Presentation Transcript

1. TX Class: AM580

   Purchasing Rules and Regulations www.utsa.edu/purchasing
2. 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 Robbie Davis, ext. 4068 Director Robert Dickens Assistant Director of Purchasing Lane Brinson Contracts Richard Wollney, ext. 4069 Nancy Wood, ext. 4899 Anthony Sanchez, ext. 4680 Frank Grijalva, ext. 4975 Purchasing Business Analyst Yvette Medina, ext. 4974
3. Organizational Chart
4. COURSE OBJECTIVES Discuss and evaluate Purchasing Rules Examine compliance in relation to Purchasing Outline HUB requirements from the state and university Evaluate Ethics in regards to self and working with vendors Review Spending Thresholds for procurement Breakdown and demonstrate various Procurement Methods Differentiate and discuss Small vs. Highdollar procurement Demonstrate the uses of the UTSA Supplier Mall and Purchasing website
5. Purchasing Terms Requisition – A request to purchase goods or services Quotation – Obtaining a price for a good or service Purchase Order – A formal agreement to purchase based on an offer to sell Informal Bid – Low value, low risk procurement conducted through informal methods Formal Bid – High value, high risk procurement conducted utilizing formal purchasing methods Receiving Report – A report informing appropriate parties of goods received by the University Invoice – A request for payment for goods or services which were delivered Category Code - A code describing a commodity or a group of commodities pertaining to goods classification. UNSPSC 8 digit codes

6. Purchasing rules

7. 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
8. 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)
9. Historically Underutilized Business (HUB) UTSA HUB Program Contact: Cynthia Davis Email: cynthia.davis@utsa.edu Phone: 458-6551 Website: www.utsa.edu/hub
10. Procurement ETHICS Ethics of self and university Tax Payer Impropriety Ethics with vendors No Special Consideration Equal Opportunity Further information of U.T. System Ethics Policies and Guidelines is available on UT systems web site.
11. Procurement Spending Thresholds
12. 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.

13. Procurement methods

14. Procurement Methods Best Value Competitive Bid Request for Proposal (RFP) Group Purchases Sole Source Emergency Purchase Exempt Purchases
15. 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.
16. COMPETITIVE BIDDING What is competitive bidding? Why compete goods and services? Restrictions to Competitive Bidding: Set Specifications Limited Ability to Negotiate
17. REQUEST FOR PROPOSAL (RFP) What is a RFP? When do I need a RFP? What is the process of a RFP procurement?
18. 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
19. 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?
20. 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
21. 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
22. 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.
23. Mini Quiz When do you use a Sole Source? When is an Emergency Purchase necessary? Name a method to purchase by. 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

24. Purchase RequisitionPeopleSoft Requisition

25. Small Dollar Requisition “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.
26. Small Dollar Requisition Process Requisitions will be generated in UTShare PeopleSoft Interim Approval process beginning May 13th UTShare SharePoint Requisition Request form UTShare PeopleSoft Workflow will sequenced in between Oct. and December of 2014. Electronic routing of documents for approval.
27. Small Dollar – EXCEPTIONS Orders containing the following commodities should be submitted to purchasing for processing: Processing small dollar exceptions using UTShare PeopleSoft Follow the instructions listed on Purchasing with UTShare PeopleSoft (www.utsa.edu/purchasing/PS_Purch_Forms.cfm).
28. High/Large Dollar Requisition Initiates the Purchasing Process Representative of High Risk or High Value Purchases Can range in cost from $0.01 to $??? Routes to Purchasing
29. High Dollar Requisition process Orders over $25,000 Purchasing involvement required Requires solicitation of HUB vendors Pricing obtained by formal procurement Orders $5,000 - $25,000 Purchasing involvement required Requires solicitation of HUB vendors Pricing obtained by informal procurement

30. Purchasing Websiteand Additional Purchasing Information

31. 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).
32. 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 Technology Supplies And more!! Visit: www.utsa.edu/suppliermall for further information or contact your departmental buyer.
33. UTShare PeopleSoft purchasing resources Interim Processes New Procurement Procedures PeopleSoft Training Information User Productivity Kits (UPK’s)
34. 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.
35. Mini Quiz 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 preferred contracts? A. Printer Purchases B. Office Supplier C. Temporary Employment Services D. All of the above