CONTRACTING AND PURCHASING SERVICES TRAINING SESSION

1. CONTRACTING AND PURCHASING SERVICES TRAINING SESSION General overview of contracting and purchasing services areas of responsibility Brief overview of role of Assets, Mailroom, Moving, Payables, Purchasing, Receiving, Sales, and Stores

2. Contracting & Purchasing Services • Review of services offered: • Product research and pricing • Contract development • Vendor communications • Bid development • Bid analysis • Demo’s • Independent Contractor agreements • Contract review • Maintenance agreements

3. Review of Ordering Process • Small dollar/credit card purchases • Submitting requisitions – Approval timelines • On-line requisition (Overview) • Review of bid policy • Bidding • Bid process and timeframes • RFQs vs RFPs • Contracting authority

4. Small Dollar/Credit Card Purchases Small dollar purchase orders under $500 can be done if the vendor does not accept credit cards Credit card purchases for supply and equipment have a single transaction limit of $2,500

5. Submitting Requisitions • Go to our web-site www.purchasing.cmich.edu • Pop stops • Forms • On-line forms • Purchase requisition form

6. Bid Requirements • Formal competitive bids are required when a purchase requisition total exceeds $2,500, and a formal sealed written bid if the requisition exceeds $25,000. If a competitive bid is not done, an exception must be requested through the Director of Purchasing Services.Requisition or project approvals are required as follows:$ 50,000 to $ 99,999 – by VP/Provost$100,000 to $199,999 – by President$200,000 and above – by Board of Trustees

7. $1,000 to $2,500 $2,500 to $24,999 $25,000 and Over Bid Exemption An on-line purchase requisition should be submitted to the Purchasing department for processing.  Bids may or may not be required, based on the professional judgment of the buyer.  Purchasing will conduct a formal bid process unless specifically exempted.  Bids may be written or faxed at the professional judgment of the buyer. An on-line purchase requisition should be submitted to the Purchasing department for processing. Purchasing will conduct a formal sealed written bid process unless specifically exempted.  Public bid openings are normally held. An on-line purchase requisition should be submitted to the Purchasing department for processing. Consult the Director of Contracting & Purchasing Services for exemptions on bids. Review of Bid Policy

8. Bid Process & Timeframes • Competitive Quotes required for any purchases exceeding $2,500.00 • Submit Specifications/Requisition to Purchasing identifying all items/services required • Identify any vendors you are aware of. Purchasing will determine any other vendors who qualify • Identify delivery time frame needed • Bid process can be as quick as 2-3 business days but depending on complexity of items requested can run into weeks.

9. RFQs vs RFPs • RFQ=REQUEST FOR QUOTATION-Standard bid for purchase of general commodities. Bid is awarded to lowest bidder as long as they meet all specifications • RFP=REQUEST FOR PROPOSAL • RFP is used when additional services are required and will be considered in the bid evaluation process Bid is awarded to vendor who provides best overall value

10. Contracting Authority • How to obtain Contracting Authority • BOT PolicyThe Vice Presidents and President may delegate authorization to sign contracts binding the university for specified sums per contract not to exceed $50,000. Delegated contracting power shall be in writing by the appropriate vice president, naming the person given the contracting power, the specific contracts the person may sign, and the limitation in dollars for any one contract. This delegation of contracting authority, with vice president's signature, will be submitted to the vice president and chief financial officer who will then obtain the president's signature and place the document on file in the Office of Finance and Administrative Services. (see: procedures for granting contract authority)A contract is any agreement between the university and another party which is enforceable at law, whether or not it is entitled "contract." A contract includes any agreement made on behalf of the university in which legally enforceable commitments are made by or to the university.A person with contracting authority may sign or execute contracts, thereby binding the university to their terms and conditions. Before signing a contract, the person should comply with the university's procurement policy and complete a contract review process. • Contracting Authority Search Instructions:  To view a specific employee's Contracting Authority profile, enter their last name (i.e. "Trionfi") in the field below and click the "Lookup" button. To view the entire list of persons with Contracting Authority, leave the field below blank and click the "Lookup" button.

11. Review of Office Depot Contract and Ordering Process • Contract list and non-contract discounts • Obtaining sign-on ID and password • Placing orders and handling returns

12. Product Category Discount Off List Price Furniture 45% Business Machines Quote Binders & Luggage 50% Dated Goods, Organizers, Telephone Accessories, Surge, Cables & Keyboards 76% Paper, Envelopes & Filing supplies 55% Adhesives & Post It Notes 42% School Supplies 38% Maps, Stamps, Office Decorations, Desktop, Ergonomic Devises, Labels & Correction Supplies 44% Computer Supplies, Books, Miscellaneous, Laser Toner, Copier Toner, Inkjet Cartridges, Ribbons, Inkjet Supplies & Magnetic Media 30% Cleaning, Security, Food & Beverage 35% Staplers, Scissors, Rulers & Storage 47% Art Supplies, Binding & Laminating 38% Writing Instruments 68% Contract List & Non Contract Discounts

13. Obtaining Sign-On ID & Password In order to receive CMU's contract pricing, the website listed above must be used.  Using any other website will require the purchaser to pay full list price for supplies.  In order to log onto the contract website, you need to have an account.  If you would like an account and do not already have one, fill out the "Web Access Request Form" on purchasing web-site.  You will receive a username & password within a couple of days from submitting the on line request.

14. Placing Office Depots Orders If you use your CMU Purchasing Card, you have several options:1.  On-Line at Office Depot's website:  http://bsdnet.officedepot.com/2.  Phone the order in to (800) 578-9675, team 6  3.  Fax your order to (800) 758-4927 using the Office Depot order form. Click here to download the order form for faxing  (only for use by persons with no web access)When completing the order form, be sure to include your department name, address, your name and phone number, as well as the catalog number, quantity, description and price. Please note that using the web to order on-line is preferred.   If you need assistance call Judy Lannen at 3048.

15. Handling Office Depots Returns • All items being returned must be placed in a box and sealed. • Sign onto your Office Depot web account, click on 'Order History and Tracking' and select the order number containing the merchandise that you wish to return.  Follow the instructions on-line to place a live return.  You may either print the return information from the website and tape it to the outside of the box, or place a copy of the original packing list on the outside of the box, referencing the return number on the packing list. • A ups call tag will be issued and UPS will pick the return up at your location • An alternative to placing the return on-line would be to call Customer Service at: (800) 578-9675, select 2 from the menu.  If the merchandise is over 30 days old, they will have to get approval from your Office Depot Account manager to return the merchandise.

16. Review of Travel Services • Enterprise agreement • Bus: Hartzler agreement • NWA discount • Comfort and Fairfield Inns agreement • Review of group travel procedures

17. Enterprise Agreement • Click the below links to access other options: • Rates when Credit Card presented for payment provides for insurance coverage • Rates when Credit Card presented for payment Does Not provide for insurance coverage • Questions and Answers • View Vehicles in each Class • Contract Information:Vendor:Enterprise Rent-A-Car1218 S. Mission StreetMt. Pleasant, MI  48858 • Contact: Gretchen Meter • Telephone: (989) 772-6108 Fax: (989) 775-2045 CMU Contact: Judy Lannen Telephone: (989) 774-3048 Fax: (989) 774-3466

18. Rates when credit card presented for payment provides for insurance coverage

19. Rates when credit card presented for payment does not provide for insurance coverage

20. Enterprise Rent-A-Car Questions & Answers • If you have questions regarding this information, please call us at (989) 774-3917.   • Viewing FAQ Instructions:  Click on a question below to view its answer.   • To view all answers, or to print the page with all answers visible, click in the box labeled "Select to view all answers". Select to view all answers. • Q.How do I rent a vehicle? A. It’s simple! Just give us a call at (989) 772-6108. Let us know that you are a CMU employee and you need to rent a vehicle. We will then set you up with the special rates designated for Central Michigan University employees and registered student organizations.Q.Where are you located? A. Our office is located on the corner of Preston and Mission at 1218 S. Mission. We are right behind Taco Boy & in the same parking lot as Pizza Hut.Q.What hours are you open? A. Monday through Friday: 8:00am – 6:00pmSaturday: 9:00am – 12:00pmSunday: Closed Q.How much notice is needed to arrange for a vehicle? A. To rent a car little or no advance notice is needed. For a specialty vehicle like a 15 passenger van, Sport Utility or Mini-van, please give us as much notice as possible. Specialty vehicles do require at least a 24-hour advance notice.Q.What do I do if I need to return my vehicle when you are closed? A. The car should be parked and locked up in Enterprise's parking lot with the keys placed in the drop box conveniently located on the west side of Enterprise's building.

21. Enterprise Rent-A-Car Questions & Answers • Q.What type of vehicles are available? A. Enterprise will provide the two most recent model years of well maintained vehicles. Below are examples of the typeof vehicles we carry:- Compact (Cavalier, Escort, Neon, or similar)- Standard (Malibu, Stratus, or similar)- Full-size (Lumina, Century, Taurus, or similar)- Premium (Grand Prix, Maxima, LeSabre, Bonneville, or similar)- Specialty (Pick up trucks, Cargo Vans, SUV’s)- Luxury (Cadillac, Park Avenue, Town Car, or similar)- Mini-Vans- 15 Passenger VansQ.How do I pay for my rental? A. Payment for daily rentals should be made with your CMU Business MasterCard, or personal credit card. Departments of the University will not be able to authorize a direct bill. When the CMU Business MasterCard is used, it is non-transferable, which means the contract must be signed by the person whose name appears on the card.If your CMU Business MasterCard is being used, proper documentation must be maintained. This documentation must include purpose and destination of tripQ.How much will a rental cost? A. Enterprise Rent-A-Car has designed a rate structure specifically for CMU employees and registered student organizations. Click below to view a specific rate table:- Rates when Credit Card presented for payment provides for insurance coverage- Rates when Credit Card presented for payment Does Not provide for insurance coverage- Click here for insurance information.Q.How will the rental vehicle be insured? A. Car rental loss and damage coverage will be provided for the vehicle in one of the following ways:1. By reserving and paying the car rental charge with your CMU Business MasterCard.2. By use of other credit cards offering a car rental insurance coverage option.3. By purchasing Enterprise's Collision Damage Waiver option for $6.00 per day.- You must purchase Enterprise's Damage Waiver if you are not using your CMU Business MasterCardor another personal credit card which provides Car Rental Loss & Damage coverage.

22. Bus/Hartzler Agreement • Hartzler Transportation is CMU's contracted vendor for Athletics bus travel for the 2007 fiscal year.  Other departments may also use Hartzler for their travel needs and should contact them directly at: Hartzler Transportation, Inc.Phone: (989) 773-6123 5902 Venture Way Mt. Pleasant, MI 48858www.hartzlertransportation.com

23. NWA Discount • There is potential for a new discount program (between 5 - 7%) for University employees booking travel with Northwest Airlines (NWA). To qualify for the discount program, CMU's air travel with NWA must first be tracked and reach a specific dollar level. This requirement will be accomplished by either booking through one of CMU’s preferred travel agencies (see: "http://www.purchasing.cmich.edu/Travel/agencies.html" ) OR by booking direct at www.nwa.com. • An employee must have a NWA Worldperk number to have their travel dollars be counted toward CMU's discount program. If you don't have a Worldperk number, you can establish one by visiting the NWA website. To register for this program, please contact Patti Jaksa in the Purchasing office at jaksa1pg@cmich.edu with your Worldperk number. Note: An employee will still earn/retain their miles through their Worldperk number for their business and personal air travel. • When booking on-line directly with NWA, use your Worldperk number and click "business" travel. When booking through one of CMU's preferred travel agencies, use your NWA Worldperk number and identify yourself as an employee at CMU. • Any questions, please phone Judy Lannen at 3048.

24. Comfort and Fairfield Inns Agreement Local Hotels • CMU has chosen the Comfort/Fairfield Inns as the PREFERRED LOCAL HOTELS for CMU business travel. The Comfort/Fairfield Inns were selected based on their full range of accommodations and their competitive pricing. Please give priority consideration to the Comfort/Fairfield Inns when making your local hotel arrangements. Placing Reservations • Use the CMU Business Card to handle payments for rooms at the Comfort and Fairfield Inns in Mt. Pleasant for candidates, speakers and guests of the University. • To Place Reservations for CMU Guests at the Comfort Inn: Call 989 772-4000 or Fairfield Inn at 775-5000 and indicate whether you are a CMU employee. • Provide the name of the guest, dates of stay, your name, department and phone number and credit card number. • A confirmation number will be given to you at the time the reservation is placed and a copy of the final charges will be faxed to you upon checkout of the guest. • A new billing form has been provided for departments to fill out in order for the Comfort or Fairfield Inns to serve you better. Fill out the form once and fax to the Comfort Inn at 773-6052 or the Fairfield Inn at 773-1371. This will provide them with easy access to your departments information when making reservations.  This form needs to be filled out and submitted only once.

25. Comfort and Fairfield Inns Agreement • Comfort Inn2424 S. MissionMt. Pleasant, MI 48858Phone: (989) 772-4000 Fax: (989) 773-6052 • Fairfield Inn2625 S. University Park Mt. Pleasant, MI 48858Phone: (989)  775-5000 Fax: (989)  773-1371

26. Review of Group Travel Procedures • Groups of 7-10 or more usually qualify for group travel discounts • Contact Purchasing to obtain quotes for air, hotel, bus rental group travel rates • Arrangements for group travel should be handled on a purchase order • Purchasing Services should review any contracts for group travel arrangements

27. Review of Furniture/Design Services • CMU is standardized on Steelcase Series 9000 office furniture for the following reasons: • Product – multiple product lines to meet the needs of most applications • Warranty – Steelcase is an industry leader in product warranties • Flexibility – Standardizing on one specific product line gives CMU maximum flexibility to relocate & reconfigure in a cost-effective way • Installation – CMU personnel are trained in the installation of Steelcase furniture • Pricing – CMU has negotiated a substantial list price discount, which includes free delivery • Free design services are available through Contracting & Purchasing Services, or Allied Office Interiors (up to 6 offices) • Please contact Sue Watt-Smith at extension 3522 for more information

28. Review of Technology Purchases/Agreements Preferred Audio Visual Equipment Vendors If you need information on audio/visual supplies and equipment, please contact the following Preferred vendors. These vendors provide excellent service and training, product knowledge.   AVI MidWest Contact: Jeff Rautio Or KarenPH: (800) 683-3005FX:  (616) 977-6991Website: www.avisystems.com BlueWater Technologies: Contact: Jeff ImhoffPH: (616)656-9380FX: (616)656-9390Website: www.bluewatertech.com CMU has contracted pricing available for Epson Projectors and Crestron Control System components. Contact Brad Stambaugh at x-3141 or stamb1bb@cmich.edu for pricing and details. Preferred Personal Computer Vendors CMU has contracted pricing and certified technical support for manufacturers such as Gateway, Dell, Lenovo (Formerly IBM), and Apple. Recommended configurations for both Desktops and Laptops can be reviewed at the following web links: http://www.purchasing.cmich.edu/Purch/PCPrinters/desktop.htmlhttp://www.purchasing.cmich.edu/Purch/PCPrinters/laptop.html Contact Brad Stambaugh at x-3141 or stamb1bb@cmich.edu with questions regarding Personal Computer, Peripheral, or Software vendors/ purchases.

29. Question and Answer Period