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Purchasing Overview and Creation of Purchase Requests www.utsa.edu/purchasing. TX Class: DE 678. Purchasing and Distribution Services Department. Purchasing Buyers Paul Duke, ext. 4064 Julie Gohlke, ext. 5076 Amanda Alvarado, ext. 4598 Patty Burrier, ext. 4062
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Purchasing Overview and Creation of Purchase Requests www.utsa.edu/purchasing TX Class: DE 678
Purchasing and Distribution Services Department • Purchasing Buyers • Paul Duke, ext. 4064 • Julie Gohlke, ext. 5076 • Amanda Alvarado, ext. 4598 • Patty Burrier, ext. 4062 • Sandra Calderon, ext. 8680 • Mariano Alaniz, ext. 5077 • Director • Robert Dickens • Assistant Director of Purchasing • Lane Brinson • Contracts • Richard Wollney, ext. 4069 • Peggy Metzger, ext. 4899 • Purchasing Business Analyst • Yvette Medina, ext. 4974
Purchasing and Distribution Services Department Purchasing HUB Central Receiving Mail Services DT & ITC Mail Services 1604 Contracts Organizational Chart
COURSE OBJECTIVES • PURCHASING OVERVIEW • COMPLIANCE • HUB REQUIREMENTS • ETHICS • SPENDING THRESHOLDS FOR BIDS • PROCUREMENT METHODS • UTSA SUPPLIER MALL • TYPES OF PURCHASING REQUESTS • PROCUREMENT IN POINT PLUS • LEARN DIFFERENT TYPES OF PURCHASING DOCUMENTS • LEARN TO CREATE A PURCHASING DOCUMENT
Compliance (State and UTSA Purchasing) • Section 51.9335, Education Code definition of “Best Value“ • The Board of Regents' Rules and Regulations • UTSA's HUB (Historically Underutilized Businesses) policies • To Standards of Ethical Conduct • All Applicable Laws, Rules, and Regulations
Historically Underutilized Business (HUB) Program • What is the purpose of the HUB Program? • What classifies a HUB? • Why are HUB’s Important to UTSA? • HUB Program Events • Quarterly Newsletter • HUB Awards Ceremony (November) • Vendor Fair (March/April)
Historically Underutilized Business (HUB) UTSA HUB Program Contact: Irene Maldonado, HUB Program Manager Phone: 458-4068 Website: www.utsa.edu/hub HUB Training: AM 554 “Purchasing from HUB Vendors”
ETHICS • Ethics of self and university • Ethics with vendors • Further information of U.T. System Ethics Policies and Guidelines is available on UT systems web site.
Mini Quiz • UTSA employees should avoid acts that are _______ or give the ______ of impropriety. • A. improper, appearance • B. good, idea • For orders over $5,000.00, how many HUBs should be given an opportunity to bid? • A. 2 • B. 3 • Name an objective of this course. • Name a Buyer in the Purchasing office.
PROCUREMENT METHODS • Best Value • Competitive Bid • Request for Proposal (RFP) • Group Purchases • Sole Source • Emergency Purchase • Exempt Purchases
BEST VALUE PROCUREMENT • Best value - optimum combination of economy and quality through specifications of its end user and the University. • House Bill 1545 • The university uses an evaluation criteria other than price alone to determine Best Value.
COMPETITIVE BIDDING • What is competitive bidding? • Why compete goods and services? • Restrictions to Competitive Bidding: • Set Specifications • Limited Ability to Negotiate
REQUEST FOR PROPOSAL (RFP) • What is a RFP? • When do I need a RFP? • What is the process of a RFP procurement?
GROUP PURCHASES • What is a group purchase? • Types of Group Purchases • Group Cooperatives • State Contracts • Link to Group Purchasing Organizations • www.utsa.edu/purchasing/suppmall/index.cfm
Mini Quiz • What is a benefit of using a Group Purchasing Cooperative? • A. Deeper Discount • B. No bidding required • C. All of the above • What is the definition of Best Value? • Name two Group Purchasing Organizations. • When is a RFP required?
SOLE SOURCE • A Sole Source is defined as having availability from ONLY one source. • Sole Source can only be used when: • Sole Manufacturer – NO distributors or retailers • Sole Brand – to avoid warranty issues
Emergency Purchases • Purchase of good(s) or service(s) so badly needed that UTSA will suffer financial or operational damage unless secured immediately • Require written justification approved by Purchasing with Signature Authority • The reason for the emergency • The financial or operational damage/risk possible to the University • Why standard procedures could not be used to obtain the products/services • The reason and process used for selecting the vendor
Exempt Purchases • Exemption is given to specific commodities and services • Exempt purchases do not require a competitive procurement process • Exempt purchases do not need a sole source justification • For a full listing of Exempt commodities and services, visit the Purchasing website.
Mini Quiz • What is a Sole Source? • What is the definition of an Emergency Purchase? • Name a purchasing method. • Which of the following is not an example of an Exempt Purchase? • A. Purchase of hotel rooms • B. Purchase of a microscope • C. all are exempt
UTSA Supplier Mall • Purchasing Resource • Contracts with volume discounted pricing • Efficient ordering method • Emphases on HUB presence • Purchases can be made by Purchase Order or Procard (as applicable).
What's in the UTSA Supplier Mall?? • Find contract information for Preferred Suppliers in the following commodities: • Office Supplies • Printer Purchases (HP, Dell, Lexmark) • Cylinder Gas • Moving/Relocation Services • Scientific Supplies • Temporary Labor Services • And more!! • Visit: www.utsa.edu/suppliermall for further information or contact your departmental buyer.
Additional Purchasing Information Contract • NEVER sign contracts or agreements • Only the President can delegate authority to sign contracts • OGC (Office of General Counsel) provides sample contracts • Departments should submit all purchasing contracts to the Purchasing Department Construction, Renovations & Facilities • Any proposed construction and/or renovations are to be routed through UTSA Facility Services via a work order • Facility Services will determine the best way to procure the renovations Information Technology • Any request for hardware or software should be coordinated through Information Technology. Visit the OIT website for Computer Standards.
Small Dollar – PURCHASE REQUEST • “Small Dollar” or Low Risk / Low Value • Department authorized and approved • Informal purchasing process • Requires quote(s) from vendor(s) • HUB participation is strongly encouraged • Utilization of Sustainability Vendors and Products • Orders under or equal to $5000 may be processed by the department and should not be sent to purchasing.
Small Dollar – EXCEPTIONS • Orders containing the following commodities should be submitted to purchasing and issued on a “High Dollar” purchase request:
High Dollar – PURCHASE REQUEST • Initiates the Purchasing Process • Representative of High Risk or High Value Purchases • Can range in cost from $0.01 to $??? • Routes to Purchasing
High Dollar – PURCHASE REQUEST Orders $5,000 - $25,000 • Purchasing involvement required • Requires solicitation of HUB vendors • Pricing obtained by informal procurement Orders over $25,000 • Purchasing involvement required • Requires solicitation of HUB vendors • Pricing obtained by formal procurement
Mini Quiz • What are the two types of Purchase Requests? • Name a type of “commodity” that should be submitted to Purchasing, regardless of the dollar value. • Who are the ONLY delegated authorized signers of university contracts? • In the UTSA Supplier Mall, which of the following are available contracts? • A. Printer Purchases • B. Office Supplier • C. Temporary Employment Services • D. All of the above
Change UT Component • First, click on the Tab: MY JOB • Note: You want to log onto UT Direct using your EID and password. The direct website link is: https://utdirect.utexas.edu/index.html
Select Point Plus • On the right side of your screen, select POINT Plus • Listed under Administrative Applications
Create New Requisition • To start your Purchase Request, click on: Create a New Requisition • Listed under the Navigation Menu, on the left side of your screen
Ensure correct fiscal year is selected • List all accounts and the estimated amounts to be used for this purchase • For this exercise, you will be using: Acct: 19-9999-9950 (seven 9’s) • Check Funds • Click on: Use these Accounts to verify funds availability
Select Purchase Order Type • Enter a Summary of the Order • Enter a Dept Requisition Number • Verify Deliver to Building and Room # • Remarks • All inside delivery and installation requirements must be listed on all purchase orders. • Example *********DELIVERY INSTRUCTIONS*********INSIDE DELIVERY & INSTALLATION TO UC 1.01.02, @ 458-4598. 18-WHEELER TYPE TRUCKS ARE PROHIBITED IN THE SERVICE TUNNELS. DELIVERY TRUCKS MUST BE OF THE BOBTAIL TYPE AND EQUIPPED WITH A LIFT GATE AND ALL NECESSARY UNLOADING AND DELIVERY EQUIPMENT • Click on:Save and Proceed
Item Detail: • First: Search for a Commodity • Enter in a Keyword in the search box • Click on: Go
Commodity Code Search Results • Find the appropriate description for your type of purchase • Click on: Class and Item number (Ex: 20460 – Monitors)
Once you have found your commodity code - • Fill in the following item details: • Enter in the Quantity • Unit of Measurement • Unit Price (PB0 Only) • Item Description • Click on: Save Item Information
Enter Item Detail • Continue to add all further items listed on your quote • Don’t group items as 1 line item unless items will be delivered as a package • At the last entered item, click on: Vendor on the menu bar
Enter Vendor Information • Select a vendor: • First, search for the appropriate vendor listed on your quote • Click on: Search for a Vendor
Enter the Vendor Name • Click on GO • Find the Vendor that corresponds to the address on your quote • Click on the UT EID of the vendor to add the vendor to your purchase order
Once you have selected your vendor, click on Update Selected Vendor • In the Vendor Award screen fill in: • Contact Name • Contact Date • Contact Phone Number • Estimated Delivery and Date • When you are done, click on Update Record
Add Shipping Charges Indicating shipping cost on the vendor screen, apply the cost to the total purchase Apply any Discounts given Indicating a discount on the vendor screen, apply the percentage or dollar amount to the total purchase
No Vendor Found • If you don’t find a vendor listed in the Point PLUS database: • Contact Disbursements – • Dorothy Cheatham (ext. 4836) • Fax: 4829 • A GGV will need to be created with a vendor W9 Note: You can not complete a PB0 without a vendor.
Once the Vendor is selected: • Click on: Order Summaryon the menu bar • In the Order Summary, • Note: your requisition has not yet become a Purchase Order
To receive your Purchase Order number, • In the Select an Action drop down box • Choose, VER - Verify • You will then receive your Purchase Order number • Next, in the Select an Action drop down Box • Choose, APP - Approve and Route forward • This will move your purchase order up your departmental approval chain.
Completing a Small Dollar request • Once you have received final approval from your Dept Head, you will need to Email/Fax/ or Telephone in your order to the vendor. • Access your Purchase Order through your YB2 box or by conducting a PO search through Point PLUS. • Send the vendor the copy of the Purchase Order titled: Vendor Copy • Keep the Department Copy of your Purchase Order for your files.
When selecting Purchase Order Type (Ref: Slide 33), • Click on Let purchasing Solicit Bids (PB4) • Creating a PB4 purchase request begins exactly like a PBO. See slides 29 – 36 of creating a PBO • Verify the correct Building and Room is designated for delivery. • Remarks, use this section to add comments about the purchase. This will print on the purchase order. • Comments to Buyers, use this section to leave a message for your buyer. This will not print on the purchase order • Click on Save & Proceed to Item Information • After you have entered in all items in the Item Detail (Ref: Slide 34-36), no further action is required.