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PURCHASING
Policies and Procedures
November 10, 2009
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Presenters
Scott Schreiner, Director Vicki Von Harz, Administrative Assistant
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Question
What do you want to learn at this session?
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Agenda Purchasing Department Responsibilities General Information Quotes Bids RFP’s (Request for Proposal) Purchase Requisition Form Receiving Reports State Contracts Sole Sources Furniture Surplus Property Printing Purchases Logo Item Purchases Software Purchases Purchasing Card Software Purchases Signature Authority Miscellaneous Purchasing Items
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Purchasing Department Responsibilities
Plan, organize, and direct all Purchasing activities across campus
Vendor negotiations Formal bids Policy and procedure development and implementation Compliance monitoring Service organization
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General Information All purchases valued $5,000 or greater must go through
the Purchasing Dept Purchases valued < $5,000 can be made using a
Purchasing Card or Voucher Exceptions
Printing Some vendors require a Purchase Order
Purchasing can require a quote on any purchase under $5,000
Purchasing will work with a department on any size purchase
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Quotes
Purchases between $5,000 - $9,999 Result in a purchase order Information required from Departments
Memo with item specifications and vendor contact information Memo should be e-mailed to the buyer Provide recommended vendor list Vendor contact information should include e-mail address
Time for quote – 1 week
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Quotes (cont.)
Results are forwarded to dept for their evaluation Dept notifies Purchasing of intent to award the quote
with a purchase requisition (Note Quote # on P-Req) Justification is required, in memo form, if not awarding to
the low bidder Always award quotes on purchase requisitions through
the Purchasing Dept – even if the quote dollar amount is less than $5,000 – do not award on a voucher
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Bids
For purchases above $10,000 Result in a purchase order or a contract Information required from Departments
Memo with item specifications and vendor contact information Memo should be e-mailed to the buyer Provide recommended vendor list Vendor contact information should include e-mail address
Time for bid – 2 weeks
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Bids (cont.)
Results are forwarded to dept for their evaluation Dept notifies purchasing of intent to award the bid with
purchase requisition Justification is required in memo form, if not awarding to
the low bidder Always award bids on purchase requisitions through the
Purchasing Office
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RFP’S
Request for Proposal For purchases of any value When to use a RFP?
Seeking solutions to solve a problem Seeking unique products or services Allow vendors to propose solutions
Difference between RFP and Bid RFP – specifies or describes a problem Bid – identifies a specific product
Results in a purchase order or a contract
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RFP’S (cont.)
Information required from Departments (e-mail) Scope of Work
Statement of purpose or goals and objectives Requirements to be met Item specifications Purchasing will assist or provide examples
Provide recommended vendors list (if possible) Time for response – 4 weeks Results are forwarded to dept for evaluation Best solution determines award, not low bid Dept notifies Purchasing of intent to award the RFP with
memo justifying award decision
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Purchase Requisition
RUSH □ Department will fax order to vendor. □
UNIVERSITY OF NORTH DAKOTA Department will call order in. □
PURCHASE REQUISITION Hold vendor copy-dept will place order. □
Purchasing mail out vendor copy. □ Department No.: PO NUMBER
Department Name: Delivery Date:
Requested By: Vendor ID:
Phone: □ Vendor is not debarred or suspended - www.epls.gov
Ship To Address (Include stop #) Vendor Name & Address
Contact:
Phone: Fax:
Line # Qty UOM Description Unit Price Total
1 $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
7 $ -
8 $ -
Total $ -
NOTE: Indicate Line # from above for funding Amount and ChartField.
Campus delivery address
(include Stop #)
Check if appropriate
Line item must correspond with chart field line item
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Purchase Requisition
NOTE: Indicate Line # from above for funding Amount and ChartField.
Line # Amount Account Fund Dept Project Program
Requesting Dept Signature
Date
Approved Date
Approved Date
Comments: Reference Information and/or Comments for
Vendor, Receiving, and/or Voucher. Standard Freight Code:
FOB/ DESTINATION-PREPAID
Bid # Quote #
Note: If the Standard Frt. Code will not be used, state freight terms needed in the box to the right.
Purchasing Approval Date: PO No.
Put in complete chart field
(by line item)
Put in quote or bid number
Signature must be on authorization form
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Receiving Reports
Created for each purchase order Except blanket orders
Purchasing sends the receiving reports to dept with the dept copy of the purchase order
Identical to purchase order but it has yellow/green sticker Sign and date upon receipt of order and forward to
Accounts Payable Stop 8356
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State Contracts
A source for purchasing Not required to use Will use if beneficial to the University
One mandatory contract Cell Phone – Alltel, Verizon, Sprint
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Sole Source
When is an item/service a sole source? Product or service is available from only one supplier Unique characteristics Compatibility with existing equipment or an upgrade to an
existing product
Requires completion of Sole Source Justification Form Requires Purchasing Dept approval Two types – Purchase and Subcontract
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Furniture
Office systems furniture - quotes/bids must be obtained from Norby’s and Gaffaney’s Do not need to take low quotes/bids – whatever meets your
specifications Blue prints need to be approved by Facilities prior to purchase
and installation Purchase of furniture other than office systems follows
normal purchasing policies
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Surplus Property
Contact Facilities to dispose of surplus property http://www.und.edu/dept/policyoffice/html/facilities.html Contact Purchasing for the sale of surplus property
Items of higher value (airplanes, servers, etc.) Expected sale of $500 or more Requires approval from State Surplus
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Printing Purchases
Printing All printing must be ordered on a purchase requisition All printing requests must be sent to the Purchasing Office if not
being produced on campus Submit specifications, Purchasing will obtain pricing, no matter
what the dollar amount
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Logo Item Purchases
All trademark purchases must be ordered via a Purchase Order or University Purchasing Card
Vendor must be licensed Licensing Coordinator – Sara Narveson
[email protected] 777-2132
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Software Purchases
Contact Telecommunications to see if you can purchase the software/licenses through them
If not possible through Telecom: Review software purchasing procedures:
http://www.und.nodak.edu/dept/purchase/docs/FINAL_Software%20Purchasing%20Procedures.pdf
Submit a Non Standard Software Purchase Form If purchase falls under category #2 The CIO Office will either approve of the purchase or request General
Counsel’s review before a purchase order is issued
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Purchasing Card
Used for small $ purchases Provides convenience Faster procurement process Saves the University money
Less paperwork
Submit “Purchasing Card Application Form” to obtain a card
Purchasing Card Administrator – Janelle McGarry [email protected] 777-3881
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Signature Authority
Who can sign agreements, contracts or quotations for departments? All agreements/contracts are required to be reviewed by General
Counsel prior to signing After legal review, agreements, contracts or quotations can be
signed by an individual of the University who has signing authority, typically a Vice President or authorized Purchasing personnel
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Miscellaneous
Blanket Purchase Orders Annual purchases over $10,000 (fuel)
Leasing Maintenance Agreements and Contracts
Send to Purchasing Require General Counsel review and approval
OfficeMax Solutions Secure website for ordering office supplies Deeply discounted pricing Contact JoAnn Albrecht to obtain a user account
[email protected] 777-2971
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Questions Consult Frequently Asked Questions on the Purchasing
website Contact Purchasing Office 777-2681