LCPS Procurement and Purchasing Processes

LCPS PROCUREMENT 101 PURCHASING AND ACQUISITIONS 505 S. MAIN ST. STE 249 LAS CRUCES, NM 88001 OFFICE PHONE: 575-527-5844 *DISCLAIMER: INFORMATION PRESENTED IN THIS POWERPOINT IS SUBJECT TO UPDATES AS NECESSARY BY THE SUPERINTENDENT AND CHIEF PROCUREMENT OFFICER

OUTLINE Procurement Defined What LCPS Purchasing does LCPS Purchasing Vision Vendor Registration Process Purchase Order Thresholds ITB & RFP State/Cooperative Contracts Purchases Using Federal Funds After the Fact Purchase Orders Change Orders Non-Taxable Transaction Certificate (NTTC) Useful Links Purchasing & Acquisitions Contact Information

PROCUREMENT DEFINED The formal, official process of purchasing and obtaining materials, supplies, equipment, or services especially in the context of business or government. Governments often have departments and laws for procurement, with strict procedures on how to acquire goods and services. These rules are intended to ensure that the process doesn't become corrupted by bribes, kickbacks, and favoritism. Willful violation of Procurement code can result in criminal charges (NMSA 13-1-199 Penalties).

LCPS PURCHASING DEPARTMENT TASKS Serve and support all departments and schools with their goods and services needs Implement, interpret, and enforce New Mexico Chapter 13 Public Purchases, NMAC, FAR, LCPS Purchasing Procedures, and other federal, state, and local procurement related regulations Maximize the purchasing power of LCPS funds. Provide safeguards for maintaining a procurement process of quality and integrity.

VISION FOR LCPS PURCHASING & ACQUISITIONS Provide quality customer service by facilitating procurement solutions and detailed guidance through Standard Operational Procedures Shorter turnaround time on purchase orders 48 Hours Rule Disclaimer: Turnaround time is contingent on requisition having all necessary supporting documents. 100% compliance with Local, State, and Federal Procurement Code Provide internal training Better sourcing practice National procurement database for benchmarking, cooperative contract for volume discount, and better negotiation process Protect the best interests of the district Performance contracting and requesting insurance endorsements

VENDOR REGISTRATION Are they currently a vendor? If not, vendor will need to register online at Vendor Registry. https://vrapp.vendorregistry.com/Vendor/Register/Index/las-cruces-public-school-district- purchasing-nm-vendor-registration Once a vendor completes registration, a notification will be sent to our Purchasing Technician. Our office must receive a notification from the school/department stating that they would like a vendor entered into our internal visions system.

PURCHASE ORDER THRESHOLDS Small Purchases of $5,000.00 or less: School Principal/Department Heads or authorized control agent may procure products/services. May purchase services, construction, or items of tangible personal property having a value not exceeding $5,000.00 by issuing a direct purchase order to the vendor based upon the best obtainable price. Please don t split purchases up to circumvent system. Small Purchases between $5,000.01- $10,000.00 : May purchase services, construction, or items of tangible personal property having a value not exceeding $10,000.00 by issuing a direct purchase order to the vendor based upon the best obtainable price. Requisitions will continue to route to a LCPS Central Purchasing Agent for review.

PURCHASE ORDER THRESHOLDS Small Purchases between $10,000.01 - $50,000.00: Purchases of goods, construction, and non-professional services can be justified by attaching 3 quotes to your purchase requisition, or via cooperative contract. Purchases of professional services have a threshold of $60,000.00 or less, except for the services of architects, engineers, landscape architects or, or surveyors. Purchases Exceeding $50,000.00: Purchases of goods, construction, and non-professional services over $50,000.00 (professional services over $60,000.00) must be procured via a formal invitation to bid, request for proposal, or request for qualifications. Other forms of procurement s may be available. Please contact Purchasing to discuss.

ITB & RFP ITB: Invitation To Bid Cost based formal competitive solicitation process RFP: Request For Proposal Qualification based formal competitive solicitation process. Steps: Drafting Advertising Compliance Evaluation Negotiation Contracting During the competitive solicitation process, all documents obtained shall remain confidential and the evaluators shall be free from any outside influences. After procurement process completed, all documents are public records and subject to IPRA.

COOPERATIVES IN USE Definition; Cooperative Contract - means procurement conducted by or on behalf of more than one state agency or local public body, or by a state agency or local public body with an external procurement unit. New Mexico Statewide Pricing Agreements Contracts: https://www.generalservices.state.nm.us/statepurchasing/statewide_price_agreements.aspx CES Contracts: https://www.ces.org/check-out-the-new-online-bluebook/ Buyboard Contracts: https://www.buyboard.com/home.aspx Sourcewell Contracts: https://www.sourcewell-mn.gov/ OMNIA Contracts: https://www.omniapartners.com/publicsector 1GPA Contracts: https://1gpa.org/ Choice Partners Contract: https://www.choicepartners.org/member-login Region 19 Allied States Cooperative Contracts: http://www.alliedstatescooperative.com/contracts.php National Cooperative Purchasing Alliance Contracts: https://www.ncpa.us/ Interlocal Purchasing System Contracts: https://www.tips-usa.com/vlist.cfm

PURCHASES USING FEDERAL FUNDS Additional forms required when making purchases with federal funds: Debarment Form ($10,000.01+) Campaign Contribution Form ($10,000.01+) Cooperative Contracts must meet certain Federal Guidelines in order to be compliant. No in state preference points can be applied to federal funds related procurements. Procurement with federal funding requires compliance with not only federal, but also, State and Local guidelines.

AFTER THE FACT PURCHASE ORDERS A purchase order must be in place BEFORE receiving any products or services. Any purchase order completed after receiving product is considered an after the fact purchase order and is subject to an audit finding if not justified. EX: School fundraisers. A purchase order must be put in place before receiving any product. This purchase order can be for an estimated amount. A change order can be executed once final amount is received.

CHANGE ORDERS Fill out the change order request form Fill in the increase/decrease/new P.O. Total Give a detailed description of the justification Control Agent Signature. Submit the form to Purchasing Department

NON-TAXABLE TRANSACTION CERTIFICATE Non-Taxable Transaction Certificates (NTTC) may be used for the purchase of tangible personal property only and may not be used for services, for the lease of property or to purchase construction materials for the use in construction projects. Upon requesting to enter into a business transaction with a vendor, the department/school will notify the vendor that the District is a tax-exempt entity. Many times, vendors will request a NTTC in order to verify that the District is tax-exempt. The following vendor classifications will exist: In State (NM) vendor: Provide the NM CRS # (New Mexico Tax ID) Current W-9 form Vendor Point of Contact to send executed certificate Out of State Vendor: Current W-9 Vendor Point of Contact to send executed certificate Please note, organizations created outside of the LCPS (i.e., Booster Clubs) are not permitted to utilize the District s tax- exempt status.

USEFUL LINK: STANDARD OPERATING PROCEDURES AND CHECKLISTS The following link can be accessed to reference Purchasing s current SOP s and Checklists: https://lcpstest.sharepoint.com/sites/StandardOperatingProcedures/Shared%20Documents/For ms/AllItems.aspx?id=%2Fsites%2FStandardOperatingProcedures%2FShared%20Documents%2F SOPs&p=true&ga=1

QUESTIONS? CONTACT INFO Chenyu Alex Liu, CFO/CPPO Deputy Superintendent of Finance Office Phone Number: 575-527-5846 Email: cliu@lcps.net Cesar Chavez, CPO Associate Director of Purchasing Office Phone Number: 575-527-5845 Email: cchavez3@lcps.net Jose Cardona Senior Buyer Office Phone Number: 575-527-5850 Email: jcardona@lcps.net Alejandra Padilla Purchasing Technician Office Phone Number: 575-527-5844 Email: apadilla@lcps.net Sam Bailon Buyer Office Phone Number: 575-527-5964 Email: sbailon@lcps.net Yanick Oligario Procurement Card Administrator Office Phone Number: 575-527-5834 Email: yoligario@lcps.net