an overview purchasing rules regulations

1. An OverviewPurchasing Rules & Regulations Presented by Purchasing Management Staff

3. Purpose Provide UTSA Department Buyers an overview of the UTSA Purchasing Process and Basic Procurement Information

4. Mission Statement

6. Procurement Cards

7. Procard Innovative program that allows direct purchase of goods and services up to $5,000.00 (total) using a Procurement Card Purchase non restricted purchases directly from the vendor without a purchase order Attend training prior to receiving a Procard Procard Guidelines http://www.utsa.edu/pds/procard/ Mission Statement Our mission is to monitor and assess the UTSA employee purchasing practices for compliance with those guidelines, policies, and laws governing Procard use. Additionally, we will encourage employees to embrace compliant practices that facilitate expansion of the Procard as a means of enhancing flexibility and reducing costs. The Procard Program is designed to allow you, the Cardholder, to handle authorized purchases up to $2,500.00 including freight without delays or paperwork that can accompany larger transactions. These Cardholder Guidelines were developed to assist you in better understanding the program.For every purchase that is made using the Procard, the processing time and effort put forth to pay for that order individually is reduced. As participants in this Procard Program, you are part of an ongoing effort to meet the goals of reduced administrative costs for the purchasing of commodities, increased customer service, and establishing appropriate oversight for differing types of purchasing. You can help the University achieve the goals by using the Procard in accordance with the Guidelines, and by encouraging participation in the Program, among both employees and Vendors. Mission Statement Our mission is to monitor and assess the UTSA employee purchasing practices for compliance with those guidelines, policies, and laws governing Procard use. Additionally, we will encourage employees to embrace compliant practices that facilitate expansion of the Procard as a means of enhancing flexibility and reducing costs. The Procard Program is designed to allow you, the Cardholder, to handle authorized purchases up to $2,500.00 including freight without delays or paperwork that can accompany larger transactions. These Cardholder Guidelines were developed to assist you in better understanding the program.

8. Procard Department places order Contacts vendor Provides billing instructions Provides shipping instructions Central Receiving receives order Checks for accuracy of order Checks for condition of order Delivers to appropriate department Department receives order Verifies accuracy of receipt Determines sales tax not charged Maintain appropriate documents

9. Historically Underutilized Business (HUB) Program

10. Why are HUBs Important to UTSA? A HUB is any business certified by the State of Texas which has 51% ownership by either a minority or woman. As a state university, we are required to make a good faith effort to utilize minority businesses for our procurement opportunities. We must report our HUB performance to our governing bodies. As a minority serving university, we demonstrate our believe in the program with participation and support the local economy with our efforts.

11. HUB Resources

12. Purchasing

13. Glossary of Terms

14. Glossary of Terms

15. Ethics Ethics is a set of moral principles or values governing an individual or group. As a public purchaser, most everything you do is subject to open records and public scrutiny; therefore, it is imperative to maintain the highest ethical standards. It is your responsibility to: Serve the best interests of UTSA and taxpayers in the State of Texas Avoid acts which are improper or give the appearance of impropriety Know and uphold the laws and statutes governing State purchasing

16. Conflict of Interest �A conflict between the private interests and the official responsibilities of a person in a position of trust� ***************************************** Legislative (Gov�t Code, 2262.004) requires all state agency personnel working on a contract to disclose, in writing, to the administrative head of the state agency any relationship the purchasing personnel has with an employee, a partner, a major stockholder, or other owner of the business before a contract is awarded.

17. Bid RequirementsAuthorization Levels

18. Types of Purchase Orders

19. Procurement Methods Competitive Bid Best Value Request for Proposal Cooperative Contract Sole Source Emergency Purchase

20. Competitive Bid Lower Pricing Quicker Turn Around More Competition Set Specifications Limited Ability to Negotiate

21. Best Value Procurement HB 1545 requires Universities to select the procurement method that will ensure Best Value will be obtained for the University. Best value means the optimum combination of economy and quality to achieve the objectives of the end user and the University. Uses evaluation criteria other than price to determine Best Value.

22. Request for Proposal Generally used for purchases of highly technical supplies and services when subjective criteria may be needed to evaluate and select the vendor(s). The RFP process is much more complex than the bidding process and may require evaluation teams, matrixes, vendor presentations, negotiations, and contracting.�

23. Sole Source DEFINITION: A �Sole Source� is a UNIQUE or PROPRIETARY good or service available from only one source.

24. Sole Source JUSTIFICATION - Should include the following: Source of good or service. Description of project where good or service will be used. Identification of the proprietary or unique feature. Justification by user why the proprietary feature or service is required. A letter from the Manufacturer or Service Provider supporting identification of unique or proprietary statement. Other information which may be used to support the justication in the event of an adit or protest. Prior to committing a Purchase Order for the product or service, the justification must be reviewed and approved by the Purchasing Department.

25. Cooperative Contract State Contracts DIR � Department of Information Resources TXMAS � Texas Multiple Award Schedule Term Contracts TBPC (Texas Building Procurement Commission) is now the TPASS (Texas Procurement and Support Services) US Communities Buyboard E&I

26. Emergency Purchases A purchase of goods or services so badly needed that the University will suffer financial or operational damage unless they are secured immediately Competition may not be precluded but normal purchasing procedures are not followed Requires written justification approved by Purchasing from the Signature Authority.

27. Contracts and Procedures OGC (Office of General Counsel) provides sample contracts Never sign contracts or agreements. Only the President can delegate authority to sign contracts. Submit purchasing related contracts to the Purchasing Department Contracts typically involve a lengthy process Contract Manager is Robert Dickens ext. 4067

28. Receipt of Services & Materials

29. Receipt of Services & Materials The Receiving Warehouse must be notified within 3 days whenever goods or services are received at any other location, including partial shipments. Have Vendor deliver large shipments to your department 18 wheelers are not allowed to deliver within the service tunnels.

30. Construction, Renovations & Facilities Contracts Any proposed renovations are to be routed through UTSA Facilities Service via a work order Facilities Services will determine the best way to complete these renovations

31. Point Plus Web-based method of creating purchase requests. Track orders by utilizing UT Direct with your EID Track POs from start to finish. Find information about commodities and vendors who sell what you need. View information about delivery of items. Monthly training available.

32. Things to Remember No unauthorized purchases (after the fact orders). Don�t split orders with intent to circumvent competitive bidding. Orders for printing using state funds (14 accounts) require competitive bidding by the Purchasing Department. No food, drink, entertainment or flower arrangements on state funds. Membership dues require approval from VPBA. Orders using federal grant funds must be reviewed by Grants & Contracts. Live animals require approval from the Animal Lab. Vehicle Purchases require approval by Fleet Manager. Advertisements for Faculty/Staff positions require HR approval.

33. Resources and Helpful Information

34. Purchasing Websitewww.utsa.edu/purchasing Faculty/Staff Information Faculty Staff Handbook Procurement Card Guide Point Plus access Downloadable Forms Useful Links FAQ � Frequently Asked Questions

35. Purchasing & Distribution Services Thank You!!! Please contact your department�s assigned buyer with any procurement questions.