The Office of Procurement
Personal Services
Contracting
The Office of Procurement
Procurement Staff
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Monique Corley, Director
Vacant – Contracts over $75K
Lorraine Wince – Grants
Madeleine Morris – Contracts under $75K
Vacant – Purchasing
Vivian Taylor – Purchasing
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Procurement
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The Office of Procurement
• Responsible for reviewing and approving
personal service and professional contracts
• Reviews and approves grant methodologies for
the discretionary and competitive grant awards
entered into by the Department
• Provides technical assistance and training to
department staff regarding procurement related
items
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Procurement
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The Office of Procurement
What agencies govern the
Procurement Office for
contractual services?
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Procurement
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Agency Purview
• MS Department of Finance and Administration
– Commodities (Office of Accounting at MDE)
• MS Department of Information and Technology
Services
– IT Related products and services (Office of
Technology and Strategic Services at MDE)
• Personal Services Contract Review Board
– Personal Services contracting (Office of Procurement
at MDE)
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Procurement
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Personal Services Contract
Review Board (PSCRB)
Personal Services
Contract Review Board
Rules and Regulations
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Procurement
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Personal Services Contract
Review Board (PSCRB)
• Established by 1997 Mississippi Legislature
MS Code Annotated 25-9-120 authorized PSCRB to
promulgate rules and regulations governing the
solicitation and selection of contractual services
• Applicable only to the procurement of personal
and professional services in excess of $75,000
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Procurement
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The Office of Procurement
• The Mississippi Department of Education
Contract Procurement Policy are aligned
with the PSCRB rules and regulations
which applies to the procurement,
management, and control of all personal
and professional services.
• These procedures shall apply to all
expenditures of public funds irrespective of
their source.
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Procurement
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The Office of Procurement
The awarding office shall be responsible for
being aware of all applicable regulations and
rules governing the procurement of services,
as well as ensuring that procedures are
followed in the procurement process.
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Procurement
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The Office of Procurement
Why prepare a
contract?
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Procurement
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The Office of Procurement
A contract legally binds the contractor
to specified job duties, responsibilities
and performances agreed upon!
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Procurement
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The Office of Procurement
Before you contract…
The requesting office should evaluate the
available resources within the Department
before determining whether or not to
contract.
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Procurement
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The Office of Procurement
Questions to ask once the need is evident to
contract!
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What services are needed
When
How frequent
Where
How much
Why the service is necessary
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Procurement
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The Office of Procurement
What type of contractor will
be required to fulfill the need?
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Procurement
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The Office of Procurement
• A contract worker is an employee who
has a contract to work at a set hourly
wage on days needed by the agency.
• An independent contractor is a hired
individual who is not an employee and
works at a set price.
• A vendor is a person or group that sells
products or services independently.
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Procurement
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Methods of Source Selection
for Independent Contractors
• Written Quotations
• PSCRB Preapproved Vendor Lists
• Competitive Sealed Bids
Invitation for Bids (IFB)
• Competitive Sealed Proposals
Request for Proposals (RFP)
• Competitive Sealed Qualifications
 Statement of Qualifications (SOQ)
• Alternative Procurement (RFA)
 Request for Applications
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Procurement
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The Office of Procurement
Quotes - agency provides description of service and the vendor sets the price
as the lowest and best bid is awarded.
IFB - agency provides required specifications as the vendor submits
specifications along with cost as the lowest and best bid is awarded. (e.g.
Commodities, equipment, furniture, etc.)
RFP - agency provides the outcome and deliverables needed for a service as
the vendor provides a demonstration of their ability to perform the work along
with cost to accomplish outcome; award is based on weighted criteria.
RFQ - agency provides scope or outcome for services as the contractor
provides qualifications and demonstration of their ability to perform the work
along with cost; award is based on weighted criteria.
RFA - agency specifies price and requirements for services as the contractor
submits experience and qualifications; award is based on weighted criteria.
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Procurement
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Written Quotations
Independent Contractors
• Quotes are not required up to $5,000
• $5,000 to $50,000 – 2 written quotes
• Greater than $50,000 and up to $75,000 – 3 written quotes
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Procurement
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The Office of Procurement
Obtaining Quotes
What you need to know!
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Procurement
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The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE
PROCUREMENT WEB PAGE
EFFECTIVE MAY 1, 2017!
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Procurement
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Written Quotations
• Award to the vendor offering the lowest
and best bid or proposal
• If minimum number of quotes are not
obtained, provide a memo with an
explanation of why this was not
accomplished
• Vendors submitting responses shall be
promptly notified in writing of the contract
award
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Procurement
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Written Quotation
Requirements
• Signed on letterhead or otherwise
identifiable to be valid
• Contain a statement of price
• Terms of the agreement
• Description of services
• Name, address, and telephone number
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Procurement
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The Office of Procurement
PSCRB Pre-Approved Vendor List
What you need to know!
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Procurement
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PSCRB
Preapproved Vendor Lists
• PSCRB issues a competitive procurement
• Pricing is regional
• Encouraged to use lowest price but not
required
• Applicable to MDE so competing isn’t
required
• Strongly suggest utilizing these vendors
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Procurement
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PSCRB
Preapproved Vendor Lists
• Current list includes:
– Janitorial Services
– Nursing
– Temporary staffing
– Mobile shredding
– Lawn/Landscaping
• Located at http://www.mspb.ms.gov
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Procurement
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The Office of Procurement
Invitation for Bid (IFB)
What you need to know!
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Procurement
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The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE
PROCUREMENT WEB PAGE
EFFECTIVE MAY 1, 2017!
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Procurement
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Invitation for Bids (IFB)
Definition
• Inviting and obtaining bids from competing
sources in response to an advertised
competitive specification
• Through the issuance of an Invitation for
Bid (IFB) by which an award is made to
the lowest and best bidder meeting the
specifications and does not include
discussions or negotiations with
bidders.
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Procurement
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Invitation for Bids
• Notice of IFB should be sent to a sufficient
number of bidders to promote competition
• If expected to exceed $75,000
– Publicized in the newspaper
– Posted on the MDE public notice website
– Posted on the MS Contract/Procurement
Opportunity Search Portal
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Procurement
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Invitation for Bids (IFB)
Content:
• Include instruction and information
concerning submission requirements:
– Time and date set for receipt of bids
– Address to which bids are to be delivered
– Maximum time for bid acceptance
– Any additional special information
cont.
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Procurement
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Invitation for Bids (IFB)
Content:
• Purchase description, evaluation factors,
delivery of performance schedule, and
– Any additional inspection and acceptance
requirements not included in the purchase
description
• Contract terms and conditions, including
warranty and bonding or other security
requirements
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Procurement
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The Office of Procurement
Request for Proposal (RFP)
What you need to know!
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Procurement
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Request for Proposals (RFP)
FORMS REQUIRED ARE FOUND ON THE
PROCUREMENT WEB PAGE
EFFECTIVE MAY 1, 2017!
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Procurement
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Competitive Sealed
Proposals Definition
• The process requires requesting and
obtaining proposals from competing sources
in response to an advertise competitive
specification, through the issuance of a
Request for Proposals (RFP).
• The award is made to the offeror who
receives the highest score based on
weighted evaluation criteria outlined in the
RFP and may includes discussions and
negotiations with offerors
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Procurement
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Request for Proposals (RFP)
• A department will use this method of
procurement when the use of competitive
sealed bids is determined to be either not
practicable or advantageous to the State
of Mississippi.
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Procurement
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Request for Proposals (RFP)
• If expected to exceed $75,000
– Publicized in the newspaper
– Posted on the MDE public notice website
– Posted on the MS Contract/Procurement
Opportunity Search Portal
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Procurement
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Request for Proposals (RFP)
Content
• In addition to the requirements for an IFB, the
RFP must include a statement that
discussions may be conducted with offerors
who submit proposals determined to be
reasonably susceptible of being selected for
award, but that proposals may be accepted
without such discussions
• Include statement of when and how price
should be submitted
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Procurement
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Request for Proposals (RFP)
Content include:
• Type of services required
• Description of the work involved
• Estimate of when and for how long services
will be required
• Type of contract to be used
• Date by which proposals for the performance
of the services shall be submitted
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Procurement
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Request for Proposals (RFP)
Content
• Statement that the proposals shall be in
writing
• Statement that offeror may designate
portions of the proposal which contain
trade secrets or other proprietary data
which may remain confidential
• Statement of minimum information that the
proposal shall contain, including:
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Procurement
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Request for Proposals (RFP)
Content
– Offeror’s name, principal place of business
location, and place of performance, if different
– Age of business, average number of
employees over a previous period of time
– Abilities, qualifications, and experience of all
persons who would be assigned
– Listing of other contracts similar in scope,
size, or disciplines
– Plan of how the services will be performed
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Procurement
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Request for Proposals (RFP)
Content
• Factors to be used in the evaluation and
selection process and their relative
importance
– Evaluation shall be performed using a standard,
100 point scoring scale
– Example:
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Proposed Plan – 30 points
Ability to Perform Services – 20 points
Personnel, Equipment, and Facilities – 15 points
Price proposal – 20 points
Record of Past Performance – 15 points
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Procurement
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The Office of Procurement
Request for Qualifications (RFQ)
What you need to know!
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Procurement
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The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE
PROCUREMENT WEB PAGE
EFFECTIVE MAY 1, 2017!
©MDE – Basics of Personal Services
Procurement
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Competitive Sealed
Qualifications Definition
• Process of requesting and obtaining
statements of qualifications from competing
sources in response to advertised
competitive specifications, through the
issuance of a Request for Qualifications
(RFQ), by which an award is made to the
respondent who receives the highest score
based on weighted evaluation criteria
outlined in the RFQ and includes
discussions with respondents.
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Procurement
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Request for Qualifications
• A department can use this method of
procurement when there are multiple
independent contractors whose scope of
service is the same and pricing is set by
the agency.
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Procurement
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Request for Qualifications
• If expected to exceed $75,000
– Publicized in the newspaper
– Posted on the MDE public notice website
– Posted on the MS Contract/Procurement
Opportunity Search Portal
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Procurement
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Request for Qualifications (RFQ)
Content
• Statement of minimum information that the
SOQ should contain:
– Respondent name, principal place of business
location, and place of performance if different
– Age of business, average number of employees
over a previous period of time
– Qualifications and experience of all persons who
would be assigned
– Listing of other contracts similar in scope, size, or
disciplines
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Procurement
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Request for Qualifications (RFQ)
Content
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Description of the services to be provided
Qualifications required
Manner in which SOQ’s will be evaluated
Estimate of dates and length of services that
will be required
• Type of contract to be used
• Deadline and manner the SOQ’s are to be
submitted
• Required form and content of the SOQ
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Procurement
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Request for Qualifications (RFQ)
Content
• Method through which a price will be
determined
• Deadline for submission of questions and
posting of answers, if applicable
• Information regarding the pre-conference,
if applicable
• Information regarding discussions with
acceptable respondents, if applicable
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Procurement
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Methods of Source Selection
for Contract Workers
Contract Workers Threshold
• Quotes are not required up to $5,000
• $5,000 to $50,000 – Request for Applications
• Over $75,000 – Request for Qualifications/Applications
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Procurement
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The Office of Procurement
Request for Applications (RFA)
What you need to know!
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Procurement
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The Office of Procurement
FORMS REQUIRED ARE FOUND ON THE
PROCUREMENT WEB PAGE
EFFECTIVE MAY 1, 2017!
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Procurement
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Request for Applications
(RFA)
• Governs procurement process for contract
workers greater than $5,000
• MDE policies and procedures up to
$75,000
• Additional requirements and PSCRB
approval for contracts exceeding $75,000
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Procurement
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Contract Workers exceeding
$75,000
• Additional requirements
– Publicize on the Mississippi
Contract/Procurement Opportunity Search
Portal
– Publicize in the employment section of a
newspaper
– Same committee must evaluate all
applications
– Notification of award given in writing to all
applicants classified as acceptable
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Procurement
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Request for Applications (RFA)
Content include:
• Job duties
• Minimum qualifications
• Rate of pay per hour and maximum
number of hours for the contract period
• Instructions for applying
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Procurement
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RFA Process
• Use the Contract Worker Rate of Pay
Determination Form to support rate of pay from
the following choices
– Comparable positions on the Mississippi State
Personnel Board’s website as demonstrated through
the characteristics and examples of work outlined in
the job description
– Obtain salary data from MSIS for school personnel,
I.E. superintendents, teachers, administrators, federal
program directors, counselors
– Obtain salary data from private industry performing
comparable services
cont.
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Procurement
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RFA Process
• Draft the RFA based upon a template
posted on the Office of Procurement’s
website and submit for approval
• Upon procurement’s approval, forward to
Office of Technology and Strategic
Services (OTSS) to post on the Public
Notice Section of the MDE website
• Review applications for responsiveness
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Procurement
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RFA Process
• Send letters of notification to any nonresponsive applicants advising that their
application has been declared nonresponsive
• Have a committee that will review all
responsive applications and select the top
applicants to recommend to their Director
who will decide whether or not to accept
the recommendations
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Procurement
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RFA Process
• Forward contract packet to the Office of
Procurement for all successful candidates
receiving a contract
• Program office to maintain copies of:
– The approved RFA, screen shot from MDE
website documenting the posting of the RFA
– All applications and supporting documents
that are received
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Procurement
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RFA Process
– Letters sent to the non-responsive applicants
– Executed contracts
– All selection documents
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Procurement
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The Office of Procurement
Now that we have established protocol
for contracts over $75K, let’s discuss
steps for contracting under $75K.
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Procurement
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The Office of Procurement
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Service required
Cost determination
Method of procurement
Review procurement submission timelines
Secure forms on the procurement webpage
Complete appropriate contract checklist
Review for accuracy
Submit to procurement for review and approval
Notice of final signature
Execute contract
Notify contractor to begin work
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Procurement
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Contract Administration Program Office
– Approved invoice marked final will be
transmitted to Accounting
– Include instructions to de-obligate any
remaining balance on contract when
submitting final invoice to Accounting
– Final invoice shall be transmitted to
Accounting as quickly as possible and must
be submitted within 30 days after the end of
the contract
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Procurement
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Contract Administration –
Program Office
– Monitoring of actual progress against work
schedules
– Coordination of furnishing the necessary
materials
– Recommendation of no cost modifications
– Recommendation of modifications involving
increased costs
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Procurement
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Contract Administration –
Program Office
• Contract Worker performance review should
be done biannual
• Retain copy of any correspondence relative
to the contract and indicate contract number
on all correspondence
• Contract closeout process
– Verify the budget has not been exceeded
– Verify required documentation is on file for all
payments
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Procurement
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Contract Administration –
Program Office
• Monitor all contracts monthly to confirm:
– Review and approval of contract deliverables
– Compliance with contractual terms
– Coordination of the flow of information
between the parties
– Response to requests of the contractor
– Monitoring of disbursements against the
contract budget
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Procurement
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The Office of Procurement
Questions
&
Answers
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Procurement
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