Purchasing and Contracting Procedures
Processes and Procedures for Contracting at UO
Presented by:Greg Shabram
Agenda
• Basic Concepts• Direct Procurement • Contracting Authority• Contract Administration• Payment• Review & Support
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Procurement Steps
• Develop Minimum Specifications and Estimate Total Dollar Value
• Confirm Approved Funding• Identify Applicable Policies & Required
Processes• Review QRF Listing for Product/Service• Determine if Price Agreement is Available
for Product/Service
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Procurement Steps, cont.
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• Perform Competitive Process if Required• Select Purchase Method• Ensure All Required Approvals Obtained• Issue Purchase Document• Monitor Purchase to Ensure Terms are Met• Input Invoice Payment into Banner
Basic Concepts
• Dollar Value of Contract• Best Value• Brand Name Specification• Disqualification• Department Policies• Contracting Authority
– Level 1 & Level 2
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Included in Delegated Contracting AuthorityLevel 1
• Purchase goods and trade services less than or equal to $5,000.– Using UO Purchase Order
less than or equal to $5,000.
– Using invoices less than or equal to $5,000.
Level 2• Purchase goods, trade
services and personal services less than or equal to $25,000– Using Specific UO
templates (under revision)• Purchase Order• Personal Service
Contracts• Facility Use Agreement
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NOT Included in Delegated Contracting Authority
Level 1• Any Purchase over $5,000.• Purchase Orders over $5,000.• Any Personal Service
Contracts at any $ amount.• Any Vendor Contracts,
Invoices or Quotes at any $ amount.
• Any changes to the UO Purchase Order template
• Any contract with a current or former OUS Employee
Level 2• Specific UO templates over
$25,000– Purchase Order– Personal Service Contracts– Facility Use Agreement
• Any Vendor Contracts, Invoices or Quotes at any $ amount.
• Any changes to the UO templates.
• Any contract with a current or former OUS Employee
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Direct Procurement(Less than or equal to $25,000)
• Competition encouraged but not required• Obtain best value for UO• Purchases of Goods or Trade Services less
than or equal to $5,000 (Level 1 Contracting Authority)– Direct Billing Account– UO Purchase Order– Telephone Order– Invoice– Price Agreements – Office Max, Staples, Metro Office
Solutions, Dell8
Direct Procurement Cont. (Less than or equal to $25,000)
• Purchases of Goods or Trade Services over $5,000 & less than or equal to $25,000– Written Contract Required– Level 2 Contracting Authority on approved UO templates– Approval by PCS for all other contracts
• Purchases of Personal Services less than or equal to $25,000– Written Contract Required– Level 2 Signature Authority on UO approved Personal Services
Contract template– Approval by PCS for all other contracts
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Purchase Orders• Completing Form
–Paper PO–Banner PO
• Contractor’s/Entity’s Legal Name• Referencing a Contract
–State of Oregon –Other Price Agreements/Contracts
• Referencing Vendor Quotes
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Purchase Orders, cont.
• Terms & Conditions–Check boxes
• Insurance–Certificates of Insurance– Insurance Endorsements
• Signing the Purchase Order• Entering Payment
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PO Exercises
• Equipment Purchase Using Exhibit (quote containing specifications and pricing information)
• Moving PO’s
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PCS Intake Sheet• Intake sheet is used to get a brief understanding
of the main contract elements:– Name of Contractor– Total Amount of Contract– Identification of Index and Fund – Confirmation of Commitment of
Funds/Availability– Confirmation of No Conflicts of Interest– Summary of Work Elements– Required Internal and External Approvals
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Personal Services Contracts• Completing Form• Contractor Legal Name• Attachments
– Standard Contract Provisions (A) – Statement of Work (B)– Compensation (C)– Insurance (D)– Photography (E)– Independent Contractor Certification (F)– Other
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Personal Services Contracts
• Term of Agreement• Fees• Expenses• Confirmation Independent Contractor
– Including confirmation not a current or former OUS employee
• Signing the PSC• Entering Payment• Amending a PSC
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Contracting with Individuals• All individuals must be Independent
Contractors.
- No UO direction and control
- Rarely UO employees (requires PCS review and approval)
- External review when services are provided in foreign countries
- Must complete Independent Contractor Certification (See Supplement)
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PSC Exercises
• Speaker Agreement for one presentation on a specific topic
• Web Development Agreement to enhance functionality of existing site
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Facility Use Agreement
• Completing the form• Legal Name• Purpose of Rental• Rental Dates • Rental Fees• Insurance Requirements
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Banner Approvals
• Level 1 Contracting Authority transactions will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.
• Level 2 Contracting Authority – will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.
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Support & Review• Initial Reviews
– At least 3 successfully drafted contracts completed in 3 month period
– Written notice provided once initial review completed
• Routine Reviews – Routine reviews of Banner transactions– Routine reviews of department contracts– Checklist of review items– Department Purchasing Profile
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Tools & Support• Policy & Practitioners Guide• Training• Templates• Written Procedures and Instructions• Website• Direct assistance from PCS Staff via phone, email and
in-person meetings; and • Central Emails:
– [email protected] – [email protected]– [email protected]– [email protected]
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