UCC Procurement Overview

College of Arts, Celtic Studies & Social Sciences17th April, 2018

• Procurement & Contracts Office

• Public Procurement

• Procurement Legislation & Policies

• Procurement Step by Step Overview

• Procurement Office Webpage

• Procurement Value Thresholds

• Contracted Suppliers

• Setting up a Supplier

• Purchase Orders

• Tender Process

• Sole Suppliers

• Credit Card Purchases

• Frequently Asked Questions

• Any Questions?

Summary

• The Procurement and Contracts Office is an office within the Office of the Bursar/Chief Financial Officer & our offices are on College Road.

Main objectives:

• To provide help and advice to departmental buyers on all aspect ofbuying goods or services for the University.

• Value for money is achieved;• Legal requirements are met;• Risk is minimised;• Corporate and social responsibilities are considered.

(see also “Introduction to the Procurement Office” on website)

Who are we?

What do we do?

What is Public Procurement?

The purpose is to promote best practice, consistency of application and compliance of the public procurement rules.

Public Procurement can be defined as the acquisition, whether under formal contract or not, of supplies and services by public bodies. It ranges from the purchase of routine supplies or services to formal tendering and placing contracts for large projects.

Procurement policy and practice must conform to certain core principles and should therefore be:

• accountable;• competitive;• non-discriminatory and provide for equality oftreatment;• fair and transparent; and• conducted with probity and integrity.

Includes but is not limited to the following:External

• European Public Contract Directives 2004/18/EC and EU Procurement Directive 2014/24

• Department of Finance Circular 10/14 –Includes initiatives to help SMEs

• DPER Circular 02/16 – Arrangements for Digital and ICT-related Expenditure in Civil and Public Service

• OGP Public Procurement Guidelines

Procurement Legislation & Policies

Internal• UCC Purchasing Policy• Purchase Order Procedures• UMTO Engagement of Consultancy Policy• Travel Policy• Credit Card Policy

Procurement Step by Step Guide OverviewIdentify your need

Is there a contract in place?

Is there a sole supplier?

If a recurring requirement, determine annual value

All Goods & Services < €5,000

All Goods & Services €5,000 to €24,999.99

All Goods & Services €25,000 to €220,999.99

All Goods & Services >€221,000

Single Source Justification (SSJ)

Seek 1 written quotation

Seek 3 written quotations

National Tender – P&C office

EU Tender – P&C Office

UCC – websiteOGP Contract – contact P&C office

Is supplier on Agresso? If not, Supplier Set-Up Process

https://www.ucc.ie/en/procurement/

UCC Procurement & Contracts Office Webpage

LESS THAN €4,999K

Obtain verbal quotes from competitive suppliers

Select the lowest price/most suitable

€4,999 - €24,999

Send brief specification by e-mail to a number of suppliers (at least three) seeking

e-mailed quotes

Evaluate offers objectively against specified requirements (using a justification sheet)

Select most suitable offer and document selection decision

Advise all suppliers on the outcome of the quotation process

Check if the supplier is on Agresso

If the supplier is not on agresso complete a QF 62 New Supplier Request Form and

forward to procurement@ucc.ie

Raise Purchase Order (PO) and attachsupporting documentation

Purchases Below €24,999

• What if there are no suppliers contracted?

• Can I go with a different supplier?

• If there’s another supplier on Agresso, can I go with them?

• Can I just raise a PO or do I need to check for every purchase?

• Can I pay and claim it back on expenses?

Contracted Suppliers Questions

New Supplier Set-up Process

• Form QF62 – to be used to set-up a new supplier or unpark an existing supplier

• Complete & return to P&C office

• P&C office will review form and once approved will forward QF22 to the supplier to complete and return with bank details and TCC if needed

• All Purchase Orders must be raised on Agresso (except Utilities and Telephone e.g. electricity etc.)

• PO’s to be raised prior to invoice.

• Best practice to attach quotes and/or references to PO’s – signing authority and audit purposes.

• Purchase Order Procedures (Finance Office);

• Need to use correct account code at requisition stage;

• Agresso system converts requisitions to purchase;

• Punchout – direct interface with supplier’s website:• Codex• Datapac• Dell • Sigma Alderich• Radionics• Farnell

Agresso – Purchase Orders

•Complete Form QF 03 Tender Request Form

•Complete Forms QF 07 Conflict of Interest Forms for all the evaluating team

•Provide Specification of Goods/Services required

Initial Forms -Tender Request & Specification from

Department

•RFT Drafted with dept. review

•RFT advertised•Questions/Clarifications

dealt with by the Procurement Office

•Tender closed and submissions downloaded

Request for Tender - Advertised by

Procurement Office

•Pre-Qualitative Checks done by Procurement Office

•Technical Evaluation Complete by department

Evaluation -Procurement Office

& Department

•Letters issued by Procurement & Contracts Office

•Debriefings held•Contract issued•Supplier set-up•PO raised by department

Letters & Contract -Procurement Office

Tendering Process

https://www.ucc.ie/en/procurement/faqs/

Contact Procurement & Contracts Office

What to do if there is only a single supplier available?

• In the event that there is only one supplier you are required to complete a QF 23 Single Source Justification Form and submit to Procurement for approval.

• Check Agresso if supplier is already set up & if not complete QF62 New Supplier Form.

• Purchases of goods or services over €5,000 to €24,999 where single source action is proposed.

• Retained for audit purposes to justify the decision not to comply with the procedures laid down in the Purchasing Manual. All forms must be accompanied by independent evidence to support the justification given for selecting the named Supplier/Service provider e.g. 3 emails or evidence justification.

• Note: All goods/services in excess of €24,999 (net of VAT) will have to go through a tender process unless the goods/services sought can be verifiably linked to a previously tendered purchase for either maintenance or repair or upgrading.

Use of the Credit Card

How can I use the credit card?

Only legitimate business expenses can be charged to the Procurement Credit Card. Please complete the credit card form QF40 – Credit Card Purchase Request Form which can be found here: http://www.ucc.ie/en/procurement/procurementforms/

See the website for details of credit card use under ‘Frequently Asked Questions’ & also Department Credit Card Policy & Procedures

Procurement Credit Card cannot be used for transactions that involve payment re:

•Paypal•Amazon•Ebay•Purchase of gift cards/vouchers•Annual Membership Fees•Subscriptions

The card number will not be released via the phone, email or fax in order to prevent fraudulent use.

Please ensure you make yourself aware of the payment method needed prior to submitting your form.

Frequently Asked Questions

Contact Details

Procurement & Contracts Office,University College Cork,6, Elderwood,College Road,Cork.

procurement@ucc.ie

021-4903514

https://www.ucc.ie/en/procurement/

Thank You!

… Any Questions?