DPS Purchasing Practices, Policies and Ethics. June 17, 2017

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1 DPS Purchasing Practices, Plicies and Ethics June 17, 2017

2 Purchasing What We D Acquire quality gds & services at best value fr District thrugh an pen cmpetitive bidding prcess Identify and establish a strng vendr base Be active participants in the cntract negtiatin prcess Create strategic partnerships bth internally & externally Assist with vendr perfrmance issues

3 Purchasing Practices Request fr Prpsal (RFP) Invitatin t Bid (IFB r Bid) Request fr Infrmatin (RFI) Single / Sle Surce Infrmal Qutes Prfessinal Services Cntracts administratin Purchase Orders / Cntract Releases / Visa

4 Purchasing Practices RFP Bard Plicy requirement if purchases > $150,000 Business wner creates scpe f wrk & identifies evaluatin team (dd #) Business wner & Purchasing create timeline & scring matrix Psted fr 4 weeks (recmmendatin) Pre-bid calls r meetings (ptinal r mandatry) Purchasing is pint f cntact Avids unfair advantage / perceptin f insider inf. Requires psting n DPS Purchasing website

5 Purchasing Practices IFB / BID Bard Plicy requirement if purchases > $150,000 Awarded t vendr that prvides lwest cst Cannt use ther criteria in evaluating vendrs N frmal evaluatin team needed fr scring Quicker timeline than RFP Requires psting n DPS Purchasing website RFI Used fr discvery purpses Can braden r narrw ptential RFP respndents Des nt guarantee an award f business Quick timeline / n scring required

6 Purchasing Practices Single / Sle Surce Used fr gds r services >$3,500k Single Surce = available frm multiple surces but required frm ne Examples: time limitatins (new schl build) r nly supplier qualified (reliability f a system wuld be impacted unless a specific / prven supplier was used) Sle Surce = nly available frm ne surce Example: prprietary sftware Must use frm & get apprval Dn t use t avid a cmpetitive RFP/BID prcess Infrmal Qute Generally handled via cmmunicatin Requests that dn t need frmal cmpetitive bidding Often have vendrs identified Quick prcess

7 Purchasing Practices Prfessinal Services Bard plicy des require cmpetitive bidding Always an ptin t cmpete Often results in better pricing Larger vendr pl t chse frm Eliminates relying n ne vendr Prvides pprtunities fr new/previusly unknwn vendrs t cmpete. Vendr cntract vs. DPS ICA We have all T&C s that District requires Expedites apprval prcess Onbarding Temprary emplyees Independent Cntractr (ICA) Staffing agencies DPS HR

8 Bard f Educatin Apprval Limits fr Purchases NON-CAPITAL PROCUREMENT APPROVAL LIMITS Apprval level Limits Bard f Educatin Greater than $1,000,000 Superintendent and Chief Operating Officer Up t $1,000,000 Chief Financial Officer Up t $500,000 Executive Directr f Finance (Budget review) Up t $250,000 Directr f Purchasing Up t $250,000 Manager f Purchasing Up t $100,000 District Department Heads Up t $100,000 CAPITAL PROCUREMENT APPROVAL LIMITS Apprval level Limits Bard f Educatin Greater than $1,000,000 Superintendent and Chief Operating Officer Up t $1,000,000 Chief Financial Officer, Executive Directr f Up t $500,000 Facility Management Assciate Directr f Facilities Up t $250,000 Directr f Purchasing Up t $250,000 Executive Directr f Finance (Budget review) Up t $250,000 Manager f Purchasing Up t $100,000 District Department Heads Up t $100,000

9 Why Yu Shuld Engage Purchasing Mitigate risk by enfrcing BOE plices and prcedures Unbiased evaluatin Ensures a level playing field and prvides cnsistency t vendrs in cnducting business with DPS Cntract management wners We have a view int District wide activity Assist in negtiatin prcess Yu culd be persnally liable Transparency (CORA)

10 ETHICS

11 Plicy GBEA- Staff Ethics/Cnflict f Interest Emplyees shuld nt participate in the fllwing: Offer r accept mney r any accmmdatin, material r service value fr r in cnsideratin f btaining an appintment, prmtin r privilege within the schl system Accept any gift, favr, service r accmmdatin that might give the appearance f tending t influence the discharge f duties Disclse infrmatin gained by virtue f ffice r emplyment t any persn nt entitled theret r therwise use such infrmatin fr persnal gain r benefit r fr the unjust gain r benefit f anther Hire, supervise r appraise any emplyee that is an immediate family member

12 Plicy GBEBC- Gifts t and Slicitatins by Staff Gifts frm cmpanies All emplyees f the Bard* are prhibited frm accepting gifts f ther than nminal value frm cmpanies r rganizatins ding business with the schl district. Exceptins t this plicy are the acceptance f minr items which are generally distributed by the cmpany r rganizatin thrugh its public relatins prgram Nminal Value ~ $20-$25 *Nte: All emplyees f the Bard refers t all District persnnel. It is written this way t illustrate the Bard f Educatin s express pwer t hire and/r terminate District persnnel

13 Plicy DJG- Vendr Relatins N favritism shall be extended t any vendr Any vendr r bidder wh ffers items in excess r in vilatin f the spirit f this plicy may be disqualified indefinitely N persn fficially cnnected with r emplyed in the public schls shall be an agent r beneficially interested in r receive any cmpensatin r reward f any kind frm any vendr

14 What Laws Apply t a DPS Emplyee? Federal Law (EDGAR, FCC, etc.) A written cde f standard f cnduct gverning emplyees engaged in the award and administratin f cntracts. Prhibit emplyee participatin in selectin, award r administratin f a federally funded cntract if a cnflict f interest, real r apparent, wuld be invlved. Cannt slicit nr accept gratuities, favrs r anything f mnetary value frm cntractrs, ptential cntractrs r parties t sub-agreements. Clrad Law Standard f Cnduct C.R.S Bard f Educatin Plicy GBEA- Staff Ethics/Cnflict f Interest

15 QUESTIONS? Michael Hickman - Deputy General Cunsel michael_hickman@dpsk12.rg Ryan Harter Strategic Surcing Directr ryan_harter@dpsk12.rg

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