Transcript Purchasing 2009-04-07 - Tyler Junior College

Campus
Services
Office of Campus Services
Michael Caruso
Director Campus Services
(Contracts & Purchasing)
903-510-2420
Service Departments
1. Food Service (Valley)
2. Custodial Services (GCA)
3. Bookstore (Follet)
4. Clinic (ETMC)
4. Vending (AVS)
5. Luminant Contract
6. Laundry Machines
Dana Ballard
Assistant Director, Campus Services / Records
Management Officer
903-510-3313
1. Food Service
2. Custodial Services
3. Clinic
4. Records Management
5. Non-employee related insurances
6. Moves and Setups
7. Receiving and Central Supplies
8. Fleet Management
1. Erik Holland – Coordinator, Moves & Setups
2. Belinda Marks – Technician, Moves & Setups
3. Frank Jakubik – Coordinator, Central Supply
Kim Sulser
Assistant Director, Campus Services
903-510-2248
1. Vending Services
2. Bookstore
3. College-issued phones
4. College-issued credit cards
5. Shredding
6. Mail and Duplications
7. Banner Approvals
1. Jake Clark – Coordinator, Mail & Duplications
2. Henry Ford – Clerk, Mail and Duplications
Tools Used for Sourcing
Events
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Request for Qualifications (RFQ)
– Primarily used for qualifying vendors
Professional Services (architect, engineer, etc…)
Request for Proposal (RFP)
– Services
– Commodities
Best and Final Offer (BAFO)
Invitation to Bid (ITB)
– Widgets to Widgets Pricing
Sole Source
Purchase Orders (PO)
Credit Card
Note: A Purchasing Representative must be present in all meetings with vendors
prior to the execution of a contract.
Proprietary Purchases
(Sole Source - 3.09)
Identify unique feature(s)
 Explain need for unique spec(s)
 Reason(s) competing products not
satisfactory
 Describe effects on program if not
sole-sourced
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Contract Evaluation
“Best Value” Criteria
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What is the Risk ???????
Did it meet the Scope of Work ?????
Quality
Price
Does budget allow ??????
Experience
References
Time Lines
Lead Times
When do we take ownership?
Whose contract will we negotiate and sign?
Contract Language
Factors to Consider in Determining RISK
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The complexity and subject matter of the procurement;
The dollar amount of the procurement and whether the procurement
will result in a major contract;
The anticipated payment methodology;
The experience the agency staff have with the type of procurement;
Whether the results of the procurement will impact the public or only
impact the agency;
Time constraints or the expected duration of the procurement; and
The type, availability or experience of staff resources required to
implement the objectives of the procurement.
There is not an objective or mathematical formula that can be used to
identify or quantify the risk imposed by a particular contract. Risk
determination is based on subjective experience.
Signature and Approval Authority
for Contracts
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Major contracts need Board approval
Dr. Metke’s signature
Provost in Dr. Metke’s absence
Approval Cycle
Requisition Formal
Amount
Bidding
Informal
Bidding
President
Signature
(Provost)
Board
Approval
(RFP, RFQ,
etc…)
(3 bids)
< $50,000
No
Yes
No
No
> $50,000
Yes
No
Yes
Yes
Sole Source
No
No
Yes/No
Yes/No
MOU’s
No
No
Yes/No
Yes/No
The beginning
of a GREAT
Relationship !
Thank you.