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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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