How to do Business with the Cobb County School District. Presented by: CCSD Procurement Services Department

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1 How to do Business with the Cobb County School District Presented by: CCSD Procurement Services Department

2 CCSD Statistics 2nd largest school district in Georgia 23th largest school district in U.S. Approximately 112,831 students 112 schools Largest employer in Cobb County (13,688 employees) 2

3 CCSD Procurement Statistics Fiscal Year 2017 Approximately $85,089,000 on purchase orders (excluding construction and service contracts). Approximately $116,242,000 on construction and service contracts. Approximately $16,277,000 in procurement card transactions. 3

4 CCSD Procurement Statistics Fiscal Year Request for Proposals (RFP s) issued or renewed 98 Invitation for Bids (IFB s) issued or renewed 60 Request for Quotes (RFQ s) issued or renewed 4

5 How We Purchase Goods and Services Procurement Card Used to make small dollar purchases. Purchase Order Most common method of purchasing goods. Performance Contract Typically used for services. 5

6 How We Purchase Goods and Services Purchases of goods/services under $10,000 and not under contract are handled at the school/department level. Purchases of goods/services over $10,000 and not under contract are handled by the Procurement Services Department. 6

7 Request for Quote (RFQ) Solicitation method utilized when purchases total between $10,000 and $49, Advertised on CCSD Current Solicitations website ~1 week. 2. No public opening. 3. Awarded to lowest priced responsive and responsible vendor. 7

8 Invitation for Bid (IFB) Solicitation method that may be utilized when purchases total $50,000 or more 1. Advertised on CCSD Current Solicitations website and local TV Channels 23/ Typically on the street for two (2) weeks. 3. A public opening is held. 4. Awarded to lowest priced responsive and responsible bidder. 8

9 Request for Proposal (RFP) Solicitation method that may be utilized when purchases total $50,000 or more. 1. Advertised on CCSD Current Solicitations website and local TV Channels 23/ Typically on the street for two (2) weeks. 3. No public opening. 4. Pre-determined criteria including cost are evaluated by a committee to determine which proposal offers the best overall solution. 9

10 Solicitation Process A central office department or school (end-user) must submit a request to Procurement Services to start the solicitation process. The end-user provides specifications or scope of work for the solicitation and works with Procurement to finalize the solicitation. The solicitation is released when the end-user and Procurement Services have reviewed and approved the solicitation. 10

11 Construction (SPLOST) Construction projects are funded by SPLOST (Special Purpose Local Option Sales Tax). SPLOST IV will expire on 12/31/18. SPLOST V will start on 1/1/19. 11

12 Construction Projects Construction projects may include: New / Replacement Facilities Additions / Modifications to Existing Facilities Maintenance / Renovation / Upgrades to Existing Facilities Athletic Facility Improvements 12

13 Construction Contractor Pre-qualification Vendors must pre-qualify to participate in the CCSD construction solicitation process District Administrative Rule FGC-R, Construction Contractor Prequalification Contractor must have completed a project within 30% of the cost of the project they are bidding on. Approved qualifications are good for one (1) year and must be renewed annually. 13

14 Vendor Registration Your company can be added to the CCSD vendor database by completing a vendor registration form and applicable documents regarding the Georgia Security and Immigration Compliance Act, as amended, Act OCGA et. seq. The vendor registration form is posted on the CCSD website at: Departments Procurement Services Vendor Registration Completed forms may be submitted via: Fax: Mail: Cobb County School District 6975 Cobb International Blvd., Suite D Kennesaw, GA

15 Georgia Security and Immigration Compliance Act (OCGA and ) Vendor must be in compliance with all applicable federal and state security and immigration laws including the Georgia Security and Immigration Compliance Act. Vendor is required to affirm this by completing and returning any required compliance documents. 15

16 Vendor Registration CCSD does not maintain an Approved Vendors List. Any vendor wishing to submit a response to a solicitation may do so without previously being entered into our vendor database. You do not have to be a registered vendor in order to submit a response to an IFB, RFP or RFQ. Due to the large number of vendors in CCSD s database, not all vendors will necessarily be sent an announcement each time a solicitation is issued. Vendors are encouraged to check the CCSD website on a regular basis for opportunities to respond to a solicitation. The Vendor Handbook posted on the Procurement Services website contains detailed information about how to do business with CCSD. 16

17 CCSD Procurement Services Website Departments Procurement Services Current Solicitations Awarded IFB s, RFP s and RFQ s General Terms and Conditions How To Do Business Vendor Registration Procurement Staff 17

18 Procurement Services Staff David Odom Director Barbara Bates Assistant Director Name Title Support Assignment Phone Daphne Bailey Senior Buyer Finance, Technology Gary Blount Purchasing Agent HR, SPLOST, Technology Elaine Bynum Purchasing Agent C&I, FNS, Transportation Jeanette Gray Buyer C&I, Finance, HR, Technology Debra Rae Hawkins Buyer C&I, FNS, Finance, HR, Transportation Chris McSpadden Purchasing Agent Maintenance, SPLOST Debra Reed Buyer Maintenance, Vendor Registration Lorri Latif Buyer P-cards, Training June Wolfenbarger Senior Buyer C&I, FNS, Finance, HR,

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