Budget Manager II

Procurement Services

Updated 08.19.10

Agenda

• Purchasing Thresholds & Methods

• Bidding

• Contracts

• eProcurement Demo

• Purchasing Flow-Chart

• Additional Resources

• Accounts Payable

Purchasing Thresholds & Methods

• Under $2,500 – ProCard– Voucher Check– Reimbursements

• Over $2,500 ($2,500.01)

– Purchase Order required– Quote or estimate required– Purchase Order must be approved before

product/service is ordered

Additional Thresholds• Over $25,000 ($25,000.01)

– Multiple bids required– Bid documentation & Bid Documentation Form required

• Over $50,000 ($50,000.01)

– Legal review (contract) process via OGC

• Exceptions– “Special Risk” categories– Computers, software, vehicles, etc.

Bidding• Purchases or contracts over $25,000

– Whole contract, not just phases– Buyers are experts within their categories (CONTACT THEM!)– Fair process and no conflicts of interest

• Preferred vendors exempt– Full list on website

• Executive exemptions– Holtschneider, Epp, Kozoman, or Udovic

• Bid Tracking– Monthly reporting on “after-the-fact” and non-bid compliance

Conducting a Bid• Acceptable ways to bid a good/service

– Quotes/estimates– Request for Proposal– Buyers in Procurement Services (category/process experts)

• Evaluating vendors– Price– Product/service/quality– Terms– Timeframe

• Master Agreement– Longer term purchasing agreement (similar to Preferred Vendor)

Contracts

• What requires a contract?– $50,000+ requisitions– “Special Risk Categories” – OGC Website

• Contracts involving a third party’s use of DePaul's intellectual property, such as university logos, marks, artwork, symbols, or copyrighted materials;

• Contracts involving the lease or purchase of real estate; • Contracts requiring the university to indemnify or insure an outside party; • Contracts involving off-campus educational programs or activities (such as international

affiliation agreements/grants, study abroad contracts, and student internship/service-learning contracts);

• Contracts that will give any provider of goods or services access to private or confidential information (such as information protected by FERPA, HIPAA, Gramm-Leach-Bliley Act); 

• Contracts involving the authority to open or maintain bank accounts for the university; and • Contracts that may expose DePaul to significant risk or liability.  

Contracts• Standard Contracts Online – OGC Website

– Professional Services Contract (consultants & speakers)

– Performance Agreement (band, performer, etc.)

– Honorarium Agreement (guest lecturer)

• Requisitions & Contracts– Requisition should be entered prior to a signed contract, unless a

standard contract is used.

– Once contract is signed, requisition will be approved

• Total Contract Value Must be Used– Multiple fiscal year

– Multiple phase contracts

Special Situations

Additional consideration should be given to:

– Technology (PC/laptops standards, software, over $10,000) – Gift purchases (e.g. gift cards, other taxable income)

– International payments– Crossing fiscal years– Grant purchases– Conflicts of interest– Facilities– Used purchases

eProcurement Demo

Start in Campus Connection

Purchasing Flow-Chart

Procurement Resources

Procurement Services & Accounts Payable Website

http://financialaffairs.depaul.edu/procurement/

– Purchasing/payment processes– eProcurement demo– Preferred vendor list– News– Forms– Demon Discounts (personal discount program)– Salvage Store

Additional Resources

• University Policies and Procedureshttp://policies.depaul.edu

• Office of the General Counselhttp://generalcounsel.depaul.edu/Contract Review & Standard Contracts

• Office of Sponsored Programs and Research (OSPR)http://ospr.depaul.edu Grant Assistance