Transcript CONTRACTING AND PURCHASING SERVICES TRAINING SESSION

CONTRACTING AND
PURCHASING SERVICES
TRAINING SESSION
General overview of contracting and purchasing
services areas of responsibility
Brief overview of role of Assets, Mailroom, Moving,
Payables, Purchasing, Receiving, Sales, and Stores
Contracting & Purchasing Services
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Review of services offered:
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Product research and pricing
Contract development
Vendor communications
Bid development
Bid analysis
Demo’s
Independent Contractor agreements
Contract review
Maintenance agreements
Review of Ordering Process
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Small dollar/credit card purchases
Submitting requisitions – Approval timelines
On-line requisition (Overview)
Review of bid policy
Bidding
Bid process and timeframes
RFQs vs RFPs
Contracting authority
Small Dollar/Credit Card
Purchases
Small dollar purchase orders under
$500 can be done if the vendor does
not accept credit cards
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Credit card purchases for supply and
equipment have a single transaction
limit of $2,500
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Submitting Requisitions
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Go to our web-site
www.purchasing.cmich.edu
Purchasing Tab
Purchase requisition form
(under “Purchasing”)
Bid Requirements
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Formal competitive bids are required when a purchase
requisition total exceeds $2,500, and a formal sealed
written bid if the requisition exceeds $25,000. If a
competitive bid is not done, an exception must be
requested through the Director of Purchasing Services.
Requisition or project approvals are required as follows:
$ 50,000 to $ 99,999 – by VP/Provost
$100,000 to $199,999 – by President
$200,000 and above – by Board of Trustees
Review of Bid Policy
$1,000 to $2,500
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An on-line purchase requisition should be
submitted to the Purchasing department for
processing. Bids may or may not be required,
based on the professional judgment of the
buyer.
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Purchasing will conduct a formal bid process
unless specifically exempted. Bids may be
written or faxed at the professional judgment of
the buyer. An on-line purchase requisition should
be submitted to the Purchasing department for
processing.
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Purchasing will conduct a formal sealed written
bid process unless specifically exempted. Public
bid openings are normally held. An on-line
purchase requisition should be submitted to the
Purchasing department for processing.
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Consult the Director of Contracting & Purchasing
Services for exemptions on bids.
$2,500 to $24,999
$25,000 and Over
Bid Exemption
Bid Process & Timeframes
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Competitive Quotes required for any purchases
exceeding $2,500.00
Submit Specifications/Requisition to Purchasing
identifying all items/services required
Identify any vendors you are aware of. Purchasing
will determine any other vendors who qualify
Identify delivery time frame needed
Bid process can be as quick as 2-3 business days
but depending on complexity of items requested can
run into weeks.
RFQs vs RFPs
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RFQ=REQUEST FOR QUOTATIONStandard bid for purchase of general
commodities. Bid is awarded to lowest
bidder as long as they meet all specifications
RFP=REQUEST FOR PROPOSAL
RFP is used when additional services are
required and will be considered in the bid
evaluation process Bid is awarded to vendor
who provides best overall value
Contracting Authority
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How to obtain Contracting Authority
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BOT Policy The Vice Presidents and President may delegate authorization to sign
contracts binding the university for specified sums per contract not to exceed $50,000.
Delegated contracting power shall be in writing by the appropriate vice president, naming
the person given the contracting power, the specific contracts the person may sign, and the
limitation in dollars for any one contract. This delegation of contracting authority, with vice
president's signature, will be submitted to the vice president and chief financial officer who
will then obtain the president's signature and place the document on file in the Office of
Finance and Administrative Services. (see: procedures for granting contract authority)
A contract is any agreement between the university and another party which is enforceable
at law, whether or not it is entitled "contract." A contract includes any agreement made on
behalf of the university in which legally enforceable commitments are made by or to the
university.
A person with contracting authority may sign or execute contracts, thereby binding the
university to their terms and conditions. Before signing a contract, the person should comply
with the university's procurement policy and complete a contract review process.
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Contracting Authority Search Instructions: To view a specific employee's Contracting
Authority profile, enter their last name (i.e. "Trionfi") in the field below and click the "Lookup"
button. To view the entire list of persons with Contracting Authority, leave the field below
blank and click the "Lookup" button.
Review of Office Depot Contract and
Ordering Process
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Contract list and non-contract discounts
Obtaining sign-on ID and password
Placing orders and handling returns
Contract List & Non Contract Discounts
Product Category
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Furniture
Business Machines
Binders & Luggage
Dated Goods, Organizers, Telephone Accessories,
Surge, Cables & Keyboards
Paper, Envelopes & Filing supplies
Adhesives & Post It Notes
School Supplies
Maps, Stamps, Office Decorations, Desktop, Ergonomic
Devises, Labels & Correction Supplies
Computer Supplies, Books, Miscellaneous, Laser Toner,
Copier Toner, Inkjet Cartridges, Ribbons, Inkjet Supplies &
Magnetic Media
Cleaning, Security, Food & Beverage
Staplers, Scissors, Rulers & Storage
Art Supplies, Binding & Laminating
Writing Instruments
Discount Off List Price
45%
Quote
50%
76%
55%
42%
38%
44%
30%
35%
47%
38%
68%
Obtaining Sign-On ID & Password
In order to receive CMU's contract pricing, the
website listed above must be used. Using any other
website will require the purchaser to pay full list
price for supplies. In order to log onto the contract
website, you need to have an account.
If you would like an account and do not already have
one, fill out the "Web Access Request Form" on
purchasing web-site. You will receive a username &
password within a couple of days from submitting
the on line request.
Placing Office Depot Orders
If you use your CMU Purchasing Card, you have several options:
1. On-Line at Office Depot's website: http://bsdnet.officedepot.com/
2. Phone the order in to (800) 578-9675, team 6
3. Fax your order to (800) 758-4927 using the Office Depot order form.
Click here to download the order form for faxing
(only for use by persons with no web access)
When completing the order form, be sure to include your department name,
address, your name and phone number, as well as the catalog number,
quantity, description and price. Please note that using the web to order online is preferred. If you need assistance call Judy Lannen at 3048.
Handling Office Depot Returns
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All items being returned must be placed in a box and sealed.
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Sign onto your Office Depot web account, click on 'Order History and
Tracking' and select the order number containing the merchandise that you
wish to return. Follow the instructions on-line to place a live return. You
may either print the return information from the website and tape it to the
outside of the box, or place a copy of the original packing list on the
outside of the box, referencing the return number on the packing list.
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A ups call tag will be issued and UPS will pick the return up at your location
An alternative to placing the return on-line would be to call Customer
Service at: (800) 578-9675, select 2 from the menu. If the merchandise is
over 30 days old, they will have to get approval from your Office Depot
Account manager to return the merchandise.
Review of Travel Services
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Enterprise agreement
Bus: Hartzler agreement
NWA discount
Comfort and Fairfield Inns agreement
Review of group travel procedures
Enterprise Agreement
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Click the below links to access other options:
Rates when Credit Card presented for payment provides for insurance
coverage
Rates when Credit Card presented for payment Does Not provide for
insurance coverage
Questions and Answers
View Vehicles in each Class
Contract Information:
Vendor:Enterprise Rent-A-Car
1218 S. Mission Street
Mt. Pleasant, MI 48858
Contact: Gretchen Meter
Telephone: (989) 772-6108 Fax: (989) 775-2045
CMU Contact: Judy Lannen
Telephone: (989) 774-3048 Fax: (989) 774-3466
Rates when credit card presented for payment
provides for insurance coverage
Details:
Size Car
Daily
Weekly
Monthly
Intermediate
$28
$185
$590
Standard
$31
$175
$670
Full Size
$36
$205
$710
Premium
$41
$225
$750
Mini Van
$54
$315
$890
4X4
$59
$335
$930
Pick Up Truck
$41
$225
$750
15 Passenger
$69
$405
$1,550
Specialty 4 X 4
$69
$405
$1,550
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Daily and Weekly rates include unlimited miles in
Michigan. Monthly, 3-8 month cars and 9+ month cars include
2,500 free miles with each additional mile costing $.25 per
mile. 3-8 month and 9+ month Mini Vans include 1,000 free
miles.
For unlimited mileage within Indiana, Ohio and Illinois add $6 per
day and $30 per week.
For unlimited mileage East of the Mississippi River add $12 per
day and $60 per week.
For unlimited mileage West of the Mississippi River add $20 per
day and $140 per week.
All cars and minivans in the category of 3 months or longer shall
have the full insurance coverage provided by CMU including the
collision and comprehensive coverage. It must be stated at the
time of rental that these are 9 months or longer rentals and will
not be retroactive.
3 month cars and vans are cars that will be rented between 3 and
9 months. This must be stated prior to rental and will not be
retroactive.
On the 3 month or longer cars and vans, Enterprise can provide
an additional coverage to cover the $5,000 deductible the
University has on its insurance coverage for an additional $3 per
day.
Rates when credit card presented for payment does not
provide for insurance coverage
Details:
Size Car
Daily
Weekly
Monthly
Compact
$34
$175
$630
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Intermediate
$34
$175
$630
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Standard
$37
$185
$710
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Full Size
$42
$215
$750
Premium
$47
$235
$790
Mini Van
$63
$325
$930
4X4
$65
$350
$955
Pick Up Truck
$68
$365
$980
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*15 Passenger Vans, Cargo Vans, Mini Vans, Sport Utility
Vehicles and Pick-Up Trucks.
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15 Passenger Van
$78
$415
$1,590
Daily and Weekly rates include unlimited miles in
Michigan. Monthly cars include 2,500 free miles with each
additional mile costing $.25 per mile.
For unlimited mileage within Indiana, Ohio and Illinois add
$6 per day and $30 per week.
For unlimited mileage East of the Mississippi River add
$12 per day and $60 per week.
For unlimited mileage West of the Mississippi River add
$20 per day and $140 per week.
Required Days for Specialty Vehicles* if picked up on
Friday or Saturday is a minimum two-day charge. Cars will
only be a one-day charge if picked up on Friday or
Saturday and returned within a 24-hour period.
If a requested vehicle class with a reservation is not
available, Enterprise Rent-A-Car will offer an upgrade to
the next class (upon availability) free of charge.
Enterprise Rent-A-Car Questions & Answers
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If you have questions regarding this information, please call us at (989) 774-3917.
Viewing FAQ Instructions: Click on a question below to view its answer.
To view all answers, or to print the page with all answers visible, click in the box labeled "Select to view
all answers". Select to view all answers.
Q.How do I rent a vehicle? A. It’s simple! Just give us a call at (989) 772-6108. Let us know that you
are a CMU employee and you need to rent a vehicle. We will then set you up with the special rates
designated for Central Michigan University employees and registered student organizations.
Q.Where are you located? A. Our office is located on the corner of Preston and Mission at 1218 S.
Mission. We are right behind Taco Boy & in the same parking lot as Pizza Hut.
Q.What hours are you open? A. Monday through Friday: 8:00am – 6:00pm
Saturday: 9:00am – 12:00pm
Sunday: Closed
Q.How much notice is needed to arrange for a vehicle? A. To rent a car little or no advance notice is
needed. For a specialty vehicle like a 15 passenger van, Sport Utility or Mini-van, please give us as much
notice as possible. Specialty vehicles do require at least a 24-hour advance notice.
Q.What do I do if I need to return my vehicle when you are closed? A. The car should be parked
and locked up in Enterprise's parking lot with the keys placed in the drop box conveniently located on the
west side of Enterprise's building.
Enterprise Rent-A-Car Questions & Answers
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Q.What type of vehicles are available? A. Enterprise will provide the two most recent model years of well maintained
vehicles. Below are examples of the typeof vehicles we carry:
- Compact (Cavalier, Escort, Neon, or similar)
- Standard (Malibu, Stratus, or similar)
- Full-size (Lumina, Century, Taurus, or similar)
- Premium (Grand Prix, Maxima, LeSabre, Bonneville, or similar)
- Specialty (Pick up trucks, Cargo Vans, SUV’s)
- Luxury (Cadillac, Park Avenue, Town Car, or similar)
- Mini-Vans
- 15 Passenger Vans
Q.How do I pay for my rental? A. Payment for daily rentals should be made with your CMU Business MasterCard, or
personal credit card. Departments of the University will not be able to authorize a direct bill. When the CMU Business
MasterCard is used, it is non-transferable, which means the contract must be signed by the person whose name appears on
the card.
If your CMU Business MasterCard is being used, proper documentation must be maintained. This documentation must
include purpose and destination of trip
Q.How much will a rental cost? A. Enterprise Rent-A-Car has designed a rate structure specifically for CMU employees
and registered student organizations. Click below to view a specific rate table:
- Rates when Credit Card presented for payment provides for insurance coverage
- Rates when Credit Card presented for payment Does Not provide for insurance coverage
- Click here for insurance information.
Q.How will the rental vehicle be insured? A. Car rental loss and damage coverage will be provided for the vehicle in one
of the following ways:
1. By reserving and paying the car rental charge with your CMU Business MasterCard.
2. By use of other credit cards offering a car rental insurance coverage option.
3. By purchasing Enterprise's Collision Damage Waiver option for $6.00 per day.
- You must purchase Enterprise's Damage Waiver if you are not using your CMU Business MasterCard
or another personal credit card which provides Car Rental Loss & Damage coverage.
Bus/Hartzler Agreement
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Hartzler Transportation is CMU's contracted vendor
for Athletics bus travel for the 2007 fiscal
year. Other departments may also use Hartzler for
their travel needs and should contact them directly
at:
Hartzler Transportation, Inc.
Phone: (989) 773-6123
5902 Venture Way
Mt. Pleasant, MI 48858
www.hartzlertransportation.com
NWA Discount
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There is potential for a new discount program (between 5 - 7%) for University employees
booking travel with Northwest Airlines (NWA). To qualify for the discount program, CMU's
air travel with NWA must first be tracked and reach a specific dollar level. This requirement
will be accomplished by either booking through one of CMU’s preferred travel agencies
(see: "http://www.purchasing.cmich.edu/Travel/agencies.html" ) OR by booking direct at
www.nwa.com.
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An employee must have a NWA Worldperk number to have their travel dollars be counted
toward CMU's discount program. If you don't have a Worldperk number, you can establish
one by visiting the NWA website. To register for this program, please contact Patti Jaksa in
the Purchasing office at [email protected] with your Worldperk number. Note: An
employee will still earn/retain their miles through their Worldperk number for their business
and personal air travel.
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When booking on-line directly with NWA, use your Worldperk number and click "business"
travel. When booking through one of CMU's preferred travel agencies, use your NWA
Worldperk number and identify yourself as an employee at CMU.
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Any questions, please phone Judy Lannen at 3048.
Comfort and Fairfield Inns Agreement
Local Hotels
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CMU has chosen the Comfort/Fairfield Inns as the PREFERRED LOCAL HOTELS for
CMU business travel. The Comfort/Fairfield Inns were selected based on their full range of
accommodations and their competitive pricing. Please give priority consideration to the
Comfort/Fairfield Inns when making your local hotel arrangements.
Placing Reservations
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Use the CMU Business Card to handle payments for rooms at the Comfort and Fairfield
Inns in Mt. Pleasant for candidates, speakers and guests of the University.
To Place Reservations for CMU Guests at the Comfort Inn: Call 989 772-4000 or Fairfield
Inn at 775-5000 and indicate whether you are a CMU employee.
Provide the name of the guest, dates of stay, your name, department and phone number
and credit card number.
A confirmation number will be given to you at the time the reservation is placed and a copy
of the final charges will be faxed to you upon checkout of the guest.
A new billing form has been provided for departments to fill out in order for the Comfort or
Fairfield Inns to serve you better. Fill out the form once and fax to the Comfort Inn at 7736052 or the Fairfield Inn at 773-1371. This will provide them with easy access to your
departments information when making reservations. This form needs to be filled out and
submitted only once.
Comfort and Fairfield Inns Agreement
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Comfort Inn
2424 S. Mission
Mt. Pleasant, MI 48858
Phone: (989) 772-4000
Fax: (989) 773-6052
Fairfield Inn
2625 S. University Park
Mt. Pleasant, MI 48858
Phone: (989) 775-5000
Fax: (989) 773-1371
Comfort Inn
Rack Rate
Weekday/end
CMU Rate
CMU Weekend
Rate
Special Event
Rate for CMU
Standard Room
$79/$129
$59
$99
$109
Whirlpool Room
$89/$139
$69
$109
$119
Fairfield Inn
Rack Rate
Weekday/end
CMU Rate
CMU Weekend
Rate
Special Event
Rate for CMU
Standard Room
$69/$94
$54
$89
$94
Whirlpool Room
$79/$109
$64
$99
$104
*****Special Event Weekends (i.e. Home football games, graduation, etc).***
Accommodations include:
 Complimentary Continental Breakfast
 Indoor Pool
 Free HBO
 Bennigan’s Restaurant
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Fitness Room
Game Room
Free Local Phone Calls
Banquet/Conference Facilities
Review of Group Travel Procedures
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Groups of 7-10 or more usually qualify for
group travel discounts
Contact Purchasing to obtain quotes for air,
hotel, bus rental group travel rates
Arrangements for group travel should be
handled on a purchase order
Purchasing Services should review any
contracts for group travel arrangements
Review of Furniture/Design Services
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CMU is standardized on Steelcase Series 9000 office furniture
for the following reasons:
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Product – multiple product lines to meet the needs of most
applications
Warranty – Steelcase is an industry leader in product warranties
Flexibility – Standardizing on one specific product line gives CMU
maximum flexibility to relocate & reconfigure in a cost-effective way
Installation – CMU personnel are trained in the installation of
Steelcase furniture
Pricing – CMU has negotiated a substantial list price discount, which
includes free delivery
Free design services are available through Contracting &
Purchasing Services, or Allied Office Interiors (up to 6 offices)
Please contact Sue Watt-Smith at extension 3522 for more
information
Review of Technology
Purchases/Agreements
Preferred Audio Visual Equipment Vendors
If you need information on audio/visual supplies and equipment, please contact the following Preferred vendors. These
vendors provide excellent service and training, product knowledge.
AVI MidWest
Contact: Jeff Rautio Or Karen
PH: (800) 683-3005
FX: (616) 977-6991
Website: www.avisystems.com
BlueWater Technologies:
Contact: Jeff Imhoff
PH: (616)656-9380
FX: (616)656-9390
Website: www.bluewatertech.com
CMU has contracted pricing available for Epson Projectors and Crestron Control System components. Contact Brad
Stambaugh at x-3141 or [email protected] for pricing and details.
Preferred Personal Computer Vendors
CMU has contracted pricing and certified technical support for manufacturers such as Gateway, Dell, Lenovo (Formerly
IBM), and Apple. Recommended configurations for both Desktops and Laptops can be reviewed at the following web links:
http://www.purchasing.cmich.edu/Purch/PCPrinters/desktop.html
http://www.purchasing.cmich.edu/Purch/PCPrinters/laptop.html
Contact Brad Stambaugh at x-3141 or [email protected] with questions regarding Personal Computer, Peripheral, or
Software vendors/ purchases.
Question and Answer Period