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Update on Purchasing Issues

Update on Purchasing Issues. Bloomington CATS 9/22/2004 Jennifer Foutty, Purchasing Contract Mgr. Agenda. The Competitive Process Revenue Producing Activities Contract PO’s Upcoming: Temporary Services Herald-Times. The Competitive Process.

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Update on Purchasing Issues

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  1. Update on Purchasing Issues Bloomington CATS 9/22/2004 Jennifer Foutty, Purchasing Contract Mgr

  2. Agenda • The Competitive Process • Revenue Producing Activities • Contract PO’s • Upcoming: • Temporary Services • Herald-Times

  3. The Competitive Process • Required for any purchase over $5,000 if there isn’t a contract already in place • May be required for some purchases over $2,500 (hospitality and promotional items) • Quotes from departments are NOT acceptable; the request MUST come from Purchasing

  4. The Competitive Process • Why? • To ensure that IU gets a fair price, through competition • To ensure we give vendors a “fair chance” to work with IU • To provide MBE/WBE vendors opportunities • How? • Submit a Purchase Requisition to begin the quote process OR • Call the Purchasing Contract Manager who is responsible for that commodity

  5. The Competitive Process • RFI • Used if we need more information before we can ask for a quote • Cannot result in a Purchase Order or contract • RFP • Used when we need qualitative information as well as a price • May result in a Purchase Order or contract • RFQ • Used when we know the “part” or “product” and can ask for a price • Usually results in a Purchase Order

  6. Revenue Producing Activities • Any activity that will produce income through the sale of products or services (does not include sponsored programs) • Policy I-450 – Rationale is to manage risk and ensure no conflict of interest • Requires approval through Campus Budget Office • For further details, see: www.indiana.edu/~vpcfo/policies/accounting/i-450.html

  7. Contract PO’s • Set up by Purchasing with special pricing • This is how we really save $$ for the institution • Allows departments to spend up to a certain threshold without Purchasing approval • Basically, it increases the “APO” threshold for that purchase • You can be assured you are getting the BEST pricing and the BEST service

  8. Contract PO’s • How to make purchases using existing contracts: • Find out about the contracts we currently have on the Purchasing Web page • www.indiana.edu/~purchase • Then select “contracts” • Use TOPS Web for those in the “B2B” environment • OR • In IUIS TOPS, use contract ID on 052 screen, or type ? to get a list

  9. Upcoming – Temporary Services • New way of contracting with Preferred Providers • Committee on campus worked with Purchasing to issue RFP and select vendors • Soon, information will be on web, and departments can request through TOPS Web • BETTER pricing, MORE efficient!

  10. Upcoming – Temporary Services • First choose the appropriate vendor from the list of preferred providers. This information will be on the contracts page, in some format such as this: • Link to prototype here • Then go to TOPS Web and place the order • Implementation date to be announced soon

  11. Upcoming – Herald Times • Campus-wide agreement and pricing • New web interface to make requests, (optional) • Purchase Requisition still required to authorize the Purchase • http://www.indiana.edu/~purchase/advertising/ht-ads.shtml

  12. Q&A Jennifer Foutty Purchasing Contract Mgr jfoutty@indiana.edu 855.5037

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