purchasin g. jack tenner:purchasing director tony carpenter:buyer samuel arevalo: buyer maira...

Purchasing

Jack Tenner: Purchasing Director

Tony Carpenter: Buyer Samuel Arevalo: Buyer Maira Artola: Buyer Hasan Jamil: Buyer

Patrick Dupuy: Purchasing Manager (Facilities)Abraham Tadesse: Facilities Buyer

Purchasing Team

Our Mission

To deliver comprehensive

procurement support to the

entire university

MAPP Policy 04.01.01

MAPP Policy 04.01.01Sec. 51.9335. ACQUISITION OF GOODS AND SERVICES. (a) An institution of higher education may acquire goods or services by the method that provides the best value to the institution, including:(1) competitive bidding;(2) competitive sealed proposals;(3) a catalogue purchase;(4) a group purchasing program; or(5) an open market contract.

(b) In determining what is the best value to an institution of higher education, the institution shall consider:(1) the purchase price;(2) the reputation of the vendor and of the vendor's goods or services;(3) the quality of the vendor's goods or services;(4) the extent to which the goods or services meet the institution's needs;(5) the vendor's past relationship with the institution;(6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;(7) the total long-term cost to the institution of acquiring the vendor's goods or services;(8) any other relevant factor that a private business entity would consider in selecting a vendor; and(9) the use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.

(c) The state auditor may audit purchases of goods or services by aninstitution of higher education or by a component of an institution of highereducation that purchases goods and services.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

MAPP Policy 04.01.01Sec. 51.9335. ACQUISITION OF GOODS AND SERVICES. (a) An institution of higher education may acquire goods or services by the method that provides the best value to the institution, including:(1) competitive bidding;(2) competitive sealed proposals;(3) a catalogue purchase;(4) a group purchasing program; or(5) an open market contract.

(b) In determining what is the best value to an institution of higher education, the institution shall consider:(1) the purchase price;(2) the reputation of the vendor and of the vendor's goods or services;(3) the quality of the vendor's goods or services;(4) the extent to which the goods or services meet the institution's needs;(5) the vendor's past relationship with the institution;(6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;(7) the total long-term cost to the institution of acquiring the vendor's goods or services;(8) any other relevant factor that a private business entity would consider in selecting a vendor; and(9) the use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.


http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335


MAPP Policy 04.01.01

Requisitions

Per MAPP Policy 04.01.01

Requisitions

For any purchase over $25K

CONTACT your BUYER!!

Per MAPP Policy 04.01.01

$25,000.01$5,000.01 - $25,000 Under $5K

3 Valid Quotes Public Solicitation

ITB

RFQ

RFP

Do not require a PO unless vendor requires

PO for payment or purchasing DELL equipment though

premier site or NO phone quotes

On company letterhead or e-mail with contact information

The REQ/PO process

Open REQ & review supporting

docs

Approve REQ

Transfer (source) REQ information

into a PO

Send dispatched

PO to vendor

Inform department of approved REQ

& PO #

Deny REQInform department the reason(s)

for denial

Upload audit documentation

into PeopleSoft

PO

Average processing time shown above takes an average of 40 minutes per approved requisition

The REQ/PO process

Live Demo

Public Solicitations Process - RFP (Purchases over $25K)

-Scope of Work, and other required bid elements are gathered through e-mail or preferably, face-to-face meeting with all involved parties.

Public Solicitations

Public Solicitation – RFP Request for Proposal (Purchases for services, commodities over $25K)


-Buyer prepares bid package and sends final draft to project lead for approval

-Buyer uploads bid package to the Texas Procurement website (ESBD) for a total of 21 days

Public Solicitations Process - RFP

(Key of Events) All solicitations follow a “Key of Events Schedule” aka, “Solicitation

Schedule” that is assigned to the 21 day process.

Posting of RFP for public bidding (ESBD): Date Bid is posted to the ESBD Website

Pre-Proposal Meeting: If one is needed

Inquiries and Interpretations Deadline Deadline for technical and non-technical questions relating to the bid

Q and A addendum posting to ESBD Deadline for Buyer to post answers to questions on the ESBD website.

Proposal Submittal Deadline Last day vendors have to respond with a sealed bid.

Respondent short list identified TBD (if needed)

Anticipated Award TBD

Anticipated Start Date TBD





-After 21st day, bids are opened, Evaluation Matrix is prepared and posted in a SharePoint site along with electronic copies of vendor submittals and other evaluation documents

-Depending on bid requirements, a pre-proposal meeting may be coordinated through buyer and Q&A Addendums may be uploaded to the ESBD site




-Evaluations are received from a minimum of 7 committee members and buyer creates Evaluation Summary


-After 21st day, bids are opened, Evaluation Matrix is prepared and posted in a SharePoint site along with electronic copies of vendor submittals and other evaluation documents

-Depending on bid requirements, a pre-proposal meeting is coordinated through buyer and Q&A Addendums may be uploaded to the ESBD site

Public Solicitation - RFPRequest for Proposal (continued)

-Bases on Summary results, evaluation committee may request vendor presentations which are coordinated through buyer.

-Depending on the total spend, entire documented solicitation process might be routed to Dr. Carlucci for final approval of award recommendation

-Buyer attends vendor presentation to coordinate the flow of each meeting

-After all vendor presentation are completed, Statement of award is sent by project lead to buyer

-Once final approval is received, buyer sends award notifications to all respondents and contracting phase my begin with department and awarded vendor

Purchasing – Sole SourcesWhat is a true Sole Source?

-MAPP 04.01.01 - A proprietary purchase is justified only when an equivalent product is not available. When the specification requirement limits consideration to one manufacturer, one product, or one service provider.

-National Institute of Governmental Purchasing (NIGP) -A situation created due to the inability to obtain competition. May result because only one vendor or supplier possesses the unique ability or capability to meet the particular requirements of the solicitation. The purchasing authority may require a justification from the requesting agency explaining why this is the only source for the requirement.

Purchasing – Sole SourcesWhat is a true Sole Source? -How we at UH should interpret

A "Sole Source" purchase means that only one supplier (source), to the best of the requester's knowledge and belief, based upon thorough research, (i.e. conducting a market survey), or due to Patents that exist on product; as well Copyrights and/or Trademarks is capable of delivering the required product or service.

Similar goods and services may exist, but when only one supplier, for reasons of expertise, and/or standardization, compatibility with existing equipment, specifications, or availability, is the only source that is acceptable to meet a specific need(s); such details may help identify a Sole Source procurement.

Purchasing – Sole Sources

What is a Market Survey?

A "market survey" refers to efforts to determine whether other qualified sources capable of satisfying the UH's requirement exist. Testing the marketplace may range from written contacts with suppliers' experts regarding similar or duplicate goods, services & internet searches.

The extent of the market survey depends on what constitutes a reasonable effort under the circumstances to ensure that competition is not feasible. If only one source is identified as a result of the market research, this fact may be used to help justify a noncompetitive acquisition.

Documentation produced by vendor regarding their products’ status as a Sole Source, also help to identify a Sole Source procurement.

Purchasing – Sole Sources

• A justification for Sole Source must affirm that no substitute or equivalent product/service exists in the marketplace that can meet operational needs.

• Purchases which are clearly and legitimately limited to a single (sole) source of supply

Purchasing – CMBL

Centralized Master Bidders List (CMBL)

http://www.window.state.tx.us/procurement/tools/comm-book/

The Centralized Master Bidders List (CMBL) is a database of registered vendors who have provided contact information and information on goods or services they offer. Texas Government Code § 2155.263 requires TPASS to maintain the CMBL. Vendors pay a nominal annual fee to receive notification of opportunities for solicited commodities and/or services through an Invitation for Bid, Request for Proposal, Request for Offer or Request for Qualifications.


Purchasing – CMBL

Purchasing – CMBL

UPDATED (CMBL)

As of May 14, 2014, the Comptroller’s office will launch its new and improved Centralized Master Bidders List (CMBL)/Historically Underutilized (HUB) Directory Search.

Purchasing – CMBL

UPDATED (CMBL)

• Select your entire search criteria from a single view

• Search for vendors within a specific business category and/or based on their business location

• Get results in an Excel format.


Purchasing – CMBL

Tony CarpenterID# Carpenter, Anthony [email protected]

713-743-5656

Buyer College/Division Designations(0073, 00783, CN730, CN783)

Engineering

Natural Science &

Mathematics

Pharmacy

Research

Technology

Academic Affairs

Education

Honors College

Library

Hotel & Restaurant Management

Architecture

Liberal Arts & Social Science

Law Center

University Advancement

Graduate College of Social Work

Administration & Finance

Business Administration

Chancellor /President

Optometry

Student Affairs

Maira ArtolaID# 0181203

[email protected]

Hasan Jamil ID# 0666521

[email protected]

Samuel ArevaloID# 1057613

[email protected]

In closing

Updates & Reminders

• Surveys will be e-mailed. Date TBD

• State certification training Thursday & Friday, June 19th & 20th

• Purchasing training for departments July ’14. Date, time & location TBD

We need your Help

Planning/Preparation is KEY!

Communicate with US!

In closing

Questions?

purchasin g. jack tenner:purchasing director tony carpenter:buyer samuel arevalo: buyer maira...

Documents

vendors goods

purchases of goods

procurement of goods

acquisition of goods

team slide

mission slide

contact information

approved requisition