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  • Hypothetical Three - Dr. Berstein

    Dr. Berstein purchases a high-precision isotopic piece of equipment for approximately $60,000, $16,272

    of which he charges to an NSF award ending in 4 months.

    He purchases the equipment to replace an obsolete older model of the equipment that was far slower

    and less precise in its measurements.

    Would you approve this charge? If so, why?

    If you would not approve this charge, what kinds of additional supporting documentation would

    you require from Dr. Berstein?

    What recommendations, if any, would you make in terms of reporting to the sponsor regarding

    this purchase?

  • SC Division of Financial and Business Services Purchasing Services SOURCE AWARD JUSTIFICATION FORM

    This form must be attached to all purchase orders larger than $5,000.

    Section A: DESCRIPTION OF COMPETITION (Supplier's selection was conducted as checked)

    l8l Competition not obtained Explanation: sole source - see additional justification

    D Competition obtained previously I Previous PO No.: [8] Written quotes obtained(attached)

    Section B: REASON FOR SUPPLIER SELECTION (Supplier selection was justified as checked)

    D Low bidder l8l Sole source (justification attached) I D Contract supplier 0 Contract attached D Contract on file 0 Business justification Explanation:

    Section C: PRICE QUOTED DEEMED AS FAIR AND REASONABLE (Provide demonstration that comparisons of same or similar items were obtained to establish price reasonableness. Attach reference and identify type and date of reference used.)

    Comparison of proposed prices with: D Previously proposed prices Previous PO No. : Olndexes D Independent cost estimates D Published market prices [8] Discount/rebate arrangements D Prices obtained through market research 0 Competitive Lists

    Section D: SUPPLIER DIVERSITY COMPLIANCE (The following diverse suppliers were contacted as part of solicitation. Indicate the number of suppliers contacted in each classification. (check www usc. edulsurw.fierdlversity/classifications for definitions)

    ANC MOSS Small VOSS [8J None

    CDVBE MOLB SBA8(A) WOSB

    HBCU PHY HUBZone WOLB

    Ml SD VO SB SOB Local

    04/25/13

    Buyer's Initials Date

    University of Southern California, Purchasing Services, UGB 210, Los Angeles, CA 90089-9015 Tel: 213-740-2281 Fax: 213-740-9797

    Page 1 (Rev. 11-201 1)

  • PICL\RRO 3105 Patrick Henry Drive Santa Clara, CA 95054-1815

    Phone # 408--962-3900

    orders@picarro.com

    Bill To Address (USOC001)

    University of Southern Cali. USC Accounts Payable PO BOX 77967

    Los Angeles. CA USA90007

    PO NUMBER SALES ORDER SHIP DATE

    05115/13

    !Model# I Description I SN# G2131-I ANAL VZER IC02 Isotopic C02

    ~Jnumbers 1398-CFGOS2168

    50504 HE Fiiter for C02 Apps FREIGHT CHARGE

    PACKAGING & HANDLING

    Thank you for your business.

    Attn: Please add e-ma1: for tracking# to be sent

    Quote 130408MW-014 Thank you for your busln9SI

    Fed Ex tracking ifs

    PAYMENT INSTRUCTIONS: Remittance Add'lss. Plcarro, Inc

    \Nlre transfers: Silicon Valley Bank

    INVOICE

    Invoice#

    Invoice Date 05115/13

    Invoice Due Date 06114/13

    Ship to Address

    Los Angeles, CA USA, 90089

    REP INVOICE TERMS SHIPVIA FREIGHT TERMS

    Order Qty

    Net30 Fedex Saver-PP&B Destination

    Ship Qty BIO Qty I Unft Price I Gross amount I 0 78,750.00 US$78,750.00

    Total gross US$

    Total discount US$

    Total freight US$

    Total tax US$

    US$5,250.00

    US$410.00

    US$350.00

    84,350.00

    -29,275.00

    410.00

    4,452.75

    3105 Patrick Henry Dnve Santa Clara, CA 9505+1815

    3003 Ta~anta Clara CA 95054 USA Routl~SWlft. ~ for credit to Plcarro, Inc~

    Total net amount US$ 59,937.75

    Page 1 of1

  • 11/2412015 Summary - PO-

    PO/Reference Number - Revision 1 (Closed) Available Actions Add Comment " Supplier Picarro, Inc.

    Status Purchase

    Order Revisions

    PO Approvals

    Shipments Receiving Invoices Comments Attachments (8) History

    Summary

    Hide htader

    Capital Asset Management

    General Information ?

    PO/Reference -Number ~vision.Number 1

    A/P status Closed

    Supplier Name Picarro, Inc. mn rt! info

    Supplier Number

    Address 3105 Patrick Henry Santa Clara, CA 95054-1815 us

    Purchase Order 4/29/2013 Date

    Original Revision 4/29/2013 Date

    Revision Date 6/14/2013

    Distribution 4/29/2013 2:31 PM Date/Time

    Total 60.441.75

    Requisition - view I p110t Number

    Business Purpose Isotope Analyzer for

    - Lab

    Facilities kounting Codes ....

    Delivery

    Deliver To

    Los Angeles, CA 90089 United States

    ?

    Taxes/S&H

    Hide value desw11t1e11<

    Billing

    Bill To

    USC Accounts Payable P.O. Box 77967 Los Angeles, CA 90007 United States

    Billing Options

    Contract

    Payment 0% 10, Net 10 Terms

    ?

    I"' .f_re~ious PO _. . Number _ ... , .:"'--

    Contact Information

    Owner Name

    Owner Phone

    Owner Email

    Campus

    UPC ...

    Additional Information ?

    - ~ ., .. ' "' :: .,1

    Capital Asset Management ? Facilities ?

    113

  • 11/2412015

    FOB FOB USC

    PO Clauses

    Summary-PO-

    Capital Asset

    System Type

    Capital Asset System State

    Equipment Notes

    Orders and Documents Document Search Se.:11 .1 ,, ~l'iSll GI A.LL SCJEMTIFlC 1.C UIPMGNT

    'locume1111119 Nl ovE.P si;ooo

    53483~ VC5 17900 31.54% Coll:ibn1at1v" Rt>se:irch 10SU 5 lJ'i2JS3l'">lJIT CERTIFI (491k)

    L:i:.A SAMPLE PRICIN .. (854k)

    SOLE SOURCE - 5 pdt (126k)

    Pit mro Quote 130 .. (l,628k)

    Re FW Plf'c1rlO.m!>y (71k)

    Distribution Methods The vslt:111 w ill th tr1IJ4il( pur..h.ise 0rde1 s u~111si the methud1 sl 111d1c.1ted bel0w

    Fax + 1 (408) 962-3200

    2/3

  • 11/2412015 Summary- PO-

    Line Item Details

    Hide hne details For selected line items Add To Active Cart

    Product Description Catalog No

    1 ./item# G2131-I: 613C High-Precision Isotopic C02 CRDS Analyzer. (This price reflects an original price of $78, 750.00 and a discount of $29,275.00) lJ more 1nb

    Taxable

    Commodity Code

    PO Clauses

    2 ./ lter # S0504: He fitter for isotopic C02 a pplications LJ more lllhJ ...

    . .....

    .... ~.

    Taxable

    Commodity Code

    PO Clauses

    Size I Packaging

    EA

    23 Research/Lab Supply & Equip

    EA

    23 Research/Lab Supply & Equip

    Unit . P

    Quantity Ext. Price nee

    49,475.00 1 EA 49,475.00 USO

    Requ1s1tion - view I pr111t Number

    External Note Pricing reflects discount of -$29,275.00 per quote. FM

    Attachments for supplier

    Internal Note Pricing reflects discount of -$29.275.00 per quote. FM

    Internal Attachments

    5,250.00 1 EA 5,250.00 USO

    Requisition - v 1~w I p1111l Number

    External Note

    Attachments for supplier

    Internal Note

    Internal Attachments

    Shipping, Handling, and Tax charges are calculated and charged by each supplier. The values shown here are for estimation purposes, fund checking, and workflow approvals.

    Subtotal

    Sales Tax

    54,725.00

    4,956.75

    Shipping 410.00 Only

    Shipping 350.00 and Handling

    ?

    Total 60,441.75 USO

    313

  • 12/1&2015 KFS :: Payment Request Document

    Status: FI NAL Payment Request Document ff'

    Doc Nbr: Initiator: ~

    Payment Request # : -

    Created: 12:00 AM 05/22/2013 Payment Request Status: Auto-Approved

    1> d I < required field

    Document Overvu:w .... Description: PO- Vendor: 30423-0

    Organization Document Number: Explanation:

    Vendor

    Year: 2013

    Vendor: , Plcarro, I nc. Vendor #: llMZJ:l!

    Address 1: 13105 Patnck Henry Address 2 :

    Customer#:

    Check Stub No~:

    Special Handling Instructions:

    Invoice Info

    l nvolc:e Number:

    \

    Pay Date: 06/ 14/2013 No (Immediate Pav) Invoice Date: 05/15/20 13

    PO End Date: Payment Attachment Indicator: I No

    Total Amount: 59,937.75

    State:

    Province: Postal Code: 95054-1815

    Country: United States

    Payment Terms: P-Net 30 Days Shipping Title: DESTINATION

    Shi pping Payment Torma:

    No Payment Request Cost Source: I ESTIMATE

    Payment Classification:

    E>

  • 12/1512015 KFS :: Payment Request Document

    "' Accountln11 Lines

    Trade In

    ......., Ae>countlng Lines

    Payment Temia Discount

    Payment Terms Dlsa>unt:

    ""' AciuntlnJI Lines

    Full Order Discount

    Full Order Dlsa>unt

    11 .i.,,, Ac:countl!'ll__ Ll_'1e1

    Ta

    Tax Corrections

    Account Summary

    0.0000

    0.0000

    0.0000

    r~ w \ . "' \ . Id<

    0.00 o.oo 0.00 Trade In

    Total Before Discount: '5548500

    o.oo 0.00 0.00 Payment Terms Discount

    0.00 o.oo 0.00 full Order Discount

    Total Prior to Tax: 55,485.00

    Total Sales Tax: 4,452.75 Total Withholding: o.oo

    Grand Total Amount to be Paid to Vendor: 59,937.75

    Total use Tax:

    Grand Total Including Use Tax:

    0.00 59,937.75

    Object Code and Sub-Object Code 1nqulr>es and desa\pllOnS have been removed beciluse tins is a pnor year document.

    Account Summary 1

    Fiac;al Year Chart Account Number 121831

    Sub-Account Ob