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NMIMT PROCUREMENT

NMIMT PROCUREMENT. TRAINING October 8, 2018. GOALS. Ethics / Conflict of Interest Procurement Responsibilities Procurement Methods / Thresholds Competitive Procurements Professional Services Maintenance / Leases / Loaned Equipment Construction Special Processes Review of Forms

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NMIMT PROCUREMENT

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  1. NMIMT PROCUREMENT TRAINING October 8, 2018

  2. GOALS • Ethics / Conflict of Interest • Procurement Responsibilities • Procurement Methods / Thresholds • Competitive Procurements • Professional Services • Maintenance / Leases / Loaned Equipment • Construction • Special Processes • Review of Forms • List of Contacts

  3. ETHICS / CONFLICT OF INTEREST • Ethics = honesty, personal values • moral principles that govern a person's or group's behavior • Conflict of Interest = relationships • a situation in which a person or organization is involved in multiple interests (financial, emotional, or otherwise), one of which could possibly corrupt the motivation of the individual or organization. Common at NMIMT is vendor relationships

  4. PROCUREMENT RESPONSIBILITIES • Vendor Database Management • Issue Bids (ITB) and Proposals (RFP) • Issue all Purchase Orders (PO) and Change Orders (CO) • Sales Tax Questions • Procurement Card and Gas Card • Review of Contracts • Files

  5. SERVICES HANDLED BY OTHER DEPARTMENTS • Reimbursements (AP) • Invoices (AP) • Direct Payments (AP) • Property • Receiving (Property) • Student Services • Employee (HR)

  6. PROCUREMENT METHODS • Procurement Card / Gas Card < $999.99 • Direct Payment < $2,999.99 • Purchase Orders $3,000 and above • $3,000 - $19,999.99 – one written quote • $20,000 - $59,999.99 – three written quotes • $60,000 and above – Bid or Proposal • Any computer over $1,000 • Any vehicle regardless of cost

  7. Requisitions • Flow of requisition with state funds • Reviewed by buyer for completeness • Property • Entered into Banner • Flow of requisition with federal funds • Reviewed by buyer for completeness • Price Reasonableness • Property • Entered into Banner

  8. FUNDS • State • Federal • All monies once in NMT’s bank must be spent according to state and federal guidelines • Tax exempt, with exceptions • Prepayments • Unallowables

  9. LEGAL STUFF • New Mexico Statutes Chapter 13 Annotated 1978 (NMSA) • New Mexico Statute10-16 (GCA) • Federal Acquisition Regulation (FAR) • Office of Management & Budget (OMB) • United States Code (USC) • Internal Revenue Service (IRS)

  10. COMPETITIVE PROCUREMENTS • Bids (ITB) • Over $60K • Lowest price is deciding factor as long as goods / services meet specifications • Request for Proposal (RFP) • Over $60K • Other factors, besides price, are taken into consideration (references, experience, ability to meet specifications, etc.)

  11. COMPETITIVELY BID CONTRACTS • General Services Administration (GSA) https://www.gsaadvantage.gov/advantage/main/start_page.do • State Purchasing Department (SPD) http://www.generalservices.state.nm.us/statepurchasing/ • Western States Contract Alliance (WSCA) http://www.aboutwsca.org/#/home/contracts • Cooperative Educational Services (CES) http://www.ces.org/ • E & I https://www.eandi.org/Default.aspx?

  12. PROFESSIONAL SERVICES • Prior to hiring the professional: • Vendor form is mandatory, if not in Banner or if information is old • Decisions on tax withholding and 1099 reporting are made off the vendor form and W-8 • Use Professional Services Agreement (PSA) when hiring the following: • Attorney • Accountant • Doctor / Dentist • Engineers / Architects • Management Consultants • Researchers

  13. MAINTENANCE, LEASES, LOANS • Need to be on a purchase order • At the end of the lease period of copier • Purchase equipment at FMV • Return to company • Extend for another 12 months • Loaned equipment • Protection for both parties • Cannot keep equipment

  14. CONSTRUCTION • Departments should consult Facilities Management first • Full-blown construction • Wage rates • Bonds • Insurance

  15. SPECIAL PROCESSES • Unauthorized Purchases • Change Orders vs. Encumbrance Release • Emergency Purchases • Used Items • Sole Source • Regents • Notify them of any purchases exceeding $100K utilizing federal funds • Approval for all purchases exceeding $250K utilizing state funds

  16. FORMS • Vendor Form • Change Order Form • Various Procurement Card Forms • Professional Services Agreement • Requisitions • Sole Source • W-9 / Tax Exempt Information • http://www.nmt.edu/purchasing-services-forms

  17. FORMS

  18. CONTACTS • General email: purchasing@nmt.edu • Procurement Card Administrator • Chyanne Carrillo, x6941, chyanne.carrillo@nmt.edu • Associate Director / Procurement Card: • Richard Hildebrandt, x5164, richard.hildebrandt@nmt.edu • Purchasing Manager: • Joyce Chavez, x5874, joyce.chavez@nmt.edu • Buyer II: • Linda Gonzales, x5886, linda.j.gonzales@nmt.edu • Vendor Database Manager: • Darlene Torres, x5885, darlene.torres@nmt.edu • Bids / RFPs, Chief Procurement Officer: • Kimela Miller, x5881, kimela.miller@nmt.edu

  19. QUESTIONS Website: http://www.nmt.edu/finance/purchasing/ index.php General email: purchasing@nmt.edu

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