1 faculty of medicine administrative forum purchasing services (financial services) programs and...
Post on 19-Dec-2015
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Faculty of MedicineAdministrative Forum
Purchasing Services (Financial Services)
Programs and Processes
Presented by:
Mr. Paul Dugal, C.P.P – Manager
Mrs. Ellowyn Nadeau, P.Eng – Assistant Manager
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Overview
Key Contacts Services Programs Purchasing Thresholds Competitive Bidding Requisition to Purchase – tips Contracts ICA vs PO Shipping/Receiving – Bannatyne Questions
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Purchasing Services – Key Contacts
Customer Service (Judith/Kristine 474-8348) Track Requisitions, payments to suppliers
Sr. Purchasing Consultant, Research (Jurgens) High dollar purchases, consults on specifications
Sr. Purchasing Consultant, Contracts (Linda) ICAs, Systems Contracts
Sr. Buyer, Bannatyne (Candy) All non-CFI related scientific purchases
CFI Buyer, Fort Garry (John) All CFI, Shipping, Customs concerns
Assistant Manager (Ellowyn) Manager (Paul)
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Website Information
Purchasing Services website:http://www.umanitoba.ca/admin/financial_services/purch/index.shtml
Programs and Processes Contact information Bid/Quote/RFP Opportunities listed
This presentation will be posted on the Faculty of Medicine website
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How Purchasing Services Can Help You
Consulting & Advisory Services Purchasing programs, suppliers, specs
Competitive Bidding (Public Tendering) RFIs, RFQs, RFPs
Purchase Orders Terms & Conditions, Warranty issues, Delivery
Contracts ICAs, Secondments, Design Contracts, Negotiated
Agreements, Service Agreements Communication with Suppliers Education & Training Taxes, Duties, Customs
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Systems Contracts
Tendered contract, terms/pricing negotiated University wide (realizes greater savings) Overall “Best Value” Best pricing/Service Levels Contractual obligation to buy Order direct from supplier for < $1,000 Invoice direct to Supplier Payment Services
(A/P) FOAP charged when invoice paid Sierra/Fed Ex Courier issue
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Preferred Agreements
Similar to Systems Contracts except no obligation to buy
Order direct from supplier Pricing negotiated Set-up to monitor usage Once value established, may be tendered
and a Systems Contract established
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VISA PCard
Program managed by Supplier Payment Services (Dianne Schilling)
Added convenience when ordering direct from suppliers for goods/services <$1,000 not otherwise available through Purchasing Agreements such as Systems Contracts
Limit of $999.00 per transaction per supplier per day (Cdn)
Memberships, subscriptions, registrations and other low dollar goods/services
Purchase negotiated by cardholder as required
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Standing Orders
Set up like a Purchase Order (PO) May be competitively tendered like a PO Outlines the value of goods or services
required over a fiscal year Purchasing helps negotiate the best price Value committed to FOAP at the time of setup Initial value can be an estimate that is revised
over the course of the year with a change order
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Programs
Petty Cash Bookstore Computers on Campus Requisition for Payment Form (in development)
Where supplier does not accept VISA or over VISA limit
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Value of Purchase <$1,000
Systems Contracts/Preferred Agreements Visa Pcard Standing Orders Petty Cash reimbursement Bookstore Requisition to Purchase if no other means
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Value of Purchase - $1,000 to $5,000
Requisition to Purchase May be an asset – recorded & tracked Describe good/service in detail Attach any information about suggested
supplier If quotes already solicited, attach ALL to Req
Buyer will either reconfirm or requote Decision based on buyer experience, fair
competition and information provided
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Value of Purchase – $5,000 to $100,000
Requisition to Purchase Describe good/service in detail Attach requirements/specifications Request a quotation process be initiated Identify any known suppliers Brand or equivalent may be specified May be Nationally advertised
Single Source Justification Technical justifications
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Value of Purchase >$100,000
Requisition to Purchase Legislated by Agreement on Internal Trade
(AIT) Describe in detail Attach technical specifications
Identify mandatory and optional requirements Request a formal RFP process Identify known suppliers Nationally advertised Formal sealed bids
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Competitive Bidding
Request for Information (RFI) Used for high value purchase (>$100,000) Early in process (Grant application stage) May be “Subject to Funding” Identifies suppliers that have the ability to
meet your needs Identifies Expression of Interest (REI) Provides budget pricing NO PO or CONTRACT AWARDED
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Competitive Bidding
Request for Quotation (RFQ) Usually used for less than $25,000 Standard specifications In stock equipment Lowest technically compliant bidder
recommended Usually PO issued with standard terms &
conditions
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Competitive Bidding
Request for Proposal (RFP) Used for higher dollar value >$25,000 Identifies research objectives with mandatory
and optional requirements Can be linked to a RFI May have a design/customization component PO/ICA or negotiated contract covers terms &
conditions of award Evaluation criteria part of RFP document “Overall Best Value” not just lowest bid
recommended
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Purchase Order
PO is generated from a Requisition to Purchase (legal document)
U of M has standard terms and conditions associated with the PO Developed by legal If countered by supplier
Negotiations, legal involvement, risk management
Suppliers not paid unless have PO # POs over $1,000 need “Receiving” to record
asset
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Requisition to Purchase - Tips
More information the better – fair competition State a realistic delivery date Print clearly or type information in on the
Requisition If CFI related – state CFI line # on body of
Requisition If there is any kind of affiliation or
collaboration agreement between the U of M and the supplier, note it on Requisition
If the researcher holds an adjunct position, note it on Requisition
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Requisition to Purchase – Tips
More information the better Example:
Description given: Clinical Chemistry Lab Charges Should be:
Clinical chemistry lab charges for XYZ analysis as part of Dr. A’s research grant.
Dr. A holds an appointment with (supplier) and has a direct relationship with the lab completing the analysis.
Attached is information from Dr. A’s grant regarding these charges.
Template/checklist in development (website)
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Requisition to Purchase - Tips
More information the better – fair competition State a realistic delivery date Print clearly or type information in on the
Requisition If CFI related – state CFI line # on body of
Requisition If there is any kind of affiliation or
collaboration agreement between the U of M and the supplier, note it on Requisition
If the researcher holds an adjunct position, note it on Requisition
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Contracts
Any agreement between two entities can be considered a contract
ONLY the VP (Administration) can sign a contact on behalf of the University
Purchasing has numerous standard contracts: The ICA (Independent Contractor Agreement) Purchase Order CCDC, DCA, RAIC (construction)
Purchasing uses hundreds of contracts Service agreements, extended warranties, license
agreements, etc
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ICA vs PO
A PO is used for tangible “Goods” Typically “off the shelf” equipment Minimal customization No intellectual property, patent or copyright
issues
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ICA vs PO
An ICA is usually used for a “Service” Consulting work Specialized design for custom equipment
Entire order would fall under the ICA The design as well as the actual piece of
equipment The ICA would replace the standard terms and
conditions of the PO Patent, Intellectual Property, copyright concerns
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ICA (cont’d)
U of M standard ICA was drafted by legal counsel Changes to the ICA must be reviewed by the legal
counsel A CAR form is used in lieu of a Requisition to
Purchase when processing an ICA ICA and schedules are available on the Purchasing
website Department sends to contractor for signature
Can send to Purchasing for review prior Purchasing will process (send for VP signature) Special PO and ICA term document for <$5,000 (in
development)
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Shipping/Receiving - Bannatyne
One loading dock for all of Bannatyne (Brodie Centre)
Currently two employees Manage all deliveries –Systems Contracts,
specimens, small appliances Manage all returns not handled by supplier Protocols for shipping goods
Hazardous goods identified Packaging required Proper labeling required
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Questions?
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Thank you for your time and the opportunity to present our information!
Please feel free to call any one of the team for help anytime.