Purchasing and Contracting Procedures Processes and Procedures for Contracting at UO Presented by: Catherine Susman & Allie O’Connor Fall 2015

Agenda Basic Concepts Direct Procurement Contracting Authority Contract Administration Payment Review & Support 2

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 3

Procurement Steps, cont. 4 Perform Competitive Process if Required Select Purchase Method Ensure All Required Approvals Obtained Make Purchase Issue PCS Form Contract, if applicable Administer 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 5

Included in Delegated Contracting Authority Level 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 6

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 UO 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 UO Employee 7

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, Dell 8

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 9

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 (Comments) –Required Internal and External Approvals 10

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 11

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 12

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 13

PSC Exercises Speaker Agreement for one presentation on a specific topic Web Development Agreement to enhance functionality of existing site 14

Facility Use Agreement Completing the form Legal Name Purpose of Rental Rental Dates Rental Fees Insurance Requirements Private Business Use 15

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 16

Purchase Orders, cont. Terms & Conditions –Check boxes Insurance –Certificates of Insurance –Insurance Endorsements Signing the Purchase Order Entering Payment 17

PO Exercises Equipment Purchase Using Exhibit (quote containing specifications and pricing information) Moving POs 18

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. 19

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 20

Tools & Support Policy & Practitioners Guide Training Templates Written Procedures and Instructions Website Direct assistance from PCS Staff via phone, and in-person meetings; and Central s: 21