1. Where is the Memphis City Schools Division
of Procurement Services located?
Frances E. Coe Administration Building
2597 Avery Avenue, Room 126
Memphis, TN 38112
Telephone: (901) 416-5376
2. What are you hours
of operations?
Our business hours are from 7:30 a.m. to
4:15 p.m. Monday through Friday (except holidays)
3. What is your policy for receiving sales
representatives/vendors?
We maintain an “open door” policy
for vendors and prospective vendors during
our normal business hours; however, vendors
may call
to schedule an appointment with the buyer(s)
if they so desire.
4. What are your hours
for accepting deliveries?
Our hours for receiving goods and services
at the 2597 Avery Avenue location are from
7:30
a.m. to 3:30 p.m. Monday through Friday.
Memphis City Schools also maintain three
(3) warehouses for the storing and distribution
of
goods. The receiving hours for Mallory and
Maintenance warehouses are 7:30 a.m. to 3:00
p.m. Monday
through Friday (except holidays). The receiving
hours for the Central Nutrition Center warehouse
receiving hours are 7:00 a.m. to 12:30 p.m.
Monday through Friday (except holidays).
We suggest
that vendors contact the individual warehouses
before attempting to make large deliveries.
Vendors are often required to make deliveries
directly to our schools. The receiving hours
vary at each of the locations and we suggest
that vendors contact the individual schools
before attempting to make a delivery.
5. What
products and/or services does Memphis City
Schools purchase?
All goods, services and equipment used to
maintain all operations of the school system.
6.
How does Memphis City Schools purchase these
goods and services?
Purchases made by the Memphis City Schools
Division of Procurement Services are made
on a “competitive
bid” basis. For all practical purposes,
bids are divided into two (2) major categories:
7. What
criteria is used to determine which method
of competitive bidding will be used?
Although procedures vary, the following
is our general guideline used in
determining
the appropriate
bid procedure:
Telephone quote – up
to $1,000.00
Written price quotes – up to $9,999.00
Formal bids – over $10,000.00
8.
How does Memphis City Schools determine
from whom these products
and services will
be ordered?
The Memphis City Schools Division
of Procurement Services strives to
maintain active files
on vendors wishing to participate
in the bid process.
Categorical list (commodity groups)
(LINK) are kept on file indicating
the name and
address of each bidder that requested
to be placed
on
the “list of bidders”.
It is the responsibility of the vendor
to notify
the
Division of Procurement Services
of any change of company
name, address or items on which you
wish to submit bids.
9. How does a
vendor get on the Memphis
City Schools “List of Bidders”?
Vendors interested in bidding on
products and services required by
Memphis City Schools
are
asked to contact the Division of
Procurement Services and request
a “Bid Request Application”.
This form may also be obtained via
the internet, visiting the Memphis
City Schools Division of
Procurement Services or by calling
(901) 416-5376 during normal business
hours (LINK). Complete
the “Bid Request Application” and
return it to the address indicated
on the form.
10. What happens after
I have completed
and returned my “Bid Request
Application”?
After receiving your completed “Bid
Request Application”, the Division
of Procurement Services will then
process your application.
This includes documenting information
about your company and adding your
company’s name
to the commodity group(s) on which
you have indicated that you would
like to submit bids.
After this
has been completed, your company
will automatically start receiving
invitations to submit bids
either by telephone, written price
quotation or formal
bid.
11. What should I do after receiving
an invitation to bid?
Once you have received an invitation
to submit a bid it becomes your responsibility
to offer
a competitive bid on the product
or service required by the Memphis
City Schools. All
buyers and other
Purchasing personnel will be happy
to assist you in any way possible
in submitting your
bid promptly and properly.
12. What
assistance is offered to ensure that
my company bids the right
product or
service?
The Division of Procurement Services
attempts to assist vendors by including
bid specifications
with all bid invitations. Our Division
of Procurement Services personnel
strive to
provide an accurate
and specific description of the product
and/or service to be purchased. Note,
however, that
the product offered by your company
SHOULD FULFILL BUT NOT NECESSARILY
EXCEED OUR SPECIFICATION
REQUIREMENT. Memphis City Schools
Division of
Procurement Services tries to ensure
that any specification used meets
certain criteria.
Specifications must
be:
14. How important
are vendor discounts?
Vendor discounts are encouraged.
The discount offered and/or
terms discounts are also
considered
as a part of the price and
are used in determining the
net bid
price.
15. What are some of
the general conditions required
on a bid?
On certain bids, the buyer
may require deposits of good
faith
or “bid bonds”. The
deposit is generally 5% of the total contract;
however, the invitation to bid will specify the
deposit amount. When deposits are required, a
bid bond or a cashier’s check must
accompany the bid and is held until the bid
is awarded.
The deposit of the successful bidder is held
until he has completed the conditions of
the purchase order or contract. Performance
bonds
may also be required. Bid proposals requiring
a performance bond are specifically stated
on the bid form. Performance bonds are usually
in
the amount of 100% of the contract.
Certificates of Insurance
are often required also and
the amounts
and
type of coverage
must be stated on the bid
invitation.
16. How will I know if I’m the
successful bidder?
All bidders are invited to attend office bid
opening. Generally, the results are
known at that time, unless further analysis
and/or evaluation
of the product bid is required. The
successful bidder will receive a Memphis City
Schools
purchase order, which is the official
notification of the awarding of the bid. This
document,
when signed by the Director of Procurement
Services, is the seller’s authority
to ship and invoice for goods and/or
services
ordered. When signed by the Director
of Procurement Services, it becomes
a legal and binding contract
between Memphis City Schools and the
vendor.
17. How is payment made?
Payment is made according to the specified
terms of the bidder on the bid form.
Every effort is made to pay the invoice in
the next
available “pay cycle” after
acceptance of order as being complete.
Memphis City Schools
has three (3) pay cycles per week (Mondays,
Wednesdays and Fridays) and one (1)
pay cycle on the last day of each month.
Memphis City
Schools only makes payments after delivery
has been made in full unless “partial
payments” have been requested
and approved.
18. Fair Business Program
The Memphis City Schools Fair Business
Program has proven to be most successful
during the
past three (3) years.
Our efforts
in conjunction with Mid-South Minority
Business Council (MMBC)
have resulted in significant
minority vendor participation.
The Memphis City Schools System has taken
an active role
in the MMBC and has a representative
serving on various council committees
to assist in
recruiting minority vendors.
Workshops
and seminars are sponsored by the Division
of Procurement
Services to inform
minority vendors of the procedures
for proper bidding.
A minority
vendor listing is maintained by the Office
of Contract
Management
and distributed
system-wide to all Memphis
City Schools and Administrative offices.
Memphis
City Schools implemented a program during
FY96 for all
Capital Improvement Projects.
The program targeted minority
participation
fifty percent of all CIP
dollars for
minority vendors in the form
of contractors, subcontractors
and/or joint ventures.
Memphis
City Schools utilizes the services of the
Uniformed Certification
Agency
to all minority vendors
wanting to do business with
the System. Minority, Women-Owned,
Disadvantage Business Enterprises
may contact the Office
of Contract Management
at (901) 416-6659 for Mid-South
Minority
Business
Council at
(901) 678-2388 for more information.
Division
of Procurement Services
2597 Avery Avenue,
Rm 126
Memphis, TN 38112
(901) 416-5376
Fax: (901) 416-5325
