WELCOME

UCA Purchasing Workshop 2013



Where’s the sign in sheet?



ARAMARK (Contractual Services) -

Staff Development -University Advancement -Activities of the Board of Trustees in fulfilling its responsibilities -Faculty and/or Student Recruitment -Faculty and/or Student Orientation -Student Training/Development  Office Depot–orders and assistance  Office Depot Internet Access Training: email [email protected]

Jeris Ezell

• • • • • • • • • • • • • • • • Advertising, Job & Campus Announcements Amazon Back-Up Office Depot User Assistance and Setup Banner Requisition Training & Help Desk for Requisitions Bid Results (Backup) Copiers Employee Reimbursements Food (Non-ARAMARK) Memberships & Subscriptions Office Furniture and Supplies Paper and Paper Products P-Card Training Procurement Card Coordinator Reports (Paper, Printing & Disclosure) Requisition month-end process Website updates & bid postings

            Buyer Requisition Assignments College Square Equipment & Supplies Construction and Building Improvements Construction Compliance Coordinator Housing & Physical Plant, Furniture and Supplies Insurance Maintenance Contracts Minority Business Officer & Minority Reporting Purchase Order Opening/Closing/Liquidation Professional Service Contracts over $50K Request for Qualifications (RFQ) Backup Purchasing Supervisory Duties

 Office Furniture - U.S. Communities Government Purchasing Alliance is a nonprofit government purchasing cooperative that reduces the cost of goods and services for participating agencies by combining their purchasing power.

 National Intergovernmental Purchasing Alliance (National IPA)  National Joint Power Alliance (NJPA) 

http://www.dfa.arkansas.gov

    Copy Paper, White and Colors – State Contract with Printing Papers , Minimum Order $500 excluding taxes and shipping NORMAL DELIVERY- “Delivery to a building with an accessible dock to one specific room or area by use of material handling equipment without breaking shipping container to hand truck deliver individual cartons.” INSIDE DELIVERY- “Delivery to a building with or without an accessible dock and breaking shipping container to HAND TRUCK DELIVER INDIVIDUAL CARTONS to a specific room(s) or area(s).” $1.20 per carton.

Purchase orders with no indication of inside delivery requirements are to be delivered according to "Normal Delivery" definition.

 Act 749 was passed by the Arkansas Legislature in 1991. It added recycling program in-house.

Section 8-9-203 to the Arkansas Code, which requires every state agency, college or university, county, city and public school to implement a  Recycled Paper vs Virgin Paper  Paper Products – Continuous, Carbonless, One Part, Two Part, Bond

 Employee Reimbursements - List the requisition # on all attachments including reimbursement receipts.

Examples:

Reimbursement, Lab Supplies Reimbursement, Office Supplies Reimbursement, Computer Supplies Reimbursement, Research Supplies Commodity Code: 61502

   Complete a P-Card Application Obtain Departmental VP Approval of Funds Forward Application to Purchasing for Completeness      Standing Requisition Order P-Card ordered online from US Bank P-Card Delivery (7-10 business days) Cardholder and P-Card Liaisons must attend a training session P-Card issued to Cardholder after Cardholder and Liaisons have completed training.

Jerry Coleman

 Consulting & Entertainers  Educational Equipment & Supplies  Honorarium & Stipends  Payments to Students/Individuals  Printing, Business Cards, Letterhead, Envelopes, Brochures, etc.

 Shredding (Cintas)  Student Health Equipment & Supplies  UCA Police Equipment & Supplies  Vehicle Purchases

Copier Lease/Rental: Canon Solutions America * Vendor# B001164491 *Standing Order Only; Account Code for all features: 710145 *Must Include Sales Tax *Must Use “NT” Tax Group *Document Text Information: Standing Order 07/01/2013 06/30/2014, Custodian, Contact Info., Location (bldg., room), Contract# UCA-09-003

Canon Solutions America: Cost Per Copy Black/White……………………..$0.01984

Color…………………………………..$0.052

*Optional Features: A)Scanning Capability B)Fax Modem C)Booklet Finishing D)Large Capacity Drawer Feed (included on some models).

E)Hole Punch *Pricing varies for optional features for different models. If you would like to

add

optional features, please contact the Purchasing Department for pricing. If your machine currently has optional features there is no need to call for pricing, the price will remain the same as the previous year.

Cintas Document Shredding: Vendor Number B00800596 Standing Order Only Must Use “NT” Tax Group (not a taxable service) Document Text Information: Standing Order 07/01/2013 -06/30/2014; Custodian, Contact info, Location (bldg. & room), Contract# UCA-11-104, Quantity (number of consoles, boxes, bags).

Document Shredding Pricing: * 1 Each Console/Bin……………………..$3.50

* 1 Each Box…………………………………..$1.50

* 1 Each Bag…………………………………..$3.50

** Each console contains a bag; however, there will be no additional charge for the console. Each console with bag shall be $3.50 per unit.

UCA Name Tags Vendor: Central Arkansas Trophies:B00800561 For multiple orders please list names in item text as it relates to the template being ordered.

Document Text: Contract# UCA-12-116 Pricing Effective July 1, 2013; $6.75

UCA BUSINESS CARDS PMC Solutions: Vendor# B01001372

PRICING: Business Cards-No Bleeds 250 cards, color, 1-side, no bleeds-$22.00/name + freight/shipping ($5min) 500 cards, color, 1-side, no bleeds-$25.50/name + freight/shipping ($5min) ADD - $10.00/name for 1000 cards ADD - $10.00/name for 2-sided cards, w/black print only on back ADD - $20.00/name for 2-sided cards, w/color print only on back NO PRINTING DISCOUNT ALLOWED FOR MULTIPLE NAMES Estimated Shipping Charge is $5.00 per individual name. List shipping in the “additional” box.

Fees (special or rush): Please list as a separate line items. Special: Two (2) Sided Card, w/black print $10.00; w/color print $20.00 Rush Order: $10.00 per individual order.

UCA Letterhead & Stationary UALR Printing Services; Vendor# B00800569

Letterhead & Stationary Continued • Must go to MYUCA website to obtain & complete forms which are located under Purchasing.

• Forms must be saved as a PDF file attachment and e-mailed direct to the buyer servicing this commodity.

• Forms cannot be faxed or scanned to Purchasing • All questions regarding the UCA logo, template, design, etc., should be directed to the UCA Publications & Creative Services Department.

  Payment to Students

Require Prior Approval from Financial Aid

(form is online) Payment to Faculty/Staff (including part-time)

Must be paid through Human Resources, via PAF

 Pagers  Cell Phones  iPads

NOTE: Justification forms are required for the items listed above.

Computer, Computer Supplies, Printers and Projectors Software (Mandatory State Contract with SHI) Employee and Vendor Applications Athletic Equipment & Supplies Charter Bus Services Post Office Equipment and Supplies Promotional Items Request for Proposals (RFP’s)

DELL: • E-Quote Number, Document Text • Make and Model, Commodity Description Lenovo: • Make and Model, Commodity Description Apple: • • Web Proposal Number, Document Text Detailed Specifications, Commodity Description/Item Text

Dell E-Quote is listed in Document Text.

Web Proposal should be listed in Document Text

Specifications are listed in Item Text

Commodity Codes:  Pay attention to the total unit dollar amount  Select the one appropriate for your purchase Account Codes:  Technology Purchases have unique codes  710119, 730207, 730203, Computers need location codes and please indicate end user

 JL Hein dba Video Reality  SMART boards and accessories should be coded as a non-capital or capital computer: 730207, 730203 (if purchasing as a single unit).

 All other audio visual equipment should be coded as non-capital or capital equipment: 730203, 730200  Be sure to include a location of the equipment on your requisition in the FOAPAL section.

 AT&T Mobility  A Purchase Justification Form is required when purchasing cellular equipment.

 The type of phone and amount need to be listed on the Purchase Justification Form.

 HP GEM Direct-James Huskins at Complete Computing [email protected]

 Printer options are located on Information Technology’s website under Technology Purchases.

    Beginning July 1, UCA Contract for T-Shirts & repetitive Promotional items Items which are branded and given away to promote UCA or it’s divisions and departments are considered Promotional All promotional orders require a Purchase Justification Form, that should include at minimum what you are getting (be specific), who it will be given to and how that will serve to benefit UCA Orders will not be processed until Purchasing receives a fully authorized justification form

 Choice Promotions UCA-13-058  Items which are branded and given away to promote UCA or it’s divisions and departments are considered Promotional  All promotional orders require a Purchase Justification Form, that should include at minimum what you are getting (be specific), who it will be given to and how that will serve to benefit UCA

 BSW Advertising UCA-13-058  Use a detailed description of the item being purchased when creating a requisition.

 A Purchase Justification Form is required when purchasing clothing.

 Software House International (SHI) James Lynch [email protected]

 Mandatory State Contract SP-09-0208  Trend Micro, Symantec, Network Associates, Corel, Microsoft, Oracle, Adobe, and IBM.

 Other manufacturers are available at competitive pricing through SHI.

 Contact James for a quote before submitting a requisition.

Ann Davis-Inventory Control

Equipment/Inventory Status: $500.00 and $4999.99

 Total Unit Price, with shipping  Includes taxes

 Non-Capital: Under $4,999.99

   Non-Capital Equipment: 730205 Non-Capital Computer: 730207 Non-Capital Printer: 730208  Capital: $5,000.00 and above    Capital Equipment:730200 Capital Computer:730203 Capital Printer:730204

Bid Limits: $5,000.00 and $25,000.00

 Total Purchase Price including shipping  Excludes taxes

 Effective

August 2013

, Act 1189- Revises provisions of procurement laws as they relate to minority vendors, increasing the maximum purchase price for definition of a small contract from $5000 to $25,000 to

$50,000.

$10,000

; increasing the minimum price for sealed bidding from  Note: This does not include construction.

 15-4-313; 5 Definitions  “Minority” means a lawful permanent resident of this state who is:  (A) An African American;  (B) An Hispanic American;  (C) An American Indian; or  (D) An Asian or Pacific Islander; 42

 The Arkansas Economic Development Commission maintains a list of certified minority vendors at: http://arkansasedc.com/entrepreneurs/small-minority business-directory 43

 Tires  Amendment 54  P-Card programs  Travel card  Fuel card  Bulk fuel  Paper products: (paper towels, bathroom tissue, copier paper, print shop paper, continuous stock, envelopes) 44

• Departments may purchase non-mandatory commodity items from any vendor without utilizing the informal or formal bid processes.

• Abuse of this procedure (split purchasing, etc) will be revealed in the event of an university audit. 45

• All Amendment 54 purchases must be competitively bid regardless of dollar amount.

• Agencies with printing delegation orders must bid Amendment 54 purchases; NO ONE IS EXEMPT!

46

Contact the UCA Purchasing Office:

• • • • •

Detail the problem (form located on website) Filed promptly Copy vendor Copy state procurement Good and bad performance

47

KEY POINTS:

 

Governor’s EO #98-04 Conflict of Interest

19-11-705 Conflict of Interest

•

The employee or any member of the employee's immediate family has a financial interest

•

A business or organization has a financial interest, in which business or organization the employee, or any member of the employee's immediate family, has a financial interest

•

Any other person, business, or organization with whom the employee or any member of the employee's immediate family is negotiating or has an arrangement concerning prospective employment is a party.

Summary

•

Avoid conflicts of interest

•

Disclose all information

•

Don’t accept gratuities/kickbacks

•

Don’t receive contingency fees

•

Don’t allow vendors to pay for your lunch

• • • • Felony conviction Fined up to $10,000.00

Imprisoned not less than 1 year not more than 5 years The vendor and the buyer can both be charged up to the full dollar amount of the contract 51

July 1, 2013

hank You!