Procurement Workshop Opening Conference - January 12, 2010 presented by: Yolanda W. Buck

1. Procurement WorkshopOpening Conference - January 12, 2010presented by: Yolanda W. Buck

2. MISSION STATEMENT GOVERNING LAW MANDATORY SOURCES PROCUREMENT AUTHORITY SMALL PURCHASE CHARGE CARD CONTRACT ADMINISTRATION SMALL WOMEN OWNED AND MINORITY BUSINESSES eVA AGENDA

3. MISSION STATEMENT

4. Purchasing Staff

5. Purchasing Activity Solicitations Issued - 36 Requisitions Processed - 5,817 Purchase Orders Issued - 4,199 Multi-Year Contracts - 47

6. Governing Law Code of Virginia Virginia Public Procurement Act Agency Procurement and Surplus Property Manual VSU Policy 5504, 5508, 5509 VSU Procurement Procedure Guideline

7. MANDATORY SOURCES Sheltered Workshop Virginia Industries for the Blind (Code of VA) Surplus Property State Contracts Virginia Information Technology Agency (VITA) Agency Contracts Office of Graphic Communications Virginia Correctional Enterprises (Code of VA)

8. MANDATORY SOURCES, cont. Virginia Correctional Enterprise Printing Programs Magazines Invitations Reports T-Shirts Coats Office Furniture Tables Chairs Goods and Services provided by VCE are mandated for use by the Code of VA

9. MANDATORY SOURCES, cont. Contracts Campus-wide Use Facilities Services Campus Facilities Services Float Rental Eye Catchers Vehicle Rental Enterprise Car Rental Bookstore Operations Follett Higher Education Large Volume Copy/Print Digital Works (VCE) Food Service Thompson Hospitality Travel Service National Travel Service Office Supply Impact Imaging

10. Procurement Authority If there is to be a contract between a state agency and a nongovernmental vendor, the Virginia Public Procurement Act (VPPA) and the regulations set forth in the Agency Procurement and Surplus Property Manual and the Vendors Manual apply regardless of the source of funding.

11. Procurement Authority, Cont. Authority to sign contracts for Virginia State University is delegated from the University President to the Vice President for Administration and Finance and the Purchasing Director. University Employees who make unauthorized purchases can be held responsible for any actions resulting from the purchase, including but not limited to payment.

12. Procurement Authority, Cont. Contracts and Purchase Orders issued may only be changed or cancelled by the Purchasing Staff. Communication of needed changes or cancellations to Vendors by other Departmental Personnel is not authorized. Employees should not use their personal funds for the purchase of University related goods and services, reimbursement will not be made.

13. Small Purchase Charge Card Purchasing Charge Cards offer the University the opportunity to streamline our procedures for procuring and paying for small dollar goods and services. Reduces the volume of accounts payable transactions and the associated administrative costs by consolidating multiple vendor payments into one monthly payment to Bank of America Visa.

14. Small Purchase Charge Card, Cont. Purchase Limit VSU maximum transaction limit is $1,000. Monthly limits are set per program need, but may not exceed $50,000. Cardholders may not, under any circumstances, authorize any charge in excess of the transaction limit set by the Program Administrator. Violation of this policy will result in revocation of charge privileges for a minimum of three months as well as reflection in the Comptroller�s Report on Statewide Financial Management and Compliance.

15. Small Purchase Charge Card, Cont. Equipment Purchases Cardholders must contact Central Receiving @ 804 524 5755 and FAACS @ 804 524 5706 regarding equipment delivered directly to the department. Central Receiving and/or FAACS will determine if the item(s) need to be tagged as VSU property.

16. Small Purchase Charge Card, Cont. Card Issuance, Cancellation & Changes The University�s Program Administrator must be notified when any changes need to be made to existing purchasing card. Changes may include, but are not limited to change of office address, name change, change of position, change in supervisor, etc.

17. Small Purchase Charge Card, Cont. Purchasing Card Security Authorized use of the purchasing card is limited to the person whose name appears on the face of the card. The purchasing card or its number must not be loaned to another person. The account number must not be faxed to vendors. The purchasing card must be kept in an accessible but secure location.

18. Small Purchase Charge Card, Cont. General Requirements for Card Use Identify a vendor that sells the goods or services and accepts the purchasing card through eVA. Preference must be given to State contract vendors, whenever possible. One small woman-owned or minority vendor must be contacted for prices on all charge card purchases.

20. Contract Administration Proper contract administration assures that the Vendor�s and Agency�s total performance is in accordance with the terms and conditions of the written and/or oral agreement.

21. Contract Administration Only the Purchasing Staff is authorized to execute contracts Types of Contracts Purchase Orders Memorandum of Agreements Memorandums of Understanding Two Party Contracts Oral Agreements Written Agreements

22. Contract Administration Performance Quality Meet or exceed the quality as specified Delivery Must be in accordance with terms of contract Acceptance Three way match, requester, purchasing and invoice processing Schedule Outlined in contract requirements

23. Contract Administration Do Coordinate delivery of service Assure that services are delivered in accordance with contract terms and conditions Certify that services as billed are delivered in accordance with contract terms and conditions. Verify that you in fact, received the service at the contracted price. Promptly report delivery failures or contactor performance problems to Purchasing Complete periodic evaluations of contract evaluations. Document positive and negative actions. Assure that the contract amount is not exceeded without proper authorization from Purchasing Contact the Contract Manager for action if a contract must be extended, increased, decreased or modified in any way

24. Contract Administration Do Not Instruct the contractor to start or stop work. Purchasing will issue notification Change the scope of the contract without Purchasing written authorization Direct the contractor to perform work that is not specifically described and funded in the contract. Become complacent on approving �routine� invoices for payment Extend the time period of a contract Sign any contract or vendor form

25. SMALL, WOMEN-OWNED and MINORITY BUSINESS - (SWaM) Required by Governor�s Executive Order Enhance Opportunities for Small, Women and Minority Owned Businesses Commonwealth goal 40% Must solicit for all procurements under $5000 Must utilize vendors certified by the Department of Minority Business Enterprise www.dmbe.virginia.gov SWaM Champion can be reached at 804-524-5117

26. SMALL, WOMEN-OWNED and MINORITY BUSINESS End users with SPCC will be recognized on the attainment of SWaM goals Must solicit one valid SWaM vendor on all requests under $1000 including over-the-counter pick ups Must solicit one valid SWaM vendor on all requests under $1000 for all eVA transactions Documentation of all SWaM attempts must be recorded on the eVA requisition in the comment section and recorded on the SPCC reconciliation log

27. Portal used to process all procurement requests eVA �help desk� 804-524-6993 Initiates the requisition process

28. Electronic Virginia When entering an order into eVA Do not process a request on behalf of anyone else Only process one vendor per requisition Select correct account codes

29. QUESTIONS Contact Information Department of Purchasing 804-524-5115 or 804-524-6994