Purchasing and Contracting Current Contract Process Finance currently

Purchasing and Contracting

Current Contract Process Finance currently: • Ensures all signatures have been obtained • Obtains County Manager’s Approval • Performs pre-audit certification • Reviews all contracts for any changes • Ensures vendors do not appear on Federal or State debarment lists • Ensures contracts are encumbered with a PO • Maintains physical files and master list of all contracts

Process Changes: • Effective immediately, each department will be responsible for researching on the debarment lists the vendor they wish to contract with. • We recommend checking these lists prior to negotiating a contract with any vendor. • Prior to signing a contract, an individual from the department will need to search for the vendor on each one of the lists below. (This includes searching for an individual name and/or company name. If the vendor is found on one of these lists, the County will not be able to enter into a contract with them. SAM - https: //www. sam. gov/portal/SAM/##11#1#1 NC Division of Purchase & Contract - http: //www. doa. state. nc. us/Pand. C/actions. aspx SOFL - http: //www. osbm. nc. gov/library/2015 -16 -sofl-memos Iran Divestment - https: //www. nctreasurer. com/inside-thedepartment/Open. Government/Pages/Iran-Divestment-Act-Resources. aspx

SAM System for Award Management https: //www. sam. gov/portal/SAM/##11#1#1 • Home Page go to SEARCH RECORDS (right hand side of page) • Click on SEARCH RECORDS

SAM System for Award Management https: //www. sam. gov/portal/SAM/##11#1#1 • Type in the vendor name under quick search • Click Search • • • Check for the expiration date Check that is does not have an active exclusion Check that it does not have delinquent Federal Debt

SOFL Suspension of Funding List http: //www. osbm. nc. gov/library /2015 -16 -sofl-memos • This list updates every week. Always click on the first line where it says spreadsheet • An excel spreadsheet will open • Use find feature to search vendor name

NC Division of Purchase & Contracting http: //www. doa. state. nc. us/Pand. C/actions. aspx • Type vendor name in the search engine on the right hand side of the website. • Click enter

CONTRACTS…CONTRACTS… • These 3 sites are required to be checked for all contracts • There is one additional step that has to be done for all purchases $1, 000 or more including contracts

IRAN DIVESTMENT https: //www. nctreasurer. com/inside-thedepartment/Open. Government/Pages/Iran -Divestment-Act-Resources. aspx • Home Page right hand side • Click on Iran Divestment Act Resources • List is updated every 180 days • It is published by the State Treasurer

IRAN DIVESTMENT https: //www. nctreasurer. com/inside-thedepartment/Open. Government/Pages/Iran. Divestment-Act-Resources. aspx • There are two separate lists on this page that will need to be checked. • Final Divestment List (Half way down the page) • Iran Parent and Subsidiary Guidance (directly underneath)

IRAN DIVESTMENT https: //www. nctreasurer. com/inside-thedepartment/Open. Government/Pages/Iran. Divestment-Act-Resources. aspx • The Final Divestment List • To date this list is only one page • Scroll list for vendor name

IRAN DIVESTMENT https: //www. nctreasurer. com/inside -thedepartment/Open. Government/Page s/Iran-Divestment-Act. Resources. aspx • Iran Parent and Subsidiary Guidance • To date this list is 23 pages long • Use the find feature to search document for vendor name • Go to website (it is updated every 180 days)

Iran Divestment Act • Prohibits investing state funds in or contracting with entities engaged in “significant investment activities” in the Iranian energy sector • Treasurer identifies entities on “Final Divestment List” • Local governments must require contractors to certify they are not on the list and that they will not use subcontractors who are on the list.

Scope of Iran Divestment Act WHO IS REQUIRED? • State agencies • ALL political subdivisions of the State (Wayne County) WHEN? • Bidding • Entering into contract • Renewing a contract • Purchase Orders • Grants • EXCEPTIONS? • Contracts less than $1000 • MOU’s (Memorandum of Understanding • Other Govt’s

DO NOT KILL THE MESSENGER!

Purchases Over $1, 000 • Any purchases or contracts $1, 000 or above must have a MEMORANDUM OF AWARD /CERTIFCATION OF ELIGIBILITY FORM filled out by the Department Head and Vendor • One must be filled out for EVERY purchase • The Iran Divestment List must be checked • Sales tax is to be included when figuring whether the purchase requires the Iran Divestment Certification • Keep Bids on site • Invoices will be returned to departments if proper documentation is not provided • If an invoice is being paid using a blanket Purchase Order the list does not need to be checked each time a payment is made. You will need to send a copy of this form along with your requisition and backup documentation to the Purchasing Department before the purchase order can be completed.

ALL CONTRACTS From this point forward all contracts must contain the following statement. IRAN DIVESTMENT ACT CERTIFICATION REQUIRED BY N. C. G. S. 143 C-6 A-5(a) As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N. C. G. S. 143 -6 A-4. The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement. ” ***The form to the side can be used in lieu of including the above statement in the contract. Iran Divestment Act Form

Certification of Eligibility Under the Iran Divestment Act • Effective immediately, all RFQ’s, RFP’s, & RFB’s will have this certification in the packages that go out. • Vendors must fill this out and return with their bids, proposals, or qualifications to be able to be considered for our project.

Other Legal Changes E-Verify In October 2015, the State once again imposed the Everify requirements that were previously implemented and then retracted. E-verify is where certain employers are required to verify the work authorization of each newly hired employee through the federal E-Verify program.

Other Legal Changes E-Verify • E-Verify-The contractor and any of its subcontractor must comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, if applicable, which requires certain employers to verify the work authorization of each newly hired employee through the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies.

Questions?

Please feel free to contact the Finance Department if you have any additional questions. We will be glad to assist you! noelle. woods@waynegov. com 919 -705 -1714