Purchasing Rules and Regulations

www.utsa.edu/purchasing

TX CLASS: AM580

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

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Purchasing Buyers Paul Duke, ext. 4064 Julie Gohlke, ext. 5076 Patty Burrier, ext. 4062 Sandra Calderon, ext. 8680 Mariano Alaniz, ext. 5077

DirectorRobert Dickens

Assistant Director of PurchasingLane Brinson

ContractsRichard Wollney, ext. 4069Anthony Sanchez, ext. 4680Frank Grijalva, ext. 4975

Purchasing Business AnalystYvette Medina, ext. 4974

ORGANIZATIONAL CHART

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Purchasing and Distribution Services Department

Purchasing Business Contracts

Central Receiving

Mail Services

(Main Campus)

Mail Services (DT and

ITC)

COURSE OBJECTIVES

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• Discuss and evaluate Purchasing Rules• Examine compliance in relation to Purchasing

• Outline HUB requirements from the state and university

• Evaluate Ethics in regards to self and working with vendors

• Review Spending Thresholds for procurement

• Breakdown and demonstrate various Procurement Methods

• Differentiate and discuss Small vs. High dollar procurement

• Demonstrate the uses of the UTSA Supplier Mall and Purchasing website

Questions before we

get started?

PURCHASING TERMS Requisition – A request to purchase goods or

services

Quotation – Obtaining a price for a good or service

Purchase Order – A formal agreement to purchase based on an offer to sell

Informal Bid – Low value, low risk procurement conducted through informal methods

Formal Bid – High value, high risk procurement conducted utilizing formal purchasing methods

Receiving Report – A report informing appropriate parties of goods received by the University

Invoice – A request for payment for goods or services which were delivered

Category Code - A code describing a commodity or a group of commodities

pertaining to goods classification.

UNSPSC 8 digit codes

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PURCHASING RULES

COMPLIANCE (STATE AND UTSA PURCHASING)

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• Section 51.9335, Education Code definition of “Best Value“

• The Board of Regents' Rules and Regulations• UTSA's HUB (Historically Underutilized

Businesses) policies• To Standards of Ethical Conduct• All Applicable Laws, Rules, and Regulations

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) PROGRAM

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• What is the purpose of the HUB Program?

• What classifies a HUB?

• Why are HUB’s Important to UTSA?

• HUB Program Events• Quarterly Newsletter

• HUB Awards Ceremony (November)

• Vendor Fair (March/April)

HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

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UTSA HUB Program Contact:Cynthia DavisEmail: cynthia.davis@utsa.edu Phone: 458-6551Website: www.utsa.edu/hub

PROCUREMENT ETHICS

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• Ethics of self and university• Tax Payer• Impropriety

• Ethics with vendors• No Special Consideration• Equal Opportunity

• Further information of U.T. System Ethics Policies and Guidelines is available on UT systems web site.

PROCUREMENT SPENDING THRESHOLDS

Dollar Range Procedure

$0.01 to $5,000.00

(Small Dollar)

Authorization limit for department buyers. Bids are not required.Small dollar requisitions are created by Department BuyersUse HUBs (Historically Underutilized Businesses) when available

$5,000.01 and over

(High Dollar)

Purchasing must compete requisition to a purchase order by bidding or through a formal proposal (soliciting to a minimum of two certified HUB vendors)

Purchase Orders are completed by Purchasing

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Questions?

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PROCUREMENT METHODS

PROCUREMENT METHODS

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• Best Value• Competitive Bid• Request for Proposal (RFP)• Group Purchases• Sole Source• Emergency Purchase• Exempt Purchases

BEST VALUE PROCUREMENT

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• Best value - optimum combination of economy and quality through specifications of its end user and the University.

• House Bill 1545

• The university uses an evaluation criteria other than price alone to determine Best Value.

COMPETITIVE BIDDING

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What is competitive bidding?

Why compete goods and services?

Restrictions to Competitive Bidding: Set Specifications

Limited Ability to Negotiate

REQUEST FOR PROPOSAL (RFP)

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• What is a RFP?

• When do I need a RFP?

• What is the process of a RFP procurement?

GROUP PURCHASES

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• What is a group purchase?

• Types of Group Purchases• Group Cooperatives

• State Contracts

• Link to Group Purchasing Organizations• www.utsa.edu/purchasing/suppmall/index.cfm

SOLE SOURCE

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• A Sole Source is defined as having availability from ONLY one source.

• Sole Source can only be used when:

• Sole Manufacturer – NO distributors or retailers

• Sole Brand – to avoid warranty issues

EMERGENCY PURCHASES

• Purchase of good(s) or service(s) so badly needed that UTSA will suffer financial or operational damage unless secured immediately

• Require written justification approved by Purchasing with Signature Authority • The reason for the emergency

• The financial or operational damage/risk possible to the University

• Why standard procedures could not be used to obtain the products/services

• The reason and process used for selecting the vendor

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EXEMPT PURCHASES

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• Exemption is given to specific commodities and services

• Exempt purchases do not require a competitive procurement process

• Exempt purchases do not need a sole source justification

• For a full listing of Exempt commodities and services, visit the Purchasing website.

Questions?

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PURCHASE REQUISITIONPeopleSoft Requisition

SMALL DOLLAR REQUISITION

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• “Small Dollar” or Low Risk / Low Value

• Department authorized and approved

• Informal purchasing process

• Requires quote(s) from vendor(s)

• HUB participation is strongly encouraged

• Utilization of Sustainability Vendors and Products

• Orders under or equal to $5000 may be processed by the department and should not be sent to purchasing.

SMALL DOLLAR REQUISITION PROCESS

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• Requisitions will be generated in UTShare PeopleSoft

• Interim Approval process beginning May 13 th

• UTShare SharePoint Requisition Request form

• UTShare PeopleSoft Workflow will sequenced in between Oct. and December of 2014.

• Electronic routing of documents for approval.

SMALL DOLLAR – EXCEPTIONS

• Orders containing the following commodities should be submitted to purchasing for processing:

• Processing small dollar exceptions using UTShare PeopleSoft

• Follow the instructions listed on Purchasing with UTShare PeopleSoft (www.utsa.edu/purchasing/PS_Purch_Forms.cfm).

Radio Active Material Leases (space)

Anything requiring a signature

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HIGH/LARGE DOLLAR REQUISITION

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• Initiates the Purchasing Process

• Representative of High Risk or High Value Purchases

• Can range in cost from $0.01 to $???

• Routes to Purchasing

Orders $5,000 - $25,000

• Purchasing involvement required

• Requires solicitation of HUB vendors

• Pricing obtained by informal procurement

Orders over $25,000

• Purchasing involvement required

• Requires solicitation of HUB vendors

• Pricing obtained by formal procurement

HIGH DOLLAR REQUISITION PROCESS

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Questions?

PURCHASING WEBSITEand Additional Purchasing Information

• Purchasing Resource

• Contracts with volume discounted pricing

• Efficient ordering method

• Emphases on HUB presence

• Purchases can be made by Purchase Order or Procard (as applicable).

UTSA SUPPLIER MALL

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• Find contract information for Preferred Suppliers in the following commodities:

Office Supplies

Printer Purchases (HP, Dell, Lexmark)

Cylinder Gas

Moving/Relocation Services

Scientific Supplies

Technology Supplies

And more!!

• Visit: www.utsa.edu/suppliermall for further information or contact your departmental buyer.

WHAT'S IN THE UTSA SUPPLIER MALL??

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• Interim Processes

• Requisition Approvals

• New Procurement Procedures

• Purchase Order Corrections

• Radio Active Orders

• Return to Vendor Process

• PeopleSoft Training Information

• User Productivity Kits (UPK’s)

UTSHARE PEOPLESOFT PURCHASING RESOURCES

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ADDITIONAL PURCHASING INFORMATION

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Contract • NEVER sign contracts or agreements

• Only the President can delegate authority to sign contracts

• OGC (Office of General Counsel) provides sample contracts • Departments should submit all purchasing contracts to the Purchasing Department

Construction, Renovations & Facilities• Any proposed construction and/or renovations are to be routed through UTSA Facility Services

via a work order

• Facility Services will determine the best way to procure the renovations

Information Technology• Any request for hardware or software should be coordinated through Information Technology.

Visit the OIT website for Computer Standards.

THANK YOU