Pur up Student Stipend Pay out Strategic Sourcing Office/Educational Supplies Printing Equipment

Bidding

1. What is a bid specification?

   A specification is a formal statement of the Board's needs. It will describe in great detail what goods and/or services are required, and will explain the procedures that must be followed to respond to a specification or RFP/RFQ (Request for Proposal/Request for Qualifications).

2. How can I find out about upcoming projects? Which ones should I bid on?

   Look in the Chicago Tribune legal advertisements, check the online bid opening list and/or pick up the bid opening list at the Department of Procurement and Contracts, 125 S. Clark, 10th Floor. If you see a project that corresponds to the commodities or services you can provide, come to our office and pick up the specifications. In certain cases, specifications will be available for download from our web site.

3. How do I bid on a CPS contract?

   After you have identified the solicitation you'd like to bid on and have picked it up from the Department of Procurement and Contracts, the next step is to complete your price quotation and provide all information requested in the bid/proposal documents. All information provided must be typed or written in ink. Be sure that your bid/proposal is correct and that it is signed and notarized in the appropriate places (e.g. corporation, partnership, sole proprietorship). You must also be sure that all other signatures have been sworn to where required.

4. What if I have a question while I am filling out my specification documents?

   The name and telephone number of the contact administrator is indicated in each solicitation. He or she may be contacted for assistance. In some cases, there will be a pre-submittal conference. This will be indicated on the soliciation cover sheet. You are strongly encouraged to attend and ask questions at the pre-submittal conference. All answers will be provided in writing to everyone on the bid-pick up list, even if they don't attend the pre-submittal conference.

5. Does a supplier need to be pre-qualified to bid?

   Some Construction Projects are limited to pre-qualified firms. Listings designated as "Sheltered Market" are restricted to businesses that are certified with the City of Chicago as Minority Business Enterprise (MBE) or Women Business Enterprise (WBE).

6. Pre-qualification of suppliers - how is it done, how often?

   In order to become a pre-qualified supplier, you must respond to a Request for Qualifications (RFQ). These are open from time to time at the expiration of pre-qualified contracts. Watch the Contract Opportunities page.

7. Does a supplier need to pay for bid specifications?

   Generally, there is no charge for solicitation documents.

   There may be a plan deposit (typically $50 to $100) required for some documents. For certain contracts, you may be required to leave a bid deposit. This is typically 5 percent to 10 percent of the estimated value of the contract.

8. Can I have bid opening schedules and solicitations sent to me?

   Sorry; due to the volume of requests we can not send out bid opening lists or solicitations. However, you can download the bid opening list from our site. Most specifications must be picked up at the Department of Procurement and Contracts, 125 S. Clark St., 10th Floor. Some solicitations may be downloaded from our web site.

   To receive solicitation documents if you are located outside of Cook County, Illinois, please fax your signed request to the Department of Procurement and Contracts at 773-553-2302 with your company name and address. In the fax, please also provide a FedEx billing number and authorization for CPS to charge the mailing of the bid documents to your account. Please call 773-553-2250 or 773-553-2280 if you have questions.

9. What if you change the specification after I've already picked it up?

   When you pick up a specification, you will be asked to leave a business card. The reason for this is so we can get in touch with you if there is a change. The addendum will be faxed, emailed or mailed to you at the fax number, email address or business address on your business card.

10. Can bids be made by suppliers from outside the county or state?

    Yes.

11. When are bids opened?

    Bids are opened and read publicly on the date and time indicated on the bid solicitation . Bids and proposals received after the hour and date indicated for the opening will not be considered. Proposers are invited to attend all bid openings held at the Department of Procurement and Contracts, 125 S. Clark St., 10th Floor.

    Generally, there is not a public opening of RFPs/RFQs.

12. What disqualifies a bid?

    You should read the specification document very carefully and follow all instructions. This is the best way to keep from having your bid disqualified. Late bids are automatically disqualified. In general, bids and RFPs/RFQs can also be disqualified for the following reasons:

    • missing information
    • missing notarizations and/or signatures

    Please note that this list is provided as a guide and should not be considered all-inclusive. More information can be found in the Contract Administration Procurement Procedural Manual

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STUDENT STIPEND

1. How long does it take to pay a student stipend?

   24 hours.

2. Where is the check mailed?

   Directly to the school which entered the requisition.

3. What do I do with the time sheets?

   If you have entered any requisitions electronically on SSTIP, have the principal approve it, staple time sheets to the requisitions, and retain a copy at your location for five (5) years.

4. What happens, if I do not receive a check in 24 hours?

   Check your SSTIP menu for errors. Most of the time the reason is probably NSF or the principal has not approved the requisition yet.

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PAY-OUT

1. How much is the limit on reimbursements in Payout?

   $500.00 per transaction, $5,000.00 per month. No splitting of internal account checks is allowed.

2. How much is the limit on Cash Advances?

   Usually, $2,000.00 per object per month. See instructions on Payout for most current changes.

3. Could a Chicago Public Schools employee get reimbursed from Payout?

   Yes. No more than $500.00 per month, per employee.

4. How long does it take to process a check through Payout?

   24 hours.

5. What happens if I do not receive a check?

   Check your Pay-Out menu for nightly errors, most likely it will be NSF.

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Strategic Sourcing

1. General Principals did not know about the Strategic Sourcing Initiative. Were there opportunities for schools to participate in the Initiative?

   Yes. The Board reached out to schools, regions and Central Office seeking individuals to participate on the Strategic Sourcing commodity teams. These participants were involved in all phases of the Strategic Sourcing Initiative. The commodity teams were involved from the initial data research process to the award of the Strategic Sourcing contracts.

2. Why weren't the schools told about strategic sourcing?

   Schools have been told. Strategic Sourcing Surveys for various commodities were sent to schools all throughout school year 1999-2000. In March 2000, presentations were given at seven supplier forums throughout the district. Strategic Sourcing presentations were given during the three-day Professional Development Workshop in August 2000.

3. Is there a policy requiring schools to use the strategic sourcing suppliers?

   Yes. The Board policy on strategic sourcing was passed on August 23, 2000

4. Doesn't strategic sourcing take away local control from schools?

   A goal of strategic sourcing is to free schools from having to perform time-consuming purchasing functions such as identifying the best suppliers, negotiating for low prices, and overseeing contracts. Providing schools with these services centrally allows the schools to concentrate on their educational mission and objectives, such as improving student achievement. Strategic sourcing is not intended to limit schools' local control over their educational decisions.

5. Do I have to use the selected suppliers even for purchases under $10,000?

   Yes, if the commodity is part of strategic sourcing.

6. Do I have to stop using my current suppliers?

   It depends. If a commodity is covered by a strategic sourcing contract, the general answer is yes. However, if you have an existing contract with a supplier, you should honor that contract until it expires. After the contract expires, you must use the selected suppliers. For commodities that have not been strategically sourced, schools may continue to order from their customary suppliers.

7. Why must we use these suppliers?

   Strategic Sourcing is a purchasing strategy through which CPS achieves improved and consistent prices and service from suppliers by aggregating purchases and by obtaining volume discounts. It's necessary that we, as an entity, participate together to realize the potential savings. Without aggregating our purchases, our effort to reduce prices will be in vain.

8. Where are the savings going?

   Schools and other units will be paying less overall for their strategic sourcing purchases. This allows the schools to get more for the same amount (more bang for the buck), or use the savings for other purposes.

9. I can get the same item cheaper from another supplier.

   The approved suppliers were selected based on low prices, service, and M/WBE participation. The overall cost reduction from the pre-negotiated prices throughout the catalogs is significant for Chicago Public Schools. Nevertheless, there will be some situations where a particular item is cheaper from another supplier. Procurement and Contracts will be monitoring the contracts to insure you receive the negotiated prices. If you come across a cheaper item for equipment, please send a copy of the ad for the cheaper item to the contract administrator and indicate which strategic sourcing item you are comparing it to.

10. What if a supplier not on the approved suppliers list is willing to match the CPS contract price? You must use the approved supplier(s).

    All suppliers were given an opportunity to provide their best prices during the bidding process. The supplier should have given their best price during the bidding process. When the contract goes out for bid again, all suppliers will have another chance to offer us their best prices

11. I have grant proposals mentioning a specific supplier. Should I use the grant money with the supplier listed on the proposal?

    If the grant conditions require the use of the specific supplier, then the school may use that supplier. However, if the grant allows the school to change the supplier without penalty, then the school should use the selected supplier(s). Schools requesting a non-approved supplier should send a copy of the grant condition requiring the use of that supplier to the contract administrator.

12. I have Fiscal 2000 (last year's) money encumbered with a supplier who is no longer on the approved list of suppliers. If I try to change the supplier, I will lose the money. What do I do?

    You may spend the encumbered money on goods and supplies from that supplier. Procurement and Contracts does not want you to lose your money. However, you should look at the prices available from the selected suppliers and try to negotiate better prices from your supplier. When the old money is spent, you must use the approved suppliers.

13. Isn't strategic sourcing reducing minority and women participation in Board contracts?

    No. One of the goals of strategic sourcing was to maintain or exceed M/WBE participation. We have accomplished this through supplier commitments to detailed M/WBE plans. Numerous equipment suppliers are also M/WBE firms.

14. Why do I have to give up the relationships I have built with my current suppliers?

    While we recognize that it is difficult to part with relationships, some of which may be long-standing, strategic sourcing offers the chance to build new relationships with our selected suppliers. Also, the loss of some of these relationships must be balanced against the considerable savings that will help CPS maintain its programs and services in tight budgetary times.

15. My supplier used to provide me with value-added services, such as assistance with selecting the proper product, free installation, configuration, training, freebies, etc. My school doesn't have the money to pay for these services.

    As CPS and the selected suppliers build a business relationship, we expect that the selected suppliers will provide some value-added services. Because the supplier profit margins are smaller due to the better prices, we may not receive as many services as we did before. We need to identify which services are important and work on cost-effective ways of providing these services. Please inform your contract administrator of important value added service(s) you are no longer receiving.

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Office/Educational Supplies

1. Can I get additional Kinko's cards?

   Yes. Please contact Jackie Daly, CPS Contract Administrator at 3-2274.

2. My school has a small budget. Do I have to order an item from Office Depot even if another supplier can give me a cheaper price?

   Yes. Although there may be some items in the Office Depot catalog that cost more than items from other suppliers, the overall cost reduction from the pre-negotiated prices throughout the catalog is significant for Chicago Public Schools.

3. Do we have to order ALL of our supplies from Office Depot?

   No. The Board awarded Office Depot the strategic sourcing contract for office and school supplies. The contract includes customary office and school supplies such as paper, pencils, staplers, etc. If an item is not offered by Office Depot's catalog, Office Depot should be given the opportunity to obtain the specific item. If Office Depot cannot obtain the specific item, the customer is free to purchase the item from another supplier.

4. Do we have to order ALL of our educational supplies from School Specialty

   No. The Board awarded School Specialty the strategic sourcing contract for specific educational supplies. This contract includes sports, teacher aids, and early childhood supplies. If a specific sport, teacher aid, or early childhood supply item is not offered by School Specialty's catalog, School Specialty should be given the opportunity to obtain the specific item. If School Specialty cannot obtain the specific item, the customer is free to purchase the item from another supplier. Schools may continue to order other educational supply items such as art, photography and special events supplies from their customary suppliers.

5. Are all Office Depot Catalog items part of Strategic Sourcing?

   No. Office furniture, educational supplies, janitorial supplies, kitchen supplies, audiovisual equipment, art supplies, computer equipment, scanners, fax machines, copiers and printers are not part of the strategic sourcing contract with Office Depot. Therefore, you can choose to use other suppliers if you wish for the purchase of these items. Some of these items are part of strategic sourcing for equipment and will have to be purchased from the approved equipment suppliers when those contracts are signed. Some of these items, such as janitorial supplies, will be strategically sourced later with other suppliers.

6. If an order is not in the Office Depot catalog, may we order from our regular supplier?

   No. If an item is not in the Office Depot catalog, schools should contact Cynthia Jacobs Office Depot) at 800 651-4624 x2301. Cynthia will research and find the item for you.

7. Why is it taking so long to receive my order? My supplier can deliver my supplies the next day?

   Currently, our EDI system is not working. As a result, Office Depot cannot receive purchase orders electronically. Purchase orders are mailed from Central Office. Once the EDI system is working, schools will receive their supplies the day after Office Depot receives the purchase order. My local Office Depot is down the street.

8. Will I receive CPS discounts if I go to my local Office Depot?

   The strategic sourcing contract with Office Depot is specifically for the Business Service Division. Schools must use the customary purchase order process in order to receive the CPS discount. However, CPS is discussing with Office depot the possibility of providing the CPS discount at local Office Depots.

9. What about the $100 the teachers are given to order supplies, must they order from Office Depot?

   The Board has awarded Office Depot the strategic sourcing contract for office and school supplies. Although we cannot require teachers to spend their $100 with a specific supplier, we strongly suggest teachers order their office and school supplies from the strategic sourcing suppliers.

10. How can I get a copy of the Net-Pricer?

    Schools can contact the Purchasing Department for a copy at 553-2250..

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Printing

1. Where can I obtain forms previously provided by Xerox?

   Referrals can be made to the appropriate supplier depending on the commodity type. In August, I started working with a supplier to print brochures.

2. Can I create a P.O. to pay him?

   No. Printing/reprographic services were approved at the June Board meeting. We suggest you contact the supplier ASAP.

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Equipment

1. Will the bid process remain?

   Generally, no. Unlike the old contracts with the pre-qualified pool, the new contracts have pre-negotiated prices and/or discounts. Please note there are specific, usually deeper, discounts for standard configurations or items, and lower discounts for other configurations/items. To save money, you are strongly encouraged to use the standard configurations where possible. They may be several suppliers offering similar equipment. Although you do not have to bid among the suppliers, you are strongly encouraged to compare prices among the suppliers to ensure you are getting the best price. Customized computer training may be procured through a statement of work or bid out among the pre-qualified training suppliers by Procurement and Contracts.

2. What if I have a service contract or extended warranty?

   Service contracts should be honored until they expire. Thereafter, you must use the selected suppliers.

3. What if I have existing lease agreements?

   You will continue with existing leases until they expire. Once they have expired, you will need to contact the selected suppliers. If you will own the equipment at the lease, check to see if any of the selected suppliers can service and maintain that equipment. If they cannot, or their prices are not competitive, you may sign a new maintenance agreement with the original supplier.

4. Where can I get specifications for the standard computer configurations?

   Specifications are available from the suppliers. They are also available on the web site.

5. I want to buy various equipment for a whole computer lab or classroom. Must I split up my order among the various suppliers for the different types of equipment?

   No. Please contact the contract administrator to arrange for using one of the selected suppliers to provide all your needs.

6. Why do I have to buy Office 2000 with the computer? I already have an Office 2000 disk.

   The Office of Technology Services has standardized on Office 2000 as the software package for providing basic word processing, spreadsheet, and database functions for the classroom and office. Copyright law requires an Office 2000 license for every computer where it is installed.

7. Are we required to use Office 2000? What if I want to use WordPerfect or some other programs?

   Every new PC ordered will have Office 2000 pre-installed. It is an economical, powerful and industry standard software package which can meet most word processing, spreadsheet, and database needs. However schools and departments are free to buy and use other software if they choose. Comark can provide this software at excellent prices. However, OTS support is not available for other programs.

8. What is educational (instructional) and non-educational (non-instructional) software?

   Instructional software is software whose main purpose is to be used in the classroom for teaching purposes. For example, a math or spelling program is instructional software. Non-instructional software is everything else, even if it can be used in the classroom. For example, Office 2000 is useful in both the classroom and in the office and is considered non-instructional software.

9. Is educational software part of strategic sourcing?

   No.

10. How do I buy educational software?

    Because educational software is not part of strategic sourcing, it may be bought like any commodity not subject to strategic sourcing. For educational software purchases under $10,000 per supplier per unit per year, you may use any CPS supplier. For purchases over $10,000, you may, but are not required to, use the Illinois Learning Technology Purchase Program. Contact Karen Pacunas at 217-892-2844 or karen@iltpp.k12.il.us for more information. You may also do your own board report.

11. Why are we limited to buying two IBM-compatible brands and Apple?

    In the experience of many large organizations, standardization on a few computer brands reduces computer support costs. Providing one Gartner Enterprise (top) Tier supplier, one Gartner Middle Tier supplier, and Apple gives schools a choice while reducing the number of brands that OTS must support.

12. Why were these particular brands, IBM and Acer, selected? Why can't we buy Compaq, Dell, or other brands?

    As stated above, a decision was made to select on Enterprise Tier and one Middle Tier supplier. IBM and Acer were the lowest responsive, responsible suppliers for the Enterprise Tier and the Middle Tier, respectively. Compaq and Dell are Enterprise Tier suppliers that were both more expensive than IBM and therefore were not selected. I have a classroom of Dells or Compaqs.

13. Won't IBM or Acer computers be incompatible with my current computers?

    No. For almost all classroom and office use, "compatibility" means the ability to run software that other computers in the classroom or office can run. All IBM-compatible computers of the same specifications, whatever their brand, can run the same software. Compatibility with what is currently in the classroom depends on having the same software, enough memory, hard disk space, the appropriate operating system, and appropriate software drivers for peripherals, not on the particular brand of computer. For example, if a classroom's computers are equipped with WordPerfect or Microsoft Word 97, they will not be exactly compatible with the newer computers, which come with Microsoft Office 2000. This incompatibility is not caused by the choice of computer brand, but by differing software. Full compatibility can be achieved by standardizing on the software, even if the computer brands are different. In some cases, hardware compatibility is important. However, even then, specifications are the important factor, not brand. For example, add-in peripherals such as internal modems, network or sound cards may be either "ISA" or "PCI". CD writers may be either parallel port, USB, internal IDE, or SCSI. Again, compatibility depends on buying peripherals of the same specifications and not on the computer brand. In very rare cases, having the same brand may matter. However, OTS and Procurement and Contracts do not know of any such circumstances at CPS. Even if there are, non-brand specific solutions are available. If a school or department is using brand specific tools for system administration, such as configuring multiple computers remotely from a central location, this software may or may not work with other brand computers. Generally, however, there is other software that can provide the same remote administration functionality without being specific to a brand of computer. For example, OTS can update and install software automatically throughout central office, even though there are many computer brands in central office.

14. My former suppliers gave me really good service, now I can't reach the customer representatives of the selected suppliers.

    An important goal of strategic sourcing is to improve customer service. Unfortunately, there are delays while the suppliers and Procurement and Contracts are setting up the improved buying process under the new contracts and working out the "kinks". When everything is set up, we expect ordering to be much quicker and smoother. The interim quote process is paper based. The suppliers are also in the process of setting up their ordering procedures with Procurement and Contracts and training their sales representatives on our configurations and contract terms. This is creating a temporary backlog. The suppliers are also working on setting up web sites with product information. This will make it easier for schools to get quotes and free up supplier representatives. We regret any inconvenience you have experienced.

15. My computer maintenance supplier gives me really great service. Do I have to use Sentinel?

    Schools should honor pre-existing contracts, including extended warranty contracts, until they expire. For out-of-warranty service, schools are strongly encouraged to use Sentinel. Sentinel can provide one number to call for out-of-warranty maintenance of all of your major brand computers. Their rates are extremely competitive, and they are manufacturer certified. For the time being, schools may use their current maintenance suppliers for out-of-warranty maintenance, but are cautioned not to enter into long term contracts with those suppliers. Further guidance will be provided on this issue at a later date.

16. None of the selected suppliers service my brand of copier. What do I do?

    You may continue to use your current supplier.

17. Will staff and parents be able to purchase computer systems for home use at the CPS prices?

    Several suppliers have agreed in principle to offer computer systems at the CPS contract prices to staff, and perhaps parents. However, the details of this arrangement have not been worked out, as the suppliers and Procurement and Contracts are busy working out the details of purchasing computers for CPS needs. Installation, configuration, and software licensing issues also need to be worked out. You will be notified when a staff and/or parent purchase program is available.

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