How to Do Business with Fayette County Public Schools October 8, 2018
Fayette County Public Schools is the second largest school district in Kentucky. FY2018 Over 23,700 purchase orders were created Approximately 93% of the POs were under $5,000 Average PO was $575 Approximately 5.5% between $5,000-20,000 - Average PO was $9,340 Approximately 1.5% of the POs were over $20,000 Average PO was $179,500*
What rules do we follow? KRS 45A Model Procurement Code Expenditures of public funds by local public entities (e.g. cities, counties, school districts), which have adopted the KMPC pursuant to KRS 45A.343 to 45A.460
There are 5 general methods of procurement: 1. Cooperative Purchasing 2. Small purchase process 3. Competitive sealed bidding (Invitation for Bids IFB) 4. Competitive negotiations (Request for Proposals RFP) 5. Noncompetitive negotiations (Sole Source/Not practical to bid)
Typical government purchasing set-up is centralized Purchasing Dept. Buyers Transportation Commodities Office Supplies Commodities Technology Commodities Furniture Commodities Construction Commodities Chemicals Commodities Warehouse Commodities Indoor Maintenance Commodities Outdoor Maintenance Commodities Buyers in Purchasing handle solicitations and purchases
FCPS Purchasing is not centralized Purchasing Dept. Facility Design & Construction Elementary Central Office Middle Schools High Schools Schools Elementary Departments Central Office Middle Schools High Schools Schools Elementary Departments Central Office Middle Schools High Schools Schools Elementary Departments Central Office Middle Schools High Schools Schools Elementary Departments Middle Schools High Schools Schools Elementary Middle Schools High Schools Schools Elementary Middle Schools High Schools Schools Elementary Middle Schools High Schools Schools Elementary Middle Schools High Schools Schools Elementary Middle Schools High Schools Schools Operations Departments Central Office Departments Central Office Departments Central Office Departments Central Office Departments Central Office Departments Central Office Departments Operations Departments Operations Departments Operations Departments Operations Departments Operations Departments Operations Departments Operations Departments Operations Departments Operations Departments Purchasing/FD&C large solicitations and schools and departments are buyers
FCPS Purchasing Procedures No centralized procurement Purchasing done by each school/department Over 100 buyers 2 departments handle bids for the district Purchasing Dept smaller bids, non-construction Facility Design & Construction Renovations, large scale construction, plan rooms, architects Monetary thresholds to be followed: Under $20,000 Small Purchase Over $20,000 Bid/Existing contracts
Ways to become an Approved Vendor with FCPS 1). FCPS Bids Be Awarded a district bid or RFP Register as a vendor at HTTP://FCPS.ECONOMICENGINE.COM All Bids are advertised through Economic Engine NAICS codes make sure to select codes that apply to you
1). Bids continued Bids for several items and services such as HVAC Services and Parts Plumbing Concrete Pest Control Electrical Services and Parts Office and Janitorial supplies Engine Oil, Fleet Parts Bids are 1 year contracts with optional annual renewal for a total of 5 years possible
2). Purchasing Cooperatives and other agency bids Be awarded a bid from another agency or co-op that allows FCPS to use their bids such as: Commonwealth of Kentucky Master Agreements LFUCG, University of Kentucky or other public agency contracts and Purchasing Cooperatives Items generally purchased include: Gas, computers and technology related items, furniture
3). Small Purchases/ Sole Source Less than $2,500 purchase items/services are cheaper than approved vendors Less than $5,000 purchase items/services are not available from approved vendors $5,000 - $20,000 items are not available from an approved vendor then lowest of 3 quotes $5,000 -$10,000 informal quotes $10,000 - $20,000 formal quotes Any amount - Sole Source There is a single source within a reasonable geographical area of the product or service to be procured or competition is not feasible
Economic Engine http://fcps.economicengine.com What is it? - FCPS vendor website What is it used for? Bid and bid advertisement posting Bid notifications sent out Award Notifications Event notifications Register as a vendor Keep an up to date profile Contact information Commodity codes
Bid Example First several pages are standard terms and conditions. First page general information, bidder information Second page signature agreeing to the contract if bid is awarded The bid is the contract. Award criteria Page 10 Checklist, questions Response sheet/ Cost proposal line item pricing, discounts Technical Proposal Reciprocal Preference Pledge of Non-discrimination Supplier Diversity Forms
Past bid information All bids are public information Copies of tabulations of past bids contact Purchasing Copies of the official bids that were submitted Open Records Request through Legal (there may be a fee)
Typical bids/rfps in past year New Elementary School Bond Fiscal Agent Athletic Trainer Services Telephonic Interpreting Books, non-library Electrical Services Fleet Parts Child Nutrition Supervisor Truck Northern Walkin Freezer District Property Boiler Fleet Insurance Sinkhole Mitigation JCMS Fundamental Commission Services for New Elementary School Food Vendors for Family Reunion Beverage Vending Farm to School Fruits and Vegetables Occupational Therapy Services Orientation & Mobility Services Applied Behavioral Analysis Services Physical Therapy Services Sign Language Interpreting Music Therapy Speech Therapy Nursing Services for Medically Fragile Students Food Service Software Insurance Maintenance Parts Copiers Dairy Products Small Wares BSHS Softball Fieldhouse BSHS Turf & Track Replacement Food Products Paper Products Hydraulic Shearer Refuse Dumpster Services Concrete Finishing Sidewalk Repair Nurses for Field Trips Catering Services Library Books Screen Printing Radon Remediation Library Supplies Calculators Recondition Football Helmets Motorcoach Charter Bus Services Security Services Copy Paper
Background Checks Per KRS 160.380, State and FBI fingerprint background check and Cabinet for Health and Family Services (CHFS) child abuse and neglect report are required for any contractor or subcontractor doing work for FCPS
www.fcps.net/hr
Please follow the steps below to apply to be an approved contractor with FCPS Step 1: Register as a contractor via FCPS website (link below) https://dna.fcps.net/contractors Outside Contractors should select Login as Guest Step 2: Submit Background Checks (State and FBI) and C.A.N. Letter from CHFS that are less than 6 months old *Where: Fayette County Public Schools Human Resources Office 128 Walton Ave. When: Lexington, KY 40502 Monday Friday: 8:00AM - 4:30PM No appointment necessary
Do not already have the background checks? You may have the background checks run with Fayette County Human Resources Office or other locations around the state. What to bring to FCPS to have the background checks completed: 1. Check or Money Order to FCPS for $50.00 2. Photo ID Driver s License, Passport, or other Government issued ID 3. Social Security Card (not photocopy, not laminated) *May obtain reports from alternate location and submit reports to the Human Resource Office at the address listed above
www.fcps.net/bids http://fcps.economicengine.com FCPS Purchasing Department Director of Logistical Services and Purchasing Dan Sawyers 859-381-3876 Purchasing Technician Matt Moore 859-381-3885 Administrative Assistant Sarah Gaines 859-381-3877 The Office of Economic Development and Supplier Diversity Manager - Marilyn Clark 859-381-3817