Budget Manager II Procurement Services Updated

Agenda Purchasing Thresholds & Methods Bidding Contracts eProcurement Demo Purchasing Flow-Chart Additional Resources Accounts Payable

Purchasing Thresholds & Methods Under $2,500 –ProCard –Voucher Check –Reimbursements Over $2,500 ($2,500.01) –Purchase Order required –Quote or estimate required –Purchase Order must be approved before product/service is ordered

Additional Thresholds Over $25,000 ($25,000.01) –Multiple bids required –Bid documentation & Bid Documentation Form required Over $50,000 ($50,000.01) –Legal review (contract) process via OGC Exceptions –“Special Risk” categories –Computers, software, vehicles, etc.

Bidding Purchases or contracts over $25,000 –Whole contract, not just phases –Buyers are experts within their categories (CONTACT THEM!) –Fair process and no conflicts of interest Preferred vendors exempt –Full list on website Executive exemptions –Holtschneider, Epp, Kozoman, or Udovic Bid Tracking –Monthly reporting on “after-the-fact” and non-bid compliance

Conducting a Bid Acceptable ways to bid a good/service –Quotes/estimates –Request for Proposal –Buyers in Procurement Services (category/process experts) Evaluating vendors –Price –Product/service/quality –Terms –Timeframe Master Agreement –Longer term purchasing agreement (similar to Preferred Vendor)

Contracts What requires a contract? –$50,000+ requisitions –“Special Risk Categories” – OGC Website Contracts involving a third party’s use of DePaul's intellectual property, such as university logos, marks, artwork, symbols, or copyrighted materials; Contracts involving the lease or purchase of real estate; Contracts requiring the university to indemnify or insure an outside party; Contracts involving off-campus educational programs or activities (such as international affiliation agreements/grants, study abroad contracts, and student internship/service- learning contracts); Contracts that will give any provider of goods or services access to private or confidential information (such as information protected by FERPA, HIPAA, Gramm-Leach-Bliley Act); Contracts involving the authority to open or maintain bank accounts for the university; and Contracts that may expose DePaul to significant risk or liability.

Contracts Standard Contracts Online – OGC Website –Professional Services Contract (consultants & speakers) –Performance Agreement (band, performer, etc.) –Honorarium Agreement (guest lecturer) Requisitions & Contracts –Requisition should be entered prior to a signed contract, unless a standard contract is used. –Once contract is signed, requisition will be approved Total Contract Value Must be Used –Multiple fiscal year –Multiple phase contracts

Special Situations Additional consideration should be given to: –Technology (PC/laptops standards, software, over $10,000) –Gift purchases (e.g. gift cards, other taxable income) –International payments –Crossing fiscal years –Grant purchases –Conflicts of interest –Facilities –Used purchases

eProcurement Demo Start in Campus Connection

Purchasing Flow-Chart

Procurement Resources Procurement Services & Accounts Payable Website –Purchasing/payment processes –eProcurement demo –Preferred vendor list –News –Forms –Demon Discounts (personal discount program) –Salvage Store

Additional Resources University Policies and Procedures Office of the General Counsel Contract Review & Standard Contracts Office of Sponsored Programs and Research (OSPR) Grant Assistance