Contracts & Procurement Open Forum

1. Contracts & Procurement Open Forum February 15, 2006 10 – 11:30 am UU - 220

2. Welcome! • Introduction of C&PS Staff • Topics to be covered: • Website Updates • New Campus Contracts • P-Card Updates • Copier Procurement • Office Max • Updates & Overview • Questions and Answers

3. Website Updates • Office Max • Account profile set-up • Updating your user profile • Retail Connect Card Application • Memos • Office Max delivery • Cartridge Recycle Program • Risk Evaluation Form • Campus Contracts

4. Campus Contracts • Campus Contracts are created for goods or services that are generally required by multiple departments. • Benefits: • Better discounts, due to higher volume • You can purchase on an “as needed” basis. • More timely • No requisition/purchase order is necessary

5. Campus Contracts • Placing an order against a Campus Contract: • Orders can be placed by phone/fax, electronically, or department pickup. • Department must identify the campus contract number (PO#), their department name and the ordering individual's name. • Payments by "direct pay" type of transactions. • Single transactions cannot be greater than $2,500 (exception: Fisher Scientific).

6. P-Card • New Contact: Val Maijala x62234; vmaijala@calpoly.edu • Qwest Conferencing Services • Directions located at:http://servicedesk.calpoly.edu then choosing Telephone Support --> Audio and Web conferencing • PaymentNet Features • Changing chartfields for individual purchases • Review charges as they post • Print out monthly statements (current or past)

7. Copier Procurement • Contact Sarah Worley in C&PS x6-5494 • Complete the Copier Request Form • Assess what your department needs • Decide on renting or purchasing • C&PS will request quotes from vendors • Promotes fair competition • Ensures a competitive price 4. C&PS Evaluates Quotes Received • Calculate total cost of operation:

8. Copier Procurement (Yearly rental x 5) + (annual service cost x 5) = rental TCO Purchase price + (annual service cost x 5) = purchase TCO

9. Copier Procurement • Insure all copiers are within specifications • Forward to department for final approval 5. Begin Purchasing Process • Enter requisition • Service Agreement executed between contractor & Cal Poly

10. Updates & Overview • Automobile Purchases • Processing Invoices/Payments • Contracts & Agreements for Events

11. Vehicle Purchases • New State law effective Jan 1, 2006 • All vehicle purchases must be pre-approved by DGS prior to Cal Poly issuing PO • Forms to be filled out and mailed to DGS • Review by DGS could take 2 - 4 weeks • Total process could take 6 - 8 weeks even before we go out for quote and issue a PO • Long term planning is a must • Year-end process will require users to submit their vehicle requirements to C&PS by April 14 to assure purchase in this FY

12. Processing Invoices/Payments • Departments are responsible for approving invoices/payments and sending them to AP in a timely fashion • Timely means 5 – 10 days max • Our relationship with our suppliers and contractors depends on us paying within 30 days after invoicing • We have had many instances recently of approvals being held up in departments • This results in an intervention on our part and an upset supplier/contractor.

13. Off-campus Events • Reminder/tip sheet • Off-campus facility use information • Complexity of funding • Oversight of student clubs

14. Office Max • Go Express Delivery Information • 2006 Catalog (J9CATALOG-06) • Personal Purchases • Ex POW

15. Questions?