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Contract & Procurement Services Open Forum

Contract & Procurement Services Open Forum. March 27, 2007. Agenda. Introductions Year end update Special Event Insurance Campus Copier Program update ADA Compliance Overview. Introductions. New buyers Georgia Wells, 6-2820 Leah Kirklin, TBD New admin - Tessa Pinkin, 6-2232.

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Contract & Procurement Services Open Forum

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  1. Contract & Procurement ServicesOpen Forum March 27, 2007

  2. Agenda • Introductions • Year end update • Special Event Insurance • Campus Copier Program update • ADA Compliance Overview

  3. Introductions • New buyers • Georgia Wells, 6-2820 • Leah Kirklin, TBD • New admin - Tessa Pinkin, 6-2232

  4. Year end update • Fund (CSU Operating Fund) SL001 • Yearend cutoff dates consolidated • Yearend cutoff dates more flexible

  5. Yearend Cutoff Dates for Purchasing • Vehicle Purchase - Friday, April 13, 2007 • $50,000 and Over – Friday, April 20, 2007 • $3,501 to $49,999 – Friday, May 11, 2007 • $3,500 or Less - Friday, June 8, 2007 • Change Orders - Friday, June 8, 2007

  6. Other Related Yearend Cutoff Dates for Purchasing • Cal Poly Corp Charges – Friday, May 22, 2007 • P-Card Transactions – Friday, June 22, 2007 • Campus Contracts - Friday, June 22, 2007 • Annual Agreements - Friday, June 29, 2007

  7. Special Event Insurance • Cal Poly’s insurance underwriter has relaxed our insurance requirements; • For events involving alcohol, we no longer need additional special event insurance: provided the facility (hotel, winery, hall, etc) or caterer supplying and serving the alcohol has a liquor license and is insured. • However, if we (Cal Poly staff, students), are supplying and serving the alcohol, then we must request special event insurance from Risk Management.

  8. Special Event Planning • Things to remember - Send contracts/agreements to Purchasing for review - Do Not Sign contracts - Let us know all aspects of the event: - participants - funding - other services - alcohol involved - We’re here to help

  9. Campus Copier Program Update • Year long process resulting in RFI and RFP • 6 manufacturers/service providers made live presentations: - Coastal Copy/Kyocera - IKON - Future Business Systems/Xerox - Ultrex/Konica Minolta - Advanced Office Automation/Sharp - More Office Solutions/Canon • RFP will focus on service commitment • New program will offer new technologies, broader user flexibilities, and a more cost effective solution

  10. ADA Compliance Overview • Federal Rehabilitation Act, Section 508 & California Gov Code 11135 & CSU Executive Order 926 • Ensures the accessibility of information technology in full compliance with all the applicable laws • A long term (5 year) process to implement collaborative determination amongst faculty, disability resources, bookstores, academic and student services, ITS, Purchasing and students with disabilities • Phased plan - Web accessibility: June’07 thru May’09 (May’12) - Instructional mat’ls: June ’07 thru Sept’08 (May’12) - E&IT procurement: Jun’07 thru Sept’10

  11. ADA Compliance Overview • This is a process of Compliance Determination • It will be the responsibility of the user, via the ITS process and DACC, to pre-determine the compliance of their requirements • The Procurement role will be one of functional support, applying the appropriate procurement process, once Compliance Determination has been completed

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