Purchasing & Contract Management

1. Enterprise Supply ChainPurchasing & Contract Management Office Business Manager andStaff Training

2. Purchasing & Contract Management Our Mission Statement: • To provide leadership and excellence in the purchase of supplies, equipment, and services at the lowest total life-cycle-cost to the institution. • We are dedicated to delivering quality value-added service to the university by developing an understanding of your needs, by forming business partnerships with you and the vendor community, by placing orders in the most efficient and quickest means possible, and by monitoring delivery schedules on behalf of our internal customers.

3. Purchasing & Contract Management How do we do this? • By being available to assist faculty, researchers, and staff with purchasing requirements, purchasing system support, supplier sourcing, negotiations, and relationship management issues. • While obligated to work within applicable state purchasing laws and the Board of Regents policies and procedures, we remain flexible and innovative in our approach.

4. Overview • Each state entity is required to have an Agency Procurement Officer (APO) or in our case a College / University Procurement Officer (CUPO) • We follow the rules and regulations promulgated per: • O.C.G.A. Section 50-5-50 through Section 50-5-81 • Georgia Procurement Manual (GPR) • Applicable Federal regulations to any specific purchase

5. Overview (cont’d) • Competitive bid threshold. - $25,000 for regular items / services - $100,000 for public works projects • When not from a mandatory contract, end-users should acquire quotes from three different vendors for purchases below $25,000. Shopping around keeps vendors honest ! • Remember to maintain a consistent and fair policy toward all vendors, including small & minority businesses.

6. Order of Precedence • According to the GPM, the College / University Procurement Officer should adhere to the following order of precedence for purchasing goods and services: • Mandatory Statewide Contracts • University Contracts • Georgia Correctional Industries (GCI) or Georgia Enterprises Products and Services (GEPS) • Convenience Statewide Contracts • Open Market Purchases – RFQ or RFP >$25,000

7. End User's Role • Plan ahead and involve Purchasing early in the process. Feel free to call us to determine if a statewide or agency agreement is in place or if a competitive solicitation is necessary. • Submit preliminary requirements or specifications to the Buyer or Contract Specialist as early as possible before the good or service is needed. • Assist with managing the contract and evaluating vendor performance

8. The How To Purchase matrix indicates which purchasing method is best for either a P-Card, requisition (PO), or check request or IDR.

9. Service Contracts For Service Contracts (Individuals and Consultants) we require the following: • Services Agreement Request – basic info needed for a contract and approvals of department, department head, etc. and assists with determining if service provider was a former employee or TRS recipient. • Business Associate Agreement – when HIPAA information could be accessible • Checklist for Services - helps us identify payment terms and miscellaneous expenses such as meals and travel. • Independent Contractor Checklist – helps us determine if contractor is or is not an “independent contractor” or “employee” for tax purposes. • Agreement with Foreign Individuals or Firms must also include vetting process, which is administered by the Accounts Payable Department, to determine if a treaty exists between the United States and the Foreign Country.

10. Ongoing Projects …… • Combining contracts across both campuses to achieve savings – copiers, lab supplies, uniforms, etc. Waste Management services is the next one we will strive for. The Fisher lab supplies contract has achieved a savings of $190,000 annually versus standard State pricing. • Pursuing Green Initiatives – recycling toner, purchasing recycled paper products, identifying ways for end-users to recycle waste, etc. Office paper is our latest initiative. • Implementing Print Management – only printing when necessary on the most appropriate device: * Small print jobs (a few pages) go to a desktop printer, if there is one (2 to 15 cents per page) * Medium jobs (10-200 pages) go to a copier (1.5 cents per page) * Largest jobs (200 and up) go to the Copy Center (Steve Nunn). (Only .004 cents per page) • Implementing the Cisco VOIP Telephone System – Newer technology that utilizes our computer network to reduce the number of hardwired telephone lines. Savings will average $500,000 a year once fully installed.

11. Changes & Reminders: • Receiving: Central receiving consolidated at the main downtown location beginning July 1st. In PeopleSoft – this Ship to is called RECEIVING – MAIN DOCK, DOWNTOWN 1120 15th Street, BL1001 Augusta, GA 30912 Office Max, Staples, & Fisher orders bought through Health eShop should be desktop delivered to your location. Hazardous chemicals, radioactives, PCs, should be delivered to RECEIVING. When desktop delivered items arrive, they should be received by the requisitioner in eProcurement. • E-Verify: A Federal Government online registration system used by employers to verify a person’s eligibility to work lawfully in the U.S. The goal of the new law is to reduce illegal immigrant employment in Georgia. Purchasing is responsible for verifying service providers meet the provisions of the new law.  Thus, any services valued at $2,500 or greater must be entered via a requisition in eProcurement and can no longer go on a P-Card. Certain specific licensed professions are exempt: Engineers, Architects, etc. More information can be found on the Purchasing webpage under E-Verify.

12. Changes & Reminders: • Direct delivery of heavy items (150 lbs. or greater), or palletized items, by vendor to end-user is now required. This bypasses our Receiving dock and prevents shipment delays. Note: If building does not have a dock, then the truck must utilize a lift. These shipments, including equipment type orders, must be scheduled and coordinated. Receiving crew can meet vendor at your site when item arrives if needed. Quote should include cost of “inside delivery” and “installation”. • Air Gas: Billing issues continue for the costs associated with the daily rental fee. When gas is ordered, please remember to include the end-users account # and location (Building and room #) • Chemical Category Codes: We were having issues with non-hazardous chemicals triggering a Receiving ship-to default in PeopleSoft, e.g. janitorial supplies or hand sanitizer. EHOS has worked with us to reduce the number of category codes for chemicals requiring delivery to Receiving from 281 to only 88 – including radioactives. This should increase desktop delivery orders and reduce delivery delays.

13. Changes & Reminders: • Medi-Trac: In the next few months we will begin using this Contract tracking tool already utilized by our Legal team. It allows electronic storage, routing, and prompting of renewals to end-users via e-mail. • Upcoming New Health eShop Vendors: - Qiagen - Abcam • Under consideration: Modifying PeopleSoft to grant the ability to cancel requisitions at end-user level. • Less use of P-Card and more use of Health eShop. Vendors pass on savings when we use Health eShop since they do not need to pay a fee to process the P-Card.

14. Your Professional Team Is In Place Certified professionals serving the GRU community to meet our mission of excellence in Education, Research, and Patient Care. Dr. Clay Trover, PhD, Director Enterprise Supply Chain Management - Strategic Direction & Savings Initiatives for Hospital and University Supply Chain - ctrover@gru.edu, 706-721-4854 Gregory S. Woodlief, Senior Manager – Purchasing & Contracts - RFP Review, Contract & Vendor Issues - PeopleSoft maintenance (requisition & PO cancelations) - gwoodlief@gru.edu,706-721-2213 Terri Gregory, Purchasing Supervisor - Oversees a team of Buyers and Contract Specialists - Primary Buyer for Graduate Studies, Advanced Contracts, RFPs, RFQs - tgregory@gru.edu, 706-721-4582

15. Your Professional Team Is In Place Amber Armour, P-Card Program Administrator - Works set up, card replacement, PC #s, etc. - aarmour@gru.edu, 706-721-9441 Regina White, Sourcing Specialist - Primary Buyer for College of Nursing & College of Allied Health - Health eShop Administrator - rwhite@gru.edu, 706-721-2986 Jacqueline Cooper, Contracting Specialist - Equipment maintenance contracts, software agreements, consignment contracts - Complicated RFQs and RFPs - Primary Buyer for College of Dental Medicine - jacjones@gru.edu, 706-721-9310

16. Your Professional Team Is In Place Karen Herrington, Buyer II - Primary Buyer for Support Services Departments, (IT, Facilities, Public Safety, etc.) - kherrington@gru.edu, 706-721-2035 Aleen Jones, Buyer II - Primary Buyer for College of Medicine - Research equipment and supplies - ajones@gru.edu, 706-721-2218 Sharlene Redd, Buyer II - Primary Buyer for Georgia Correctional Healthcare • shredd@gru.edu, 706-721-4555 Beverly “Sue” Ruvo, Buyer II - Primary Buyer for Georgia Correctional Healthcare - bruvo@gru.edu, 706-721-2708

17. Your Professional Team Is In Place Veronica Henderson, Office Specialist - Department Support - Assisting with College of Arts, Humanities, and Social Sciences, College of Business, College of Education, College of Science & Mathematics - vhenderson@gru.edu, 706-721-2216 Vacant, Buyer I - Primary Buyer for College of Arts, Humanities, and Social Sciences, College of Business, College of Education, College of Science & Mathematics. Backup to College of Medicine. - 706-721-6122 Vacant, Senior Contracting Specialist - Responsible for Miscellaneous Service Agreements, Consultant Agreements, Professional Service Agreements, Construction Contracts, Lease Agreements, and Advanced RFPs - Primary Buyer for College of Graduate Studies

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