PROCUREMENT SERVICES DEPARTMENT
“How We Do Business”
PROCUREMENT SERVICES DEPARTMENT
Division/Department
Instruction
 Athletics
 Math/Science
Instruction
 Office of High Schools
 Athletics
 Office of Student
 Math/Science
Programs
 Office of High Schools
& Services
 Office
of Student
 Planning
and Programs
& Services
Accountability

Procurement Staff
Joyce Carter
Sr. Procurement
Brent Bailey
Officer
Sr.
Procurement Officer
Subrena Clark
Subrena
Clark
Contract Specialist
Director of Procurement
Randall Sellers
Assistant Director of
Procurement
David Odom
Contract Administration
Open
Joyce Carter
Planning and Accountability Procurement Officer
Procurement Officer
Operations
 Facility Services
Operations
 Nutrition
 Facility
Services
 Security
 Nutrition
 Transportation
 Security
 Transportation
Finance
Office of Internal Compliance
Finance
Office of the Chief of Staff
Office of Internal
PolicyCompliance
& Legislation
Office of theCommunications
Chief of Staff
 Policy & Legislation
 Human
Communications
Resources
Information Technology
 Learning Technologies
Human
Resources
Strategy & Development
Information Technology
Assistants
 Procurement
Learning Technologies
District-wide
Surplus
Strategy & DevelopmentManagement
Nicole
Langley
Sr. Contract
Specialist
Contract Administration
LaShon Hunt
Contract Specialist
Teresa Adams
Procurement Officer
Dana Greer – Sr.
Procurement Officer
Marki Dixon
Kevin Jarrott –
Sr. Procurement
Procurement
Officer
Officer
Vendor Registration and Data Management
LaShon Hunt
Contract
Specialist
LaShon
Hunt
LaShon Hunt – Contract
Administrator
Subrena Clark
Contract Specialist
Subrena Clark – Contract
Administrator
Samira Robinson & Korita Slaton
Crystal Moore
FloSutherland
Riley
Kay
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PROCUREMENT SERVICES DEPARTMENT
About Our District
• FY13 Annual Budget: $574 million
• 50 Elementary Schools, 15 Middle Schools, 18 High
Schools, 12 Charter Schools
• Number of Students - 49,217
• Ethnic Distribution:
– 79.3% African American
– 12.3% Caucasian
– 5.9% Hispanic
– 2.5% Other
• Free and Reduced Lunch—76%
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PROCUREMENT SERVICES DEPARTMENT
Board Policies DJEA “Purchasing Authority” and
CJ “Administrative Consultants”
• Governs the District’s Procurement of Goods and Services
and Independent Contractors
• Provides the exceptions to Full and Open Competition
• Outlines the Dollar Value Thresholds
– Purchases between $2,001 to $25,000 require four (4 quotes);
– Purchases exceeding $25,000 require a formal solicitation
conducted by Procurement Services;
– Purchases for goods or services exceeding $100,000 and/or
professional services exceeding $50,000 require a formal
solicitation and Board approval.
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PROCUREMENT SERVICES DEPARTMENT
What We Buy
The APS school district has the need for an extensive
variety of materials and services to support the educational
needs for our children. Some examples are:
•
•
•
•
•
•
•
School Buses
School Instructional Supplies
Janitorial Services
Landscaping Services
HVAC
Computer Hardware/Software
Office Supplies
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PROCUREMENT SERVICES DEPARTMENT
How We Buy
All purchases and contracts for goods
and services, except those excluded
from open competition according to
Board Policy, shall be subject to the
following competitive procedures:
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PROCUREMENT SERVICES DEPARTMENT
Solicitations
• Invitation to Bid (ITB) is used to obtain pricing on specific goods or
services. All responses shall be publically opened on the scheduled
date and time shown in the solicitation.
• Request for Proposal (RFP) is based on a scope of work and will be
evaluated by a committee based on pre-determined evaluation criteria
to determine which vendor offers the “best value” to the District.
• Request for Qualifications (RFQ) is used to determine the
qualifications of a vendor to provide goods or services and will be
evaluated by a committee.
• Request for Information (RFI) is used to obtain information from
potential vendors prior to issuing a formal solicitation (ITB, RFP or
RFQ). The information submitted may be used to develop
specifications or scope of work for a formal solicitation.
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PROCUREMENT SERVICES DEPARTMENT
Solicitations
• The Procurement Services Department provides
information regarding current solicitations via the APS
Purchasing website, and also on the State of Georgia’s
Procurement Registry
• Many of the awarded contracts are now available on the
APS Purchasing website
• Solicitation historical data is available upon request
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PROCUREMENT SERVICES DEPARTMENT
Solicitations: Vendor Eligibility for Consideration
• Because Atlanta Public Schools is committed to awarding
contracts to responsible parties, vendors listed on the
United States Government’s System for Award
Management (www.sam.gov) will not be eligible for
consideration for a contract award.
• To be eligible for consideration, vendors must be in
compliance with all Federal, State and local laws (including
Georgia’s HB 87 a/k/a “E-Verify”). Information about the
requirements of HB 87 can be found on our website at:
http://www.atlanta.k12.ga.us/Page/22476
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PROCUREMENT SERVICES DEPARTMENT
Award
• Once a vendor (or vendors) has been identified, the
Procurement Officer will send a Letter of Intent to the
recommended vendor(s) within two (2) days after signoff by the requesting department, or four (4) days after
board approval (if applicable).
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PROCUREMENT SERVICES DEPARTMENT
Items That Require Board Approval
• Capital project contracts with a total annual value of
$200,000 or greater;
• Consultant contracts with a total annual value of $50,000
or greater;
• Goods or service contracts with a total annual value of
$100,000 or greater.
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PROCUREMENT SERVICES DEPARTMENT
Contract Administration
• Manages the three facets of the District’s contracting to
ensure vendor performance in accordance with
contractual obligations
– These facets are:
1) contract drafting
2) contract compliance/performance, and
3) contract renewals/terminations
• Vendors are NOT allowed to provide goods or services
to Atlanta Public Schools until a contract has been fully
executed by all parties and the vendor has received a
purchase order.
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PROCUREMENT SERVICES DEPARTMENT
Vendor Registration
• Anyone can register to become a vendor at Atlanta
Public Schools. The form is available online at the APS
Procurement website under “Vendor Registration”.
• All vendors must complete the form and provide all
required information, including NIGP Commodity Codes.
• Vendors that are 1099 recipients must complete a W-9.
• Vendors must complete all applicable E-Verify Forms.
• Vendors are responsible for maintaining the information
in our database by contacting the Procurement Services
Department @ friley@atlantapublicschools.us
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PROCUREMENT SERVICES DEPARTMENT
Contact Us
If you have any questions, please don’t hesitate to
contact us. Our contact information is available at
the APS Procurement website. Go to
www.atlantapublicschools.us, click on the
Procurement link, then ‘Procurement Staff’.
You can also access our Procedures Manual on our
website for further details on any of the processes
discussed in this presentation.
Thank you.
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