Transcript Purchasing & Contract Management Presentation

Our Mission Statement:
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To provide leadership and excellence in the purchase of
supplies, equipment, and services at the lowest total lifecycle-cost to the institution.
We are dedicated to delivering quality value-added service to
the university by developing an understanding of your needs,
by forming business partnerships with you and the vendor
community, by placing orders in the most efficient and
quickest means possible, and by monitoring delivery
schedules on behalf of our internal customers.
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How do we do this?
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By being available to assist faculty, researchers, and staff with
purchasing requirements, purchasing system support,
supplier sourcing, negotiations, and relationship
management issues.
While obligated to work within applicable state purchasing
laws and the Board of Regents policies and procedures, we
remain flexible and innovative in our approach.
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Each state entity is required to have an Agency Procurement
Officer (APO) or in our case a College / University
Procurement Officer (CUPO)
We follow the rules and regulations promulgated per:
- O.C.G.A. Section 50-5-50 through Section 50-5-81
- Georgia Procurement Manual (GPM)
- Applicable Federal regulations to any specific purchase
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Competitive bid threshold.
- $25,000 for regular items / services
- $100,000 for public works projects
When not from a mandatory contract, end-users should
acquire quotes from three different vendors for purchases
below $25,000. Shopping around keeps vendors honest !
Remember to maintain a consistent and fair policy toward all
vendors, including small & minority businesses.
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According to the GPM, end-users and the College /
University Procurement Officer should adhere to the
following order of precedence for purchasing goods and
services:
Mandatory Statewide Contracts
University Contracts
Georgia Correctional Industries (GCI) or Georgia Enterprises
Products and Services (GEPS)
Convenience Statewide Contracts
Open Market Purchases – RFQ or RFP >$25,000
Sole Source or Sole Brand Purchases
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Plan ahead and involve Purchasing early in the process. Feel
free to call us to determine if a statewide or agency
agreement is in place or if a competitive solicitation is
necessary.
Submit preliminary requirements or specifications to the
Buyer or Contract Specialist as early as possible before the
good or service is needed.
Assist with managing the contract and evaluating vendor
performance
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For Service Contracts (Individuals and Consultants) we require the following:
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Services Agreement Request – basic info needed for a contract and approvals of
department, department head, etc. and assists with determining if service provider was a
former employee or TRS recipient.
Business Associate Agreement – when HIPAA information could be accessible
Checklist for Services - helps us identify payment terms and miscellaneous expenses
such as meals and travel.
Independent Contractor Checklist – helps us determine if contractor is or is not an
“independent contractor” or “employee” for tax purposes.
Agreement with Foreign Individuals or Firms must also include vetting process, which is
administered by the Accounts Payable Department, to determine if a treaty exists
between the United States and the Foreign Country.
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Immigration & Security Form (E-Verify):
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A Federal Government online registration system used by employers to verify a person’s
eligibility to work lawfully in the U.S.
The goal of the new law is to reduce illegal immigrant employment in Georgia.
Purchasing is responsible for verifying service providers meet the provisions of the new
law.
Thus, any “physical performance” of services valued at $2,500 or greater must be
entered via a requisition in eProcurement and can no longer go on a P-Card.
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Certain specific licensed professions are exempt: Engineers, Architects, etc.
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More information can be found on the Purchasing webpage under E-Verify.
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Sole Source or Sole Brand Forms (if necessary) and only if over $25,000
PFSAT - TEAM 6
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Friendly Reminders:
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Most Items ordered via Health eShop are desktop delivered, i.e. to your Building and
Room #. For example, Staples, & Fisher orders bought through Health eShop.
Hazardous chemicals, radioactives, PCs (Dell, etc.), should be delivered to RECEIVING.
Central receiving is located at the main downtown location.
In PeopleSoft – this Ship to is called RECEIVING – MAIN DOCK, DOWNTOWN
1120 15th Street, BL1001
Augusta, GA 30912
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When desktop delivered items arrive, they should be received by the requisitioner in
eProcurement.
Bulk (palletized), large, or heavy (150 lbs. or more) orders MUST be delivered by the
vendor or delivery company to your building and coordinated further if necessary.
Remember to mention this requirement when acquiring a quote for this extra cost
service if it applies. Orders may be delayed otherwise.
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This bypasses our Receiving dock and prevents shipment delays. Note: If building does
not have a dock, then the truck must utilize a lift. These shipments, including
equipment type orders, must be scheduled and coordinated. Receiving crew can meet
vendor at your site when item arrives if needed. Quote should include cost of “inside
delivery” and “installation”.
We do our best to track orders from prior months, but please assist us by checking your
open PO listing and letting us know of any that should be closed out.
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Medi-Trac: We will begin using this Contract tracking tool already utilized by our Legal
team. It allows electronic storage, routing, and prompting of renewals to end-users via
e-mail.
Upcoming New Health eShop Vendors:
- Qiagen (Testing under way now).
- Abcam
Less use of P-Card and more use of Health eShop. Vendors pass on savings when we
use Health eShop since they do not need to pay a fee to process the P-Card.
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Your Professional Team Is In Place
Certified professionals serving the GRU community to meet our
mission of excellence in Education, Research, and Patient Care.
Dr. Clay Trover, PhD, Director Enterprise Supply Chain Management
- Strategic Direction & Savings Initiatives for Hospital and University Supply Chain
- [email protected], 706-721-4854
Gregory S. Woodlief, Senior Manager – Purchasing & Contracts
- RFP Review, Contract & Vendor Issues
- PeopleSoft maintenance (requisition & PO cancelations)
- [email protected], 706-721-2213
Terri Gregory, Purchasing Supervisor
- Oversees a team of Buyers and Contract Specialists
- Primary Buyer for Graduate Studies, Construction, Advanced Contracts, RFPs, RFQs
- [email protected], 706-721-4582
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Your Professional Team Is In Place
Krishna Nichols, P-Card Program Administrator
- Works set up, card replacement, PC #s, etc.
- [email protected], 706-721-9441
Regina White, Sourcing Specialist
- Primary Buyer for College of Nursing & College of Allied Health
- Health eShop Administrator
- [email protected], 706-721-2986
Jacqueline Cooper, Senior Contracting Specialist
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Equipment maintenance contracts, software agreements, consignment contracts
Complicated RFQs and RFPs
Primary Buyer for College of Dental Medicine/Dept of Athletics-Summerville
[email protected], 706-721-9310
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Your Professional Team Is In Place
Karen Herrington, Contracting Specialist
- Primary Buyer for Support Services Departments, (HR, IT, President’s Office, Ga War, etc.)
- [email protected], 706-721-2035
Aleen Jones, Buyer II
- Primary Buyer for College of Medicine
- Research equipment and supplies
- [email protected], 706-721-2218
Sharlene Redd, Buyer II
- Primary Buyer for Georgia Correctional Healthcare
[email protected], 706-721-4555
Beverly “Sue” Ruvo, Buyer II
- Primary Buyer for Georgia Correctional Healthcare
- [email protected], 706-721-2708
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Veronica Henderson, Buyer I
- Primary Buyer for College of Arts, Humanities, and Social Sciences, College of Business,
College of Education, College of Science & Mathematics, Vascular Biology, & Lab Animals
- [email protected], 706-721-6122
Carolyn Ward, Buyer I
- Primary Buyer for Facilities, Public Safety, etc.
- [email protected], 706-721-6121
Candyse Edwards – Office Specialist
- Office & P-Card Support
- 706-721-2216
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