Contracts & Procurement Services Open Forum

1. Contracts & Procurement Services Open Forum March 16-17, 2005 UU220

2. Topics of Discussion • AFD Finance Customer Connection • New Buyer and Commodities • Year End Activity Highlights • Contracting Responsibilities • Car Rental for University Business • Confidentiality Data (FERPA/HIPAA)

3. AFD Finance Customer Connection Website http://financehelp.calpoly.edu Website Review

4. New Buyer Please join me in welcoming our new Buyer II: • Sarah Worley • 5 years with the Coast Guard as a Procurement Specialist and Contracting Officer • 1 year with Chemron as a Transportation Coordinator • Within a semester of her BA – Finance/Management

5. Commodity Responsibilities

6. Traci Kuchta, Contracts Manager - Ext 6-6473 Student Internships Exchange & Performance Agreements Facility Use Agreements Permits Suzanne LaCaro, Admin Coordinator - Ext 6-2234 P-Card Program American Express Government Card PS 8.4 Requisition Training Commodity Responsibilities

7. Year End Activity Highlights • Lebard’s Office Machine Repair Contract: Current agreement expiring 6/30/2005 Depts need to determine equipment maintenance need for the fiscal year 2005/2006 A campus-wide email will be sent in early June with previous years spreadsheet and sign-up instructions • Multi-Years: Agreements reviewed for expiration date in March Email notification to depts with MY expiring 6/30/2005 • Annual Agreements: April/May: Email to dept of agreements due to expire 6/30/2005 Dept review annual service agreement a) What is this service b) Why and How do we do it? C) Is it repetitious • Year End Memo – Due Date changes http://www.afd.calpoly.edu/purchasing/campus_wide_memos.htm

8. Contract Responsibilities • Traci Kuchta, Contracts Manager, x6473 • Leases/Subleases involving University and non-University real property • Permits involving University and non-University real property • Licenses involving University and non-University real property except facility use licenses • Indemnities, Releases and Waivers • Performance Agreements at Christopher Cohan Center • Student Internships • Foreign Exchange Agreements • Study Abroad Agreements • Contracts outside the Purchasing Supervisor’s and Buyer’s respective designated commodities and services. • Greg Melnyk, Purchasing Manager, x5457 • All PO’s/Contracts/Agreements related to Commodities • All PO’s and most Contracts/Agreements related to Services (not listed above) • Facility Use Agreements (halls, hotels, convention facilities, camps, commercial venues, state/county/city parks and rec facilities, private venues, etc) • Student Teacher Agreements • Teacher-in-Residence Agreements • Off campus Events • Guest Lecturers/Performers • Financing • Software Licensing • Web services • Rentals • Credit Applications

9. Authority to Sign Agreements and Contracts • CSU policy clearly identifies and delegates authority to sign purchase orders and contracts (* see below) only to Cal Poly State University’s (Cal Poly) procurement officers and administrators who have been duly authorized in writing by the campus president and whose names and titles are on file at the Chancellor’s Office. • Only Cal Poly’s Contract and Procurement Services (C&PS) has the primary authority to sign all purchase orders, agreements or contracts that names Cal Poly (or any college, division or department of Cal Poly; i.e., the College of Business, Student Life, etc.) as a party to an agreement. • Cal Poly staff and faculty other than the above are not authorized to commit Cal Poly verbally or in writing, informally or formally, nor to sign a purchase order, agreement or contract. They are only authorized to requisition on behalf of their college, division or department with the appropriate authorization but must not commit funds and/or sign purchase orders, agreements or contracts. • Purchases made, and purchase orders or contracts signed in violation of the above-prescribed manner, are unauthorized, and Cal Poly may elect not to make payment or reimburse the offending individual. Such transactions constitute purchases made, or purchase orders or contracts signed, which are in direct violation of the Government Code and CSU and Cal Poly policies, and such transactions may be the responsibility of the individual personally making the purchases, or signing the purchase order or contract. Furthermore, unauthorized commitments could place the individual and the University at risk in terms of liability and legal action.

10. Special Events

11. Special Events Cont. • What funds are being used? : • State • Trust • IRA’s • Student Fee’s • Discretionary • Foundation/Discretionary • Donations • Some combination • If the event : • Involves an agreement or contract required by the venue • Has alcohol being served, sold or available • Requires some consideration of Risk Assessment or need for event insurance

12. Special Events Cont. Then: • DO NOT SIGN ANY AGREEMENTS OR MAKE ANY INFORMAL COMMITTMENTS • CALL CONTRACTS AND PROCUREMENT SERVICES (PURCHASING) EARLY IN THE PLANNING STAGES TO HELP YOU WITH THE AGREEMENTS • CONTACT RISK MANAGEMENT FOR ADVICE AND EVENT INSURANCE

13. Guest Lecturers • We’ve all come to know and love the Guest Lecturer Invoice form • We still need to be sure that any agreements required by the guest lecturer be submitted to C&PS for review – before committing to the speaking engagement • We will contact you if there are risk or liability issues • Please be aware that speakers from foreign countries need to have their US status checked for tax and immigration purposes prior to committing to the speaking engagement

14. Car Rental • Cal Poly’s car rental contract will be going out for bid as the current contract expires in Aug/05 • A survey will be sent out to all departments asking for responses which will enable us to structure a enhanced agreement • Your input is valuable so please watch for the survey and ask for your users participation

15. Acronym Test • FERPA and HIPAA • SHERPA and SLURPA • KARMA and KRONA

16. Confidentiality of Data • FERPA and HIPAA (Family Education Rights and Privacy Act) (Health Insurance Portability and Accountability Act) • Senate Bill 1386 – “Any agency that owns or licenses computerized data that includes personal information” “An individual’s first name and last name in combination with : 1) Social Security Number 2) Drivers License Number 3) Bank account, credit card or debit card number”

17. Confidentiality of Data • If you have a requirement to transfer such data to a contractor, contact Contract & Procurement Services first to assure proper contractual language is in place prior to engaging a contractor. • The necessary safeguards must be in place.

18. Questions?

19. Additional topics time permitting • Low value purchasing requirements • Donations • Loaned equipment

20. Low Value Requirements • Low Value Requirements ($2,500 and Under): • You do not need to bid Requirements under $2,500, unless you feel you can get better pricing for the item(s), whether it be for a service or commodity. • Goods: • P-Card • Direct Pay • Staff Reimbursement • Petty Cash • Services: Must be Processed on a Purchase Order

21. Low Value Requirements • Requirements Between $2,501-$50,000: If the Requirement is simple (i.e. shelf item or item sold thru distributors), a department may go through an informal bid process if they wish. • Bidding options for simple Requirements • By Telephone • By Internet • By Fax

22. Single Sourcing a Requirement • There are two ways a requirement can be single sourced: • If the Requirement fits one of the exceptions referenced in the Contract and Procurement Policy Manual, Section 206, “Exceptions for Bidding” OR • Complete a Single Source Justification Form (SSJ). www.purchasing.calpoly.edu/forms

23. Donations • Loaned Equipment