WWEELLCCOOMMEEUCA Purchasing Workshop 2013

SIGN IN SHEET

Where’s the sign in sheet?

PURCHASING STAFF VICKIE PAYNE

ARAMARK (Contractual Services)-Staff Development

-University Advancement

-Activities of the Board of Trustees in fulfilling its responsibilities

-Faculty and/or Student Recruitment

-Faculty and/or Student Orientation

-Student Training/Development Office Depot–orders and assistance Office Depot Internet Access Training: email

purchasing@uca.edu

Jeris Ezell

• Advertising, Job & Campus Announcements• Amazon• Back-Up Office Depot User Assistance and Setup• Banner Requisition Training & Help Desk for

Requisitions• Bid Results (Backup)• Copiers• Employee Reimbursements• Food (Non-ARAMARK)• Memberships & Subscriptions• Office Furniture and Supplies• Paper and Paper Products• P-Card Training• Procurement Card Coordinator• Reports (Paper, Printing & Disclosure)• Requisition month-end process• Website updates & bid postings

BETTYE MCCLENDONBUYER SUPERVISOR

Buyer Requisition Assignments College Square Equipment & Supplies Construction and Building Improvements Construction Compliance Coordinator Housing & Physical Plant, Furniture and Supplies Insurance Maintenance Contracts Minority Business Officer & Minority Reporting Purchase Order Opening/Closing/Liquidation Professional Service Contracts over $50K Request for Qualifications (RFQ) Backup Purchasing Supervisory Duties

OFFICE FURNITURE Office Furniture - U.S. Communities

Government Purchasing Alliance is a nonprofit government purchasing cooperative that reduces the cost of goods and services for participating agencies by combining their purchasing power.

National Intergovernmental Purchasing Alliance (National IPA)

National Joint Power Alliance (NJPA) http://www.dfa.arkansas.gov

PAPER/PAPER PRODUCTS Copy Paper, White and Colors – State Contract with

Printing Papers, Minimum Order $500 excluding taxes and shipping

NORMAL DELIVERY- “Delivery to a building with an accessible dock to one specific room or area by use of material handling equipment without breaking shipping container to hand truck deliver individual cartons.”

INSIDE DELIVERY- “Delivery to a building with or without an accessible dock and breaking shipping container to HAND TRUCK DELIVER INDIVIDUAL CARTONS to a specific room(s) or area(s).” $1.20 per carton.

Purchase orders with no indication of inside delivery requirements are to be delivered according to "Normal Delivery" definition.

PAPER/PAPER PRODUCTS CONT’D Act 749 was passed by the Arkansas

Legislature in 1991. It added Section 8-9-203 to the Arkansas Code, which requires every state agency, college or university, county, city and public school to implement a recycling program in-house.

Recycled Paper vs Virgin Paper Paper Products – Continuous,

Carbonless, One Part, Two Part, Bond

REIMBURSEMENTS Employee Reimbursements - List the

requisition # on all attachments including reimbursement receipts.Examples: Reimbursement, Lab SuppliesReimbursement, Office SuppliesReimbursement, Computer SuppliesReimbursement, Research Supplies

Commodity Code: 61502

PROCUREMENT CARD COORDINATOR

Complete a P-Card Application Obtain Departmental VP Approval of Funds Forward Application to Purchasing for

Completeness Standing Requisition Order P-Card ordered online from US Bank P-Card Delivery (7-10 business days) Cardholder and P-Card Liaisons must attend

a training session P-Card issued to Cardholder after

Cardholder and Liaisons have completed training.

Jerry Coleman Consulting & Entertainers Educational Equipment & Supplies Honorarium & Stipends Payments to Students/Individuals Printing, Business Cards, Letterhead, Envelopes, Brochures, etc. Shredding (Cintas) Student Health Equipment & Supplies UCA Police Equipment & Supplies Vehicle Purchases

Copier Lease/Rental: Canon Solutions America*Vendor# B001164491*Standing Order Only; Account Code for all features: 710145*Must Include Sales Tax *Must Use “NT” Tax Group*Document Text Information: Standing Order 07/01/2013-06/30/2014, Custodian, Contact Info., Location (bldg., room), Contract# UCA-09-003

Canon Solutions America:Cost Per Copy Black/White……………………..$0.01984 Color…………………………………..$0.052 *Optional Features: A)Scanning Capability B)Fax ModemC)Booklet Finishing D)Large Capacity Drawer Feed (included on some models).E)Hole Punch *Pricing varies for optional features for different models. If you would like to add optional features, please contact the Purchasing Department for pricing. If your machine currently has optional features there is no need to call for pricing, the price will remain the same as the previous year.

Cintas Document Shredding: Vendor Number B00800596Standing Order OnlyMust Use “NT” Tax Group (not a taxable service)Document Text Information: Standing Order 07/01/2013 -06/30/2014; Custodian, Contact info, Location (bldg. & room), Contract# UCA-11-104,Quantity (number of consoles, boxes, bags).

Document Shredding Pricing:  * 1 Each Console/Bin……………………..$3.50 * 1 Each Box…………………………………..$1.50 * 1 Each Bag…………………………………..$3.50  ** Each console contains a bag; however, there will be no additional charge for the console. Each console with bag shall be $3.50 per unit.

UCA Name TagsVendor: Central Arkansas Trophies:B00800561For multiple orders please list names in item text as it relates to the template being ordered.Document Text: Contract# UCA-12-116Pricing Effective July 1, 2013; $6.75

UCA BUSINESS CARDS PMC Solutions: Vendor# B01001372

PRICING: Business Cards-No Bleeds 250 cards, color, 1-side, no bleeds-$22.00/name + freight/shipping ($5min)500 cards, color, 1-side, no bleeds-$25.50/name + freight/shipping ($5min) ADD - $10.00/name for 1000 cardsADD - $10.00/name for 2-sided cards, w/black print only on backADD - $20.00/name for 2-sided cards, w/color print only on back NO PRINTING DISCOUNT ALLOWED FOR MULTIPLE NAMES Estimated Shipping Charge is $5.00 per individual name. List shipping in the “additional” box.Fees (special or rush): Please list as a separate line items. Special: Two (2) Sided Card, w/black print $10.00; w/color print $20.00 Rush Order: $10.00 per individual order. 

UCA Letterhead & StationaryUALR Printing Services; Vendor# B00800569

Letterhead & Stationary Continued

• Must go to MYUCA website to obtain & complete forms which are located under Purchasing.

• Forms must be saved as a PDF file attachment and e-mailed direct to the buyer servicing this commodity.

• Forms cannot be faxed or scanned to Purchasing

• All questions regarding the UCA logo, template, design, etc., should be directed to the UCA Publications & Creative Services Department.

Payment to Students Require Prior Approval from Financial

Aid (form is online)

Payment to Faculty/Staff (including part-time)

Must be paid through Human Resources, via PAF

MEGHAN PAYNE COWAN

Pagers Cell Phones iPadsNOTE: Justification forms are required for the items listed

above.

Computer, Computer Supplies, Printers and Projectors

Software (Mandatory State Contract with SHI)

Employee and Vendor Applications

Athletic Equipment & Supplies

Charter Bus Services

Post Office Equipment and Supplies

Promotional Items

Request for Proposals (RFP’s)

COMPUTER PURCHASES:REQUIREMENTS BY VENDOR

DELL:•E-Quote Number, Document Text•Make and Model, Commodity Description

Lenovo:•Make and Model, Commodity Description

Apple:•Web Proposal Number, Document Text• Detailed Specifications, Commodity

Description/Item Text

DELL

DELL

Dell E-Quote is listed in Document Text.

APPLE

APPLE

Web Proposal should be listed in Document Text

COMPUTERS-LENOVO

LENOVO

Specifications are listed in Item Text

COMPUTER PURCHASES:CODINGCommodity Codes: Pay attention to the total unit dollar

amount Select the one appropriate for your

purchaseAccount Codes: Technology Purchases have unique

codes 710119, 730207, 730203, Computers

need location codes and please indicate end user

AUDIO VISUAL EQUIPMENT & SUPPLIES JL Hein dba Video Reality SMART boards and accessories should

be coded as a non-capital or capital computer: 730207, 730203 (if purchasing as a single unit).

All other audio visual equipment should be coded as non-capital or capital equipment: 730203, 730200

Be sure to include a location of the equipment on your requisition in the FOAPAL section.

CELL PHONES AT&T Mobility A Purchase Justification Form is required

when purchasing cellular equipment. The type of phone and amount need to

be listed on the Purchase Justification Form.

PRINTERS HP GEM Direct-James Huskins at

Complete Computing james.huskins@complete.com

Printer options are located on Information Technology’s website under Technology Purchases.

PROMOTIONAL ITEMS: Beginning July 1, UCA Contract for T-Shirts &

repetitive Promotional items Items which are branded and given away to

promote UCA or it’s divisions and departments are considered Promotional

All promotional orders require a Purchase Justification Form, that should include at minimum what you are getting (be specific), who it will be given to and how that will serve to benefit UCA

Orders will not be processed until Purchasing receives a fully authorized justification form

PROMOTIONAL ITEMS Choice Promotions UCA-13-058 Items which are branded and given

away to promote UCA or it’s divisions and departments are considered Promotional

All promotional orders require a Purchase Justification Form, that should include at minimum what you are getting (be specific), who it will be given to and how that will serve to benefit UCA

CLOTHING BSW Advertising UCA-13-058 Use a detailed description of the item

being purchased when creating a requisition.

A Purchase Justification Form is required when purchasing clothing.

SOFTWARE Software House International (SHI)

James Lynch james_lynch@shi.com Mandatory State Contract SP-09-0208 Trend Micro, Symantec, Network

Associates, Corel, Microsoft, Oracle, Adobe, and IBM.

Other manufacturers are available at competitive pricing through SHI.

Contact James for a quote before submitting a requisition.

Ann Davis-Inventory Control

Equipment/Inventory Status: $500.00 and $4999.99

Total Unit Price, with shipping Includes taxes

INVENTORY ACCOUNT CODES Non-Capital: Under $4,999.99

Non-Capital Equipment: 730205Non-Capital Computer: 730207Non-Capital Printer: 730208

Capital: $5,000.00 and aboveCapital Equipment:730200Capital Computer:730203Capital Printer:730204

IMPORTANT THRESHOLD DISTINCTIONS:Bid Limits: $5,000.00 and $25,000.00 Total Purchase Price including shipping Excludes taxes

ARKANSAS LEGISLATURE Effective August 2013, Act 1189- Revises provisions of procurement laws as they relate to minority vendors, increasing the maximum purchase price for definition of a small contract from $5000 to $10,000; increasing the minimum price for sealed bidding from $25,000 to $50,000.

Note: This does not include construction.

10% MINORITY PROCUREMENT

15-4-313; 5 Definitions “Minority” means a lawful permanent resident of this state who is: (A) An African American; (B) An Hispanic American; (C) An American Indian; or (D) An Asian or Pacific Islander;

42

MINORITY VENDOR LISTING

The Arkansas Economic Development Commission maintains a list of certified minority vendors at:

http://arkansasedc.com/entrepreneurs/small-minority-business-directory

43

EXCLUSIVE JURISDICTION (OSP) Tires Amendment 54 P-Card programs Travel card Fuel card Bulk fuel Paper products: (paper

towels, bathroom tissue, copier paper, print shop paper, continuous stock, envelopes)

44

UNDER $5,000• Departments may purchase non-

mandatory commodity items from any vendor without utilizing the informal or formal bid processes.

• Abuse of this procedure (split purchasing, etc) will be revealed in the event of an university audit.

45

AMENDMENT 54

• All Amendment 54 purchases must be competitively bid regardless of dollar amount.

• Agencies with printing delegation orders

must bid Amendment 54 purchases; NO ONE IS EXEMPT!

46

VENDOR PERFORMANCE REPORT

Contact the UCA Purchasing Office:

• Detail the problem (form located on website)

• Filed promptly• Copy vendor • Copy state procurement• Good and bad performance

47

ETHICSETHICS

KEY POINTS:

Governor’s EO #98-04 Conflict of Interest

ETHICSETHICS

19-11-705 Conflict of Interest• The employee or any member of the employee's immediate family has a financial interest

• A business or organization has a financial interest, in which business or organization the employee, or any member of the employee's immediate family, has a financial interest

• Any other person, business, or organization with whom the employee or any member of the employee's immediate family is negotiating or has an arrangement concerning prospective employment is a party.

ETHICSETHICS

Summary

• Avoid conflicts of interest• Disclose all information• Don’t accept gratuities/kickbacks• Don’t receive contingency fees •Don’t allow vendors to pay for your

lunch

19-11-702 PENALTIES• Felony conviction• Fined up to $10,000.00• Imprisoned not less than 1 year not

more than 5 years• The vendor and the buyer can both

be charged up to the full dollar amount of the contract

51

FISCAL YEAR 2014 REQUISITIONS

July 1, 2013

FISCAL YEAR 2014 STANDING ORDER REQUISITIONS

FISCAL YEAR 2014 STANDING ORDER REQUISITIONS

QUESTIONSQUESTIONS

Thank You!