procurement & contracts - csusm · goods above $4,500 and all services. required documents: •...
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PROCUREMENT& CONTRACTS
TRAINING101
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W H AT I SOUR
P U R P O S E ?
• Purchase order management
• Signature Authority to bind CSUSM
• Administration of solicitations (Request For
Proposals)
• Strategic sourcing
• Small Business and Disabled Veteran Business Enterprise
programs
• Contractual insurance compliance
• MOUs, agreements, leases and contracts
• ProCard program
• Office supplies program
• eBusiness program (Marketplace, Amazon)
Purchase Goods & Services
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C O D E O F ETH IC S Transparency
Honest, fair and ethical practices
Decline gifts
Negotiate and settle issues fairly
Know and adhere to the spirit and letter of the law
Responsibility through actions
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FA C T O R SValue of your purchase
Type of purchase (defined by
ICSUAM 5000)
Complete scope of work
O P T I O N S Contract/agreement
ProCard
Requisition/PO
Informal bid
Formal bid
TIMEValue
Com plexity
All required documents
Negotiations
Insurance
Stakeholder review
Contact us early!
S E T T I N G E X P E C T A T I O N S
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R EQ U E S T E RKnow your needs (Scope)
Know when it is needed (Scope)
Know what you need to provide to
complete the purchase
A P
Receive invoices
Cut the checks
Mail the checks
P R O C E S S O V E R V I E W&
R E S P O N S IB IL IT IE S
PROCUREMENTMake the purchase
Ensure compliance
Work with vendor
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PROCUREMENT FLOW
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A G R E E M E N T/C O N T R A C T
Level of risk
Counter signature
Negotiated terms
Length (term) of contract
P UR C H A S E O R D E R
Clear scope of purchase
No negotiations
Over the ProCard threshold
Typically doesn't cross FYs
P R O C U R E M E N T M E T H O D
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D E L E G A T I O NO F A UTH O R ITYOnly with Delegation can you obligate University resources including:
Committing the University to spend money
Committing University expertise, facilities or supplies (not just $)
Signing a contractual document (i.e agreements, contracts, permits, MOUs, terms and conditions, confirmations, etc)
Negotiating terms and conditions
When in doubt – ASK!
Why Can’t I Sign?
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I N S U R A N C E R E Q U IR E ME N T S
Why are they required?Why are they so strict?
One of the biggest challenges we face in finalizing contracts and POs.
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Who, what, when, which, why…
Item part # s
S e r v i c e s p r o v i de d
Project requirements
Milestones
Deliverables
Schedule
S C O P E O F W O R K
W H O I S R E S P O N S I B L E F O R W H A T ?
W H A T I S N E E D E D ?
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P R O C A R DImmediately for goods
under $4,500
U N D E R $ 5 0 KUp to 3 weeks
O V E R $ 1 0 0 K8 - 12 weeks
G E N E R A L T U R N A R O U N D T I M E S
$ 5 0 K - $ 1 0 0 K3 - 5 weeks
G O O D S A N D S E R V I C E S
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W H A T ’ S T H E
H O L D U P ?
California Law
Education Code
CSU Policy
CSU Initiatives
Internal policies and red tape
Negotiations - MUST use CSU template!
Insurance
Why does it take so long?
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H O W C A N Y O U H E L P ?
• Provide the right information
• Provide properly completed paperwork
• Tell other party we can’t use their template
• Get them started on insurance
• Don’t wait for the last minute - contact us early
• WE ARE HERE TO HELP!
It all starts with you!
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A C C E S S I B L E TEC H N O L O G Y INITIATIVE
Federal law – part of the Americans with Disabilities Act (ADA)
CSUSM uses the Information Technology Review (ITR) to ensure accessibility.
Managed and owned by IITS, please contact IITS for questions
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ITR must be completed
BEFORE the requisition is
entered and the purchase is
made
• The ITR process is not a procurement process
• IITS assesses for information security, accessibility, and
system compatibility
• Required on all Information & Computer Technology items,
regardless of price, including annual renewals
When in doubt, fill it out
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S O F T W A R E P UR C H A S ES
• ITR guides contracting process and schedule
• A late ITR can delay negotiations or issuing PO
• May be agreement or PO depending on risk
• Above $50k require multiple quotes for the purchase
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I N D E P E N D E N T C O N TR A C TO R S
Revised ProcessPotential ICs must be evaluated and approved by your Human Resources Analyst
Once approved by HR, enter a requisition and attach the approval email, 204 and signed IC agreement
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R E Q U I S I T I O NGoods above $ 4 , 5 0 0 a n d a l l s e r v i c e s
Required Documents:
• Quote or preferred supplier if below bidding thresholds (or
agreement # if you already have one)
• Scope of work or services
• 204 for new vendors
• Request for Approval Form (RFA) if over $10,000
• ITR if software, online subscription, webpages, SaaS
• When do you need the product or service?
• Additional items may be required
Enter into comments:
• Company name, contact name, phone # and email
• Delivery requirements
Always enter complete description
1,554Purchase Orders issued in 2018
$19,919,557
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C O N T R A C T S , M O U S & L E A S E S
Services, software, maintenance, and goods contracts
Clinical placements & internships
Memorandum of Understandings (MOUs)
International agreements (house of record)
Extended Learning off campus agreements
Facility use agreements
Sponsorships
Leases
Institute for Palliative Care agreements
active agreements
2,835
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P U R C H A S E O R D E R A M E N D M E N T S ( P O A )
POA is used to:
Change in price
Add a new line
Change quantity
Close a PO
or the easier option -
Finalize your invoice & no POA is required
Amendments are used to update agreements/contracts
Adobe Sign Form
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P R O C A R DGoods - Less than $4,500
No on campus services
No splitting of transactions
Subject to ProCard Manual
Monthly reconciliation & audits
ProCard Agreement Form is used for:
new cards
default string changes
approving official changes
name changes
closing a card
24,208$7,693,758
in transactions during 2019
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C S U S y s t e m P a r t n e r sContracted Pricing & Rebates
S T A P L ESOffice supplies delivered t o y ou r desk general ly w / i n 24 hou r s
$50 m in im u m or d e r am ou n t
Complete new user request found at https://www.csusm.edu/procurement/procurementservices/officesupplies/index.html for access
M A R K E T P L A C EAmazon Business, B&H Photo, Dell, CDW, HP,Grainger, Fastenal, Waxie, Fisher Scientific, Sigma-Aldrich, Carolina Biological, VWR and others
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D V BE3 % o f ALL Cam p u s Sp en d
California Certif ied Disabled Veteran Business Enterprise
C S U S y s t e m G o a l sReported annually to the California
Department of GeneralServices
Small Business o r M i c r o BusinessC a l i f o r n i a C e r t i f i e d Only
S B /M B25% o f ALL Cam p u s Sp en d
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Y O U R P A R T I N
S US TA IN A BL E P U R C H A S E S
Look for eco-conscious, recycled content, and recyclable purchases
Typically found in items such as: pens, paper, toner, furniture, appliances, giveaway items
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C O N TR A C [email protected]
R EQ U I S I T I O N&
G EN ER A LQ U E S T I O N S
P R O C A R [email protected]
H O W T O R E A C H U S
by phone at x 4 5 5 5
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A C C O UN TS PAYA B L EAll invoice, payment, and
hospitality form
questions
T R A V E L D E S K
H O W T O R E A C H A P A N D T R A V E L
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N E E DA DDITIO N A L
INFORMATION OR T R A I N I N G ?
It is always available at www.csusm.edu/procurement
How To's & Forms
or call, email or stop by