UITS PO Renewals Process2/19/14

Table of Content

• Contract vs. PO• PO renewal• PO renewal initiation• Information provided to Directors• Process after the PO renewal form is

signed• Additional resources

Differences: Contract vs. PO

CONTRACT:• Goes out to bid (if estimated expenses exceed $50K)

• Defined statement of work, as well as products and services discounts

• Multiple years often times with option to extend

• May be awarded to multiple vendors

• Assigned number is constant through it’s life

Differences: Contract vs. PO

PO:• May or may not involve an existing contract

• May or may not involve statement of works and/or discounts

• Optimal term date is July 1 through June 30 of the following year

• Involves one vendor only

• Assigned numbers generally change annually even though it may relate to a multi-year contract

PO Renewal

•A reoccurring PO for membership, licenses, software, hardware maintenance, etc.

•Generally have 1 year coverage term

•Generally aligned with the fiscal year (July 1st to June 30th)

(Currently UITS maintains over 270 renewals for approximately $8.3M)

PO Renewal Initiation

Tracking: Renewals are tracked from the beginning to the end of

the process.

PO Renewal Initiation

Obtaining quotes:• The Business Office requests/obtains renewal quotes from

vendor/s.

• The current PO is provided to the vendor/s for their reference.

• Vendor/s are generally given two weeks to provide the quote.

Information provided to Directors

For each individual PO Directors are provided a renewal packet containing:

• A renewal form

• A vendor quote (multiple if required)

• Current PO (contains detailed description of goods/services)

• Sole Source form (if required) from previous yearDirectors are generally given two weeks to review, modify and return renewal packet

What Information is given to the Directors?

Process after the PO renewal form is signed

NOT RENEWING –

• Noted on tracking for future reference

• Vendor notified (so they don’t assume PO renewed)

RENEWING -• KFS coding/funding verified• Processed to Purchasing -

Purchasing verifies all contract requirements met (if necessary)

Vendor still meets state regulations (non-discrimination, gift & campaign, ethics, etc.)

PO is approved and sent to vendor

Additional Resources

Renewals listed on T Drive: UITS, Directors, Budget “Renewals 2014…” as we update will have date updated and current FY.

Please notify the Business Office (1st line of contact is Ross x9252) of any discrepancy or stop by Room M047 any time to discuss renewals.