Transcript President’s Management Development Program Expenditures

Contract and Procurement
Management (C&PM)
101
Presented by:
•
•
•
Cathy Garcia, C.P.M.
Manager
Vickie L. Hokenson, C.P.M.
Lead Buyer III, Contract Specialist
Jeff Fratt, C.P.M. Buyer III
February 28, 2012
Topics for Discussion

Who and Where Are We
Basic Training
Procure-to-Pay Life Cycle
Requisition Creation (Req-creation)
Common Transaction Issues
Accessible Technology Initiative (ATI)
Bid Thresholds/Competition
Sole Brand / Sole Source

Disabled Veteran Business Enterprise(DVBE)/Small Business (SB)

Prohibited Practices / After the Fact (ATF)
Deadlines








Contract & Procurement Management
Who and Where are We
Administration Building, Room 116 Office Hours: Monday-Friday 8:00am – 4:30pm
Main Line Phone: 619-594-5243 Fax: 619-594-5919 Website: http://bfa.sdsu.edu/prosrvcs/
Cathy Garcia, C.P.M.
Manager
[email protected]
619-594-4723
Vickie L. Hokenson, C.P.M.
Lead Buyer III, Contract Specialist
[email protected]
619-594-2796
Romeo Del Rosario
Buyer I
[email protected]
619-594-0928
James Durante
Buyer II
[email protected]
619-594-4720
Jeff Fratt, C.P.M.
Buyer III
[email protected]
619-594-3965
Shawn Hawes
Buyer II
[email protected]
619-594-7073
Kathi Horton, A.P.P.
Buyer III, Contract Specialist
[email protected]
619-594-2445
Michelle Tanner
Administrative Suppor
[email protected]
619-594-0112
Basic Training

Topics covered in Basic Training Presentation
including but not limited to:
Mission/Delegation/Areas of Responsibility/
Fiscal Authorization Hierarchy/Campus
Hospitality Policy/Campus Contracts may be
downloaded from:
http://bfa.sdsu.edu/~leap/ “What’s New”
The Chronology of a Requisition
Req-Creation
• Who do we buy from? Use our supplier file as a resource there are over 35K in our data
base. Call C&PM for assistance in identifying a source for you.
• Requisition Entry (Training once a month or Open Lab every Friday 10am AD233)
iProcurement • <$4K use PCC ( .com suppliers only use PCC)
C&PM
Supplier
• Manager/Lead Reviews
• Assigned to Buyer
• Buyer Reviews ~ Justification/ Quotes
• Issues PO and emails or fax to Supplier
• Supplier Receives and ships order or provides service
Common Transaction Issues
Buyer Recommendations ~ Items identified that assist in expediting requisition
Requisition Entry Issues
Action
Turnaround Time
• C&PM normally processes in date order.
• Don’t forget time for internal departmental approval.
Line Type
• Select correct line type , Capital Asset, Construction Amt,
Equip, Goods Supplies, Goods Supplies Amt, IT Capital
Asset, IT Equipment, IT Goods Supplies, IT Goods
Supplies Amount, IT Services Amount, Services Amount,
Services Qty
Item Type
Amount Based vs
Quantity Based
• Quantity Based should only be use when you have exact
quantities.
• Amount Based is for open orders, services and unknown
quantities.
Category Codes/Unit of
Measures
• There are 100’s of category codes/unit of measures.
Search for the most appropriate code. Do not always use
Miscellaneous. Call C&PM if you need help with a “key”
word to search
Common Transaction Issues- Continued
Requisition Entry Issues
Action
Line Description
• Always Start with the fiscal year order is funded currently: 11/12
• List Part #(Receiving uses to identify product on pack
list)
• Ensure full description of goods or services
• Do not place supplier name on line (already at Header of req)
• Include Service Term at the end of the line (ie 7/1/20126/30/2013) (asset recovery information)
• No acronyms-reference full names
Electronic Waste
Recycling Fees
• Create line for EWRF fees (Service Amount Based)
Freight
• Do not create line for freight-Terms of PO will allow
freight to be paid.(Exception Freight costs are >$500)
Supplier Information
• New – enter all information, Name, Address,
Phone/Fax, Email, Contact person in “Note to Buyer”
• Update – entered new contacts or change of
address/phone in “Note to Buyer”
Common Transaction Issues- Continued
Requisition Entry Issues
Action
Account Number/General
Ledger Date
• Use appropriate natural account. Buyer will return
• Use appropriate GL Date for F/Y (June for future year)
Multiple Accounts charged • Use separate lines and not one line with two
on same PO
distributions.
Purchase Order Alterations • If adding funds or correcting account # in Note to
(POA)
Buyer add existing PO # and Buyer Name.
Renewal
• Add prior year PO# to Note to Buyer and indicate
renewal
Attachments
• Attach supporting documentation as pdf, word, excel
documents, etc. (use browser to upload not markview)
• Ensure quotes are valid (not expired)
• Provide justification for use of state funds
• Hospitality justification, list of attendees, and agenda
• Invoice with requisition –sign “OK TO PAY”
(expedites payment) (After the Fact (ATF) not
acceptable)
Common Transaction Issues- Continued
Requisition Entry Issues
Action
Receiving
• If goods received directly by department (exception)
and not through Receiving notify Receiving so that they
may enter receipt. (x48339)
Who is authorized to sign
agreements?
• C&PM are the authorized agents of the University to
sign Agreements/Contracts. If individual represent
themselves as the correct agent Supplier is unable to
determine otherwise.
Frequently Asked
Questions (FAQs)
• See web-site http://bfa.sdsu.edu/prosrvcs/faqs.htm
What is the Accessible Technology Initiative (ATI) ?
Section 508 refers to federal guidelines that facilitate procurement of products which meet
the accessibility needs of our campus community

ATI is the California State University system’s effort
to implement federal and California law requiring
access to technology for students, faculty, staff, and
visitors to each campus. The initiative is a
collaborative effort at each CSU university to
provide access to technology in three major areas:
Web accessibility, instructional materials
accessibility, and technology procurement. A
detailed description and list of resources are
available at <http://www.calstate.edu/accessibility>.
Accessible Technology Initiative(ATI)Section 508



All Electronic and Information Technology (E&IT) purchases
of hardware, software and IT services over $15,000 must be
reviewed and approved by the Compliance Officer for each
university division prior to submission to Contract &
Procurement Management.
If the product requires electricity, has an interactive screen or
display and transfers information, it probably falls under
Section 508.
Purchasing an accessible product is often less expensive than
providing accommodations (e.g. purchasing a video with
caption vs. hiring an interpreter.)
E&IT/ATI Product Examples
Telecommunication products
Computer operating systems
Transaction machines
Computers
Information kiosks
Multimedia (including videotapes)
World Wide Web sites
Electronic office equipment (such as
copiers and fax machines)
Software applications
Any device or system that is used in the
creation, conversion, or duplication of
data or information
Procurement Process for Software &
Equipment Accessibility
Software Acquisition http://access.sdsu.edu
 Equipment Acquisition
 Accessibility Evaluation Time: 2-4 weeks
 Involve Us Early
 VPAT – Voluntary Product Evaluation Template
 Websites
http://access.sdsu.edu/procurement.htm
http://www.calstate.edu/Accessibility/EIT_Procurement/VPAT_Guide.html
http://access.sdsu.edu/etiresource.htm
http://access.sdsu.edu/index.htm
Bid Thresholds / Competition
“The CSU is committed to a policy of promoting fair and open competition,
for the acquisition of goods and services to meet its needs” CSU
Administrative Manual
Bid thresholds are set by State civil codes and adapted by the CSU.
Classification of the contract is the first step.
 Contract for Goods
 Information Technology Resources (ITR) Goods and Services Contract
 Contract for Services
What will the dollar amount of the contract be, including freight, delivery, set
up, installation and training, but not sales tax?
Bid Thresholds / Competition
If your project is over $50,000.00, call us
Bid Thresholds / Competition
Goods




Goods less than $50K – No competition required
Goods greater than $50K but less than $100K – Informal bid
process with advertising in the State Contracts Register
(Bidsync)
Goods greater than $50K but less than $100K may be the
result of informal quotes from two or more Small
Business/Micro Business without advertising.
Goods greater than $100K will be the result of a formal
competitive bid.
Bid Thresholds / Competition
Information Technology Resources






ALL ITR GREATER THAN $15K REQUIRE ATI COMPLIANCE.
ITR services greater than $5K require advertising in the Contracts
Register (BidSync)
ITR acquisitions less than $50K – No competition required
ITR acquisitions greater than $50K but less than $100K may be the
result of informal quotes from two or more SB/MB without
advertising.
ITR acquisitions greater than $50K and less than $500K may be the
result of informal quotes including advertising on BidSync.
ITR acquisitions greater than $500K will be the result of a formal
competitive bid.
Bid Thresholds / Competition
Services




Services less than $50K – No competition required
Services greater than $50K but less than $100K may be the
result of informal quotes from two or more Small
Business/Micro Businesses without advertising.
Services greater than $50K will be the result of a formal
competitive bid.
Exception: Public Works contracts greater than $5K require
formal competitive bids.
Sole Brand/Sole Source


Used when full and open competition is not possible
Each sole brand and sole source shall have a written justification and shall
include the following:



The unique performance factors required and why are they required;
What other source/brands have been considered and why were they rejected (name
names)
Sole brand and sole source shall not be justified because of:





A lack of advanced planning
Concerns related to the amount of funds available, cost
A contract or purchase made that was not competitively bid with a price of zero or
below market can not be amended/ increased or a new order placed above the bid
thresholds using the sole source / sole brand as a justification for not bidding.
Personal preference
Vendor performance, local service, maintenance and delivery
Disabled Veteran Business Enterprise (DVBE) /
Small Business/Micro Business (SB/MB)




The state established a goal of at least 3% DVBE participation in all
contracts, PO’s and PCC purchases.
All competitive bids require DVBE participation.
The state established a goal for the use of SB/MB in at least 25% of the
State's overall annual contract dollars
All competitive bids must offer a 5% preference to SB/MB
DVBE SB/MB Option:
May be used for Goods, ITR, Services and Public Works.
Contract value between $5K and $250K
No advertising required
Must obtain bids from 2 or more DVBE firms or 2 or more SB/MB firms.
Prohibited Practices
•
•
•
•
•
•
•
•
Use of SDSU name for personal gain
Use of SDSU name to obtain discounts for personal
use
Conflict of Interest – purchase made from a
company you own or from which you will benefit
Endorsement of products
Use of the CSU name without approval
Restrictive bid specifications
Splitting of orders to avoid bidding
Advance payments (Procurement Credit Card is not
considered an advanced payment)
After the Fact (ATF)




Plan Ahead
What is an After the Fact? Commitment of State Funds or Resources without
an authorized Purchase Order.
Risk – Individual may be held personally responsible for payment to the
Supplier. Staff/Faculty/Supplier may not be reimbursed or paid by the
University for goods or services. Duplicate shipment of orders.
Ways to avoid an ATF: University Procurement Credit Card, Open
Purchase/Service Order, OfficeMax on-line Ordering, Request Rush Purchase
Order, Plan Ahead.
Educate Suppliers – It is important that Suppliers understand up front a PO is
required prior to shipment of goods or services. Individuals who request
goods or services without obtaining a PO in advance send a confusing
message to our Suppliers. ATF’s delay payments causing loss of payment
discounts to the campus. If you have an urgent need call us for assistance!
Deadlines
SUBMISSION DATES FOR THE CURRENT 2011/2012 FISCAL YEAR: http://bfa.sdsu.edu/~leap/

MARCH 1, 2012: Submission of final close requests for goods and service orders charged to the 2011/2012 fiscal year. CPM will continue to receive and process
final close requests after the March 1st deadline. Timely submission of your final close requests will free up funds for submissions of any additional 2011/2012
requisitions.

.APRIL 2, 2012: Requisitions requiring bidding which exceed $50,000 for goods and services and requisitions exceeding $600,000 for major capital construction
projects charged to the 2011/2012 fiscal year.

MAY 1, 2012: Final access to Oracle for submission and approval of requisitions charged to the 2011/2012 fiscal year for commodities and services less than
$50,000 and requisitions for Minor Construction (<$600K) projects with fast track bidding documentation included. All requisitions charged to the 2011/2012 must
be approved by 4:30 p.m.

MAY 2, 2012 All requisitions not approved by end of business on May 1st with status of in process, returned or rejected will be cancelled. See below for 2012/2013
submission dates.

JUNE 19, 2012: OfficeMax orders must be placed and posted to your account by June 19,2012 in order to be charged to your 2011/2012 fiscal year budget

JUNE 22, 2012: Procurement Credit Card (PCC) charges must be made by June 21, 2012 and POSTED by June 22, 2012, in order to be charged to your 2011/2012
fiscal year budget.

JUNE 30, 2012 All goods/services for 2011/2012 must be ordered, received, and delivered by this date. Orders for goods or services received after June 30, 2012
must be charged to the appropriate 2012/2013 fiscal year.

SUBMISSION DATES FOR THE FUTURE 2012/2013 FISCAL YEAR:
JUNE 4, 2012: Access to the 2012/2013 General Ledger (GL) (01-JUL-2012) will be enabled for submission of requisitions charged to the 2012/2013 fiscal year.
Requisitions submitted using the current year GL will be returned to the department for re-submittal using the 01-JUL-2012 GL date. Delivery of goods and services
charged to the 2012/2013 FY must be scheduled after July 1, 2012.


JUNE 29, 2012: Access to Oracle for submission and approval of requisitions charged to the 2012/2013 fiscal year will be disabled to allow for the year end closing
process.

JULY 6, 2012: Access to Oracle for submission of 2012/2013 requisitions will be enabled.
Are there any questions?