procurement services forum

Procurement Services Forum

May 2010

Today’s AgendaNew Procurement Services Website

Business Diversity Program

Electronic Reimbursement Project

Request: Send invoices to AP

Small Dollar Transition

Strategic Contract Demonstrations

• Hardware IT: CDW-G• Compressed Gas: Praxair Demonstration

Announcing:

the new Procurement Services Website

David WrightDirector of eCommerce

http://f2.washington.edu/fm/ps/

Business Diversity Program Procurement Services Forum

Chesca Ward, Diversity Manager

Diversity OpportunityTransparency

The UW has a Business Diversity Program?

• The University of Washington will be an academic community strengthened by the utilization of businesses whose ownership is representative of the diverse community we serve.

Vision

• We proactively engage with and support the University of Washington’s commitment to creating an environment for businesses contracting with the University that reflects diversity, promotes opportunity, and values transparency.

Mission

Business Diversity Program Goals

Improve reporting

Educate and encourage internal customers about BDP

Develop resources to connect M/WBEs with “buyer/decision makers”

Improve capacity of M/WBEs doing work with UW

Question #1Which of the following departments/staff are responsible for the success of the UW’s Business Diversity Program (BDP)?

A. Procurement ServicesB. Capital Projects OfficeC. Chesca Ward and Lynn BeckD. Office of Sponsored ProgramsE. All of the above

What about I-200? Is this legal?Re

mov

edMandatory goalsThe authority to reject low bidders who do not meet the M&WBE goalsPrice preferences or preference points based on race, gender, color, ethnicity, or national originConsideration of race, gender, color, ethnicity, or national origin in the final selection and award of contracts or purchases

Did

Not

Rem

oveCertification of M&WBE firms

Outreach and recruitment of M&WBE firmsVoluntary M&WBE purchasing and contracting goalsThe State's authority and duty to identify and remove barriers to equal participation in contracting and purchasingThe State's monitoring and reporting of the utilization of M&WBE firms

Question #2What did the UW spend with both minority and women-owned (MWBE) firms in fiscal year 2009?

A. MBE 10.28%, WBE 6.59%B. MBE 15.12%, WBE 8.03%C. MBE 6.87%, WBE 4.73%D. MBE 1.56%, WBE 1.08%

How We CompareWhen compared with 120 Washington state agencies, the UW ranked: • #2 in total dollars spent with MBEs• #1 for total dollars spent with WBEs• #2 overall for total spent with MBEs & WBEs• #40 for % spend with MBEs• #45 for % spend with WBEs

Upcoming Initiatives• Improving reporting capabilities• Tracking 2nd tier & subcontractor spend• Exclusions

Your Purchases Matter• Click on “Supplier Diversity” from the NEW

Procurement Services web site to learn more • Purchasing methods:

– eProcurement: Excel Gloves & Keeney’s Office Plus (coming soon)

– ProCard• Diverse Vendor Search

http://www.washington.edu/admin/bdp/diversevendorsearch.php

Other Ways to Make a Difference• Departmental Meetings• Supplier Diversity Events

– BDP Catering Event • August 11, Kane Hall, Walker Ames Room

– 5th Annual Business Diversity Supplier Fair, • December 8, Mary Gates Commons

Contact UsChesca Ward, Business Diversity Manager

[email protected], 616-3741

Lynn Beck, Business Diversity [email protected], 543-0847

http://www.washington.edu/admin/bdp/http://f2.washington.edu/fm/ps/

mailto:[email protected]


http://www.washington.edu/admin/bdp/

http://f2.washington.edu/fm/ps/


Julie Condit Accounts Payable Supervisor


• Also reduces rework, processing costs and speeds up payment

Streamline Reimbursements

• Status of reimbursement requests and ability to track payment in an electronic system (ARIBA)

Provide visibility

• Provide clear guidance and instructions • Help reduce the number of methods for

reimbursement

Provide clear guidance

Team consists of central office staff and several customers to come up with a recommendation for using an eForm for reimbursements.

What processes will this affect??

ElectronicReimbursement

Project

Petty Cash window at SFS

Departmental Revolving Fund Check Request

Purchase Order

Request to send invoices to Accounts Payable

Julie Condit Accounts Payable Supervisor

Request to Send Invoices to Accounts Payable

•Goal is to pay 85% of invoices within 45 days of invoice date

The Goal

•In previous years we were averaging receipt of invoices within 18 days of invoice date

Our Average

•Currently we are averaging receipt of invoices within 24 days of invoice date

Current Stats

•We need your help to pay our suppliers timely, send your invoices ASAP to AP, Box 351130

How can you help?

Small Dollar Transition

Mark ConleyAssociate Director, Purchasing Services

July 1, 2010Hard cut off date for PAS requisitions under $3300 that do not meet the exception criteria

JULY 1ST CUT OFF DATE

Small Dollar Transition• Targeted approach

• Deeper Dive into the Data

• Compressed gases• 6000 transactions• Approx 20% of discrepancies• Contracts in place

• Collaborative approach

Strategic Contracts

Ray Hsu, UW PurchasingHardware IT: CDW-G

Come see the CDW-G

ShowroomIn Action!!

Purchasing/Accounting Building3917 University Way NE

Seattle, WA 981052nd floor

Hours: 8:00am – 5:00pmContact: Suzanne

Blais206.543.5834 /

[email protected]

Strategic Contracts

Kassy Ellefson; UW PurchasingDan Mackenstadt; Praxair

Making our planet more productive

SM

University of WashingtonSpring Procurement Services Forum

May 11-13

Praxair Contract

28

Agenda• Contract Benefits

• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities

• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers

• E- Procurement (Punchout) • Sustainability

• Contract Benefits


• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance-

Freezers

• eProcurement (Punchout)

• Sustainability

Agenda

29





Benefits of Praxair ContractCylinder Management

Cylinders are bar-codedTracked by delivery point, purchase order and productProvides E H & S with HAZMAT reporting by location and product

Bundled PricingIncludes rental, delivery, hazmat, product price in one cost

One Source, Total SupplyManufacturer of all base molecules including Helium (Ar, H2, N2, CO2, O2)Manufacturer of cylinder gases and equipmentDistributor of Chart MVE and Taylor Wharton Cryogenic Equipment

Dedicated ResourcesOn site Account ManagerDedicated Customer ServiceDedicated Delivery Personnel, daily delivery to UW Campus

30





Benefits of Praxair Contract

SafetySafety seminar offeringMSDS and DOT classifications available at praxair.com, live updated data Participating in Partners in Emergency Preparedness ConferenceDrivers and onsite personnel trained in safe practices for handling gases and equipmentFactory trained personnel to service cryogenic equipment

Key Performance MeasurementsDelivery Time Tracking= 99% on time average in 2009Zero/Zero Safety IncidentsCustomer Satisfaction Survey

Continuous Improvement

31





Tacoma Plant Capabilities• Local inventory of high purity and

industrial gases

• Gas Analysis Laboratory on site– Gas chromatography

(TCD, DID)– Trace oxygen analytical

capability– Flame ionization detector– Horiba IR– Moisture analysis– Fully validated analytical

systems– FDA manufacturing facility for

USP, NF, Medical and Medical Device products

• Diverse array of cylinder types and sizes

• Fully automated dry ice cutting operation

• 2 Full time chemists in Tacoma Laboratory

• On line, centralized Plant Operations Information System– Manages all quality and

• On site cylinder maintenance and hydrostatic testing capability

• Subject to internal and external audits

32





Praxair Gas Delivery Equipment

• Praxair builds thousands of gas handling

solutions, available for immediate shipment!

• Regulators

• Flow Meters

• Gas Distribution Systems

• Gas Purification Accessories

• Gas Generators

• Valves, Pigtails, Fittings, and CGA connections

• Custom panels and manifolds for gas cryogenic

supply availableProtect the purity of your gases with the ProStar Platinum gas delivery equipment!

33





Cryogenic Products• Transfer hoses & phase

separators

• Freezers & Inventory Racks

• Aluminum Tanks– Small Storage Capacities– LN2 Dewars– Vapor Shippers

• Control Rate Freezers

• Vacuum Jacketed Piping

• Accessories / Parts

Fresh Ice Delivered Daily on Campus!

35





Praxair Handouts

36





Punchout UpdateThe Landing Page

"Praxair is the Primary Supplier", marketing tool, monthly specials, new services, highlighted products (liquid helium)….

User contact information

Communication to UsersCommunications listed on the eProcurement home page, Procurement Guide, Email announcements to Administrators. information flyer for drivers

Tutorial Update re ToxicsAdded information about Toxic ordering procedure (EH&S requirement) and user changing their "Ordering Preference"

Training Completed in April

37





Business Continuity PlanIf punchout is not functioning

Praxair computer system acts as a back up

UW pricing is all in Praxair computer system

Account #’s are set up on scheduled delivery

Order desk can take phone orders and place in to CU

Praxair Proactive Maintenance

39





Cryogenic Freezer Services

Why Praxair Proactive Maintenance?

• Increase safety for stored materials, users & Praxair

• Identify problems associated with cryogenic storage solutions before they occur.

• Reduce risk.

• Preserve and protect investments.

• Reduce complexity – one dependable, experienced resource for problem resolution.

• Ensure easy access to historical maintenance data.

• One provider, one price for all maintenance requirements.

• Ensure the equipment manufacturers’ recommended maintenance schedules are met or exceeded.

Liquid HeliumPraxair offers:

• Special pricing based on total UW volume

• Additional services such as NMR/MRI magnet shimming, movement, maintenance

• Manufacturer position, not a reseller, so can guarantee supply during allocations/shortages

• Multiple North American fill points, only PNW supplier operating two transfill facilities (one in Fife, WA, one in Richmond, BC)

41





Sustainability

• March 17 Supplier Summit

• Next meeting May 24

• Goal – to present one new idea that will improve Praxair/UW

carbon footprint or sustainability in a tangible, measurable way, within a one year timeframe.

Contacts:Procurement Customer Service [email protected] 206-543-4500

Jeff FollmanAssociate Controller; Financial Management [email protected] 543-3708

David WrightDirector; eCommerce [email protected] 616-7076

Dennis GawlikDirector; Purchasing Services [email protected] 543-4139

Chesca WardManager; Business Diversity

[email protected] 616-3741

Julie ConditSupervisor; Accounts Payable [email protected] 685-0571

Mark ConleyAssociate Director; Purchasing Services [email protected] 543-4211

Kassy EllefsonSenior Buyer; Purchasing Services [email protected] 543-5827

Dan MackenstadtAssociate Account Manager; Praxair Dan_mackenstadt@praxair

.com206-632-7138

Suzanne BlaisSenior Contracts Manager; Purchasing Services [email protected] 543-5854

Ray HsuManager; Purchasing Services [email protected] 543-0793













procurement services forum

Documents

contact uschesca ward

julie condit19request

julie condit18request

procurement services

julie condit17what processes

accounts payablepresenter

total dollars

mbes wbes