to contracts 101 & purchasing 102

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TOCONTRACTS 101

&PURCHASING 102

2

TABLE of CONTENTS

Welcome to Contracts 101 and Purchasing 102 ..................................... 1 Table of Contents ................................................................................. 2-4 Contract Workshop 7-28 Auxiliary Services............................................................................ 29-31 Purchasing Department Hours .............................................................. 32 Purchasing Department Location………………………………………33 If your Business Coordinator is…, who is your buyer? ....................... 34 What does the Purchasing/Contracts Office do?.............................. 35-38 Facilities Management Construction................................................ 39-40 Central Stores................................................................................... 41-42 State Term Contracts, TIBH, and TDCJ ............................................... 43 All Fund Codes ................................................................................ 44-45 Purchasing Guidelines-Ledger 5 ........................................................... 46 You need to make a purchase................................................................ 47 How long does it take for Purchasing to process a purchase order? ..... 48

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The Purchasing Cycle ........................................................................... 49 Electronic State Business Daily……………………………………50-51 State Funds / Local Funds..................................................................... 52 Catalog Information Systems Vendor (CISV) ................................. 53-55 Specifications ................................................................................... 56-60 Purchases under $500....................................................................... 61-66 Subscriptions, Registrations, and Membership Fees........................ 67-69 Purchase Order Changes .................................................................. 70-73 Return of Merchandise..................................................................... 74-76 Special Purchases............................................................................. 77-71 Receiving reports items not delivered to receiving dock ...................... 82 Receiving Reports on Colored Paper .................................................... 83 Texas Industries for Blind & Handicapped (TIBH)......................... 84-86 State (Term) Contracts Index................................................................ 87 Printing............................................................................................. 88-91

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Vehicle Rental.................................................................................. 92-93 Advertisements................................................................................. 94-95 Temporary Employees…………………………………………………96 Purchase Order Follow-Up .............................................................. 97-98 Centralized Master Bidders List & HUB Program ........................ 99-105 1st Choice Products....................................................................... 106-109 Recycle/Reuse Day ............................................................................. 110 PeopleSoft Training ............................................................................ 111 Internet Addresses........................................................................ 112-114

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Introduction

• Shirley Hart-Executive Director of Operations

• Mike Schurwon-Contracts

• Jeanne Cumpian-Purchasing

• Debbie Carpenter-Purchasing

• Renee Ball-PowerPoint Presentation

6

OPERATIONS/PURCHASING PERSONNEL

Purchasing

• Debra Carpenter, CTPM Supervisor of Purchasing & HUB Activities

• Renee Ball, CEOP Secretary

• Jeanne Cumpian, CTPM Procurement Specialist III

• Alicia Gookin Purchasing Clerk

Operations

• Shirley Hart, CTPM Executive Director of Operations

• Mike Schurwon, CTPM,CPPB Contract Administration Specialist

• Marsha Shaner, CEOP Senior Business Assistant

7

CONTRACT WORKSHOP

UNIVERSITY OF HOUSTON – CLEAR LAKE (UHCL)

8

DO I NEED A CONTRACT OR

A PURCHASE ORDER?

9

DO I NEED A CONTRACT ?

A contract is required if the subject matter involves:

• Human performance that renders a service to the University.

• An off-campus event that requires facilities, catering or service to the University.

Example: Speaker, consultant, performer, or professional service

10

DO I NEED A PURCHASE ORDER ?

• A Purchase Order is used when the deliverable is a tangible product.

Example: Office supplies, furniture, etc.

11

WHAT IS A CONTRACT?

• A contract is an agreement between two or more persons that creates an obligation to do or not to do a particular thing.

12

TYPES OF CONTRACTS

• Purchase Orders NOTE: A purchase order is a formal contract, however, if there is a

separate agreement that the vendor requires UHCL to sign then the agreement has to be sent to the Office of the General Counsel for their review and approval to form. The review process takes approximately two weeks.

• Affiliation Agreements (also known as Internships) - Require Legal Review)

• Software/License Agreements - Require Legal Review)

13

UHCL CONTRACT AUTHORITY

No person has the authority to bind the System/University contractually except in accordance with:

• Board of Regents Policy 47.01

• System Administrative Memorandum 03.A.05

• Available on Operations Website

14

INDIVIDUAL LIABILITY

• Employees may not approve the purchase of goods, services, or make other commitments in the absence of a properly authorized contract.

• Contractors and employees proceed at their own risk if they initiate performance without the appropriate approvals from the Office of the General Counsel (OGC) and the appropriate University or System officials.

15

LEGAL REVIEW AND APPROVAL

All non-standard agreements or contracts between the UHCL and another party must be sent to the Office of the General Counsel for review and approval.

1) Software Licenses2) Affiliation Agreements3) Equipment Leases

NOTE: Even if the non-standard agreement or contract has no dollar amount involved, it must be submitted for legal review and Office of the General Counsel approval. Contract Administration will route all documents requiring legal review to the Office of the General Counsel.

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EXCEPTION TO LEGAL REVIEW

• Standard Form Agreements: A Standard Form Agreement is an agreement approved by the Office of the General Counsel after May 27, 1998.

• These agreements contain the OGC form number and approved date in the footer of the contract form.

Standard Agreements:

– Performer Agreement Contract Form No. OGC-S-98-8-CL, Revised 01/25/06

– Speaker Agreement (Not-to-Exceed $500.00)

Contract Form No. OGC-S-2002-3-CL, Revised 01/25/06

– Purchasing Agreement for Goods and Services – (Performed by Contractor)Contract Form No. OGC-S-98-5-CL, Revised 01/25/06

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EXCEPTION TO LEGAL REVIEW cont…

– Amendment to Purchasing Agreement for Goods and Services (Performed by Contractor) Contract Form No. OGC-S-2004-8-CL, Revised 01/25/06

– Contract Service Agreement (Performed by UHCL) Contract Form No. OGC-S-99-5, Approved 01/29/99

– Independent Contract Eligibility Questionnaire Contract Form No. OGC-S-99-6, Approved 01/29/99

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– Appendix A – Additional Description of Service to be Performed

Contract Form No. OGC-S-99-7, Approved 01/29/99

NOTE: Other specialty agreements are available by contacting

Purchasing Department or Contract Administrator.

EXCEPTION TO LEGAL REVIEW - cont…

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STANDARD FORM CONTRACT CHECKLIST

NOTE: For a contract to be issued, all forms referenced below need to be completed and forwarded to the Contract Administration.

• Performer AgreementContract Form No. OGC-S-98-8-CL, Revised 01/25/06

• Speaker Agreement – (Not-to-Exceed $500.00)Contract Form No. OGC-S-2002-3-CL, Revised 01/25/06

• Purchasing Agreement for Goods and Services – (Performed by Contractor) Contract Form No. OGC-S-98-5-CL, Revised 01/25/06

• Independent Contractor Eligibility QuestionnaireForm No. OGC-S-9-6, Approved 01/29/99

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QUESTION: HOW CAN YOU TELL IF THE CONTRACT IS AN APPROVED FORM?

These agreements contain the Office of the General Counsel contract number and approved date in the footer of the contract form.

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Standard Form Checklist

Is the agreement on a current form, which carries the Office of the General Counsel form number in the footer?

Is the Agreement complete?

(a) Are all pages accounted for? (b) Are all exhibits or attachments referenced in the agreement provided?

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More…… Have you ensured that no changes have been made to this

document? ( the name of parties, description of service, date, amount of consideration and term of the contract are the only changes that can be made to the standard agreement without Office of the General Counsel approval).

Are all blanks filled in?

Are all references to the parties accurate, complete and consistent?

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HOW TO PAY A CONTRACT:

YELLOW RECEIVING REPORTS ARE ISSUED FOR CONTRACTS

• After a contract number has been assigned, three (3) yellow receiving reports are returned to the Business Coordinator with two (2) copies of the contract.

• Business Coordinator forwards copies of the yellow receiving reports and contracts to the Department.

• The Department is responsible for forwarding a copy of the signed

contract to the Contractor.

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HOW TO PAY A CONTRACT: CONT…

• Department signs and returns one (1) copy of receiving report along with one (1) copy of the contract to Accounts Payable for payment once services have been complete.

• Department signs and returns one (1) copy of the “Final” receiving report to Contract Administration.

• Department keeps one (1) copy of signed contract with receiver(s) for the department file.

NOTE: This procedure is also applicable for “Partial” payments. If partial payments are required, please specify when submitting the contract to purchasing for processing. Additional copies will be made and distributed to the Business Coordinator when contract has been issued.

25Page 1 of 3

Does this

transactioninvolve:

• The purchase , saleor conveyance (includingrights), of real property• A real estate lease

• A banking/ investment agreement• New construction or major repair of a

building or facility valued at morethan $300,000

• Any contract, or series of contracts that exceed $1,000,000 in a fiscal year

• An extension, modification or renewal of aprevious Board

modifiedcontract

?

This transaction mayrequire approval by the Texas Higher Education

Coordinating Board.

Yes

Turn topage 2

UHCL Contract Decision Tree

This transaction requiresapproval by the Board ofRegents, Chief Financial Officer, and may require

Executive Director of Facility Planning

& Construction (FP&C).

Yes

Begin here

No

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Contract Decision Tree

Can this

transaction usea UH standard contract with nomodifications or

attachmentsfrom the vendor

?

Yes

No

This requires Legislative Budget Board reporting.

See Contract Administration

No

Yes

Doesthis contract

involve Consulting Services > $25,000

or ProfessionalServices >

$25,000?

This transaction must be reviewed by the

Office of GeneralCounsel. See Contract

Administration

Is thiscontractvalued atmore than$25,000

?

This transaction may requireinvolvement of the

Electronic State BusinessDaily

for 14-21 day posting See Purchasing/Contract

Administration

Yes

No

Are any legal servicesinvolved in this

transaction?

This transaction must be reviewed by the

Office of GeneralCounsel. See Contract

Administration

No

Yes

Turn toPage 3

Continuedfrom

Page 1

Select

Appropriate

Standard

Contract

If you have

questions please call

Contract Administration

at (281) 283-2150.

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Contract Decision Tree

Does the contract:

•Have three complete original contracts (1 original + 2 copies are acceptable)

•Have all Board of Regents (BOR), Office of the General Counsel (OGC), Department and Division signatures and approvals

•Have all forms, certifications, justifications, or proof of insurance attachments

•Have all the blanks filled in (dates, compensation, and description)

If yes… send to Contract Administration for processing and # assignment.

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Visit the Operations website for information & forms @

www.cl.uh.edu/operations/contract%20gen%20info2.htm

If you have questions please call

Contract Administration

at (281)283-2150.

Reference: Contract Quick Guide

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AUXILIARY SERVICES

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AUXILIARY SERVICES

• Vending ServiceBlue Bell Creameries (Ice Cream)Canteen Vending (Snacks)Houston Coca-Cola Bottling Company (Drinks)

NOTE: For Refunds, please go to the Cashier’s Office in the Student Services/Classroom Building, 1st Floor.

• Food Service ARAMARK – Patio Café

• Coffee Bar – Student Services/Classroom BuildingCappuccino Bono

• University Bookstore Barnes & Noble

Contact Contract Administration, x2150 for issues or concerns.

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Listed below FY 2006 Auxiliary Service Advisory Committee Representatives. Contact your representative for suggestions or input. If there are immediate concerns, please contact Purchasing at ext. 2150.

Representative: Food Service Advisory: Bookstore Advisory:

SSA Alicia Gookin Beth Sander

PASA Judy Chapmon Sameer Pande

HSH TBA Dr. Sharon Hall

SOE Sherry Sheehan Dr. John Decman

SCE Dr. Alex Macdermott/Maria Winters TBA

SBPA Alison Reichert Dr. Kathleen Williamson

Student Services Andrew Reitberger Dr. Darlene Biggers

Student Representative TBA TBA

Safety & Health Diane Donovan N/A

President Office Vera Garcia N/A

Provost Charise Armstrong N/A

FMC Pam Groves Shirley Hart

Communications Marsha Shaner N/A

Contract Administration Mike Schurwon Mike Schurwon

Manager Regina Boxie – Manager Gale Smedley, Manager

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PURCHASING DEPARTMENT

HOURS OF OPERATIONHOURS

7:00 A.M. – 5:30 P.M

MONDAY – THURSDAY

8:00 A.M. – 5:00 P.M. FRIDAY

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PURCHASING DEPARTMENTIS LOCATED

IN BAYOU BUILDING ROOM 2123

EXTENSION 2150

http://www.cl.uh.edu/operations

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If your Business Coordinator is:

Judy Chapmon Susanne ClarkSonja Fairbanks Ed AltemusMike MacDonald Rennel KirkendallLydia Sonier Tammie ParkerMargaret ThomasColleen Zlomke

Contact: Contact: Jeanne Cumpian Debra Carpenter

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WHAT DOES THE PURCHASING/CONTRACTS OFFICE DO?

• Approximately 4,000 purchase orders a year• Approximately 250 Contracts• Approximately 280 Change Orders• Serve as legal liaison for purchasing/contracts• Attend 24 hours professional development classes to maintain

certification• Follow up purchase orders• Sponsor Historically Underutilized Business (HUB) Fair• Place 5,100 long distance telephone calls a year• Process 5,200 receiving reports • Vending service calls

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Question:How many purchase orders are issued a year ?

Approximately 4,000

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Question:How many change orders a year?

Approximately 280

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UTILIZE ON-CAMPUS VENDORS:

If an item or service is available from:

• Printing Services

• Central Stores

• Facilities Management & Construction (FMC)

• University Computing & Telecommunications (UCT)

• Food Service

the item must be obtained from the on-campus vendor.

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FACILITIES MANAGEMENT & CONSTRUCTION (FMC)

FMC Work Order System – www.uhcl.edu/fmc• Need one week’s notice• Moves need to be scheduled to take place before

3:00 PM• Contact UCT to disconnect any computers before

asking FMC to move items• If in doubt whether FMC will do work, send in

work order

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Moving of Furniture

Submit work order to get item moved• FMC will determine if there is a charge for your

request• If there is a charge (example: contract mover

needs to do work) an IDT will be sent to department for approval

• Moves between buildings and all modular furniture moves will require contract mover

Once item is considered surplus it can’t be returned to the department

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CENTRAL STORES

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CENTRAL STORES

Here are the steps to access the catalog.1) Open Internet Explorer2) Select TOOLS from the menu3) Select INTERNET OPTIONS, the GENERAL tab is

displayed4) Under Temporary Internet Files, select DELETE FILES5) Under Delete All Files in the Temporary Internet Files,

Click OK6) Click OK (to exit this option)7) Exit Internet Explorer8) Open Internet Explorer again and go to the Central

Stores catalog

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STATE TERM CONTRACTS,TIBH

• State term contracts should be utilized when possible.

• TIBH is a set-aside contract and must always be given first consideration.

• TIBH information is available online or in the Purchasing Department in hardcopy or CD.

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•

ALL FUND CODES

PURCHASING REQUIREMENTS

$ 0 - $ 500 Departments are encouraged to orderdirectly from vendor and submit a voucher directly to Accounts Payable. Contact Accounts Payable for voucher processing information.

EXCEPTIONS: PrintingOffice SuppliesBottled water deliveryTIBH

AdvertisementsAll computer-related items

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$ 0 - $10,000 Departments will recommend a vendor. Purchasing has the option of issuing bids

or placing order directly to the suggested vendor.

$ 10,000 - $24,999 Departments will recommend a vendor.

Purchasing will solicit telephone or fax bids.

A minimum of two (2) HUBs will be solicited.

$ 25,000 > Departments will recommend a vendor.

Purchasing will solicit formal written bids. A minimum of two (2) HUBs will be solicited. The purchase may be posted to the Electronic State Business Daily for a

minimum of 14 days. Emergency purchases may be posted for less than 14 days.

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PURCHASING GUIDELINES-Ledger 5

The basic purchasing university policies involving expenditure of Research Administration Funds (RAF) (Ledger 5) are as follow:

• To abide by the general procurement standards of the Office of Management and Budget (OMB) Circular A-110.

• To provide free and open competition when and wherever possible.

• To provide for sole source procurement (see Purchasing Manual).

• Approval of Office of Research Administration is required.• Follow University local fund guidelines.

47

IF YOU NEED TO MAKE A PURCHASE

PLAN AHEAD

THE TIME REQUIRED TO ISSUE A PURCHASE ORDER VARIES

Plan your time wisely

48

Average

Purchase Orders• Less than $10,000 (Call and Place Order) 3 days• $10,001 - $24,999 (Telephone or Faxed Bids) 5-10 days• Greater than $25,000 (Formal Written Bids)

and posted to Electronic State Business Daily 15+ days

Contracts• Standard Contracts 3-5 days• Non Standard Contracts minimum 2 weeks

HOW LONG DOES IT TAKE FOR PURCHASING TO PROCESS

A PURCHASE ORDER OR CONTRACT ?

49

THEPURCHASINGCYCLE

DISPOSAL

USE

PAY

RECEIPT

DEFINE

SHOP

SUPPLIER

NEED

ORDER

50

ELECTRONIC STATE

BUSINESS DAILY

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• Purchases (including contracts) exceeding $25,000 may be advertised a minimum of:

• 14 days if posting entire bid/proposal package

• 21 days if not posting entire bid/proposal package

• Purchases from State (Term) Contracts are not posted to ESBD.

Electronic State Business Daily (ESBD)

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STATE FUNDS / LOCAL FUNDS

• ALL PRINTING MUST BE PROCESSED

THROUGH PRINTING SERVICES OR THE

PURCHASING DEPARTMENT.

53

CATALOG INFORMATION SYSTEMS VENDORS (CISV)

Computers and Software

Phones

54

CATALOG INFORMATIONSYSTEMS VENDORS (CISV)

See handout for specific category (commodity) codes

$ 0 - $ 5,000 Departments will recommend a vendor. Purchasing has the option of issuing a purchase order without bidding.

$ 5,001 - $10,000 Departments will recommend a CISV. Purchasing will evaluate a minimum of three (3) telephone or faxed bids.

$10,001 - $24,999 Departments will recommend a CISV. Purchasing will evaluate a minimum of three (3) formal written bids.

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$ 25,000 > Departments will recommend a CISV.

Purchasing will solicit formal written bids. A minimum of two (2) HUBs will be solicited. The purchase may be posted to the Electronic State Business Daily for a minimum of 14 days. Emergency purchases may be posted for less than 14 days.

DO NOT SPLIT REQUISITIONS TO AVOID THIS PROCESS

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SPECIFICATIONS

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Good Specifications Required

A specification is a description of a product or service to be purchased. Specifications are the primary means of communications between a department, Purchasing, and the vendor.

Specifications must include:• Name of item. (Example: Desk)

• Material: Metal or wood

• Size/dimensions

• Color

• Brand, model number/product code

• Special features – has lock, drawers on left or right pedestal

• Installation requirements (FMC does not install or put together furniture.)

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•

Characteristics of Effective Specifications:

SIMPLE: Avoid unnecessary detail, but be complete enough to ensure that requirements will satisfy their intended purpose.

CLEAR: Use terminology that is understandable. Use correct spelling and appropriate sentence structure.

ACCURATE: Use correct units of measure that are in PeopleSoft. All quantities and packing requirements should be clearly identified.

59

\

COMPETITIVE: Identify a manufacturer’s available brand, make, or model that will satisfy the intended purpose.

FLEXIBLE: Avoid inflexible specifications.

PURPOSE: Intended Use

If sole source – a justification is required.

http://www.cl.uh.edu/operations/SOLESOURCE.doc

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What is a good specification for:

CHAIR

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PURCHASES UNDER $500

(VOUCHER PURCHASES)

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PURCHASES UNDER $500 (VOUCHER PURCHASES)

• Departments are encouraged to order directly from vendor and pay for items on a voucher in accordance with Accounts Payable guidelines.

• Exceptions:

Office Supplies

Bottled water delivery

Printing

TIBH

Advertisements

All Computer-related items

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• Important: When ordering items under $500, department must give vendor the following information:

• Department name

• UHCL Contact

• Building and room number

• Phone number

This information is necessary for Receiving Dock to know where items are to be delivered.

The Receiving Dock will not issue a receiving report for these items.

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VOUCHER PURCHASES UNDER $500RETURN/CREDIT ORDERS

• Be sure what you order and receive is what you want.

• Departments are responsible for returning merchandise and obtaining credit.

• Purchasing and Receiving Dock are not involved in voucher purchases other than delivery with a transmittal slip.

• Contact your Business Coordinator before processing these type of purchases.

65

Question:What is the amount departments are

encouraged to order and pay on voucher?

$500 and under

66

Question:What are the exceptions?

67

•Office Supplies•Bottled water delivery•Printing•TIBH•Advertisements•Computer-related items

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SUBSCRIPTIONS

REGISTRATIONS

AND

MEMBERSHIP FEES

69

SUBSCRIPTIONS, REGISTRATIONS, AND MEMBERSHIP FEES

PAY ON VOUCHER REGARDLESS OF AMOUNT

70

Question:What three things are you required to pay on

a voucher?

• Subscriptions

• Registrations

• Membership Fees

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PURCHASE ORDER

CHANGES

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CHANGING PURCHASE ORDERS• Please AVOID if possible• Difficult to change in PeopleSoft.

– Run PO Status Report– Change Purchase Order– Change Requisition

May involve: Originator of requisitionPurchasingBusiness CoordinatorReceiving DockPeopleSoft Systems AnalystAccounts PayableVendor

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TYPES OF PURCHASE ORDER CHANGES:

• Add/delete lines

• Cancellation of Purchase Order

Also requires cancellation of requisition

• Cost center changes

• Change of merchandise description

• Increase/decrease dollar amounts

• Increase/decrease quantities

74

Question:What is difficult about change orders?

• Run PO Status Report Change Purchase Order Change Requisition

May involve: Originator of requisitionPurchasingBusiness CoordinatorReceiving DockPeopleSoft Systems AnalystAccounts PayableVendor

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RETURN OF MERCHANDISE

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If for any reason you need to return items ordered on a

purchase order,

• Notify Receiving Dock (x2204 / x2205) within 24 hours of receipt of items.

• If merchandise has been received and payment has been made, departments are required to contact vendor for refund or credit.

• Call Purchasing Department for procedures of applying credits to future orders.

RETURN OF MERCHANDISE

Receiving department

delivering your item.

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• Department may be required to pay restocking charge.

• Department may be required to pay returned shipping charges.

• Purchase orders cannot be changed in PeopleSoft once they are paid and finalized.

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SPECIALPURCHASES

79

• Unexpected need – Not poor planning within department.

EMERGENCY ORDER• University will suffer financial or operational damage if goods are not

secured immediately.• Requestor must furnish justification form. http://www.cl.uh.edu/operations/EMERGENCY.doc

SOLE SOURCE ORDER (Proprietary)• Only one (1) item “Like It in the Whole Wide World”

• Sole Source justification letter is required. http://www.cl.uh.edu/operations/SOLESOURCE.doc

RUSH ORDER

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• Purchase order issued for a specific period of time for repeated purchases.

EXAMPLES: Bottled water deliveryToner cartridges

ADVANCED PAYMENT ORDER• Vendor will not accept a purchase order.• Check must accompany order.• Must use Local Funds

PURCHASES FOR PERSONAL USE• DON’T DO IT !

BLANKET ORDER

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• Purchasing will call Department when the order has been issued to vendor. Departments are encouraged to pick-up items by due date on purchase order, sign and return blue receiving reports to Purchasing Department.

BOOK ORDERS• Local Funds - Contact UHCL Bookstore directly. (process

Journal Entry)

• State Funds – Purchase Order required.

• Textbooks (adoptions) – Order from UHCL Bookstore

• Books that are distributed in classroom at no charge to student may be ordered on purchase order.

PICK-UP PURCHASE ORDER

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• Contact Greg Scoggins, x2142 for information, when any equipment must be removed from Campus for repair, etc..

PROPERTY REMOVAL

When will it be returned?

83

RECEIVING REPORTS FOR ITEMS NOT

DELIVERED TO RECEIVING DOCK

• Blue receiving reports are sent to Requestor. Purchase Order is sent to Business Coordinator.

• Requestors are responsible for completing receiving reports and returning two (2) copies to Purchasing when merchandise is received. (Purchasing keeps a copy and forwards a copy to Accounts Payable.)

Examples: AdvertisementsPick upsRepairsSoftware sent electronically

84

RECEIVING REPORTS ON COLORED PAPER

• Green paper: Items do cross receiving dock.

• Blue paper: Items do not cross receiving dock. Do not call Receiving for a receiving report. Contact Purchasing Department.

• Yellow paper: Contracts - contact Contract Administration.

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TIBH

86

Any order with State funds for items over $15.00 must be purchased from TIBH (see examples listed below).

http://www.purchase/us.com for items offered by TIBH.

Examples: Pens

Pencils

Highlighters

Binders

87

Bonus Question:What is the dollar amount for TIBH items?

Over $15.00 on State Funds

88

STATE (TERM) CONTRACT

INDEX

http://www.tbpc.state.tx.us/cat_page

89

PRINTING

http://www.cl.uh.edu/operations/printing.htm

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• Contact Richard Adams to determine if job can be done in Print Shop.

• If not, request an Off Campus Printing Approval form.

PRINTING

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PRINTING PROCEDURES1. See if the Print Shop can do job.

2. If they are unable to do job, obtain Off Campus Printing Approval form and attach to requisition.

3. Get quote from a vendor.

4. Make sure that you have good specifications.

When using state funds recycled paper is required.

5. Get signature approvals.

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COPYING PROCEDURES

1. Contact Copy Services.

2. Get quote from vendor. No bidding is required if under $10,000.

3. Get signature approvals.

4. Send requisition to Purchasing.

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VEHICLE RENTAL

94

Vehicle Rental Order Procedures

• Travel Contract http://prtl.uhcl.edu/portal/page?_pageid=199,115324&_dad=portal&_schema=PORTALP

• University Release Form (required for student travel) http://www. cl.uh.edu/operations/Van%20Release%20Form.doc

• Purchase insurance If transporting students or guests purchase PIP (personal injury protection) insurance along with the required general liability insurance. If you have questions, contact Harry Stenvall, ext. 2110.

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ADVERTISEMENTS

Your advertisement

96

ADVERTISEMENT• Information to be typed on requisition:

Advertisement: Estimate $__________Advertisement to run: Day ________ Date: _________Name of Publication in which Ad will appear:____________________________________________Ad is for: ____________________________________ (Title of position)

Approximate Ad size: __________________________Ad to run in which classified section: ______________Ad copy attached.FURNISH COPY OF TEAR SHEET WITH INVOICE.

http://www.cl.uh.edu/operations/ads.htmNote: When hiring personnel, contact HR for information.

Ads must be received in Purchasing by 10:00 A.M. Friday.

97

TEMPORARY EMPLOYEES

• Contact Human Resources.

• If no temporary employee is available, obtain from HR and complete a UHCL Temporary Labor Request Form. The University of Houston System has a contract with Core Staff.

98

PURCHASE ORDER

FOLLOW-UP

99

PURCHASE ORDER FOLLOW-UP

• Purchasing will follow up on late orders.

• If there is a long delay in delivery, departments will be notified by E-mail.

• Departments are NOT to contact vendors.

100

CENTRALIZED MASTER BIDDERS LIST & HISTORICALLY

UNDERUTILIZED BUSINESS PROGRAM

http://www.tbpc.state.tx.us/cmbl/cmblhub.html

101

WHAT IS THECENTRALIZED MASTER BIDDERS LIST (CMBL)?

• The CMBL is a mailing list of vendors who have registered for bidding with the State of Texas and is maintained by the Texas Building and Procurement Commission. This list is used when searching for a vendor that sells a particular item. A search can be done on the CMBL website to retrieve vendor information by a combination of the fields listed below:

Vendor name Federal employer identification number Availability of HUBs Commodity code

102

WHO IS A HUB VENDOR?

• A for-profit business which is 51% or more owned by a Black American, Hispanic American, Asian Pacific American, Native American and/or woman-owned.

Legal source-Texas Government Code, Title 10, Subtitle D, Section 2161

103

HUB PROGRAM

The HUB program is to promote full and equal business opportunities for minority and woman-owned businesses.Each state agency is required by State Law to make a good faith effort to meet or exceed the following goals:

• 11.9% for heavy construction other than building contracts• 12.6% for commodities• 20.0% for all professional services• 26.1% for all building construction• 57.2% for all special trade construction• 33.0% for all other services

104

UNIVERSITY COMMITMENT

• Fair and equal treatment of all vendors

• Solicit competitive bids from HUBs

• Award bids to those businesses that meet the best value requirement

• Departments can help achieve these goals by obtaining quotes from HUBs

If you are not aware of a HUB vendor, use the list on the

internet for certified HUBs.

http://www.tbpc.state.tx.us/cmbl/cmblhub.html

105

STATE RATINGHUB RECOGNITION

• FY 2005 UHCL ranked #3 in State

• FY 2004UHCL ranked #3 in State

• FY 2002UHCL ranked #12 in State

• FY 2001UHCL ranked #6 in State

This ranking is for an agency spending more than $5 million. There were 212 reporting agencies.

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HUB OUTREACH

The University’s focus is:

• University annual HUB Fair is held in October

• Local minority councils-Houston Minority Business Council (HMBC) and Women’s Business Enterprise Alliance (WBEA).

• Expos sponsored by HMBC and the City of Houston.

• State Economic Forums

• HUB visitation

• Mentor protégé

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1st CHOICEPRODUCTS

(Recycled Products)STATE FUNDS ONLY

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RECYCLED PRODUCTS

1st CHOICE (RECYCLED) PRODUCTS

All state agencies are required to purchase 1st Choice Products when using state funds.

In accordance with Texas Government Code, Title 10, Subtitle D, Section 2155.448, each fiscal year the Texas Building and Procurement Commission (TBPC) will identify 1st Choice Products.

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For fiscal year 2006, the 1st Choice Products are as follow:

• Re-refined oils and lubricants

• Recycled content toilet paper, toilet seat covers and paper towels

• Recycled content printing, copier, computer paper and business envelopes

• Recycled paper must be requested for off-campus printing

• Plastic trash bags

• Recycling containers

• Plastic-covered binders

• Energy Star labeled copiersJump into using1st Choice Products

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If the virgin equivalent of the item must be purchased, a letter of justification must be signed by the President of the University and sent to TBPC.

If your department needs this letter of justification, please contact the Purchasing Department. The requesting Department will be responsible for obtaining the signature from the President.

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RECYCLE / REUSE DAY

The Purchasing Department has designated the second Tuesday of February, April, June, October, and December as Recycle/Reuse Day. Products not used in your department may be donated by calling Receiving Dock, x2204 for pick up.

Save $$$ by getting free recycle items from Recycle/Reuse Tables

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PEOPLE SOFTTRAININGAngela Silvagnoli, Trainer

Contact your Business Coordinator to schedule training

Rolling along with training

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• The Texas Building & Procurement Commission Home Page Address: http://www.tbpc.state.tx.us

• Advertisement Purchase: http://www.uhcl.edu/operations/ads.htm

• Central Masters Bidders List: http://www.tbpc.state.tx.us/cmbl/cmblhub.html

• Commodity Code Book: http://www.tbpc.state.tx.us/com_book

• Emergency Acquisition Justification: http://www.uhcl.edu/operations/EMERGENCY.doc

• HUB List: http://www.tbpc.state.tx.us/cmbl/cmblhub.html

• Printing: http://www.cl.uh.edu/operations/printing.htm

• Catalog Information Systems Vendor List (CISV): http://www.tbpc.state.tx.us/stpurch/cisv.html

INTERNET ADDRESSES

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• Sole Source Acquisition Justification: http://www.cl.uh.edu/operations/SOLESOURCE.doc

• State Contracts (automated and non-automated): http://www.tbpc.state.tx.us/cat_page

• Travel Contract: http://prtl.uhcl.edu/portal/page?

_pageid=199,115324&_dad=portal&_schema=PORTALP

• UHCL Operations Web Page: http://www.cl.uh.edu/operations

• Vehicle Rental-University Release Form and Purchase of Insurance: http: //www.cl.uh.edu/operations/Van%20Release%20Form. Doc

• Facilities Management and Construction (FMC) Work Request: http://www.uhcl.edu/fmc

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THE END

Thank you for attendingCONTRACTS 101

andPURCHASING 102