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Department of Procurement & Supply Presents: Procurement 101 Purchasing Commodities and Services at the University of Maryland.

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Presentation on theme: "Department of Procurement & Supply Presents: Procurement 101 Purchasing Commodities and Services at the University of Maryland."— Presentation transcript:

1 Department of Procurement & Supply Presents: Procurement 101 Purchasing Commodities and Services at the University of Maryland

2 Who We Are

3 Director James Stirling Associate Director Supplies & Services James Haley Location: Chesapeake Bldg Assistant Director Physical Distribution Vacant Location: PDC Associate Director Construction & Facilities Services Vacant Location: 0410 Service Bldg Assistant Director Delegated Procurement Marty Newman Location: Chesapeake Bldg Small & Minority Business Programs Administrator Victoria Leatherwood Compliance Specialist Kathryn Harris I.T. Support Staff (Comptroller) Joseph Lederman Purchasing Card Administrator Kristina Libby Support Staff Kristin Stenson Construction & A/E Coordinators Rex Fitch Thomas Blanchard Belle Gentry Procurement Specialists Denise Elliott Buyers/Buyer Assoc. Christine OBrien Jennifer Ireland Tanida Sombatpium Facilities Manager Karen Elvidge Procurement Specialists Lisa Thompson Vickie Stoner Support Staff Carole Simpson Terrapin Trader Manager Mike Painter Storekeepers Carl Merica Lamont Timmons Support Staff George Shettle Transportation & Distribution Manager Doug Waterman Storekeepers Nick Trainor George Williams Harry Teabout Charles Koehnlein General Stores Manager Sidney Salazar Support Staff Leslie Siciak Coordinators Mary Ann Zimmerman Bruce Brewer April Weimer Procurement Specialists Paula Mandelman Vickie Underwood Lucy Sanchez Patty Butner Buyers Kathy Barrett Jeffrey Turner Administration Business Manager Harry Sheets Support Staff Tracey Schlegel Administration Tammy Yanulevich Melvin Contee Commodities & Services

4 MISSION In support of the Universitys mission of excellence in education, research, outreach and collaborative partnerships with the greater community, the Department of Procurement and Supply will: Establish and administer contracts effectively Procure facilities, goods and services for best value Delegate procurement authority to promote efficiency Provide value-added physical distribution services Ensure University business is conducted in a fair and open environment, in full compliance with applicable laws and regulations

5 Contacting Procurement Procurement & Supply Home Page Main Information 301-405-5813 Main Fax 301-314-9565


7 6 Steps to Procurement

8 Step 1 Consider borrowing or purchasing used or environmentally friendly Step 2 Purchase from in-house sources, if available. Step 3 Determine if the State requires that we purchase the goods or services from Preference Providers. Step 4 Use a Delegated Tool if within Delegated Procurement Authority.

9 6 Steps to Procurement (cont) Step 5 Submit a Requisition for Purchase to the Department of Procurement and Supply. For competitive purchases include: Requisition for Purchase Specifications Performance requirements Estimated dollar amount Funding source click here: Instructions for How to Prepare a Requisitionclick here

10 6 Steps to Procurement (cont) Step 6 Contact the Department of Procurement and Supply with questions/concerns –Main Information 301-405-5813 –Main Fax 301-314-9565 Note: This training does not cover Construction/Facilities Procurement. Contact Karen Elvidge (301-405-3269)

11 Ethics

12 Code of Ethics Give Vendors Fair and Equal Consideration Strive to obtain the maximum value for each dollar of expenditure Do Not Accept Gifts or Gratuities such as –Tickets to sporting or entertainment events, golf outings, meals

13 Code Of Ethics (Continued) Avoid Appearance of Conflict of Interest –Do not place orders with relatives or firms with whom you have some ownership or relationship Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation

14 Types of Procurements Delegated to Departments Processed by Procurement & Supply: –Micro –Simplified –Formal –Sole Source –Also Construction/Facilities Procurement, but specifics are not covered in this training. Contact Karen Elvidge (301-405-3269)

15 Delegated Procurement

16 Campus has authority to spend up to $5,000* *Purchasing Card *Small Procurement Orders *Consultant Contract up to $5,000 Master Contracts Travel Card * Stringing, or splitting a need to avoid the delegated authority, is prohibited.

17 Delegated Procurement Primary Tool: Purchasing Card Cardholder Agreement and Training with Test Required Purchases limited to $5,000 or less per transaction Certain Items/Services Restricted (Click here for specifics)Click here

18 Purchasing Card Issued in Individuals Name Not for Personal Purchases No Cash and Cash Equivalents (gift cards, etc.) Not for Travel or Restaurants Cards Must NOT be shared No Splitting Orders to Bypass Procurement Regulations Pay Fair and Reasonable Prices

19 Master Contracts Approx. 50 Master Contracts available Many Master Contracts with Small and Minority Vendors Office Supplies, Computer Peripherals, MRO Supplies available through General Stores See Listing on website (Click here for link – requires UM user ID and password)Click here


21 Types of Procurements Processed by Procurement & Supply

22 Types of Procurements Issued by Procurement & Supply Classification by Size, Initiated by Requisition Micro Procurement <$5,000 Simplified Procurement >$5,000 but <$100,000 Formal Procurement >$100,000 *Sole Source – Any Amount >$5,000

23 Requisition for Purchase Transaction is generally initiated by creating a Requisition and submitting it to Procurement and Supply (Click here for Instructions)Click here for Instructions Requisition Form on website (Click here to access form)Click here to access form Assignment of Requisition Numbers on website


25 Requisition Must Have Approval by authorized signatory (authorization card on file in Procurement & Supply) Clear specifications Complete information –who, what, where, when, why Sufficient time for process –Give a realistic date for delivery - not ASAP

26 Writing Specifications 3 Major Types of Specifications 1. Design – Identify minimum requirements 2. Performance – Describe what you expect the good or service to produce 3. Combination of design and performance

27 Simplified Procurement

28 Simplified ProcurementSimplified Procurement $5,000 to $100,000 Handled by Procurement and Supply except Master Contract Releases –Goal is to issue purchase order within 14 days Simplified refers to the more streamlined process Procurement Specialists in Procurement and Supply use to execute these transactions

29 Request For Quotation Typically the Procurement Specialist will send a Request For Quotation (RFQ) to several suppliers. Will be considered for SBE/MBE procurement Based only on criteria stated in the solicitation RFQ - low price that meets the specifications

30 Formal Procurement

31 Greater than $100,000 Request For Proposals (RFP) Invitation For Bid (IFB) Handled by Procurement and Supply Customer Prepares Statement of Work Customer Assists in the Development of a Milestone Plan Requires More Teamwork between Procurement and Customer Award Based on Best Value

32 Publication of the Requirement e-Maryland Marketplace Others as necessary >$100,000 requires 14 calendar days <$100,000 more flexible date

33 RFP Process Pre-Proposal Conference Evaluation of Technical Proposals –By Committee –Written Clarifications/Oral Presentations Evaluation of Price Proposals Award by Best Value

34 Sole Source Procurement

35 Procurement without competition is authorized under limited conditions and subject to written justification documenting the conditions that preclude the use of a competitive process Customer makes request and provides justification (Click here to access sole source justification form)Click here

36 Sole Source Determination Procurement reviews justification Performs independent research Writes Sole Source Determination Obtains approval (can require approval from VPAA; determined by dollar amount)

37 Sole Source Contract Formal proposal from Contractor Contractor Reviews and Signs our Terms, Conditions, Affidavits and Certifications

38 Sole Source Contract Procurement Determines Price Reasonableness Procurement Determines Contractor Responsibility –Past Performance –Technical Capabilities –Financial Stability Procurement Issues Contract

39 Special Approvals All purchases using Bond Funds and Any Service Contract >$500,000 require prior approval of the Maryland Board of Public Works –Who? The Governor, Comptroller and Treasurer Contracts over $5 Million require prior approval of the USM Board of Regents

40 Vendor Contracts

41 Vendor Contract Review Only Procurement can sign vendor contracts, agreements Insurance –University is self insured –Need a certificate of insurance? Contact UMCP Risk Manager, Donna McMahon, DES Vendor Agreements, Licenses, Waivers, Contracts and Contract Modifications –All such documents, regardless of cost, require Procurements review for objectionable terms

42 Consulting Agreements/Contracts

43 Consulting Agreements Consulting services are, in principle, no different from any other contract for services Contracts over $5,000 must be coordinated with Procurement Contracts less than $5,000, use UM consulting agreement on website Travel and accommodations costs can be included in the contracts –travel and accommodations should be consistent with University travel guidelines.

44 Consulting Agreements Cannot treat consultants as employees, nor can a consultant have been an employee during the calendar year To avoid conflict with IRS rules consult with Procurement before giving the consultant a notice to proceed when within delegated procurement

45 Purchasing Office Furniture

46 Furniture Purchases Maryland Correctional Enterprises (formerly State Use Industries) must be evaluated for all furniture purchases If Maryland Correctional Enterprises (MCE) can satisfy your requirements, we must use MCE Furniture showroom in Physical Distribution with Representative

47 AND Small Business Reserve Program Minority and Disadvantaged Business Enterprise Program AND Small Business Reserve Program

48 Minority Business Enterprise Minority Business Enterprise (MBE) State socioeconomic program to support historically underutilized businesses. Maryland Law sets goals

49 Certification for MBE Contractors To be counted, a firm must be certified by Maryland Department of Transportation Approx. 4000 firms certified Database available at – bin/mbedir/mbedirectory –link from Procurements web site

50 Minority Business Participation Goal Goal is 25% of dollars to be spent with MBE contractors or subcontractors Sub-goals set by Procurement Review Group if >$100,000

51 Review of Each Procurement Procurement and Supply will review each procurement to determine if MBEs are available for solicitation Each Procurement over $100,000 should have MBE contract or subcontract goal

52 Small Business Reserve Its the Law! 10% of dollars spent with Certified Small Businesses Designed to stimulate small business growth and strengthen the Maryland economy Requires delegated purchases from SBEs to meet mandate

53 Small Business Reserve Program Certain solicitations will be restricted to competition among State-certified SBEs Look up certified SBEs at: www.smallbusinessreserve.maryla

54 Review of Each Procurement Procurement and Supply will review each procurement to determine if SBEs are available for solicitation Procurement Creates Master Contracts with Small Businesses (identified with SBE icon)

55 Chancellor and President Support MBE and SBR Programs UM and USM Board of Regents supports the States efforts to increase business opportunities for MBEs and SBEs –Firms that have demonstrated time and again the ability to provide excellent products and services Increasing the MBE participation to 25 percent is a significant challenge. Mandate of SBE participation of 10% also a challenge We also need the assistance and aggressive effort of every unit on campus to achieve these new MBE goals and SBE mandate.

56 How Can You Help? Check the master contracts listed on the Department of Procurement and Supply website at WWW.PURCHASE.UMD.EDU to determine if the supplies or services you need are available for order from an SBE. SBE master contracts are flagged for that purpose. Use the purchasing card or ELF system to place the order.WWW.PURCHASE.UMD.EDU Search for SBE sources before placing a procurement card order with any other vendor. State-certified SBEs can be located via the link on the Procurement and Supply main web page, or via the program Website: WWW.SMALLBUSINESSRESERVEPROGRAM. COM

57 How Can You Help (cont) You can then search by Commodities or Services to find SBE's capable of meeting your needs. We think that you will find that the search tool is very user-friendly. Should you know of vendors who may be qualified for SBE certification, please direct them to the program website or ask them to call Procurement and Supply at 301-405- 5813 for assistance. Online self-certification takes only minutes to complete.

58 How Can We Help You? We can help you locate Small and Minority Businesses –All Procurement & Supply Staff available to assist –Victoria Leatherwood is our Small & Minority Business Programs Administrator

59 Contract Administration

60 Delegated and Simplified Procurement –contract administration may be no more than verifying that the ordered item was received on time, at the right location and the price on the invoice is equivalent to the price on the purchase order, P-Card order, etc Complex Procurement –contract administration is a responsibility that is shared between Procurement and Supply and the customer

61 Contract Administration Early and effective communication between all parties (including Procurement) Detailed documentation of performance –Good or Bad!

62 Physical Distribution

63 Goods Received by the Requestor Review Delivery/Shipping Documents Inspect Shipment If count is incorrect or damage is apparent –Record discrepancy on delivery document (short one piece, etc.) –Have delivery person sign acknowledgement of statement with signature or initials –Make a copy of the signed document for your records –Sign document and accept delivery –Contact Procurement for Assistance if necessary. If UPS or FedEx and shipment is damaged, record discrepancy and refuse shipment

64 Shipping Goods from Campus Get a Return Authorization Keep accurate records FedEx and UPS Contracts Contact Traffic Manager for assistance (Doug Waterman)

65 Household Moves Procurement has contracts for household moves Contact Doug Waterman, 301- 405-5852 for assistance Please allow approximately four weeks for the bid process, especially during peak season (June, July and August)

66 Secure Storage Inside and Outside Storage Inside: Sensitive Items Outside: 31 Units @ 10 x 20 each

67 Disposal of Surplus Property Terrapin Trader is Universitys Surplus Property Operation Property Control Free Pick Up from Departments Items Sold through TT Showroom and Bid Process

68 General Stores MRO Contract with MSC Industrial Supplies Office Supply Contracts and Computer Peripherals Contracts –Officemax A Boise Company –Rudolph's Office & Computer Supply, Inc.

69 Questions Contact: Marty Newman Tammy Yanulevich Mary Ann Zimmerman 301-405-5813

70 Questions Contact: Paula Mandelman Marty Newman April Weimer Tammy Yanulevich 301-405-5813

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