The DOC Purchasing PuzzlePutting the pieces togetherDiana ReeseColorado State Library
The Purchasing PiecesSources of fundingIdentifying a vendorDeciding method of purchasePreparing the requisitionPlacing the orderReceiving the orderEnsuring prompt paymentReporting expenditures
Sources of Funding(see Procedures Manual/Purchasing)State Library (materials only)Library Operating (xx26) only source available for supplies (Canteen)Division of Educational Services (Canteen)Other facility funds (probably Canteen)LSTA grants
Per state statute, net profits from the Canteen, Vending Machine, & Library Account must be spent in a manner directly benefiting offenders.
Library Operating (xx26)
90%-95% of the librarys allocation should be expended by March 31st each year.
How library operating allocations are madeRegional Librarians ask library staff for special needs (priority) requests for the next fiscal year, usually in February or March.
Priority (special needs) Items Defined
Equipment and other items other than routine operating supplies.
Priority Item ExamplesBook trucks (carts)SeatingLibrary Request slipsPrinted catalogs for AdSeg units DVD playersCD/cassette playersComputer monitors & printers
Library Operating Allocations (contd)The Canteen Committee allocates a portion of Canteen funds to libraries for operating expenses.RLs review & approve priority need items.Each facility receives a base allocation.Remaining funds are allocated on a per capita basis.
Each facility should have a librarian tasked with tracking expenditures (Excel spreadsheet) and maintaining the librarys budget records.
Identifying a Vendor
There is a hierarchy for selecting vendors.
#1 Juniper Valley Products(Correctional Industries)
If JVP makes the product, JVP must be the vendor UNLESS a waiver is applied for and approved by the Asst Director for Educational Services and the Director of Colorado Correctional Industries.
STATE OF COLORADO
BUENA VISTA CORRECTIONAL COMPLEX
Colorado Department of Corrections
Buena Vista Correctional Facility
Buena Vista Minimum Center
Colorado Correctional Alternative Program
TO:Tony Romero, Assistant Director for Educational Services
Giles Spaulding, Director for Correctional Industries
FROM:Diana Reese, Regional Librarian
DATE:October 31, 2005
RE:Printing Library Calendar Bookmarks
I am requesting approval for DOC Libraries to order 15,000-20,000 library 2006 calendar bookmarks from the BVCC Vocational Print Shop.
BVCC Print Shop $ 135.00 for 15,000 bookmarks (.009 each)
JVP Print Shop $335.00 for 15,000 bookmarks (.02 each)
Buena Vista Correctional FacilityBuena Vista Minimum CenterColorado Correctional Alternative Program
P.O. Box 2017P.O. Box 2005P.O. Box 2017
Buena Vista, Co 81211Buena Vista, Co 81211Buena Vista, Co 81211
Phone:(719) 395-2404Phone:(719) 395-7363Phone:(719) 395-7303
Fax:(719) 395-7214Fax:(719) 395-7362Fax:(719) 395-7304
JVP FurnitureIf the commodity is furniture, it is mandatory that all state agencies purchase from JVP, unless the CCI Waiver Request Form is submitted, per the State Purchasing Offices State Price Agreements.
COLORADO CORRECTIONAL INDUSTRIES (CCi)
Section 17-24-111(1)(a) CRS requires that state agencies purchase office furniture and office systems from
the Division of Correctional Industries (previously known as Juniper Valley Products/JVP). In applying this statute and
administering this waiver process, the terms office furniture and office systems shall mean:
Those systems and furniture that, at the time the product requirement is communicated, are described in Division of Correctional Industries catalogs and web site and are intended primarily for use in an office environment (including faculty offices, meeting rooms, and conference rooms).
CCi Waiver Request
(719) 226-4220 fax
CCi Representative/Contact Person
Agency Purchasing Approval to Submit Waiver Request:
Scope of Waiver Request (provide the following information, attached additional sheets as needed):
Period of Time (Date Item/s Needed)
Number of Items or Amount of Materials (Quantity)
Complete Description & Specifications (Not Just Brand & Model Number)
Quoted Unit Price
Quoted Total Price FOB Destination, including Assembly
Picture or Sketch of Product (if Available)
Please review and respond to this request for waiver to purchase outside of the CCi mandatory awards (State Price Agreement #42500YYY08M) for office furniture and office systems. In completing and submitting this waiver request as outlined in the procedure from the back of this form, I believe CCi cannot provide its goods or services:
Check appropriate box:
At a comparable level of quality, or
At a comparable price to that provided by the private sector; or
CCi cannot provide its goods or services in a timely manner. (Note: No waiver shall be granted based on timeliness unless CCi was given a reasonable time period to provide the goods or services, which must be at least equal to the time period offered to the private sector.)
If requestor has spoken directly with a CCi account representative in regards to this request and comparable CCi products AND completed all of the above noted information, CCi will answer this request for waiver within five (5) working days
* * * CCi * * *
If Approved, Reason:
CCi Cannot Provide its Goods or Services At a Comparable Level of Quality, or
CCi Cannot Provide its Goods or Services At a Comparable Price to that Provided by the Private Sector; or
CCi Cannot Provide its Goods or Services in a Timely Manner.
#2 DOC WarehouseThe Caon City (CAA1) & FLCF Warehouse catalogs may be accessed on the R: drive under Warehouse Docs\Warehouse CatalogsThe BVCC warehouse catalog may be accessed on the Q: drive under Warehouse Docs
#3 Business Technologies (PC Purchasing link on DOCnet)
Must be used for computers, printers, and monitors.
#4 State Price AgreementsGenerally, vendors who have negotiated price agreements with the State of Colorado should be the next choice when selecting a vendor.State Price AgreementsHowever, it is not mandatory to use a vendor unless stated.
#5 Colorado Cooperative Purchasing Project(Procedures Manual/Purchasing)Each year CLiC negotiates discounts with major library services vendors, e.g. Ingram, Highsmith, Demco, Brodart, Houchen Bindery.
These may also be found at the CLiC website: Cooperative Purchasing Agreement.
Method of PurchaseThere are 4 primary methods:
Procurement Card (P-card)COFRS/Purchase OrderDOC Warehouse RequisitionBT PC Purchasing link on DOCnet
P-CardMust be used if the vendor will accept it.May not be used for Ingram.Only FTE employees may be P-card holders.A requisition should be used in order to document spending approval.
All P-Card holders must follow the procedures contained in the Procurement Card Program Handbook.
COFRS (Colorado Financial Reporting System) requisitionUsed for any purchase that is not a P-card or DOC Warehouse purchase.
Examples: JVP, Ingram, BT, computer software, vocational program services
DOC WarehouseMust use a DOC Warehouse requisition form specific to the warehouse being used.
Business TechnologiesAll hardware & software purchase requisitions must be reviewed & approved by BT prior to purchase.Items (PCs, printers, monitors) purchased through BTs PC purchasing link on DOCnet have implied written approval from BT.
Business Technologies (contd)All other hardware or software purchases require written approval from BT.
Approval is obtained by faxing request to BT Support Center 719-269-4544.
Preparing a Purchase Requisition (PR)Every PR should include:PR # (may be assigned by facility)Requestors name & signatureRegional Librarians approvalProgram Managers approvalComplete description of item ordered
Every PR should include (contd)
Vendor discount (bid) #, if anyShipping/handling costJustification for expenditureAccurate vendor & shipping infoAppropriate account codingDOC billing address (if COFRS)
Library Operating Account Coding
Library Operating Account CodingCommonly used object codes
Common examples:Book processing & repair suppliesOffice suppliesLibrary promotional materials
Justification for computer hardware or softwareSho