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
PROCUREMENT & PAYABLES
DO I NEED A CONTRACT OR A PURCHASE ORDER?
A contract is required if the
subject matter involves:
Example: Speaker, consultant,
performer, or professional service
A Purchase Order is used when the deliverable is a tangible product.
Example: Office supplies, furniture, etc.
A contract is an agreement between two or more persons that creates an obligation to do or not to do a particular thing.
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.
THE TIME REQUIRED TO ISSUE A PURCHASE ORDER VARIES
Department should use P-card
or pay on voucher
$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.
Departments should order directly from vendor and pay for items on a voucher in accordance with Accounts Payable guidelines or use P-Card.
(get approval from office of communications or human resources.)
*All computer-related items must get UCT approval, BEFORE PLACING ORDER.
When ordering items under $500.00, department must give vendor the following information:
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.
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+ daysHOW LONG DOES IT TAKE FORPROCUREMENT TO PROCESS A PURCHASE ORDER?
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
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:
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.
PAY ON VOUCHERREGARDLESS OF AMOUNT
Please AVOID if possible
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
SPECIAL PURCHASES purchase order…
RUSH purchase order…ORDER
Unexpected need – Not poor planning within department.
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
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
Must use Local Funds
PURCHASES FOR PERSONAL USE,
DON’T DO IT !
ADVANCED PAYMENT ORDER
Departments are encouraged to pick up items from agency has a recurring need on an “as needed” basis.
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.
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
HOW TO PRINT RECEIVING agency has a recurring need on an “as needed” basis.REPORTS FOR ITEMS
DELIVERED BY RECEIVING DOCK
Steps to Print Receiving Report in PeopleSoft:
1. PeopleSoft Main Menu
2. Custom Reports
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.
The basic purchasing university policies involving expenditure of Research Administration Funds (RAF) (Ledger 5) are as follow:
ELECTRONIC STATE BUSINESS DAILY agency has a recurring need on an “as needed” basis.
Purchases exceeding agency has a recurring need on an “as needed” basis.$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.
Electronic State Business Daily
CMBL & HUB PROGRAM agency has a recurring need on an “as needed” basis.
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:
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
HUB Program agency has a recurring need on an “as needed” basis.
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%
If you are not aware of a HUB vendor, use the CMBL
to search for certified HUBs.
HUB Recognition agency has a recurring need on an “as needed” basis.
This ranking is for an agency spending more than
$5 million. There were 212 reporting agencies.
HUB agency has a recurring need on an “as needed” basis.
The University’s focus is:
1st CHOICE agency has a recurring need on an “as needed” basis.PRODUCTS(Recycled Products)STATE FUNDS ONLY
1st CHOICE agency has a recurring need on an “as needed” basis.(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.
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.
TIBH & STATE CONTRACTS letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA).
Any order with State letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA). 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.
CAMPUS VENDORS letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA).
UTILIZE ON-CAMPUS VENDORS: letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA).
If an item or service is available from:
the item should be obtained from the
CENTRAL STORES letter of justification must be signed by the President of the University and sent to Comptroller of Public Accounts (CPA).
Carry: Pens, Pencils, Paper, Toner, etc.
Go to operations page on the UHCL website to view Central Stores catalog.
FMC Work Order System-http://prtl.uhcl.edu/portal/page/portal/FMC
to take place before 3:00 PM
computers before asking FMC
to move items
work, send in work order
Submit work order to get item moved
AUXILIARY SERVICES ONSTRUCTION (FMC)
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
Call Contract Administration, x2150 for issues or concerns.
VEHICLE RENTAL ONSTRUCTION (FMC)
Contract with Enterprise Rent-A-Car and Avis
Release Form (required for student travel)
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.
ADVERTISEMENTS ONSTRUCTION (FMC)
MUST BE APPROVED BY OFFICE OF COMMUNICATIONS OR HUMAN RESOURCES, DEPENDING ON THE TYPE OF ADVERTISEMENT.
TEMPORARY EMPLOYEES ONSTRUCTION (FMC)
Recycle/Reuse Day ONSTRUCTION (FMC)
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.
Questions? ONSTRUCTION (FMC)
Texas Procurement Support Services (TPASS) ONSTRUCTION (FMC)
Central Masters Bidders List:
Commodity Code Book:
Emergency Acquisition Justification:
Sole Source Acquisition Justification:
State Contracts(automated and non-automated):
Thank you for attending ONSTRUCTION (FMC)
the Purchasing Workshop.