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Purchasing and Contracting Procedures. Processes and Procedures for Contracting at UO. Presented by: Deanne Lahaie-Noll & Greg Shabram. Agenda. Basic Concepts Direct Procurement Signature Authority Contract Administration Payment Review & Support. Procurement Steps.

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Purchasing and contracting procedures

Purchasing and Contracting Procedures

Processes and Procedures for Contracting at UO

Presented by:

Deanne Lahaie-Noll & Greg Shabram


Agenda
Agenda

  • Basic Concepts

  • Direct Procurement

  • Signature Authority

  • Contract Administration

  • Payment

  • Review & Support


Procurement steps
Procurement Steps

  • Develop Minimum Specifications and Estimate Total Dollar Value

  • Confirm Approved Funding

  • Identify Applicable Policies & Required Processes

  • Review QRF Listing for Product/Service

  • Determine if Price Agreement is Available for Product/Service


Procurement steps cont
Procurement Steps, cont.

  • Perform Competitive Process if Required

  • Select Purchase Method

  • Ensure All Required Approvals Obtained

  • Issue Purchase Document

  • Monitor Purchase to Ensure Terms are Met

  • Input Invoice Payment into Banner


Basic concepts
Basic Concepts

  • Dollar Value of Contract

  • Best Value

  • Brand Name Specification

  • Disqualification

  • Department Policies

  • Signature Authority

    • Level 1 & Level 2


Included in delegated signature authority
Included in Delegated Signature Authority

Level 1

Level 2

Purchase goods, trade services and personal services less than or equal to $25,000

Using Specific UO templates (under revision)

Purchase Order

Personal Service Contracts

Facility Use Agreement

  • Purchase goods and trade services less than or equal to $5,000.

    • Using UO Purchase Order less than or equal to $5,000.

    • Using invoices less than or equal to $5,000.


Not included in delegated signature authority
NOT Included in Delegated Signature Authority

Level 1

Level 2

Specific UO templates over $25,000

Purchase Order

Personal Service Contracts

Facility Use Agreement

Any Vendor Contracts, Invoices or Quotes at any $ amount.

Any changes to the UO templates.

Any contract with a current or former OUS Employee

  • Any Purchase over $5,000.

  • Purchase Orders over $5,000.

  • Any Personal Service Contracts at any $ amount.

  • Any Vendor Contracts, Invoices or Quotes at any $ amount.

  • Any changes to the UO Purchase Order template

  • Any contract with a current or former OUS Employee


Direct procurement less than or equal to 25 000
Direct Procurement(Less than or equal to $25,000)

  • Competition encouraged but not required

  • Obtain best value for UO

  • Purchases of Goods or Trade Services less than or equal to $5,000 (Level 1 Signature Authority)

    • Direct Billing Account

    • UO Purchase Order

    • Telephone Order

    • Invoice

    • Price Agreements – Office Max, Staples, Metro Office Solutions, Dell


Direct procurement cont less than or equal to 25 000
Direct Procurement Cont.(Less than or equal to $25,000)

  • Purchases of Goods or Trade Services over $5,000 & less than or equal to $25,000

    • Written Contract Required

    • Level 2 Signature Authority on approved UO templates

    • Approval by PCS for all other contracts

  • Purchases of Personal Services less than or equal to $25,000

    • Written Contract Required

    • Level 2 Signature Authority on UO approved Personal Services Contract template

    • Approval by PCS for all other contracts


Purchase orders
Purchase Orders

  • Completing Form

    • Paper PO

    • Banner PO

  • Contractor’s/Entity’s Legal Name

  • Referencing a Contract

    • State of Oregon

    • Other Price Agreements/Contracts

  • Referencing Vendor Quotes


Purchase orders cont
Purchase Orders, cont.

  • Terms & Conditions

    • Check boxes

  • Insurance

    • Certificates of Insurance

    • Insurance Endorsements

  • Signing the Purchase Order

  • Entering Payment


Po exercises
PO Exercises

  • Copier Lease/Rental Referencing State Contract

  • Equipment Purchase Using Exhibit (quote containing specifications and pricing information)


Pcs intake sheet
PCS Intake Sheet

  • Intake sheet is used to get a brief understanding of the main contract elements:

    • Name of Contractor

    • Total Amount of Contract

    • Identification of Index and Fund

    • Confirmation of Commitment of Funds/Availability

    • Confirmation of No Conflicts of Interest

    • Summary of Work Elements

    • Required Internal and External Approvals


Personal services contracts
Personal Services Contracts

  • Completing Form

  • Contractor Legal Name

  • Attachments

    • Standard Contract Provisions (A)

    • Statement of Work (B)

    • Compensation (C)

    • Insurance (D)

    • Photography (E)

    • Other (F)


Personal services contracts1
Personal Services Contracts

  • Term of Agreement

  • Fees

  • Expenses

  • Confirmation Independent Contractor

    • Including confirmation not a current or former OUS employee

  • Signing the PSC

  • Entering Payment

  • Amending a PSC


Psc exercises
PSC Exercises

  • Speaker Agreement for one presentation on a specific topic

  • Web Development Agreement to enhance functionality of existing site


Facility use agreement
Facility Use Agreement

  • Completing the form

  • Legal Name

  • Purpose of Rental

  • Rental Dates

  • Rental Fees

  • Insurance Requirements


Banner approvals
Banner Approvals

  • Level 1 Signature Authority transactions will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.

  • Level 2 Signature Authority – will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.


Support review
Support & Review

  • Initial Reviews

    • At least 3 successfully drafted contracts completed in 3 month period

    • Written notice provided once initial review completed

  • Routine Reviews

    • Routine reviews of Banner transactions

    • Routine reviews of department contracts

    • Checklist of review items

    • Department Purchasing Profile


Tools support
Tools & Support


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