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University of Houston Clear Lake PROCUREMENT TRAINING. PROCUREMENT DEPARTMENT IS LOCATED IN BAYOU BUILDING ROOM 2123 PHONE: 281/283-2150 HOURS: 8:00 – 5:00 M-F. PROCUREMENT/PAYABLES. PROCUREMENT DEPARTMENT Jeanne Cumpian, CTPM Director of Procurement & HUB Activities

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slide4

PROCUREMENT DEPARTMENTIS LOCATED IN BAYOU BUILDING ROOM 2123 PHONE: 281/283-2150HOURS: 8:00 – 5:00 M-F

procurement payables
PROCUREMENT/PAYABLES

PROCUREMENT DEPARTMENT

  • Jeanne Cumpian, CTPM Director of Procurement & HUB Activities
  • Barbara Minderhout, CTP Procurement Specialist II
  • Simone Parker Purchasing Assistant

PROCUREMENT & PAYABLES

  • Debra Carpenter, CTPM Executive Director of Procurement & Payables
  • Patti Bozeman, CTCM Contract Administration Specialist
  • Alicia Gookin Staff Assistant
do i need a contract
DO I NEED A CONTRACT?

A contract is required if the

subject matter involves:

  • Human performance that renders a service to the University.
  • An off-campus event that requires facilities, catering or service to the University.

Example: Speaker, consultant,

performer, or professional service

do i need a purchase order
DO I NEED A PURCHASE ORDER?

A Purchase Order is used when the deliverable is a tangible product.

Example: Office supplies, furniture, etc.

what is a contract
WHAT IS A CONTRACT?

A contract is an agreement between two or more persons that creates an obligation to do or not to do a particular thing.

types of contracts
TYPES OF CONTRACTS
  • Purchase Orders

NOTE: A purchase order is a formal contract. However, if there is a separate agreement that the vendor requires UHCL to sign, then the agreement has to be sent to the Office of the General Counsel (OGC) for their review and approval to form. The legal review process takes approximately 6-8 weeks.

  • Affiliation Agreements (also known as Internships or Field Practicums)
  • Software/License Agreements (Requires legal review)
what does the purchasing contracts office do
WHAT DOES THE PURCHASING/CONTRACTS OFFICE DO?
  • Approximately 2,500 purchase orders a year
  • Approximately 250 Contracts
  • Approximately 280 Change Orders
  • Serve as legal liaison for purchasing/contracts
  • Attend 24 hours professional development classes a year to maintain certification
  • Follow up purchase orders
  • Sponsor Historically Underutilized Business (HUB) Fair
  • Process 2,500 receiving reports
  • Vending service calls
slide13
IF YOU NEED TO MAKE A PURCHASE…

PLAN AHEAD

THE TIME REQUIRED TO ISSUE A PURCHASE ORDER VARIES

slide14

THE

PURCHASING

CYCLE

  • Need Defined
  • Procurement Method Selected
  • Solicitation
  • Receipt of Bids
  • Evaluation and Award
  • Inspection and Acceptance
  • Contract Administration
  • Payment
  • Disposal of Property
purchases under 500 00
Purchases under $500.00

Department should use P-card

or pay on voucher

slide16

PURCHASING PROCEDURES

$0 - $500.00DEPARTMENTS PLACE ORDERS DIRECTLY WITH VENDOR. DEPARTMENT PAYS WITH P-CARD OR VOUCHER. PROCUREMENT WILL NOT ACCEPT PURCHASE REQUISITIONS UNLESS REQUIRED BY VENDOR.

$500.01 - $1,000.00DEPARTMENT HAS THE OPTION TO PLACE ORDERS USING P-CARD, VOUCHER OR REQUISITION.

$1,000.00 - $5,000.00Departments will recommend a vendor. Purchasing has the option of issuing bids Or placing order directly to the suggested vendor.

$5,000.01 - $24,999.99DEPARTMENT WILL RECOMMEND A VENDOR. PURCHASING WILL ISSUE

TELEPHONE OR FAX BIDS. A MININUM OF TWO (2) HUBS WILL BE SOLICITED.

$ 25,000.00 >

Departments will recommend a vendor. PURCHASING WILL SOLICIT

FORMAL written bids. A MINIMUM OF TWO (2) HUBS WILL BE SOLICITED.

THE PURCHASE MAY BE POSTED TO THE ELECTRONIC STATE BUSINESS DAILY FOR A

MINIMUM OF FOURTEEN (14) DAYS. EMERGENCY PURCHASES MAY BE POSTED FOR

LESS THAN 14 DAYS.

purchases under 500 00 voucher or p card purchases
PURCHASES UNDER $500.00 VOUCHER or P-CARD PURCHASES

Departments should order directly from vendor and pay for items on a voucher in accordance with Accounts Payable guidelines or use P-Card.

Exceptions:

  • Bottled water delivery
  • TIBH ORDERS
  • VENDOR REQUIRES PO TO PROCESS ORDER
  • ORDERS USING STATE FUNDS
  • Advertisements

(get approval from office of communications or human resources.)

*All computer-related items must get UCT approval, BEFORE PLACING ORDER.

slide18

Important

When ordering items under $500.00, department must give vendor the following information:

  • Department name
  • UHCL Contact
  • Building and room number
  • Phone number

This information is necessary for Receiving Dock to know where items are to be delivered.

The Receiving Dock will not issue a receiving report for these items.

how long does it take for procurement to process a purchase order
Average

Less than $5,000 (Call and Place Order)…………………..3 days

$5,001 - $24,999 (Telephone or Faxed Bids)……………...5-10 days

Greater than $25,000 (Formal Written Bids)

and posted to Electronic State Business Daily………….15+ days

HOW LONG DOES IT TAKE FORPROCUREMENT TO PROCESS A PURCHASE ORDER?
purchase order follow up
Purchasing will follow up on late orders.

If there is a long delay in delivery, Departments will be notified by E-mail.

Departments are NOT to contact vendors unless you have placed order with P-Card or voucher.

PURCHASE ORDER FOLLOW-UP
slide22

Good Specifications RequiredA specification is a description of a product or service to be purchased. Specifications are the primary means of communications between a department, Purchasing, and the vendor. Specifications must include:

  • Name of item (Example: Desk)
  • Material - Metal or wood
  • Size/dimensions
  • Color
  • Brand, model number/product code
  • Special features (Example: has lock, drawers on left or right pedestal)
  • Installation requirements (FMC does not install or put together furniture)
slide23

Characteristics of Effective Specifications:simple:Avoid unnecessary detail, but be complete enough to ensure that requirements will satisfy their intended purpose.CLEAR:Use terminology that is understandable. Use correct spelling and appropriate sentence structure.ACCURATE:Use correct units of measure that are in PeopleSoft. All quantities and packing requirements should be clearly identified.COMPETITIVE:Identify a manufacturer’s available brand, make, or model that will satisfy the intended purpose.FLEXIBLE:Avoid inflexible specifications.PURPOSE:Intended Use.sole source:Justification is required. Explain why only one manufacturer or vendor can provide. Specify unique features or characteristics. State the reason other sources were not satisfactory.

slide24
SUBSCRIPTIONS

REGISTRATIONS

AND

MEMBERSHIP FEES

slide25

Subscriptions

Memberships

PAY ON VOUCHERREGARDLESS OF AMOUNT

&

Registrations

changing purchase orders
CHANGING PURCHASE ORDERS

Please AVOID if possible

  • Difficult to change in PeopleSoft
  • Run PO Status Report
  • Change Purchase Order
  • Change Requisition
  • May involve:
  • Originator of requisition
  • Purchasing
  • Business Coordinator
  • Receiving Dock
  • PeopleSoft Systems Analyst
  • Accounts Payable
  • Vendor
types of purchase order changes
TYPES OF PURCHASE ORDER CHANGES
  • Add/delete lines
  • Cancellation of Purchase Order
  • Cost center changes
  • Change of merchandise description
  • Increase/decrease dollar amounts
  • Increase/decrease quantities
return of merchandise1
If for any reason you need to return items ordered on a purchase order…

Notify Receiving Dock (x2204 / x2205) within 24 hours of receipt of items.

If merchandise has been received and payment has been made, departments are required to contact vendor for refund or credit.

Call Purchasing Department for procedures of applying credits to future orders.

Department may be required to pay restocking charge.

Department may be required to pay returned shipping charges.

Purchase orders cannot be changed in PeopleSoft once they are paid and finalized.

RETURN OF MERCHANDISE
purchases under 500 00 returns for credit p card use
PURCHASES UNDER $500.00RETURNS FOR CREDIT & P-CARD USE
  • Be sure what you order and receive is what you want.
  • Departments are responsible for returning merchandise and obtaining credit.
  • Purchasing and Receiving Dock are not involved in voucher OR P-CARD purchases. THE RECEIVING DOCK WILL PROVIDE A transmittal slip ONLY AT DELIVERY.
  • Contact your Business Coordinator before processing these type of purchases.
  • Business Coordinator determines if your department may use A P-Card.
slide33
RUSH ORDER

Unexpected need – Not poor planning within department.

EMERGENCY ORDER

University will suffer financial or operational damage if goods are not secured immediately.

Requestor must furnish justification form.

SOLE SOURCE ORDER (Proprietary)

Only one (1) item “Like It in the Whole Wide World”

Sole Source justification letter is required.

SPECIAL PURCHASES DEFINED

slide34
Purchase order issued for a good or service for which an agency has a recurring need on an “as needed” basis.

EXAMPLES: Bottled water delivery, Paper, Toner cartridges

Vendor will not accept a purchase order.

Vendor requires payment before shipment of merchandise. Check must

accompany order.

Must use Local Funds

PURCHASES FOR PERSONAL USE,

DON’T DO IT !

BLANKET ORDER

ADVANCED PAYMENT ORDER

pick up purchase order
Departments are encouraged to pick up items from

vendor by due date on Purchase Order. Print

Receiving Report, sign, scan as a PDF file, send to UHCL

A/P and UHCL Procurement mailboxes.

BOOK ORDERS

Local Funds - Contact UHCL Bookstore directly.

State Funds – Purchase Order required.

Textbooks (adoptions) – Order from UHCL Bookstore

Books that are distributed in classroom at no charge to student may be ordered on purchase order.

PICK-UP PURCHASE ORDER
slide36

HOW TO PRINT RECEIVING REPORTS FOR ITEMS

NOT

DELIVERED BY RECEIVING DOCK

.

Steps to Print Receiving Report in PeopleSoft:

1. PeopleSoft Main Menu

2. Custom Reports

3. PO

4. Print PO Receiving Copy

5. Search by Purchase Order

PLEASE SEE REQUISITION WORKFLOW TRAINING DOCUMENTS LOCATED ON THE BUDGET OFFICE PAGE OF THE UHCL WEBSITE.

purchasing guidelines ledger 5
PURCHASING GUIDELINES-Ledger 5

The basic purchasing university policies involving expenditure of Research Administration Funds (RAF) (Ledger 5) are as follow:

  • To abide by the general procurement standards of the Office of Sponsored Programs(OSP) Circular A-110.
  • To provide free and open competition when and wherever possible.
  • To provide for sole source procurement.
  • Approval of Office of Sponsored Programs is required.
  • Follow University local fund guidelines.
slide39
Purchases exceeding $25,000 will be advertised a minimum of:

14 days if posting entire bid/proposal package

21 days if not posting entire bid/proposal package

Purchases from State (Term) Contracts are not posted to ESBD.

ESBD

Electronic State Business Daily

what is the centralized master bidders list cmbl
WHAT IS THE CENTRALIZED MASTER BIDDERS LIST (CMBL) ?

The CMBL is a master database

used by State of Texas

Purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the State of Texas. It is maintained by Comptrollers of Public Accounts (CPA). This list is used when searching for a vendor that sells a particular item. A search can

be done on the CMBL website to retrieve vendor information by a

combination of the fields listed below:

  • VENDOR NAME
  • FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN)
  • AVAILABILITY OF HUBS
  • COMMODITY CODE
who is a hub vendor
WHO IS A HUB VENDOR?

A for-profit business which is 51% or more owned by a Black American, Hispanic American, Asian Pacific American, Native American and/or American woman-owned.

Legal source-Texas Government Code, Title 10, Subtitle D, Section 2161

slide43

HUB Program

The HUB program is to promote full and equal

business opportunities for minority and woman

owned businesses. Each state agency is required by

State Law to make a good faith effort to meet or

exceed the following goals:

State Goals UHCL Goals

Heavy construction (other than building contracts) 11.2% 0%

Commodities 21.9% 40%

Professional Services 23.6% 8%

Building Construction 21.1% 20%

Special Trade Construction 32.7% 15%

Other Services 24.6% 8%

university commitment
UNIVERSITY COMMITMENT
  • Fair and equal treatment of all vendors
  • Solicit competitive bids from HUBs
  • Award bids to those businesses that meet the best value requirement
  • Departments can help achieve these goals by obtaining quotes from HUBs

If you are not aware of a HUB vendor, use the CMBL

to search for certified HUBs.

http://www.window.state.tx.us/procurement//cmbl/cmblhub.html

slide45

HUB Recognition

State Ranking

Percent

Year

  • FY 2012UHCL ranked #20in State26.83%
  • FY 2010UHCL ranked #7in State 40.14%
  • FY 2009 UHCL ranked #13in State 34.24%
  • FY 2008 UHCL ranked#7 in State 37.96%
  • FY 2007UHCL ranked #5in State 35.82%

This ranking is for an agency spending more than

$5 million. There were 212 reporting agencies.

slide46

HUB

The University’s focus is:

  • University annual HUB Fair
  • Local minority councils-Houston Minority Supplier Development Council (HMSDC) and Women’s Business Enterprise Alliance (WBEA).
  • Expos sponsored by HMSDC and the City of Houston.
  • State Economic Forums
  • HUB visitation
  • Mentor protégé

OUTREACH

slide48

1st CHOICE (RECYCLED) PRODUCTSAll state agencies are required to purchase 1st Choice Products when using state funds.Per Texas Government Code, Title 10, Subtitle D, Section 2155.448, each fiscal year the CPA, in coordination with the Recycling Market Development Program, by rule, may identify recycled, remanufactured, or environmentally sensitive commodities or services and designate purchasing goals for the procurement of those commodities and services by state agencies for that fiscal year.

for fiscal year 2011 the 1 st choice products are as follow
For fiscal year 2011, the 1st Choice Products are as follow:
  • Re-refined Oils And Lubricants
  • Recycled Content Toilet Paper, Toilet Seat Covers And Paper Towels
  • Recycled Content Printing, Copier, Computer Paper And Business Envelopes
  • Recycled Paper Must Be Requested For Off-campus Printing
  • Plastic Trash Bags
  • Recycled Containers
  • Plastic-covered Binders
  • Energy Star Labeled Copiers
slide50

If the virgin equivalent of the item must be purchased, a letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA). If your department needs this letter of justification, please contact the Purchasing Department. The requesting Department will be responsible for obtaining the signature from the President.

Notice

state term contracts tibh
STATE TERM CONTRACTS & TIBH
  • State term contracts should be utilized when possible.
  • TIBH is a set-aside contract and must always be given first consideration.
  • TIBH information is available online at http://www.tibh.org/.
slide53

Any order with State funds for items over $15.00 must be purchased from TIBH.

Example:Pens, Pencils, Highlighters, Binders

Texas Procurement and Support Services (TPASS) awards and manages hundreds of statewide orders on behalf of more then 200 state agencies and 1,700 local government agencies.

slide55

UTILIZE ON-CAMPUS VENDORS:

If an item or service is available from:

  • Printing Services
  • Central Stores
  • Facilities Management & Construction (FMC)
  • University Computing & Telecommunications (UCT)
  • Food Services

the item should be obtained from the

on-campus vendor.

printing copying procedures
PRINTING/COPYING PROCEDURES
  • See if the Print Shop can do job.
  • If they are unable to do job, obtain Off Campus Printing Approval form (issued by Richard Adams, Operations Director) and attach to requisition.
  • Get quote from a vendor.
  • Make sure that you have good specifications.
  • When using state funds recycled paper is required.
  • Get signature approvals.
  • Under $5,000 will call and place print orders.
  • Over $5,000 must be bid.
  • Copying, contact copy service for quote.
slide57

CENTRAL STORES

Carry: Pens, Pencils, Paper, Toner, etc.

Go to operations page on the UHCL website to view Central Stores catalog.

http://prtl.uhcl.edu/portal/page/portal/OPR/Central_Stores

facilities management onstruction fmc
FACILITIES MANAGEMENT & ONSTRUCTION (FMC)

FMC Work Order System-http://prtl.uhcl.edu/portal/page/portal/FMC

  • Need one week’s notice
  • Moves need to be scheduled

to take place before 3:00 PM

  • Contact UCT to disconnect any

computers before asking FMC

to move items

  • If in doubt whether FMC will do

work, send in work order

moving of furniture
Moving of Furniture

Submit work order to get item moved

  • FMC will determine if there is a charge for your request
  • If there is a charge (example: contract mover needs to do work) an IDT will be sent to department for approval
  • Moves between buildings and all modular furniture moves will require contract mover
  • Once item is considered surplus it can’t be returned to the department
auxiliary services
AUXILIARY SERVICES
  • Vending Service

Drinks - Houston Coca-Cola Bottling Company

Ice Cream - Lone Star Ice Cream

Snacks - Canteen Vending

NOTE: For refunds, please go to the Cashier’s Office

on the 1st Floor of the Student Services/Classroom Building

  • Food Service - Aramark Patio Café
  • Coffee Bar – Student Services/Classroom Building - Cappuccino Bono
  • Bookstore - Barnes & Noble

Call Contract Administration, x2150 for issues or concerns.

vehicle rental order procedures
Vehicle Rental Order Procedures

Contract with Enterprise Rent-A-Car and Avis

http://prtl.uhcl.edu/portal/page/portal/TRV/CAR_RENTAL

Release Form (required for student travel)

Purchase insurance

If transporting students or guests purchase PIP insurance (personal injury protection) along with the required general liability insurance. If you have questions, contact Harry Stenvall, ext. 2110.

adverstisements
ADVERSTISEMENTS

MUST BE APPROVED BY OFFICE OF COMMUNICATIONS OR HUMAN RESOURCES, DEPENDING ON THE TYPE OF ADVERTISEMENT.

temporary employees
TEMPORARY EMPLOYEES
  • The University of Houston System has a contract with Corporate employment resources.
  • Contact Human Resources.
  • Complete a UHCL Temporary Labor Request Form.
slide68

Recycle/Reuse Day

The Purchasing Department will organize a recycle/reuse day when enough donations have been collected.

Products not used in your department may be donated by calling the Receiving Dock, x2204 for pick up.

Save money by getting free recycle items from Recycle/Reuse Tables.

internet addresses
Texas Procurement Support Services (TPASS)

http://www.window.state.tx.us/procurement/

Central Masters Bidders List:

http://www.window.state.tx.us/procurement//cmbl/cmblhub.html

Commodity Code Book:

http://www.window.state.tx.us/procurement/tools /comm-book/

Emergency Acquisition Justification:

http://prtl.uhcl.edu/portal/page/portal/OPR/Files_Documents/Emergency.doc

HUB List:

http://www.window.state.tx.us/procurement//cmbl/hubonly.html

Printing:

http://prtl.uhcl.edu/portal/page/portal/OPR/Copy_and_Printing

Sole Source Acquisition Justification:

http://prtl.uhcl.edu/portal/page/portal/PROPAY/Procurement_Payables/Contracts/Contract_Forms

State Contracts(automated and non-automated):

http://www.window.state.tx.us/procurement/contracts/all_term/

Travel Contract:

http://prtl.uhcl.edu/portal/page/portal/TRV

INTERNET ADDRESSES
slide71

Thank you for attending

the Purchasing Workshop.

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