Purchasing Workshop - University of Houston

Report
1
TABLE OF CONTENTS
Procurement Training ............................................................................. 1
Table of Contents ................................................................................. 2-3
Procurement Department Location and Staff…………………………4-5
Do I Need a Contract or a Purchase Order………………………......6-10
What does the Procurement/Contracts Office do? ................................11
Purchase Orders ............................................................................... 12-20
Specifications……………………………………………………….21-23
Subscriptions, Registrations & Membership Fees ........................... 24-25
Purchase Order Changes .................................................................. 26-28
Return of Merchandise ..................................................................... 29-31
Special Purchases ............................................................................. 32-35
How to Print Receiving Reports ........................................................... 36
Procurement Guidelines-Ledger 5 ........................................................ 37
Electronic State Business Daily ....................................................... 38-39
CMBL & HUB Program .................................................................. 40-46
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TABLE OF CONTENTS
1st Choice Products………………………………………………….47-50
TIBH & State Contracts…………………………………………….51-53
Campus Vendors……………………………………………………54-59
Auxiliary Services…………………………………………………..60-61
Vehicle Rental………………………………………………………62-63
Advertisements……………………………………………………...64-65
Temporary Employees……………………………………………....66-67
Recycle/Reuse Day……………………………………………………..68
Questions……………………………………………………………….69
Internet Addresses……………………………………………………...70
Procurement Training Closing Remarks……………………………….71
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4
PROCUREMENT DEPARTMENT
 Jeanne Cumpian, CTPM
 Barbara Minderhout, CTP
 Simone Parker
Director of Procurement & HUB Activities
Procurement Specialist II
Purchasing Assistant
PROCUREMENT & PAYABLES
 Debra Carpenter, CTPM
 Patti Bozeman, CTCM
 Alicia Gookin
Executive Director of Procurement & Payables
Contract Administration Specialist
Staff Assistant
5
DO I NEED A CONTRACT OR
A PURCHASE ORDER?
6
A contract is required if the
subject matter involves:
 Human performance that renders a service to the
University.
 An off-campus event that requires facilities, catering
or service to the University.
Example: Speaker, consultant,
performer, or professional service
7
A Purchase Order is used when the
deliverable is a tangible product.
Example: Office supplies, furniture, etc.
8
A contract is an agreement
between two or more persons that
creates an obligation to do or not
to do a particular thing.
9
Purchase Orders
NOTE: A purchase order is a formal contract. However, if there is
a separate agreement that the vendor requires UHCL to sign, then
the agreement has to be sent to the Office of the General Counsel
(OGC) for their review and approval to form. The legal review
process takes approximately 6-8 weeks.
 Affiliation Agreements (also known as Internships or Field
Practicums)
 Software/License Agreements (Requires legal review)
10
WHAT DOES THE PURCHASING/CONTRACTS OFFICE DO?
 Approximately 2,500 purchase orders a year
 Approximately 250 Contracts
 Approximately 280 Change Orders
 Serve as legal liaison for purchasing/contracts
 Attend 24 hours professional development classes a year to maintain certification
 Follow up purchase orders
 Sponsor Historically Underutilized Business (HUB) Fair
 Process 2,500 receiving reports
 Vending service calls
Procurement Snapshot
2500
2000
Change Orders
1500
Purchase Orders
1000
Contracts
500
Receiving Reports
0
1
11
PURCHASE ORDERS
12
IF YOU NEED TO MAKE A PURCHASE…
PLAN AHEAD
THE TIME REQUIRED TO ISSUE A
PURCHASE ORDER VARIES
13
1.
2.
3.
4.
5.
6.
7.
8.
9.
Need Defined
Procurement Method Selected
Solicitation
Receipt of Bids
Evaluation and Award
Inspection and Acceptance
Contract Administration
Payment
Disposal of Property
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15
$0 - $500.00
DEPARTMENTS PLACE ORDERS DIRECTLY WITH VENDOR. DEPARTMENT PAYS
WITH P-CARD OR VOUCHER. PROCUREMENT WILL NOT ACCEPT PURCHASE
REQUISITIONS UNLESS REQUIRED BY VENDOR.
$500.01 - $1,000.00
DEPARTMENT HAS THE OPTION TO PLACE ORDERS USING P-CARD, VOUCHER OR
REQUISITION.
$1,000.00 - $5,000.00
DEPARTMENTS WILL RECOMMEND A VENDOR. PURCHASING HAS THE OPTION OF
ISSUING BIDS OR PLACING ORDER DIRECTLY TO THE SUGGESTED VENDOR.
$5,000.01 - $24,999.99
DEPARTMENT WILL RECOMMEND A VENDOR. PURCHASING WILL ISSUE
TELEPHONE OR FAX BIDS. A MININUM OF TWO (2) HUBS WILL BE SOLICITED.
$ 25,000.00 >
DEPARTMENTS WILL RECOMMEND A VENDOR. PURCHASING WILL SOLICIT
FORMAL WRITTEN BIDS. A MINIMUM OF TWO (2) HUBS WILL BE SOLICITED.
THE PURCHASE MAY BE POSTED TO THE ELECTRONIC STATE BUSINESS DAILY FOR A
MINIMUM OF FOURTEEN (14) DAYS. EMERGENCY PURCHASES MAY BE POSTED FOR
LESS THAN 14 DAYS.
16
PURCHASES UNDER $500.00
VOUCHER or P-CARD PURCHASES
Departments should order directly from vendor and pay for items on a
voucher in accordance with Accounts Payable guidelines or use P-Card.
Exceptions:





BOTTLED WATER DELIVERY
TIBH ORDERS
VENDOR REQUIRES PO TO PROCESS ORDER
ORDERS USING STATE FUNDS
ADVERTISEMENTS
(GET APPROVAL FROM OFFICE OF COMMUNICATIONS
OR HUMAN RESOURCES.)
*ALL COMPUTER-RELATED ITEMS MUST GET
UCT APPROVAL, BEFORE PLACING ORDER.
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When ordering items under $500.00, department must
give vendor the following information:




Department name
UHCL Contact
Building and room number
Phone number
This information is necessary for Receiving Dock
to know where items are to be delivered.
The Receiving Dock will not issue a receiving
report for these items.
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HOW LONG DOES IT TAKE FOR
PROCUREMENT TO PROCESS A
?
Average
 Less than $5,000 (Call and Place Order)…………………..3 days
 $5,001 - $24,999 (Telephone or Faxed Bids)……………...5-10 days
 Greater than $25,000 (Formal Written Bids)
and posted to Electronic State Business Daily………….15+ days
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20
SPECIFICATIONS
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A specification is a description of a product or service to
be purchased. Specifications are the primary means of
communications between a department, Purchasing,
and the vendor.
Specifications must include:
 Name of item (Example: Desk)
 Material - Metal or wood
 Size/dimensions
 Color
 Brand, model number/product code
 Special features (Example: has lock, drawers on left or right pedestal)
 Installation requirements (FMC does not install or put together furniture)
22
SIMPLE: Avoid unnecessary detail, but be complete enough to ensure
that requirements will satisfy their intended purpose.
CLEAR: Use terminology that is understandable. Use correct spelling and
appropriate sentence structure.
ACCURATE: Use correct units of measure that are in PeopleSoft. All
quantities and packing requirements should be clearly identified.
COMPETITIVE: Identify a manufacturer’s available brand, make, or model
that will satisfy the intended purpose.
FLEXIBLE: Avoid inflexible specifications.
PURPOSE: Intended Use.
SOLE SOURCE: Justification is required. Explain why only one
manufacturer or vendor can provide. Specify unique features or
characteristics. State the reason other sources were not satisfactory.
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SUBSCRIPTIONS
REGISTRATIONS
AND
MEMBERSHIP FEES
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PAY ON VOUCHER
REGARDLESS OF AMOUNT
25
PURCHASE ORDER CHANGES
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Please AVOID if possible




Difficult to change in PeopleSoft
Run PO Status Report
Change Purchase Order
Change Requisition
May involve:
 Originator of requisition
 Purchasing
 Business Coordinator
 Receiving Dock
 PeopleSoft Systems Analyst
 Accounts Payable
 Vendor
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 ADD/DELETE LINES
 CANCELLATION OF PURCHASE ORDER
 COST CENTER CHANGES
 CHANGE OF MERCHANDISE DESCRIPTION
 INCREASE/DECREASE DOLLAR AMOUNTS
 INCREASE/DECREASE QUANTITIES
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29
If for any reason you need to return items
ordered on a purchase order…
 Notify Receiving Dock (x2204 / x2205) within 24 hours of receipt
of items.
 If merchandise has been received and payment has been made,
departments are required to contact vendor for refund or credit.
 Call Purchasing Department for procedures of applying credits to
future orders.
 Department may be required to pay restocking charge.
 Department may be required to pay returned shipping charges.
 Purchase orders cannot be changed in PeopleSoft once they are
paid and finalized.
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 BE SURE WHAT YOU ORDER AND RECEIVE IS WHAT YOU WANT.
 DEPARTMENTS ARE RESPONSIBLE FOR RETURNING
MERCHANDISE AND OBTAINING CREDIT.
 PURCHASING AND RECEIVING DOCK ARE NOT INVOLVED
IN VOUCHER OR P-CARD PURCHASES. THE RECEIVING
DOCK WILL PROVIDE A TRANSMITTAL SLIP ONLY AT
DELIVERY.
 CONTACT YOUR BUSINESS COORDINATOR BEFORE
PROCESSING THESE TYPE OF PURCHASES.
 BUSINESS COORDINATOR DETERMINES IF YOUR
DEPARTMENT MAY USE A P-CARD.
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SPECIAL PURCHASES
32
Unexpected need – Not poor planning within department.
University will suffer financial or operational damage if
goods are not secured immediately.
Requestor must furnish justification form.
Only one (1) item “Like It in the Whole Wide World”
Sole Source justification letter is required.
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Purchase order issued for a good or service for which an agency has a
recurring need on an “as needed” basis.
EXAMPLES: Bottled water delivery, Paper, Toner cartridges
o Vendor will not accept a purchase order.
o Vendor requires payment before shipment of merchandise. Check must
accompany order.
o Must use Local Funds
PURCHASES FOR PERSONAL USE,
DON’T DO IT !
34
DEPARTMENTS ARE ENCOURAGED TO PICK UP ITEMS FROM
VENDOR BY DUE DATE ON PURCHASE ORDER. PRINT
RECEIVING REPORT, SIGN, SCAN AS A PDF FILE, SEND TO UHCL
A/P AND UHCL PROCUREMENT MAILBOXES.
 Local Funds - Contact UHCL Bookstore directly.
 State Funds – Purchase Order required.
 Textbooks (adoptions) – Order from UHCL Bookstore
 Books that are distributed in classroom at no charge to
student may be ordered on purchase order.
35
HOW TO PRINT RECEIVING REPORTS FOR ITEMS
NOT
DELIVERED BY RECEIVING DOCK
Steps to Print Receiving
Report in PeopleSoft:
1. PeopleSoft Main Menu
2. Custom Reports
3. PO
4. Print PO Receiving Copy
5. Search by Purchase Order
.
PLEASE SEE REQUISITION WORKFLOW TRAINING DOCUMENTS
LOCATED ON THE BUDGET OFFICE PAGE OF THE UHCL WEBSITE.
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PURCHASING GUIDELINES-Ledger 5
The basic purchasing university policies involving
expenditure of Research Administration Funds (RAF)
(Ledger 5) are as follow:
 To abide by the general procurement standards of the Office
of Sponsored Programs(OSP) Circular A-110.
 To provide free and open competition when and wherever
possible.
 To provide for sole source procurement.
 Approval of Office of Sponsored Programs is required.
 Follow University local fund guidelines.
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ELECTRONIC STATE
BUSINESS DAILY
38
PURCHASES EXCEEDING $25,000 WILL BE
ADVERTISED A MINIMUM OF:
14 days if posting entire bid/proposal package
21 days if not posting entire bid/proposal package
Purchases from State (Term) Contracts are not posted
to ESBD.
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CMBL & HUB PROGRAM
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The CMBL is a master database
used by State of Texas
Purchasing entities to develop a
mailing list for vendors to receive bids
based on the products or services they
can provide to the State of Texas. It is
maintained by Comptrollers of Public
Accounts (CPA). This list is used when
searching for a vendor that sells a
particular item. A search can
be done on the CMBL website to
retrieve vendor information by a
combination of the fields listed below:
-
VENDOR NAME
FEDERAL EMPLOYER IDENTIFICATION
NUMBER (FEIN)
AVAILABILITY OF HUBS
COMMODITY CODE
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A for-profit business which is
51% or more owned by a Black
American, Hispanic American,
Asian Pacific American, Native
American and/or American
woman-owned.
Legal source-Texas Government Code, Title 10, Subtitle D, Section 2161
42
The HUB program is to promote full and equal
business opportunities for minority and woman
owned businesses. Each state agency is required by
State Law to make a good faith effort to meet or
exceed the following goals:
Heavy construction (other than building contracts)
Commodities
Professional Services
Building Construction
Special Trade Construction
Other Services
State Goals
11.2%
21.9%
23.6%
21.1%
32.7%
24.6%
UHCL Goals
0%
40%
8%
20%
15%
8%
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 Fair and equal treatment of all vendors
 Solicit competitive bids from HUBs
 Award bids to those businesses that meet the best value
requirement
 Departments can help achieve these goals by obtaining
quotes from HUBs
If you are not aware of a HUB vendor, use the CMBL
to search for certified HUBs.
http://www.window.state.tx.us/procurement//cmbl/cmblhub.html
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→ FY 2012
→ FY 2010
→ FY 2009
→ FY 2008
→ FY 2007
UHCL ranked #20 in State
UHCL ranked #7 in State
UHCL ranked #13 in State
UHCL ranked #7 in State
UHCL ranked #5 in State
26.83%
40.14%
34.24%
37.96%
35.82%
This ranking is for an agency spending more than
$5 million. There were 212 reporting agencies.
45
THE UNIVERSITY’S FOCUS IS:
46
1st CHOICE
PRODUCTS
(Recycled Products)
STATE FUNDS ONLY
47
1st CHOICE (RECYCLED) PRODUCTS
All state agencies are required to purchase 1st Choice Products when
using state funds.
PER TEXAS GOVERNMENT CODE, TITLE 10, SUBTITLE D, SECTION 2155.448, EACH FISCAL
YEAR THE CPA, IN COORDINATION WITH THE RECYCLING MARKET DEVELOPMENT
PROGRAM, BY RULE, MAY IDENTIFY RECYCLED, REMANUFACTURED, OR ENVIRONMENTALLY
SENSITIVE COMMODITIES OR SERVICES AND DESIGNATE PURCHASING GOALS FOR THE
PROCUREMENT OF THOSE COMMODITIES AND SERVICES BY STATE AGENCIES FOR THAT
FISCAL YEAR.
48
For fiscal year 2011, the 1st Choice
Products are as follow:
 Re-refined Oils And Lubricants
 Recycled Content Toilet Paper, Toilet Seat Covers And Paper
Towels
 Recycled Content Printing, Copier, Computer Paper And
Business Envelopes
 Recycled Paper Must Be Requested For Off-campus Printing
 Plastic Trash Bags
 Recycled Containers
 Plastic-covered Binders
 Energy Star Labeled Copiers
49
If the virgin equivalent of the item must be purchased, a
letter of justification must be signed by the President of the
University and sent to Comptroller of Public Accounts (CPA).
If your department needs this letter of justification, please
contact the Purchasing Department. The requesting
Department will be responsible for obtaining the signature
from the President.
50
TIBH & STATE CONTRACTS
51
 State term contracts should be utilized when possible.
 TIBH is a set-aside contract and must always be given
first consideration.
 TIBH information is available online at
http://www.tibh.org/.
52
ANY ORDER WITH STATE FUNDS FOR ITEMS
OVER $15.00 MUST BE PURCHASED FROM TIBH.
Example:Pens, Pencils, Highlighters, Binders
awards and manages hundreds of statewide orders on
behalf of more then 200 state agencies and 1,700 local
government agencies.
53
CAMPUS VENDORS
54
UTILIZE ON-CAMPUS VENDORS:
IF AN ITEM OR SERVICE IS AVAILABLE FROM:
 Printing Services
 Central Stores
 Facilities Management & Construction (FMC)
 University Computing & Telecommunications (UCT)
 Food Services
THE ITEM SHOULD BE OBTAINED FROM THE
ON-CAMPUS VENDOR.
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PRINTING/COPYING PROCEDURES
1)
2)
3)
4)
5)
6)
7)
8)
9)
See if the Print Shop can do job.
If they are unable to do job, obtain Off Campus Printing
Approval form (issued by Richard Adams, Operations Director)
and attach to requisition.
Get quote from a vendor.
Make sure that you have good specifications.
When using state funds recycled paper is required.
Get signature approvals.
Under $5,000 will call and place print orders.
Over $5,000 must be bid.
Copying, contact copy service for quote.
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Carry: Pens, Pencils, Paper, Toner, etc.
Go to operations page on the UHCL website to
view Central Stores catalog.
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FMC Work Order System-http://prtl.uhcl.edu/portal/page/portal/FMC

Need one week’s notice

Moves need to be scheduled
to take place before 3:00 PM

Contact UCT to disconnect any
computers before asking FMC
to move items

If in doubt whether FMC will do
work, send in work order
58
Submit work order to get item moved

FMC will determine if there is a charge for your request

If there is a charge (example: contract mover needs to do
work) an IDT will be sent to department for approval

Moves between buildings and all modular furniture
moves will require contract mover

Once item is considered surplus it can’t be returned to
the department
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AUXILIARY SERVICES
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 Vending Service
Drinks - Houston Coca-Cola Bottling Company
Ice Cream - Lone Star Ice Cream
Snacks - Canteen Vending
NOTE: For refunds, please go to the Cashier’s Office
on the 1st Floor of the Student Services/Classroom
Building
 Food Service - Aramark Patio Café
 Coffee Bar – Student Services/Classroom Building - Cappuccino Bono
 Bookstore - Barnes & Noble
Call Contract Administration, x2150 for issues or concerns.
61
VEHICLE RENTAL
62
Contract with Enterprise Rent-A-Car and Avis
http://prtl.uhcl.edu/portal/page/portal/TRV/CAR_RENTAL
Release Form (required for student travel)
Purchase insurance
If transporting students or guests purchase PIP insurance
(personal injury protection) along with the required general
liability insurance. If you have questions, contact Harry Stenvall,
ext. 2110.
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ADVERTISEMENTS
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MUST BE APPROVED BY OFFICE OF
COMMUNICATIONS OR HUMAN RESOURCES,
DEPENDING ON THE TYPE OF ADVERTISEMENT.
65
TEMPORARY EMPLOYEES
66
THE UNIVERSITY OF HOUSTON SYSTEM HAS A CONTRACT WITH
CORPORATE EMPLOYMENT RESOURCES.
CONTACT HUMAN RESOURCES.
COMPLETE A UHCL TEMPORARY LABOR REQUEST FORM.
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T H E P U R C H A S I N G D E PA R T M E N T W I L L
O R G A N I Z E A R E C Y C L E / R E U S E D AY W H E N
E N O U G H D O N AT I O N S H AV E B E E N C O L L E C T E D .
P R O D U C T S N O T U S E D I N Y O U R D E PA R T M E N T
M AY B E D O N AT E D B Y C A L L I N G T H E R E C E I V I N G
D O C K , X 2 2 0 4 F O R P I C K U P.
Save money by getting free recycle items
from Recycle/Reuse Tables.
68
QUESTIONS?
69
Texas Procurement Support Services (TPASS)
http://www.window.state.tx.us/procurement/
Central Masters Bidders List:
http://www.window.state.tx.us/procurement//cmbl/cmblhub.html
Commodity Code Book:
http://www.window.state.tx.us/procurement/tools /comm-book/
Emergency Acquisition Justification:
http://prtl.uhcl.edu/portal/page/portal/OPR/Files_Documents/Emergency.doc
HUB List:
http://www.window.state.tx.us/procurement//cmbl/hubonly.html
Printing:
http://prtl.uhcl.edu/portal/page/portal/OPR/Copy_and_Printing
Sole Source Acquisition Justification:
http://prtl.uhcl.edu/portal/page/portal/PROPAY/Procurement_Payables/Contracts/Contract_Forms
State Contracts(automated and non-automated):
http://www.window.state.tx.us/procurement/contracts/all_term/
Travel Contract:
http://prtl.uhcl.edu/portal/page/portal/TRV
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