PROCUREMENT USING SPONSORED PROGRAM FUNDS Marty Newman, Assistant Director 301.405.5834 menewmanumd

1. PROCUREMENT USING SPONSORED PROGRAM FUNDSMarty Newman, Assistant Director 301.405.5834 menewman@umd.edu

2. 2 We will cover ... Introduction - Who We Are Where to Find Purchasing Information Purchasing Ethics Purchasing Procedures & Lead Times Required Approvals Small Business Subcontracting Plans and Reports Physical Distribution

3. 3 Mission

4. Procurement and Supply

5. Supplies and Services

6. 6 Construction/Facilities Procurement

7. 7 Delegated Procurement

8. 8 Physical Distribution

9. 9 Where to Find Procurement Information Procurement & Supply Home Page http://www.purchase.umd.edu Procurement Web - PRO WEB http://www.ares.umd.edu/pro/home.html Purchasing Card Management System https://was-1.umd.edu/pcard/

10. 10 USM Procurement Policies & Procedures On the internet at http://www.purchase.umd.edu

11. 11 Code of Ethics Give Vendors Equal Consideration Do Not Auction Prices

12. 12 Code Of Ethics (Continued) Avoid Appearance of Conflict of Interest Do not place orders with relatives or firms with whom you have some ownership or relationship

13. 13 Procurement Rules Apply Regardless of Funding Source University Procurement Rules Apply to Grants and Contracts Delegated Purchasing Policy See the link on our web page

14. 14 Priority of Procurement Sources Share Equipment or Buy Used UM In-House Services Maryland Correctional Enterprises Blind Industries & Services of MD Maryland Sheltered Workshops Master Contracts Small & Minority Vendors

15. 15 Look for Existing or Used Equipment Before Buying OMB Circular A-110 �Screening� Requirement Can you Share Equipment? Can You Buy Surplus Equipment? UM Terrapin Trader MD State Agency for Surplus Property, Jessup (301) 596-1080http://www.dgs.state.md.us/surplus/ Federal Surplus

16. Procurement Authority Delegated to Departments

17. 17 Delegated Procurement Processes Up to $5,000-Non Competitive Purchasing Card (Primary Tool) SM Delegated Small Order Can be Non-Competitive No Dollar Limit Master Contract Release Terrapin Trader Surplus Property General Stores

18. 18 Procurement and Supply Has responsibility for obligating funds for procurements and signing contracts Responsibilities include Seeking Maximum Practical Competition Making Formal Determinations Issuing Purchase Orders & Contracts Establishing Master Contracts

19. 19 Requisition Needs: Complete information who, what, where, when, why Sufficient time for process Give a realistic date for delivery - not ASAP

20. 20 Less than $100,000 Request For Quotations Less formal than Bidding or RFP Lead time 14 days

21. 21 Over $100,000 Formal Procurement Request For Proposals (RFP) Invitation For Bids (IFB) Sole Source Lead time at least two months A Milestone Plan will be created for each transaction

22. 22 Milestones in the RFP Process PI Develops Scope of Work Procurement Develops Source Selection Plan Joint Development of RFP Document Release of RFP to Vendors & Published in E Maryland Marketplace Determinations

23. 23 RFP Process Cont. Pre-proposal conference Evaluation of Technical and Financial Proposals from multiple vendors Award of RFP USM, BOR, BPW Approvals if necessary Execution of Contract

24. 24 Sole Source Compatibility Only one source Testing or trial use User must complete and sign Sole Source Justification http://www.purchase.umd.edu/general/forms/sole.htm Sole Source Determination must be signed by Vice President of Administrative Affairs (once $100k)

25. 25 Spending Grant Funds OMB Circular A110 Subpart C Written Procurement Procedures

26. 26 A110 C.43 Competition Preferred Maximum extent practical Specification developer excluded Award to most advantageous and responsible offer Price, quality, other written factors

27. 27 A110 C.44 Written Procurement Procedures Avoid buying unnecessary items Analyze lease vs. buy Standards for competition

28. 28 C.44a Solicitation Standards Clear description, no restrictive specifications Vendor requirements, evaluation factors Functional or performance specifications Range or minimum

29. 29 C.44a Solicitation Standards Specify salient characteristics of the item if using Brand Name or Equal Preferences Metric Measurement Environmentally friendly Energy efficient Recycled

30. 30 C.44b Maximize Efforts to Utilize: Small Businesses Disadvantaged Firms Women owned Business Enterprises HUB-Zone firms HBCU and MI Veteran owned firms

31. 31 Small and Disadvantaged Business Resources Dynamic Small Business Search located at http://dsbs.sba.gov/dsbs/dsp_dsbs.cfm Small Business Enterprise Vendors Recently Used (Updated Monthly) located on Procurement & Supply website From the Procurement & Supply website

32. 32 From the Procurement & Supply website: Minority Business Enterprise Opportunities for Subcontracting (MS Excel file) Minority Colleges & Universities MBE Vendors Recently Used (Updated Monthly)

33. 33 Victoria M. Leatherwood Administrator Small & Minority Business Programs� (301) 405-5850 vleather@umd.edu

34. 34 C.45 Price Analysis Primary price analysis is comparison of response to IFB, RFQ or RFP Document Reasonableness Discounts Trade-in, rebate

35. 35 C.46 Records and Documentation Basis of contractor selection Cost/Price Reasonableness Contractor Responsibility Representations and Certifications

36. 36 A110 C.47 Contract Administration Evaluate and document performance Good and bad

37. 37 Spending Contract Funds FAR Flow Down Clauses Written Procurement Regulations +Contract�s Directives

38. 38 Small Business Definition Service - Average Receipts NTE $2.5 - $21.5 Million Manufacturers - # Employees 500-1500 Supplies - less than 500 employees

39. 39 Which Firms are Small, Women-Owned, Etc? www.pro-net.sba.gov Identify a specific firm List small firms for a specific SIC code www.sba.gov/hubzone Identify by County

40. 40 Report ofSmall Business Spending SF 294 Form Individual contract over $500,000 SF 295 Form Summary of all contracts for each sponsor Reports generated twice each year by Procurement with assistance from ORAA and Comptroller

41. 41 Physical Distribution Transportation Central Receiving Distribution Terrapin Trader General Stores Household Moves Storage

42. 42 Questions?