)

Click on the Vendor’s ID number for Contract Click on the Vendor’s ID number for Contract InformationInformation

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Vendor InquiryVendor Inquiry (continued)(continued)

If you select address information, a box like the example below will appear with the vendor’s contact information.

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Vendor Inquiry Vendor Inquiry (continued)(continued)

If you select “All contracts”, a box like the example below will appear with all contracts pertaining to this vendor.

NOTE: The beginning and End dates for each contract available

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Vendor InquiryVendor Inquiry (continued)(continued)

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SIPP’sSIPP’s

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Small Item Payment Process Small Item Payment Process (SIPP’s)(SIPP’s)

When to use SIPP’s?When to use SIPP’s? DOE Employee ReimbursementDOE Employee Reimbursement Commodity Items up to $500Commodity Items up to $500 PostagePostage Emergency PurchasesEmergency Purchases Metro CardsMetro Cards Consumables for specialized programsConsumables for specialized programs

SIPP’s permit schools to make “over-the-counter” purchases (e.g. Postage), thereby providing for direct payment to the vendor or reimbursement to the purchaser. Except for the following items that do NOT require bids , the $250.00 bidding threshold applies to all SIPP expenditures over $250.00

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Procurement CardsProcurement Cards

(P-Cards)(P-Cards)

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Procurement Cards (P-Cards)Procurement Cards (P-Cards)

The maximum allowable amount for a single The maximum allowable amount for a single P-Card transaction is $5,000 or multiple P-Card transaction is $5,000 or multiple transactions totaling $5,000 per daytransactions totaling $5,000 per day

The maximum amount on a P-Card at any one The maximum amount on a P-Card at any one time is $15,000time is $15,000

To purchase non-contracted items over $250 To purchase non-contracted items over $250 with a P-Card, the purchaser must follow the with a P-Card, the purchaser must follow the Bidding Procedures Bidding Procedures (refer to Threshold Guide)(refer to Threshold Guide)

Maximum Amount to spend on any non-Maximum Amount to spend on any non-contracted vendor within a fiscal year is contracted vendor within a fiscal year is $2,500$2,500

P-Cards may P-Cards may notnot be used to pay open be used to pay open Purchase OrdersPurchase Orders

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Pre-EncumbrancePre-Encumbrance

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Pre-EncumbrancePre-EncumbrancePre-Encumbrances are required for Pre-Encumbrances are required for

the following:the following:

Non-Contracted PO’s over $10,000Non-Contracted PO’s over $10,000 PO’s for vendors with City Contracts that PO’s for vendors with City Contracts that

start with “DTC”start with “DTC”

Note: Pre-Encumbrances cannot be used with a Note: Pre-Encumbrances cannot be used with a

contracted vendor.contracted vendor.

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Helpful LinksHelpful Links SOPM: SOPM: http://dfoapps.nycenet.edu/SOP/files/FINAL%20-%20SEPT.http://dfoapps.nycenet.edu/SOP/files/FINAL%20-%20SEPT.

%2015,%202008%20-%20OTPS%20PURCHASING.pdf%2015,%202008%20-%20OTPS%20PURCHASING.pdf

DCP: DCP: http://schools.nyc.gov/Offices/DCP/default.htmhttp://schools.nyc.gov/Offices/DCP/default.htm

ShopDOE: ShopDOE: https://dfoforms.nycenet.edu/ecatalog/https://dfoforms.nycenet.edu/ecatalog/

Webcast Archives: Webcast Archives: http://www.learningtimes.net/dcpwebcastarchives.htmlhttp://www.learningtimes.net/dcpwebcastarchives.html

Professional Services Contract Abstracts: Professional Services Contract Abstracts: http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServichttp://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/ContractAbstracts/Default.htmes/ContractAbstracts/Default.htm

Steps to Add a Vendor:Steps to Add a Vendor: http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htmhttp://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm

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DCP Client ServicesDCP Client Services

(718) 935-4444(718) 935-4444– Monday – FridayMonday – Friday– 8:00am – 5:00pm8:00am – 5:00pm

Clientservices@schools.nyc.govClientservices@schools.nyc.gov

4444

QUESTIONS QUESTIONS ??