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1 Slide 2 2 Slide 3 3 Slide 4 4 Slide 5 PROCUREMENT DEPARTMENT Jeanne Cumpian, CTPMDirector of Procurement & HUB Activities Barbara Minderhout, CTPProcurement Specialist II Simone ParkerPurchasing Assistant PROCUREMENT & PAYABLES Debra Carpenter, CTPM Executive Director of Procurement & Payables Patti Bozeman, CTCMContract Administration Specialist Alicia GookinStaff Assistant 5 Slide 6 DO I NEED A CONTRACT OR A PURCHASE ORDER? 6 Slide 7 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 Slide 8 A Purchase Order is used when the deliverable is a tangible product. Example: Office supplies, furniture, etc. 8 Slide 9 A contract is an agreement between two or more persons that creates an obligation to do or not to do a particular thing. 9 Slide 10 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 Slide 11 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 11 Slide 12 PURCHASE ORDERS 12 Slide 13 13 IF YOU NEED TO MAKE A PURCHASE PLAN AHEAD THE TIME REQUIRED TO ISSUE A PURCHASE ORDER VARIES Slide 14 14 1.Need Defined 2.Procurement Method Selected 3.Solicitation 4.Receipt of Bids 5.Evaluation and Award 6.Inspection and Acceptance 7.Contract Administration 8.Payment 9.Disposal of Property Slide 15 15 Slide 16 $0 - $500.00 $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 $500.01 - $1,000.00 DEPARTMENT HAS THE OPTION TO PLACE ORDERS USING P-CARD, VOUCHER OR REQUISITION. $1,000.00 - $5,000.00 $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 $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 Slide 17 PURCHASES UNDER $500.00 VOUCHER or P-CARD PURCHASES 17 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. Slide 18 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. 18 Slide 19 19 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 Slide 20 20 Slide 21 SPECIFICATIONS 21 Slide 22 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 Slide 23 23 Slide 24 SUBSCRIPTIONS REGISTRATIONS AND MEMBERSHIP FEES 24 Slide 25 PAY ON VOUCHER REGARDLESS OF AMOUNT 25 Slide 26 PURCHASE ORDER CHANGES 26 Slide 27 Please AVOID if possible Difficult to change in PeopleSoft Run PO Status Report Change Purchase Order Change Requisition 27 May involve: Originator of requisition Purchasing Business Coordinator Receiving Dock PeopleSoft Systems Analyst Accounts Payable Vendor Slide 28 A DD / DELETE LINES C ANCELLATION OF P URCHASE O RDER C OST CENTER CHANGES C HANGE OF MERCHANDISE DESCRIPTION I NCREASE / DECREASE DOLLAR AMOUNTS I NCREASE / DECREASE QUANTITIES 28 Slide 29 29 Slide 30 30 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. Slide 31 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. 31 Slide 32 SPECIAL PURCHASES 32 Slide 33 33 Slide 34 34 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, DONT DO IT ! Slide 35 35 Slide 36 36 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. Slide 37 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. 37 Slide 38 ELECTRONIC STATE BUSINESS DAILY 38 Slide 39 39 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. Slide 40 CMBL & HUB PROGRAM 40 Slide 41 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: 41 -VENDOR NAME -FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN) -AVAILABILITY OF HUBS -COMMODITY CODE Slide 42 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 Slide 43 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: State Goals UHCL Goals Heavy construction (other than building contracts) 11.2%0% Commodities21.9%40% Professional Services23.6%8% Building Construction21.1%20% Special Trade Construction32.7%15% Other Services24.6%8% 43 Slide 44 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 44 Slide 45 FY 2012UHCL ranked #20 in State26.83% FY 2010UHCL ranked #7 in State 40.14% FY 2009UHCL ranked #13 in State 34.24% FY 2008 UHCL ranked #7 in State 37.96% FY 2007UHCL ranked #5 in State35.82% This ranking is for an agency spending more than $5 million. There were 212 reporting agencies. 45 Slide 46 46 Slide 47 1st CHOICE PRODUCTS (Recycled Products) STATE FUNDS ONLY 47 Slide 48 1st CHOICE (RECYCLED) PRODUCTS All state agencies are required to purchase 1 st 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 Slide 49 For fiscal year 2011, the 1 st 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 Slide 50 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 Slide 51 TIBH & STATE CONTRACTS 51 Slide 52 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/. http://www.tibh.org/ 52 Slide 53 53 ANY ORDER WITH STATE FUNDS FOR ITEMS OVER $15.00 MUST BE PURCHASED FROM TIBH. Example:Pens, Pencils, Highlighters, Binders Slide 54 CAMPUS VENDORS 54 Slide 55 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. 55 UTILIZE ON-CAMPUS VENDORS: Slide 56 PRINTING/COPYING PROCEDURES 1) See if the Print Shop can do job. 2) If they are unable to do job, obtain Off Campus Printing Approval form (issued by Richard Adams, Operations Director) and attach to requisition. 3) Get quote from a vendor. 4) Make sure that you have good specifications. 5) When using state funds recycled paper is required. 6) Get signature approvals. 7) Under $5,000 will call and place print orders. 8) Over $5,000 must be bid. 9) Copying, contact copy service for quote. 56 Slide 57 57 Carry: Pens, Pencils, Paper, Toner, etc. Go to operations page on the UHCL website to view Central Stores catalog. Slide 58 FMC Work Order System- http://prtl.uhcl.edu/portal/page/portal/FMC Need one weeks 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 Slide 59 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 cant be returned to the department 59 Slide 60 AUXILIARY SERVICES 60 Slide 61 Vending Service Drinks - Houston Coca-Cola Bottling Company Ice Cream - Lone Star Ice Cream Snacks - Canteen Vending NOTE: For refunds, please go to the Cashiers Office on the 1 st Floor of the Student Services/Classroom Building Food Service - Aramark Patio Caf Coffee Bar Student Services/Classroom Building - Cappuccino Bono Bookstore - Barnes & Noble Call Contract Administration, x2150 for issues or concerns. 61 Slide 62 VEHICLE RENTAL 62 Slide 63 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. 63 Slide 64 ADVERTISEMENTS 64 Slide 65 MUST BE APPROVED BY OFFICE OF COMMUNICATIONS OR HUMAN RESOURCES, DEPENDING ON THE TYPE OF ADVERTISEMENT. 65 Slide 66 TEMPORARY EMPLOYEES 66 Slide 67 T HE U NIVERSITY OF H OUSTON S YSTEM HAS A CONTRACT WITH C ORPORATE EMPLOYMENT RESOURCES. C ONTACT H UMAN R ESOURCES. C OMPLETE A UHCL T EMPORARY L ABOR R EQUEST F ORM. 67 Slide 68 68 T HE P URCHASING D EPARTMENT WILL ORGANIZE A RECYCLE / REUSE DAY WHEN ENOUGH DONATIONS HAVE BEEN COLLECTED. P RODUCTS NOT USED IN YOUR DEPARTMENT MAY BE DONATED BY CALLING THE R ECEIVING D OCK, X 2204 FOR PICK UP. Save money by getting free recycle items from Recycle/Reuse Tables. Slide 69 QUESTIONS? 69 Slide 70 70 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 Slide 71 71