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EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines Purchasing Lifecycle Identify Need Re-Order, Renew, Rebid Ensure Funding Implement, Use, Contract Admin. Determine Procurement Method Delivery and Payment Purchasing Process Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 $5,000 to $50,000 Best Judgment/ Simplified Bid P-Card/Shop@UW >$50,000 RFB/RFP Special Considerations and Requirements Examples of commodities and services with special considerations and requirements include: Printing Services Insurance Vehicles Legal Insurance Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 Best Judgment/ P-Card $5,000 to $50,000 Simplified Bid >$50,000 RFB/RFP Mandatory Contract (examples) Office supplies Pharmaceuticals Furniture Personal computers, software, printers, copiers Printing Janitorial Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 Best Judgment/ P-Card $5,000 to $50,000 Simplified Bid >$50,000 RFB/RFP Non-Mandatory Contracts (examples) Is what I need available on an existing contract or directly from another government entity? Piggybacking; the use of a contract from another WI state agency Several contracts available from UW-Madison Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 Best Judgment/ P-Card $5,000 to $50,000 Simplified Bid >$50,000 RFB/RFP Procurement Method: Best Judgment <$5,000 Can make the purchase from the vendor of choice Obtain quotes from MBE vendors whenever possible Submit a Purchasing Requisition form to the Purchasing Office for processing Does not apply to printing Procurement Method: P-CARD What it IS: A tool for department employees to use to make lowdollar purchases for official business needs Authorized for purchases $1,500 and under Can be temporarily increased if needed – contact purchasing Authorized for purchases greater than $5,000 on statewide contracts where indicated Authorized for use with only certain categories of merchants and commodities Procurement Method: P-CARD What it IS NOT: A means to avoid appropriate procurement or payment procedures A card to access cash or credit For personal use Procurement Method: Shop@UW Shop@UW is the replacement for MDS MDS account was tied to your P-card Shop@UW is tied to your funding string (eg 128-1-812001) Used for office supplies, scientific lab supplies, Electrical All items are on-contract Reallocation can occur via the PAT system New interface coming Jan. 2014 Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 Best Judgment/ P-Card $5,000 to $50,000 Simplified Bid >$50,000 RFB/RFP Procurement Method: Simplified Bid $5,000 through $50,000 Three quotes – in writing Award to lowest responsible bidder Sole Source ($5,000 - $25,000) waiver can be applied if justified Blanket Purchase Orders Non-Contract up to $25,000. $5,000 single invoice limit. Contract by competitive bid. No single invoice limit. Serial Contracting/Purchasing is prohibited Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 Best Judgment/ P-Card $5,000 to$50,000 Simplified Bid $50,000 RFB/RFP Procurement Method: RFB vs. RFP Factors RFB RFP Specs/Reqs * Detailed Specs * Know what you need * Reqs/Deliverables * Proposers to you “how” Award basis *Meet/don’t meet Specs * Lowest cost * Evaluation criteria * Cost is only one factor Analysis * Purchasing Agent/user * Evaluation committee * Procurement acts as referee for committee Vendors * Bidders * Proposers Time * 1 to 3 months * 6 months average * Depends on research time * Extensive develop/research Common Purchases Computers See the purchasing webpage for standard configurations HP, Apple, iPad, Android Must all be purchased with a PO for inventory tracking Office Furniture Must get a quote from BSI, but no longer have to write specs to match what BSI offers For all other furniture, other state contracts are available Office Supplies Use Shop@UW account to purchase from Staples Questions?