edge training nov. 19, 2013 purchasing understanding the guidelines
TRANSCRIPT
EDGETraining
Nov. 19, 2013 PURCHASING
Understanding the
Guidelines
Purchasing Lifecycle
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card/Shop@UW
Special Considerations and Requirements
Examples of commodities and services with special considerations and requirements include: Printing Services Insurance Vehicles Legal Insurance
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Mandatory Contract (examples)
Office suppliesPharmaceuticalsFurniturePersonal computers, software, printers,
copiersPrintingJanitorial
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Non-Mandatory Contracts (examples)
Is what I need available on an existing contract or directly from another government entity? Piggybacking; the use of a contract from another WI
state agency Several contracts available from UW-Madison
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: Best Judgment
<$5,000Can make the purchase from the vendor of
choiceObtain quotes from MBE vendors whenever
possibleSubmit a Purchasing Requisition form to the
Purchasing Office for processingDoes not apply to printing
Procurement Method: P-CARD
What it IS:A tool for department employees to use to make low-dollar purchases for official business needsAuthorized for purchases $1,500 and under
Can be temporarily increased if needed – contact purchasing
Authorized for purchases greater than $5,000 on statewide contracts where indicatedAuthorized for use with only certain categories of merchants and commodities
Procurement Method: P-CARD
What it IS NOT:A means to avoid appropriate procurement or payment proceduresA card to access cash or creditFor personal use
Procurement Method: Shop@UW
Shop@UW is the replacement for MDS MDS account was tied to your P-card Shop@UW is tied to your funding string (eg 128-1-
812001)
Used for office supplies, scientific lab supplies, Electrical
All items are on-contractReallocation can occur via the PAT systemNew interface coming Jan. 2014
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: Simplified Bid
$5,000 through $50,000Three quotes – in writingAward to lowest responsible bidderSole Source ($5,000 - $25,000) waiver can be
applied if justifiedBlanket Purchase Orders
Non-Contract up to $25,000. $5,000 single invoice limit.
Contract by competitive bid. No single invoice limit.
Serial Contracting/Purchasing is prohibited
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to$50,000 $50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: RFB vs. RFP
Factors RFB RFPSpecs/Reqs * Detailed Specs * Reqs/Deliverables
* Know what you need * Proposers to you “how”
Award basis *Meet/don’t meet Specs * Evaluation criteria* Lowest cost * Cost is only one factor
Analysis * Purchasing Agent/user * Evaluation committee* Procurement acts as referee for committee
Vendors * Bidders * Proposers
Time * 1 to 3 months * 6 months average* Depends on research time * Extensive
develop/research
Common Purchases
Computers See the purchasing webpage for standard configurations HP, Apple, iPad, Android Must all be purchased with a PO for inventory tracking
Office Furniture Must get a quote from BSI, but no longer have to write
specs to match what BSI offers For all other furniture, other state contracts are available
Office Supplies Use Shop@UW account to purchase from Staples
Questions?