ABC’s of Purchasing ABC’s of Purchasing Lisa S. Deal, C.P.M., Purchasing Director, Associate Director, Purchasing & Disbursement Services
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ABC’s of PurchasingABC’s of Purchasing
Lisa S. Deal, C.P.M., Purchasing Director,
Associate Director, Purchasing & Disbursement Services
UF PURCHASING DEPARTMENT
• One Purchasing Department– Purchasing buys for all of UF (not UAA)
• Previously there were 4 purchasing units:Health Center, IFAS, PPD & Main Campus
– 25 employees, including PCard– Business Affairs
• Finance & Accounting• Part of Purchasing & Disbursement Services
PURCHASING STATISTICS
For Fiscal Year ‘07-’08
• Issued 38,177 purchase orders 31,486 to external vendors 6,691 to internal (UF) vendors
• Valued at $550,382,955.08 $450,967,109.58 to external vendors$ 99,415,935.50 to internal vendors
PURCHASING STATISTICS
For Fiscal Year ‘07-’08 • Processed 9,808 Change Orders
External: 65%UF Vendors: 35%
• Issued 95 public solicitations77 Bids (45 Construction) 7 ITN 2 RFI
PURCHASING RULES
• Devolution from the State - Florida Administrative Code Rules allow for UF Regulations
• Quote level is $5,000• Public Solicitation/Bid level is $75,000
ITB, RFP, ITN• Sole Source• DSR Exemption when appropriate
PURCHASING STRUCTURE
Purchasing• Four teams of buyers
– Commodity based teams (when possible)• eProcurement team
– Strategic sourcing– MyUF Market / PeopleSoft
• Management team• Support staff for each team
PCard – Bank interface– Post-audit
HOW TO GET A PURCHASE ORDER
• Electronic requisition system – MyUFL – MyUF Market
• Begun in end-user department – Prior to goods or services being ordered
• May have several levels of approval• Purchasing Coordinators approve requisition• System assigns purchase order number• Purchase Orders are printed the next morning
or dispatched via other means
HOW TO LEARN ABOUT PURCHASING
• Classes on creating electronic requisitions are available – Register on MyUFL under
My Self Service > Training & Development– Class name
Intro to Purchasing in MyUFL - PST070• Classes on Purchasing regulation and best
business practice – Purchasing 101 – PRO305
• Department Visits are available now– Contact Brenda Harrell in Finance & Accounting
PCARD
• Procurement Card – PCardVISA –Bank of America
• Over 4,985 active cards• $78,934,447 for FY 08 representing• 383,556 transactions• Average transaction = $206• Limit $2000 per transaction • Cards for commodity, travel, gasoline-only• UF employees
ROLE OF PURCHASING
How we add value:
• Have ‘agency’ to sign contracts - read and interpret fine print
• Mitigate risk
• Know the regulations
• Can assist with quoting and sourcing
PURCHASING RESOURCES• Purchasing web page: www.Purchasing.ufl.edu
Includes:General informationProcedures/DirectivesListing of staffList of contracts with links to vendors’ web pageFormsPCard training and information
• Email Addresses:[email protected]@ufl.edu
• Phone: 392-1331
PURCHASING INITIATIVESMoving away from solely compliance based gate-keeping
towards adding value
Transactional Strategic
• Sustainability
• Strategic Sourcing– Contracting based on leveraged buy
– Lab Supplies - Temporary Services– Office Supplies - Copiers– Courier Services - Photocopy (pending)– IT Hardware - Printing (pending)
– MyUF Market• e-Marketplace shopping
Asset Management’s Mission…
• Oversees the capitalization of all University owned buildings, moveable equipment, software and books based on UF’s capitalization policies
• Conducts annual inventory of moveable equipment, software and books
• Handles the disposition and surplusing of all F&E and electronics (regardless of their acquisition costs)
• Reports the disposition information of all UF Owned equipment to the Property Management Committee
General Information Our main office is located at Elmore Hall (off Radio Road)
Phone #’sMain Office: 392-2556C&G (Marsha White): 392-2329Inventory Personnel: 392-3352Surplus Warehouse: 392-0370
Send correspondence to: PO Box 115300
Asset Management Web Address:
http://fa.ufl.edu/
Asset Management’s Directives & Procedures
• http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.9
Capitalization Thresholds Furniture & Equipment - Includes moveable equipment of a
non-consumable nature, where the value or cost (less discounts) of the asset including freight, installation and other cost incurred to acquire or install the asset is $1,000 or more and the normal expected life of which is one year or more. Moveable equipment also includes hardbound books purchased through a department (not including the main library systems) where the value or costs of which is $250 or more. NOTE: Rent, repairs and maintenance expenses, service contracts, and extended warranties are not additions to the capital assets.
Artwork Depreciable - Includes all artwork purchased by a department (not including the Harn Museum or the University Gallery) where the value or cost of which is $1,000 or more and the normal expected life of which is one year or more.
Capitalization Thresholds - Continued
• Artwork - Non-Depreciable - Includes all artwork purchased by the Harn Museum or the University Gallery ONLY where the value or cost of which is $1,000 or more and the normal expected life of which is one year or more. Note: All donated artwork is donated through the UF Foundation and reported on the Foundation's financial statements.
• Software - Computer Software includes individual software licenses where the cost is $1,000 or more, the life is one year or more and does not have a time-limited license for current or future use (i.e. does not require payment or return each year.)
• Livestock - Includes the value of all registered and non-registered cattle, horses, swine and dogs.
• Library Resources - Any resource cataloged in the on-line public access catalog for the main University Libraries
Asset Management Training Classes
1. PST120 – “Asset Management”Tells how to create requisitions and receive assets
2. PST125 – “Inventory at UF”Covers the inventory process, provides instructions on how to research assets and how to surplus assets
Sign up through:www.hr.ufl.edu/training
Pre-Award - Tips
• When preparing your proposal, make sure that you have all the equipment needed to conduct your research.
• If you need additional equipment, include in your proposal the cost of purchasing the new equipment.
• Be sure to include your equipment maintenance costs in your proposal also but do not itemize these costs as OCO. These costs are considered an expense.
Don’t forget to check with the Surplus Warehouse to see if any of the available surplus equipment will meet your needs.
Post Award - Tips Make sure the proper amount of budget has been allotted to purchase
the equipment. When purchasing equipment, obtain an ECCN Code from the vendor.
Include this information in the description or comment field on the requisition.
Use the equipment in accordance with the terms and conditions of the agreement. (Do NOT purchase the equipment when the research is already 99% complete)
If the equipment has been assigned an ECCN code that restricts access to foreign nationals, put procedures in place to ensure this is occurring.
Safeguard the equipment from loss or damage. Conduct regular preventive maintenance to the equipment to sustain
the life of the equipment.
Post Award• If you are using an existing asset that has an expired warranty,
consider purchasing a prepaid maintenance plan through Thermo Asset Management (Contact Tami Webb at 372-3265 for more information)
• If an asset is going to be temporarily assigned to an employee to take off campus, an “Off Campus Certification” form must be signed by both the employee and the accountable officer before it is allowed to leave campus. (http://fa.ufl.edu/forms/pdf/fa-am-ocpc.pdf)
REMEMBER, regardless of whether the equipment has been paid from a grant, it is considered UF Property. It can’t be donated or transferred to other agencies without PRIOR approval from DSR and Asset Management.
Post Award
• If a faculty member is transferring to another University and taking their research projects with them including the equipment purchased using the project funds, a Report of Survey must be completed. This form must be signed by DSR and your Dept Chair/Director.
http://fa.ufl.edu/forms/pdf/fa-am-rs.pdf
Agency Acquired or Donated Assets
• Equipment donated from other institutions or loaned to UF must be assigned an asset tag number.
• When this occurs, a “Property Update Document” must be completed and forwarded to Asset Management. (http://fa.ufl.edu/forms/pdf/fa-am-pud.pdf)
Post Award
• When the grant is over, your Property Custodian will be notified to transfer the asset to another sponsored project or an overhead project.
NOTE: Do not transfer the asset to another sponsored project unless it will solely benefit that project.
Utilization, Securing and Safeguarding UF Assets is Everyone’s Responsibility
• Whenever you see computers or electronics thrown in dumpsters, please let us know…
• Whenever you see equipment stored in hallways, let us know….
• Whenever you identify equipment that is underutilized, transfer it to a department who can put the equipment to better use.
• We hope that you will play your part…
University of Florida
Small Business & Vendor Diversity Relations
Small Business Subcontracting
SMALL BUSINESS & VENDOR DIVERSITY RELATIONS
ORGANIZATION
SM ALL BUSINESS & VENDOR DIVERSITY RELATIONS
D a rlea n M an n ingP ro g ram A ss is ta n t
S m a ll B u s in ess & V e n d o r D ive rs ity R e la tio ns
F a yle ne W elco m eD ire c to r
S m a ll B u s in ess & V e n d o r D ive rs ity R e la tio ns
MISSION
• Seek out, Identify and Utilize Small Business Concerns, including Women & Minority Businesses that provide services or products used by the University.
• Provide technical assistance to small businesses, including women and minority businesses to ensure that a competent pool of vendors exist to meet the University’s procurement needs.
HOW DOES THIS RELATE TO YOU?
Apply for and Receive Federal Contracting Dollars
Receipt of Federal contracting dollars involves various rules/guidelines/requirements
Connection -for this division- diversification of our supplier base
Subcontracting plans seeks to diversify the supplier base
Subcontracting Plan
• For contracts in excess of $500,000 ($1,000,000 – Construction ) submit a Small Business subcontracting plan (Some federal agencies show this amount as $550,000)
• Subcontracting plan identifies planned expenditures with various categories of small businesses
• Small, Small Disadvantaged, Veteran, Service Disabled Veteran, Woman-Owned, Hub Zone, HBCU/MI
Small Business Concerns
Classifications on Subcontracting Reports• Small Business• Small Disadvantaged Businesses• Woman Owned Small Businesses• HBCU/MI• HUBZone Small Businesses• Veteran-Owned Small Businesses• Service-Disabled Veteran-Owned
Small Business Subcontracting Plan Categories & General Goals
• Small Business Enterprise (SBE) 23%
• Small Disadvantaged Business (SDB) 5%
• Woman-owned Small Business (WSB) 5%
• Historically Under-utilized Business Zone (Hubzone) 3%
• Veteran Owned Small Business (VOSB) 3%
• Service Disabled Veteran Owned Small Business (SDVOSB) 3%
Resources
• Central Contractor Registration / Dynamic Small Business Search (Federal Database of Vendors)
• www.ccr.gov
• State of Florida’s CMBE Listing
– www.osd.dms.state.fl.us
• Small Business & Vendor Diversity Relations• (352) 392-0380 – [email protected]
Central Contractor RegistrationDynamic Small Business Search
www.ccr.gov
• Federal Database– Extensive search options
– Extensive listing of vendors classified according to NAICS
– Information concerning the companies• Capabilities, experience, contracts with, etc.
State of Florida’s CMBE Listing
• Certified Small & Minority Businesses
– Florida based vendors
– Local Vendors
– Similar to Small Disadvantaged Businesses on Federal level
Requirements
• Good Faith Effort
• Lack of Good Faith Effort
May impact ability to be awarded the contract
May be found in breach of Contract
May result in liquidated damages
Subcontracting Goals
• Be realistic in formulating goals
– Consider what is to be purchased
– Potential to utilize small businesses in these purchases
Enhancing our Performance
• Ensure subcontracting goals are realistic
• Utilize resources/search database prior to procuring products/services
• Contact your Small Business & Vendor Diversity Relations Division for assistance
– Utilize your resources – Contact/involve us early on is one of the keys for success in reaching the subcontracting goal
Enhancing Our Performance
• Cases of Underachievement
– Document good faith effort
– Provide justification for underachieving
Internet Resources
• www.ccr.gov
• www.osd.dms.state.fl.us
• www.sbvdr.admin.ufl.edu
QUESTIONS ?
Small Business & Vendor Diversity Relations
109 Elmore Hall, P.O.Box 115250Gainesville, Florida 32611-5250
Phone: (352) 392-0380Faylene Welcome - [email protected] Manning – [email protected]
www.sbvdr.admin.ufl.edu
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