DOING BUSINESS WITH USFUSF SUPPLIER DIVERSITY DAY, OCTOBER 6, 2017

OVERVIEW

• USF’s Decentralized Purchasing Process

• Transitioning from Purchasing to Procurement Services

• Making Connections and Identifying Business Opportunities

• Public Solicitations

Bullet 1: I’ll describe how the purchasing process at USF works, in order to provide you some insight on how to better connect with the individuals who are likely to provide you with opportunities.

Bullet 2:  Talk about some recent changes within Procurement Services, and how those changes will benefit you in your efforts to do business with USF.

Bullet 3:  Provide you a starting point to effectively market to the USF community.

Bullet 4:   Summarize our public solicitation process.

USF’S DECENTRALIZED PURCHASING PROCESS

• Colleges and Departments are largely responsible for identifying their need for goods and services and, in many cases, sourcing them as well

• The minimum threshold for competition is $5K with the maximum threshold for departmentally led sourcing of $75K

• In addition, there are certain contexts in which Colleges and Departments may source acquisitions over $75K – http://regulationspolicies.usf.edu/regulations/pdfs/regulation-usf4.02020.pdf

Bullet 1:  USF is an incredibly diverse organization.  This is true of our faculty, staff, and students, but also, of the needs for each College and Department in accomplishing its missions.  Given this diversity of need, it makes sense that decisions about the acquisition of goods and services originates with Colleges and Departments.

Bullet 2:  Under $5K we do not specify quote requirements, but we encourage sourcing when beneficial to USF.  Between $5K and less than $25K we require a minimum of two quotes.  Between $25K and less than 75K we require a minimum of three written quotes.  Thresholds like these are common at universities, as well as, other large organizations.  The objective is to institutionalize good stewardship of organizational resources.

Bullet 3:  Emergency situations may exempt certain procurement requirements.  If you have a unique product or service, the department may be able to single source the acquisition.  If you have an existing, publicly solicited contract with another university or government entity, the department may be able to piggyback that contract to expedite the purchase.  In addition, there are specific goods and services which are exempt from competitive solicitation (examples include, artistic services, legal services, and training and education services).

USF’S DECENTRALIZED PURCHASING PROCESS

• In cases when Colleges and Departments are sourcing their own goods and services, Procurement Services still plays a major role ensuring USF policies and procedures are followed

• When requested, Procurement Services also provides sourcing support for departmentally led acquisition efforts

Bullet 1: Although Departments and Colleges frequently take the lead on sourcing, there are business processes in place to ensure compliance with USF policies and procedures.

Bullet 2:  We also support sourcing efforts by researching and providing Colleges and Departments with various vendor options. 

TRANSITIONING FROM PURCHASING TO PROCUREMENT SERVICES• As of September 5th, our Procurement Agents are now organized by

commodity, rather than being assigned to specific USF departments

• Improve Procurement Agents’ knowledge of the marketplace and expertise regarding the commodities they oversee

• Procurement Agents increase frequency of interaction and develop more in depth relationships with individuals and businesses that provide the specific goods and services they manage

The goal of this reorganization is to shift from being predominately enforcement oriented to serving more as a strategic sourcing resource for Colleges and Departments.

A major part of this involves pivoting toward the community, deepening engagement with the marketplace, and becoming more public facing.  We want to hear from you.

CARPE BOVEM CORNIBUS

TAKE THE BULL BY THE HORNS

MAKING CONNECTIONS AND IDENTIFYING BUSINESS OPPORTUNITIES• Register with the Office of Supplier Diversity

–https://usf.az1.qualtrics.com/jfe/form/SV_8k9GQtXyoEQa2zz–http://www.usf.edu/business-finance/supplier-diversity

• USF is organized by Administrative Units–http://www.usf.edu/about-usf/administrative-units.aspx

• In addition to USF (located in Tampa) the University of South Florida System includes two separately accredited institutions: –USF St. Petersburg (https://www.usfsp.edu/usfsp-start/)–USF Sarasota-Manatee (http://usfsm.edu/faculty-staff/)

Bullet 1: This is a great way to get on USF’s radar.  We are going to continue to refine this interface, so your input is greatly appreciated.

Bullet 2:  This is to give you some idea of the diversity I spoke about earlier regarding the variety of Colleges and Departments.

Bullet 3:  Our sister institutions St. Pete and Sarasota Manatee have their own unique procurement needs.

PUBLIC SOLICITATIONS

• Procurement Services administers public solicitations for goods and services greater than $75K, which are not otherwise exempt from solicitation–Current Bids are posted here:http://www.usf.edu/business-finance/purchasing/public-bids/available-bids.aspx

• Public Solicitations are also announced on My Florida Marketplace (MFMP)–You can register as a vendor with MFMP here:https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

PUBLIC SOLICITATIONS FOR CONSTRUCTION & RELATED PROFESSIONAL SERVICES• Facilities Management conducts their own public solicitations for

major construction projects, continuing service contracts, and related professional services–Current Bids are posted here:http://www.usf.edu/administrative-services/facilities/design-construction/in-procurement.aspx#notices

• Public Solicitations are advertised under Section XI of the Florida Administrative Register–The Florida Administrative Register is available here:https://www.flrules.org/

THE UNIVERSITY OF SOUTH FLORIDA IS COMMITTED TO THE PRINCIPLE OF EQUAL EDUCATION ANDEMPLOYMENT OPPORTUNITIES WITHOUT REGARD TO RACE, COLOR, MARITAL STATUS, SEX, RELIGION,NATIONAL ORIGIN, DISABILITY, AGE, SEXUAL ORIENTATION, GENDER IDENTITY OR EXPRESSION, GENETICINFORMATION, VIETNAM OR DISABLED VETERAN STATUS AS PROVIDED BY LAW AND IN ACCORDANCE WITHTHE UNIVERSITY’S RESPECT FOR PERSONAL DIGNITY. THESE PRINCIPLES ARE APPLIED IN THE CONDUCT OFUNIVERSITY PROGRAMS AND ACTIVITIES AND THE PROVISION OF FACILITIES AND SERVICES.