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Contracts & Procurement

Contracts & Procurement. Open Forum November 28, 2007. What You Need to Know About Purchasing. Purchasing Procedures Related to Accessibility Small/Micro Business and DVBE Purchasing Requirements Charter Bus Services Process Changes Updated Hospitality Policy Exploring Our Website.

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Contracts & Procurement

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  1. Contracts & Procurement Open Forum November 28, 2007

  2. What You Need to Know About Purchasing • Purchasing Procedures Related to Accessibility • Small/Micro Business and DVBE Purchasing Requirements • Charter Bus Services Process Changes • Updated Hospitality Policy • Exploring Our Website

  3. Don’t Get Discouraged

  4. Purchasing Procedures related to Accessibility • What does the law pertaining to Accessibility mean ? • Cal Poly Timeline for Accessibility Compliance. • Roles and responsibilities for E&IT (Electronic and Information Technology) purchasing requirements. • Software Decision Making Process for Requestors.

  5. What does the law pertaining to Accessibility mean? • 1998, Section 508 of Rehabilitation Act, amended to - Provide access to and use of information technology and data to individuals with disabilities. • In 2002, Section 508 was adopted by the California State Legislature. • In 2005, the California State University system issued Executive Order 926, creating policy to enforce the law.

  6. Cal Poly Timeline for Accessibility Compliance

  7. Identifying the E&IT Roles and Responsibilities for Purchasing Requirement • Roles and responsibilities of: • Requester • Accessibility Compliance Officer Compliance Officer: Mary Shaffer, mshaffer@calpoly.edu, ext. 65538 • Buyer • College/Department LAN Coordinators and ITS Technical Staff.

  8. Software Decision Making Process for Requesters • Process for Software Acquisitions with a cost under the current Low Value Purchase of $3,500. • Process for annual renewal for software support acquisitions. • Process for all other software acquisitions.

  9. Cal Poly ITS Accessibility and Policy Websites, and CSU Accessibility Website • http://www.accessibility.calpoly.edu/policies.html • http://www.accessibility.calpoly.edu/purchase/index.html • http://www.accessibility.calpoly.edu/web/index.html • http://security.calpoly.edu/policies/sw_dec_process.html • http://www.accessibility.calpoly.edu/instmaterials/index.html • http://www.calstate.edu/Accessibility/EIT_Procurement/VPAT_Guide.html • http://www.calstate.edu/Accessibility/EIT_Procurement/

  10. Small / Micro Business & DVBE • California requires agencies to purchase from Small, Micro and Disabled Veteran Business Enterprise (DVBE). • Statewide Goals are: • Small & Micro Business = 25% • DVBE = 3%

  11. Small / Micro Business & DVBE • State has incentive programs to increase participation by Small, Micro & DVBE • Small & Micro Business preference of 5% • DVBE incentives from 3% to 15% • This means the state is willing to pay MORE for the products and services provided by Small, Micro, and DVBE suppliers!

  12. Small / Micro Business & DVBE • Cal Poly’s Small & Micro Percentages • 2006-07 3.2% (target min. = 25%) • 2005-06 6.8% • Cal Poly’s DVBE Percentages • 2006-07 1.5% (target min. = 3%) • 2005-06 1.6%

  13. Small / Micro Business & DVBE • How to find Certified Small, Micro and DVBE businesses. • Search for them at: • http://www.pd.dgs.ca.gov/smbus/default.htm • Contact C&PS and we will assist you. • How do we improve? • With your help we use them more • Convert un-certified suppliers to certified

  14. Charter Bus Service Process Changes • Purpose • Provide process compliant with the State of California and CSU procurement practices • Contact Leah Kirklin at ext. 65455 If unavailable, contact C&PS at ext. 62232

  15. EffectiveOctober 8, 2007 • ALL charter bus services for a university purpose to be handled by Contracts and Procurement Services (C&PS).Go to: http://www.afd.calpoly.edu/purchasing/CampusContracts.htm • Regardless of value, C&PS shall be the sole handler of requests, quotes, and awarded orders.

  16. Contact Procedures • Direct all bus requests to Leah Kirklin E-mail: lkirklin@calpoly.edu Phone ext: 65455 • Department staff should not contact the bus companies directly for quotes. • Bus companies have been instructed not to quote directly to staff any longer.

  17. University Process Guidelines Guidelines for Bus Requests posted on C&PS website http://afd.calpoly.edu/purchasing

  18. Guidelines – cont. • Fill out form and email to lkirklin@calpoly.edu or fax to ext. 66500 • Quote requests should be initiated as early as possible with C&PS. • Please allow around two (2) weeks to process requests, though planning more than 30 days in advanced is advised. • Charters cancelled within 30 days of the trip result in a termination liability charge of 30%.

  19. Confirmations & Processing • Trip confirmation will be provided to the department for your records. • If changes to a scheduled itinerary are required, they are to be coordinated with Leah Kirklin. • Department is responsible for comparing invoices vs. quotes for accuracy/discrepancies. • Requesting department staff must send invoice to Accounts Payable office for payment. • Include full account number/chart field string and approving signature on invoice.

  20. Unaffected Policies • Procedure for using Cal Poly Transportation Services 24 and 42 passenger buses for campus use. • For more information, visit the Facilities Services webpage at: http://www.facilities.calpoly.edu/services/transportation.htm …or call Skip Montgomery or Laura McCarren at ext. 66022 or 65212

  21. Updated Hospitality Policy New policy issued as of: 9/28/07 Revised due to: • CSU Executive Order 1000 • New funding authority granted to the CSU • Clarity & Ease of use

  22. Updated Hospitality Policy • Highlights • E.O. 1000 clarifies uses of CSU Operating Fund • Summary Chart updated for CSU Operating Fund versus all other CSU funds and Capital & SRB • Required Approvals has been updated to note • Purchasing methods used must allow it • Specific restrictions and limitations apply • Advanced approvals required

  23. Updated Hospitality Policy • Policy includes: • Examples of what you can and can’t do • Advanced approval requirements • Definition of terms • Official Guest versus Official Host • Work Location • Promotional Materials • Meeting • Gift versus Award

  24. Updated Hospitality Policy

  25. Contract & Procurement Website Overview • Do you ever wonder where to find the right forms online? • Do you want to get more information on Policies and Procedures? Then listen to this quick overview about what we offer on our website.

  26. AFD Finance Customer Connection Website • AFD Finance Customer connection was created to help you find the tools you need in less than two clicks. http://www.afd.calpoly.edu/customer_connection/ • Contracts and Procurement Services website can be found at: http://www.afd.calpoly.edu/purchasing/

  27. Thank You! Please do not hesitate to contact our office if you have any questions or concerns!

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