Transcript Slide 1

"Smart Procurement can significantly increase
an institution’s capacity to advance its
academic mission, since every dollar saved is
a dollar available to spend on teaching,
research, and student aid."
Power Shopping
Business Officer Magazine
NACUBO February 2009
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Each state agency is required to have an Agency Procurement
Officer (APO) (CUPO in our case)
(O.C.G.A. Section 50-5-50 through Section 50-5-81)
Georgia Procurement Manual (GPR)/state code/federal
regulations
Competitive bid threshold.
- $25,000 for regular items / services
- $100,000 for public works projects
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To develop and review contracts that leverage the University's
spend to the benefit of all areas.
To assist with the identification, selection and acquisition of
goods and services.
To acquire goods and services as economically as possible,
within acceptable standards of quality and service.
To maintain a consistent and fair policy toward all vendors,
including small & minority businesses.
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We are the central purchasing authority for the purchases of
goods and services.
We advise the end-user regarding the best method of
solicitation i.e., piggybacking on another agency or
university’s contract, pursuing an Request for Quote or
Request for Proposal (RFP), or determining if there are
exceptions to the bid process.
Develop a time-line for obtaining the product or service
Develop solicitations and act as a liaison between the enduser and the vendors.
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According to the GPM, the 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
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Plan ahead and involve Purchasing early in the planning
process. Feel free to call us to determine if a statewide or
agency agreement is in place or if a competitive solicitation is
necessary.
Work with Purchasing to acquire the needed goods & services
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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Ongoing Projects ……
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Streamlining the purchasing process via automation and utilization of state-wide contracts or
University contracts.
Combining contracts across both campuses to achieve savings – copiers, lab supplies, uniforms, etc.
For example, we renegotiated our university contract with Fisher to achieve an 8% savings compared
with the standard state-wide agreement and added Summerville purchases to this pricing back in
January. Between both campuses, we are saving at least $175,000 annually.
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Pursuing Green Initiatives – recycling toner, purchasing recycled paper products, identifying ways for
end-users to recycle waste, etc. Office paper is our latest initiative.
Implementing Print Management – only printing when necessary on the most appropriate device:
* Small print jobs (a few pages) go to a desktop printer, if there is one (2 to 15 cents per page)
* Medium jobs (10-200 pages) go to a copier (1.5 cents per page)
* Largest jobs (200 and up) go to the Copy Center (Steve Nunn). (Only .004 cents per page)
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Holding Annual Vendor Fairs – connecting end-users with our most valued partners.
Implementing the Cisco VOIP Telephone System – Newer technology that utilizes our computer network
to reduce the number of hardwired telephone lines. Savings will average $500,000 a year once fully
installed.
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Health eShop: Our online purchasing tool. “A one-stop-shop”. Go there first to find your items.
CFC: Chart-field combination, account string, line code, etc. A CFC is the Fund, Department, Program,
Class, and Project (if applicable) numbers.
PC #: A code used to quickly select among the many different CFCs that you may allocate to for
purchases made with a P-Card. Some departments have hundreds of CFCs they manage. Reduces
error rate when entering CFCs.
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RFQ: Request for Quote. A 30 day process.
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RFP: Request for Proposal. A three-to-nine month process.
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Sole Source: The item or service is available from only one vendor. We assist with completing a form
and posting it to the GPR.
Sole Brand: Only one brand of equipment or supplies will meet our needs. We assist with completing a
form and posting it to the GPR.
SWC Waiver Form: Allows us to request a waiver from utilizing a State-wide contract (SWC). We must
state a reason why the SWC does not meet our needs.
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Upcoming Changes:
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Receiving: Central receiving will consolidate at the main downtown location beginning
July 1st. In PeopleSoft – this Ship to is called RECEIVING – MAIN DOCK, DOWNTOWN
1120 15th Street, BL1001
Augusta, GA 30912
However, Office Max, Staples, & Fisher orders bought through Health eShop should be
desktop delivered. Chemicals, radioactives, PCs, large equipment, etc. should be
delivered to RECEIVING. When desktop delivered items arrive, they should be received
by the requisitioner in eProcurement.
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E-Verify: 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, beginning July 1st, any services
valued at $2,500 or greater must be entered via a requisition in eProcurement and can
no longer go on a P-Card.
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.
Amber Armour, P-Card Program Administrator
- Works set up, card replacement, PC #s, etc.
- [email protected], 706-721-9441
Lynn Carmack, Purchasing Supervisor
- Oversees a team of Buyers and the P-Card program
- Primary Buyer for College of Arts, Humanities, and Social Sciences, College of Business,
College of Education, College of Science & Mathematics, as well as Athletics
- [email protected], 706-721-6121
Terri Gregory, Senior Contracting Specialist
- Responsible for Miscellaneous Service Agreements, Consultant Agreements, Professional
Service Agreements, Construction Contracts, Lease Agreements, and Advanced RFPs
- Primary Buyer for College of Graduate Studies
- [email protected], 706-721-4582
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Your Professional Team Is In Place
Veronica Henderson, Administrative Specialist
- Department Support
- Receiving / Unreceiving in PeopleSoft
- [email protected], 706-721-2216
Karen Herrington, Buyer II
- Primary Buyer for Support Services Departments, (IT, Facilities, Public Safety, 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
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Your Professional Team Is In Place
Jacqueline Jones, Contracting Specialist
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Equipment maintenance contracts, software agreements, consignment contracts
Complicated RFQs and RFPs
Primary Buyer for College of Dental Medicine
[email protected], 706-721-9310
Nicole Moore, Buyer I
- Primary Buyer for the College of Medicine, Student Services
- [email protected], 706-721-6122
Sharlene Redd, Buyer II
- Primary Buyer for Georgia Correctional Healthcare
- [email protected], 706-721-4555
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Beverly “Sue” Ruvo, Buyer II
- Primary Buyer for Georgia Correctional Healthcare
- [email protected], 706-721-2708
Dr. Clay Trover, PhD, Director Enterprise Supply Chain Management
- Strategic Direction & Savings Initiatives
- [email protected], 706-721-4854
Regina White, Sourcing Specialist
- Primary Buyer for College of Nursing & College of Allied Health
- Health eShop Administrator
- [email protected], 706-721-2986
Gregory S. Woodlief, Senior Manager – Purchasing & Contracts
- RFP Review, Contract & Vendor Issues
- PeopleSoft maintenance (requisition & PO cancelations)
- [email protected], 706-721-2213
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Summary
"Suppliers want higher prices and greater volume,
faculty want lower cost and instant
service. Purchasing has to make each of those
parties come to realize what is possible."
Affleck Graves
Executive Vice President
Notre Dame University
in Business Officer Magazine
February 2009
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An electronic marketplace within PeopleSoft that
provides users with the ability to shop for items
using point-and-click technology.
The software:
• Simplifies access to vendor catalogs
• Reduces requisition errors
• Allows for a more streamlined requisition and
purchase order process
• Processes and routes orders four times a day
• Provides for electronic invoicing
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Similar experience to online shopping
Shopping across multiple vendors with a single sign-on
Prices are current
Allows users to buy contract items
Has a search function
Allows comparison of items and prices
Shop by commodity OR supplier
Save items as favorites for future shopping
Identify hazardous materials, radioactives, etc.
Reduces P-card use
Provides better information on what is being bought
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Shopper
• Signs into Health eShop
• Creates a shopping cart from
the catalogs
• Names and saves the cart
• Assigns the cart to a
Requisitioner
• Exits Health eShop
Requisitioner
• Logs into PeopleSoft
• Completes Step #1 of “Create
Requisition”
• Completes Step #2 by
punching-out to Health
eShop and either creates a
cart or brings Shopper’s cart
back to PeopleSoft.
• Reviews information on Step
#3, budget checks, and
submits requisition for
review.
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Fisher
AVI-SPL
Bio-Rad
Applied Biosystems
Cayman
Zep
Graybar
Staples & Office Max
Kamo Janitorial
Invitrogen
McKesson
Sigma-Aldrich
Dell
Henry Schein
HP
IBM
CDW-G
Grainger
Southern Computer Warehouse (SCW)
Southeastern Paper Group
Physician Sales and Services (PSS)
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We Are Your Resource
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