EDGETraining

Nov. 19, 2013 PURCHASING

Understanding the

Guidelines

Purchasing Lifecycle

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card/Shop@UW

Special Considerations and Requirements

Examples of commodities and services with special considerations and requirements include: Printing Services Insurance Vehicles Legal Insurance

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card

Mandatory Contract (examples)

Office suppliesPharmaceuticalsFurniturePersonal computers, software, printers,

copiersPrintingJanitorial

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card

Non-Mandatory Contracts (examples)

Is what I need available on an existing contract or directly from another government entity? Piggybacking; the use of a contract from another WI

state agency Several contracts available from UW-Madison

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card

Procurement Method: Best Judgment

<$5,000Can make the purchase from the vendor of

choiceObtain quotes from MBE vendors whenever

possibleSubmit a Purchasing Requisition form to the

Purchasing Office for processingDoes not apply to printing

Procurement Method: P-CARD

What it IS:A tool for department employees to use to make low-dollar purchases for official business needsAuthorized for purchases $1,500 and under

Can be temporarily increased if needed – contact purchasing

Authorized for purchases greater than $5,000 on statewide contracts where indicatedAuthorized for use with only certain categories of merchants and commodities

Procurement Method: P-CARD

What it IS NOT:A means to avoid appropriate procurement or payment proceduresA card to access cash or creditFor personal use

Procurement Method: Shop@UW

Shop@UW is the replacement for MDS MDS account was tied to your P-card Shop@UW is tied to your funding string (eg 128-1-

812001)

Used for office supplies, scientific lab supplies, Electrical

All items are on-contractReallocation can occur via the PAT systemNew interface coming Jan. 2014

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card

Procurement Method: Simplified Bid

$5,000 through $50,000Three quotes – in writingAward to lowest responsible bidderSole Source ($5,000 - $25,000) waiver can be

applied if justifiedBlanket Purchase Orders

Non-Contract up to $25,000. $5,000 single invoice limit.

Contract by competitive bid. No single invoice limit.

Serial Contracting/Purchasing is prohibited

Purchasing Process Decision Tree

Special Considerations and Requirements?

Mandatory Contract?

Non-Mandatory Contract?

Procurement Process?

<$5,000 $5,000 to$50,000 $50,000Best Judgment/ Simplified Bid

RFB/RFPP-Card

Procurement Method: RFB vs. RFP

Factors RFB RFPSpecs/Reqs * Detailed Specs * Reqs/Deliverables

* Know what you need * Proposers to you “how”

Award basis *Meet/don’t meet Specs * Evaluation criteria* Lowest cost * Cost is only one factor

Analysis * Purchasing Agent/user * Evaluation committee* Procurement acts as referee for committee

Vendors * Bidders * Proposers

Time * 1 to 3 months * 6 months average* Depends on research time * Extensive

develop/research

Common Purchases

Computers See the purchasing webpage for standard configurations HP, Apple, iPad, Android Must all be purchased with a PO for inventory tracking

Office Furniture Must get a quote from BSI, but no longer have to write

specs to match what BSI offers For all other furniture, other state contracts are available

Office Supplies Use Shop@UW account to purchase from Staples

Questions?