Purchasing/Procurement Process by Mele Lau-Smith https://padlet.com/lausmithm/9utfovrky60chylm Step 1: Sign & Complete the Contract Step 2: Load the Contract Into GoFAST Step 3: GoFAST Electronically Routes Approvals Step 4: Contracts Office Loads Onto Board Agenda Step 5: Board Approves or Ratifies Step 6: Record Keeping en-us 2023-06-27 16:14:36 UTC 2023-06-27 18:03:59 UTC hello@padlet.com Support role https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633410 2023-06-27 17:30:15 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633410 Budget Office: Steps 2 & 3 - Is there a valid funding source with sufficient budget in the correct fiscal year? https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633469 2023-06-27 17:30:23 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633469 HoS Role https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633774 Step-1: Ensure contracts are completed correctly to ensure purchasing and legal approve. ]]> 2023-06-27 17:31:02 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633774 Sign contracts, review for appropriate funding sources https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633812 (DK)]]> 2023-06-27 17:31:07 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633812 Budget Office: Urgent contract items come up without a budget loaded, creating an emergency to figure out a funding source. Sites budget for a contract but don't know how to enter it in GOFAST correctly. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633953 2023-06-27 17:31:23 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633633953 DoT - review and sign-off on contracts for adherence to SFUSD technology standards and data privacy requirements at Step #3 for contracts that have a technology-component but are not managed by DoT. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634070 2023-06-27 17:31:38 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634070 HoS https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634149 Step-0: There is an art/science to developing a strong contract, engaging with all parties at the right time can be difficult. 

Question: Why don't we include the SAC code in the contract itself?]]> 2023-06-27 17:31:47 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634149 Sr. Deputy General Counsel (Susanne Starecki Kim). https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634246 Ensure compliance with Public Contract Code, Government Code and Education Code
Review contracts when outside vendors want revisions.
Draft templates

]]> 2023-06-27 17:31:59 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634246 Lack of understanding/ consistent training among my team members about the *why* behind procurement processes (relevant laws, policies, etc.) (DK) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634331 2023-06-27 17:32:09 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634331 Finance (AMG) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634337 I'm often asked to help push a contract through that has not actually gone through the proper steps, but the urgency and expectation to resolve quickly means there isn't a way to reinforce the proper process or give Business Services staff time to review appropriately.]]> 2023-06-27 17:32:09 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634337 Budget Office: Verifying that there are sufficient funds available in an allowable resource code via an automatic process (not a manual check) before the contract is approved. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634346 2023-06-27 17:32:10 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634346 Board Office: Work with staff to ensure that contracts are loaded to boarddocs on time and in the appropriate place. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634375 2023-06-27 17:32:14 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634375 Role https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634423 Superintendent

I have three main roles. First, I at times need contracts myself. However, in my role, that is usually directing someone (i.e. Marin, Joya, Nicole, Board Office) to go through the 6 steps. 

Second, as the Secretary to the Board, I'm ultimately the person responsible for the contracts that are brought to the board. 

Third, as the leader of the organization, I will receive communication about how the process might be challenging or frustrating. I get this most often from SFUSD staff who want to process a contract, but have heard it from vendors. ]]> 2023-06-27 17:32:20 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634423 Board Office: making sure deadlines are met. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634557 2023-06-27 17:32:40 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634557 Lack of a single quality control person on my team to ensure contracting is executed consistently (Dawn Kamalanathan) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634637 2023-06-27 17:32:53 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634637 As FSO role, to support the Purchasing, Budget, Fiscal departments work with all other Legal, risk management, operation together. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634715 2023-06-27 17:33:04 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634715 I believe contract $$ amount that the superintendent can sign off on should be increased via board action. There should also be an increase to the types of contracts the superintendent can sign and be able to bring to the board ratification. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634874 2023-06-27 17:33:20 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634874 Challenges https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634947 Superintendent

I understand we have a lot of different approvers for checks and balances, but it can make the process take a long time when there needs to be a back and forth. ]]> 2023-06-27 17:33:30 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634947 DoT - contracts that require technology review come to DoT through various ways - through the process, and directly from departments - often without sufficient time to thoroughly review the technology and data privacy standards. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634960 2023-06-27 17:33:32 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633634960 https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635020 Lack of response from schools/depts]]> 2023-06-27 17:33:39 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635020 Prior to Step 1, Procurement determines what is the best way to proceed with the contract--does it need a competitive solicitation? What type of solicitation? What is are we buying? Is there a pre-existing contract? Is there a SOW/specs? ETC. Then to Step 3 where Procurement will review the contract for any issues or errors. Finally Step 4, where our Procurement Contracts Team (Patty) helps with the process/loading for the Board Agenda. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635167 2023-06-27 17:34:01 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635167 Finance (AMG) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635223 Approve the BoardDocs item when it is added to the agenda.

Help the Procurement Team manage expectations around timelines or establish when & how an exception should be granted.]]> 2023-06-27 17:34:09 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635223 DoT - there is often not an identified person in the department or with the vendor when technology/technical follow-up is needed to ensure that the contract is meeting the district technology standards. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635227 2023-06-27 17:34:10 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635227 Challenges https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635308 Superintendent

We need to figure out how to balance ensuring everyone in the organization follows the rules while allowing some flexibility when necessary. ]]> 2023-06-27 17:34:22 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635308 Sr. Deputy General Counsel (Susanne Starecki Kim) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635397
  • Revisions to template (for low dollar contracts)
  • Failure to follow Public Contracting Code for bids
  • Negotiations (other side takes months)
  • Lack of description of services we are receiving
  • Unsigned contracts
  • Contract "riders" that being attached to contracts
  • Failure to complete forms
  • Incorrect answering of questions
  • Poor descriptions in BoardDocs
  • Suggested revision:
    • Require the person recommending contract actually review it.

    • ]]>     2023-06-27 17:34:32 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635397     Locked Word Files https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635441 Prevents from adding tables, requires unlocking by other departments, it slows things down. Wonder if there is a better platform ]]> 2023-06-27 17:34:38 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635441 LEAD clerical staff does not have the information they need to understand the process, they receive different answers from different people and for some reason cannot learn the process to efficiently process requests. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635482 2023-06-27 17:34:44 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635482 DoT - contracts for technology tools/platforms come to the attention of DoT late in the process. DoT may not have the ability or capacity to support the department/school needs with the technology but the expectation may exist. And, there may already be a tool/platform that exists in the district that was not considered during the selection process. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635780 2023-06-27 17:35:31 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633635780 Challenges https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636036 Superintendent

    This is more a wondering, but it seems like the communication on the more challenging contracts, particularly from sites, could be improved. As part of "operational excellence," I've asked that leaders "pick up the phone." I think there are times when picking up the phone could not only resolve a contract issue more quickly, but also help create that "one team" culture we want in the organization. 

    ]]>     2023-06-27 17:36:07 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636036     The biggest challenge Procurement has is working with the departments prior to Step 1. My experience is that most typists do not do these often and will need to a refresher course each time. I feel that this situation can be improved with our Procurement Clinics--going over topics relevant to the Procurement process. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636332 2023-06-27 17:36:45 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636332 DoT - a process has been established, in collaboration with C&I, LEAD, Procurement, Legal, for digital and online platforms, but requires training and reinforcement to support it. This is the pre-work that happens prior to Step #1. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636410 2023-06-27 17:36:58 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636410 Superintendent https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636434 It is good we have an electronic record of the process. ]]> 2023-06-27 17:37:02 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636434 LEAD: Understand requests of schools, rationale for contract and support sites at any step in the process https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636710 2023-06-27 17:37:45 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636710 Public Works contracting is very different than typical professional services contracts, and there isn’t shared understanding among staff about what the differences are, and the legal basis for those differences https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636769 2023-06-27 17:37:53 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636769 Why are so many contracts going to the board for approval? COE contracts only require A COE Superintendent signature . https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636899 2023-06-27 17:38:12 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633636899 Sr. Deputy General Counsel (Susanne Starecki Kim) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637123 BoardDocs having a record of the contract]]> 2023-06-27 17:38:45 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637123 The Contracts Team in Procurement is doing an excellent job of keeping abreast of everything that comes to across our queue. The workload is starting to increase and to keep this standard of work performance, we will need to hire more team members. https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637173 2023-06-27 17:38:53 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637173 FSO: define Norm vs. Exception to the procedures https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637180 2023-06-27 17:38:54 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637180 DoT - given the prevalence of cybersecurity and data privacy risks and breaches, technology and data privacy standards are required. However, as a district we do not always follow them and/or exceptions are expected. Exceptions put the district at risk and create liabilities. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637280 2023-06-27 17:39:01 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637280 The established process for digital and online apps . doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637581 2023-06-27 17:39:50 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637581 District standards for technology and data privacy requirements to protect the technology environment from cybersecurity attacks and data breaches. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637857 2023-06-27 17:40:28 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633637857 DoT - the collaboration between Legal, DoT, and Procurement. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633638033 2023-06-27 17:40:52 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633638033 Technology Governance - 1. The Digital Apps review and approval process with C&I and LEAD supports governance regarding our technology ecosystem. 2. The Digital District Steering Committee for broader technology governance for green-lighting district-wide technology systems. (This was paused during the pandemic and should be brought back.) doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633638683 2023-06-27 17:42:23 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633638683 Hard to know when contracts are all “done” and ready for my approval in board docs — they tend to trickle in all the way up to Friday afternoon - and I approve them and think I’m done, and then surprise! There’s more. (Dawn K) https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640039 2023-06-27 17:44:38 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640039 DoT - using the most up-to-date templates. Standards get updated every year and the use of older templates may make us out of compliance with district standards. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640098 2023-06-27 17:44:44 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640098 DoT - develop the technology and data privacy standards/requirements in collaboration with Legal for district contract templates. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640494 2023-06-27 17:45:39 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633640494 DoT - it would help streamline the process to be able to require the inclusion of district technology standards/requirements in all RFPs/RFBs to help facilitate the contract process that have a technology or data sharing component. doddm https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633641033 2023-06-27 17:46:54 UTC https://padlet.com/lausmithm/9utfovrky60chylm/wish/2633641033