Purchasing Training

1. Purchasing Training Purchasing Office – A Division of the Comptroller’s Office

2. September 11, 2012 Purchasing Office – Training Presentation 2 Purchasing Training Overview Overview of the Purchasing Environment at KU Deciding how to move forward with your Purchasing Decision Commodities or Services that require Special Approval When to use Competitive Bidding When to use Purchasing Contracts at KU Mandatory Contracts Preferred Contracts Optional Contracts When to use Non-Competitive Awards (Bids) Purchasing Request Criteria of Non-Competitive Awards Contacts in the Purchasing Services office

3. September 11, 2012 Purchasing Office – Training Presentation 3 Purchasing Environment at KU The Old Days of Purchasing at KU Review of bill 52, now KSA 76-769 Goals and Objectives of Purchasing Practices at KU Empower departments with purchasing authority, responsibilities & flexibility Achieve economies, efficiencies & cost savings Maintain the highest possible integrity, broad, and fair and equal treatment of the business community Results vs. Process Oriented Greater flexibility selecting vendors Use better purchasing tools - KUPPS Use State contracts that are optional or preferred only when beneficial to KU

4. September 11, 2012 Purchasing Office – Training Presentation 4 Deciding How To Move Ahead – Key Questions Ask Yourself the following: Does the purchase item require Special Approval? Is there a Mandatory Contract for the item? Are the terms of the vendor contract acceptable? Will the total cost of the purchase exceed $5000?

5. September 11, 2012 Purchasing Office – Training Presentation 5 Items that must be approved before purchase includes: Leases (equipment, office space, storage space, etc…) Insurance (all types) Items Purchased for retail sale by Departments(Requires approval from the Vice Provost of Finance) Picture/Poster Frames Appliances (i.e., lamps; fans & space heaters; humidifiers / dehumidifies; refrigerators; microwaves; or freezers) Promotional items (I.e., novelty or gift-type items / souvenirs) Clothing Items Food Official Hospitality Paper Shredders Special Approval

6. September 11, 2012 Purchasing Office – Training Presentation 6 Competitive Bidding Competitive bids are required when: A commodity or service is estimated to cost over $5,000 It is not available from a mandatory use contract; and When a department does not wish to use one of the available preferred or optional use contracts or pricing agreements.

7. September 11, 2012 Purchasing Office – Training Presentation 7 Mandatory Contracts Some commodities and services are designated as mandatory purchase. KU is contractually obligated to purchase items on this list from designated vendors, even if the purchase is under $5000.  Reviewing Contract Optional Contracts Total Cost of Ownership analysis Ordering from Contract Vendors Consortiums Purchasing Contracts

8. September 11, 2012 Purchasing Office – Training Presentation 8 Non-Competitive Awards Criteria for non-competitive awards: Consortium Emergency Inter-Agency Off-Contract Off-Contract – Blanket Sole Source Sole Source - Blanket Sole Source - Professional Services Special Special – Blanket State Use Vendor Waiver Used Equipment

9. September 11, 2012 Purchasing Office – Training Presentation 9 Contact In the Purchasing Services Office Barry Swanson, Director of Purchasing & Strategic Sourcingbswanson@ku.edu(785) 864-5978 Sherry Draper, Buyersldraper@ku.edu (785) 864-5976 Julie Bellucci, Buyerjbellucci@ku.edu (785) 864-3063 Carla Swoyer, Buyercswoyer@ku.edu(785) 864-5972

10. Purchasing Training - Conclusion Thank You for Attending