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Purchasin g. Jack Tenner:Purchasing Director Tony Carpenter:Buyer Samuel Arevalo: Buyer Maira Artola:Buyer Hasan Jamil:Buyer Patrick Dupuy: Purchasing.

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Presentation on theme: "Purchasin g. Jack Tenner:Purchasing Director Tony Carpenter:Buyer Samuel Arevalo: Buyer Maira Artola:Buyer Hasan Jamil:Buyer Patrick Dupuy: Purchasing."— Presentation transcript:

1 Purchasin g

2 Jack Tenner:Purchasing Director Tony Carpenter:Buyer Samuel Arevalo: Buyer Maira Artola:Buyer Hasan Jamil:Buyer Patrick Dupuy: Purchasing Manager (Facilities) Abraham Tadesse: Facilities Buyer Purchasing Team

3 Our Mission

4 MAPP Policy

5 Sec ACQUISITION OF GOODS AND SERVICES. (a) An institution of higher education may acquire goods or services by the method that provides the best value to the institution, including: (1) competitive bidding; (2) competitive sealed proposals; (3) a catalogue purchase; (4) a group purchasing program; or (5) an open market contract. (b) In determining what is the best value to an institution of higher education, the institution shall consider: (1) the purchase price; (2) the reputation of the vendor and of the vendor's goods or services; (3) the quality of the vendor's goods or services; (4) the extent to which the goods or services meet the institution's needs; (5) the vendor's past relationship with the institution; (6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities; (7) the total long-term cost to the institution of acquiring the vendor's goods or services; (8) any other relevant factor that a private business entity would consider in selecting a vendor; and (9) the use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified. (c) The state auditor may audit purchases of goods or services by an institution of higher education or by a component of an institution of higher education that purchases goods and services.

6 MAPP Policy Sec ACQUISITION OF GOODS AND SERVICES. (a) An institution of higher education may acquire goods or services by the method that provides the best value to the institution, including: (1) competitive bidding; (2) competitive sealed proposals; (3) a catalogue purchase; (4) a group purchasing program; or (5) an open market contract. (b) In determining what is the best value to an institution of higher education, the institution shall consider: (1) the purchase price; (2) the reputation of the vendor and of the vendor's goods or services; (3) the quality of the vendor's goods or services; (4) the extent to which the goods or services meet the institution's needs; (5) the vendor's past relationship with the institution; (6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities; (7) the total long-term cost to the institution of acquiring the vendor's goods or services; (8) any other relevant factor that a private business entity would consider in selecting a vendor; and (9) the use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified. (c) The state auditor may audit purchases of goods or services by an institution of higher education or by a component of an institution of higher education that purchases goods and services. (c) The state auditor may audit purchases of goods or services by an institution of higher education or by a component of an institution of higher education that purchases goods and services.

7 MAPP Policy

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12 Requisitions Per MAPP Policy

13 Requisitions For any purchase over $25K CONTACT your BUYER!! Per MAPP Policy $25,000.01$5, $25,000 Under $5K 3 Valid QuotesPublic Solicitation ITB RFQ RFP Do not require a PO unless vendor requires PO for payment or purchasing DELL equipment though premier site or NO phone quotes On company letterhead or with contact information

14 The REQ/PO process Open REQ & review supporting docs Approve REQ Transfer (source) REQ information into a PO Send dispatched PO to vendor Inform department of approved REQ & PO # Deny REQ Inform department the reason(s) for denial Upload audit documentation into PeopleSoft PO Average processing time shown above takes an average of 40 minutes per approved requisition

15 The REQ/PO process Live Demo

16 Public Solicitations Process - RFP (Purchases over $25K) -Scope of Work, and other required bid elements are gathered through or preferably, face-to-face meeting with all involved parties.

17 Public Solicitations

18 Public Solicitation – RFP Request for Proposal (Purchases for services, commodities over $25K) -Scope of Work, and other required bid elements are gathered through or preferably, face-to-face meeting with all involved parties. -Buyer prepares bid package and sends final draft to project lead for approval -Buyer uploads bid package to the Texas Procurement website (ESBD) for a total of 21 days

19 Public Solicitations

20 Public Solicitations Process - RFP (Key of Events) All solicitations follow a Key of Events Schedule aka, Solicitation Schedule that is assigned to the 21 day process. Posting of RFP for public bidding (ESBD):Date Bid is posted to the ESBD Website Pre-Proposal Meeting:If one is needed Inquiries and Interpretations Deadline Deadline for technical and non-technical questions relating to the bid Q and A addendum posting to ESBD Deadline for Buyer to post answers to questions on the ESBD website. Proposal Submittal Deadline Last day vendors have to respond with a sealed bid. Respondent short list identifiedTBD (if needed) Anticipated AwardTBD Anticipated Start DateTBD

21 Public Solicitation – RFP Request for Proposal (Purchases for services, commodities over $25K) -Scope of Work, and other required bid elements are gathered through or preferably, face-to-face meeting with all involved parties. -Buyer prepares bid package and sends final draft to project lead for approval -Buyer uploads bid package to the Texas Procurement website (ESBD) for a total of 21 days -After 21 st day, bids are opened, Evaluation Matrix is prepared and posted in a SharePoint site along with electronic copies of vendor submittals and other evaluation documents -Depending on bid requirements, a pre-proposal meeting may be coordinated through buyer and Q&A Addendums may be uploaded to the ESBD site

22 Public Solicitations

23 Public Solicitation – RFP Request for Proposal (Purchases for services, commodities over $25K) -Scope of Work, and other required bid elements are gathered through or preferably, face-to-face meeting with all involved parties. -Buyer prepares bid package and sends final draft to project lead for approval -Evaluations are received from a minimum of 7 committee members and buyer creates Evaluation Summary -Buyer uploads bid package to the Texas Procurement website (ESBD) for a total of 21 days -After 21 st day, bids are opened, Evaluation Matrix is prepared and posted in a SharePoint site along with electronic copies of vendor submittals and other evaluation documents -Depending on bid requirements, a pre-proposal meeting is coordinated through buyer and Q&A Addendums may be uploaded to the ESBD site

24 Public Solicitations

25 Public Solicitation - RFP Request for Proposal (continued) -Bases on Summary results, evaluation committee may request vendor presentations which are coordinated through buyer. -Depending on the total spend, entire documented solicitation process might be routed to Dr. Carlucci for final approval of award recommendation -Buyer attends vendor presentation to coordinate the flow of each meeting -After all vendor presentation are completed, Statement of award is sent by project lead to buyer -Once final approval is received, buyer sends award notifications to all respondents and contracting phase my begin with department and awarded vendor

26 Purchasing – Sole Sources What is a true Sole Source? -MAPP A proprietary purchase is justified only when an equivalent product is not available. When the specification requirement limits consideration to one manufacturer, one product, or one service provider. -National Institute of Governmental Purchasing (NIGP) -A situation created due to the inability to obtain competition. May result because only one vendor or supplier possesses the unique ability or capability to meet the particular requirements of the solicitation. The purchasing authority may require a justification from the requesting agency explaining why this is the only source for the requirement.

27 Purchasing – Sole Sources What is a true Sole Source? -How we at UH should interpret to the best of the requester's knowledge and beliefthorough research A "Sole Source" purchase means that only one supplier (source), to the best of the requester's knowledge and belief, based upon thorough research, (i.e. conducting a market survey), or due to Patents that exist on product; as well Copyrights and/or Trademarks is capable of delivering the required product or service. Similar goods and services may exist, but when only one supplier, for reasons of expertise, and/or standardization, compatibility with existing equipment, specifications, or availability, is the only source that is acceptable to meet a specific need(s); such details may help identify a Sole Source procurement.

28 Purchasing – Sole Sources What is a Market Survey? A "market survey" refers to efforts to determine whether other qualified sources capable of satisfying the UH's requirement exist. Testing the marketplace may range from written contacts with suppliers' experts regarding similar or duplicate goods, services & internet searches. The extent of the market survey depends on what constitutes a reasonable effort under the circumstances to ensure that competition is not feasible. If only one source is identified as a result of the market research, this fact may be used to help justify a noncompetitive acquisition. Documentation produced by vendor regarding their products status as a Sole Source, also help to identify a Sole Source procurement.

29 Purchasing – Sole Sources A justification for Sole Source must affirm that no substitute or equivalent product/service exists in the marketplace that can meet operational needs. Purchases which are clearly and legitimately limited to a single (sole) source of supply

30 Purchasing – CMBL Centralized Master Bidders List (CMBL) The Centralized Master Bidders List (CMBL) is a database of registered vendors who have provided contact information and information on goods or services they offer. Texas Government Code § requires TPASS to maintain the CMBL. Vendors pay a nominal annual fee to receive notification of opportunities for solicited commodities and/or services through an Invitation for Bid, Request for Proposal, Request for Offer or Request for Qualifications.

31 Centralized Master Bidders List (CMBL) Purchasing – CMBL

32 Centralized Master Bidders List (CMBL) Purchasing – CMBL

33 Centralized Master Bidders List (CMBL) Purchasing – CMBL

34 Centralized Master Bidders List (CMBL) Purchasing – CMBL

35 UPDATED (CMBL) As of May 14, 2014, the Comptrollers office will launch its new and improved Centralized Master Bidders List (CMBL)/Historically Underutilized (HUB) Directory Search.

36 Purchasing – CMBL UPDATED (CMBL) Select your entire search criteria from a single view Search for vendors within a specific business category and/or based on their business location Get results in an Excel format.

37 Centralized Master Bidders List (CMBL) Purchasing – CMBL

38 Buyer College/Division Designations (0073, 00783, CN730, CN783)

39 In closing Updates & Reminders

40 We need your Help

41 In closing Questions?


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