PROCUREMENT SERIES: PART I JABSOM Administrators Meeting (JAM) - - PowerPoint PPT Presentation

PROCUREMENT SERIES: PART I

JABSOM Administrators’ Meeting (JAM) Thursday, August 2, 2018, 9:30 am MEB 315 Auditorium

PROCUREMENT SERIES: PART I

• What is Procurement?
• Micro-Purchases
• Source Selection Methods
• Showcase: SPO Price /

Vendor Lists

PROCUREMENT

• Purchase of goods/services in accordance with UH, RCUH,

State, and Federal policies and procedures

• Choosing the right source selection method is the key to a

successful procurement. Various source selection methods available dependent on goods/services being purchased.

MICRO-PURCHASES

• Purchases made using the most advantageous price, terms,

and other factors affecting the total cost without utilizing a source selection method

• Procurement documentation of the record of competition

and/or source selection method is not required for micro- purchases (e.g., obtaining competitive quotes, sole source and/or cost price justification, etc.)

• UH and RCUH have different dollar thresholds for their

micro-purchases

UH

Processing System Fund Type Dollar Threshold UH KFS Tuition (2xxxxxx) 0.00 < 2,500.00 RTRF (3xxxxxx) Processing System Fund Type Dollar Threshold RCUH Private (4xxxxxx) 0.00 < 10,000.00* (new as of 8/1/2018) Federal (6xxxxxx) Revolving (0001xxx, 0002xxx)

RCUH

MICRO-PURCHASES DOLLAR THRESHOLDS

https://www.rcuh.com/2018/07/30/update-to-rcuhs-micro- purchase-threshold-effective-august-1-2018/ *Federal contracts micro-purchase threshold remains at $3,500. Contact your Fiscal Administrator for clarification as needed.

SOURCE SELECTION METHODS

• Only applicable for purchases above micro-purchase threshold

for both UH and RCUH

• Source Selection Methods:

1. SPO Price / Vendor Lists* 2. Exempt Procurements 3. Pre-Approved Sole Source Procurements / Sole Source 4. Competitive Solicitation i. Request for Quotations ii. SuperQuote iii. Invitation for Bids

SPO PRICE / VENDOR LISTS http://www.hawaii.edu/oprpm/spo_pricelist/

SPO PRICE / VENDOR LISTS

• State of Hawaii Procurement Office (SPO) establishes price/vendor lists that

participating state agencies may use to purchase a variety of goods/services

• UH Procurement Office maintains a list of those SPO price/vendor lists that UH (and

RCUH) may utilize: http://www.hawaii.edu/oprpm/spo_pricelist/

• SPO, in conjunction with purchasing cooperative agreements such as NASPO

Valuepoint, negotiate favorable pricing and terms for state agencies

• Benefits:
• Favorable pricing
• Favorable terms
• Hawaii Compliance Express not needed (most cases)
• Purchase right off the price list (some cases)

NASPO VALUEPOINT https://www.naspovaluepoint.org/

NASPO VALUEPOINT

• NASPO: National Association of State Procurement Officials
• NASPO ValuePoint: Multi-state Contracting Consortium of state

governments

• Facilitate public procurement solicitations for state entities
• Provide price discounts through cost-effective and efficient

acquisition of quality goods/services, i.e. economies of scale

• Negotiate favorable terms and conditions for state governments

SPO PRICE / VENDOR LISTS

http://spo.hawaii.gov/for-vendors/contract- awards/price-vendor-lists/

SPO PRICE LIST 01-15

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/03/01-15-CR26.PDF

What is it for?

• Letterhead
• Envelopes
• Business Cards

How to use it?

• Select products to order
• ff price list
• Prepare custom

information, e.g. contact info for business card

• Contact Hawaii

Correctional Industries to place order

• Send proofs to UH

Collegiate Licensing Office for review

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price List No. 01-

15” on PCard or Requisition

• JABSOM Business Card

Form (if applicable)

• Attach quote/proofs

SPO VENDOR LIST 15-05

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/07/APPROVED_PL-15- 05-CHANGE-NO.-29_7-16-2018.PDF

What is it for?

• Computers
• Laptops
• Printers
• Peripherals

How to use it?

• Prepare brand-less, generic

specifications

• Obtain quotes:
• <$5,000: one quote
• $5,000<$100,000: two

quotes

• >$100,000: three quotes

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO

Vendor List No. 15- 05 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition

• Attach quotes
• SPO-010 Form: >$5,000
• Cost Price Form:
• UH: >$2,500
• RCUH: >$10,000

SPO VENDOR LIST 16-15

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/02/16-15-CR-EXE.PDF

What is it for?

• Laboratory Supplies &

Equipment with unit cost under $75,000

• Fisher Scientific
• VWR International
• Nikon Instruments

(microscopes only)

How to use it?

• Consolidate orders and
• btain quotes from all

vendors

• Choose the quote that

works best

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO

Vendor List No. 16- 15 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition

• Attach quotes
• Cost Price Form:
• UH: >$2,500 & not lowest
• RCUH: >$10,000 & not lowest

SPO PRICE LIST 16-17

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-16-17- CHANGE-NO.-9_EXECUTED.PDF

What is it for?

• Coarse Paper Products

(Essentials!)

• Toilet Paper
• Toiler Seat Covers
• Paper Towels

How to use it?

• Select products to order
• ff price list from desired

vendor

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price List No.

16-17” on PCard or Requisition

SPO PRICE / VENDOR LIST 17-02

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-VL- 17-02-CHANGE-NO.-7_EXECUTED.PDF

What is it for?

• Office Supplies
• Recycled Office Paper
• Toner Cartridges
• Dated Products
• Planners
• Calendars

How to use it?

• Paper/Toners/Dated

Products:

• Select products to order
• ff price list
• Office Supplies:
• <$5,000: one quote
• >$5,000: three quotes

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price /

Vendor List No. 17-02” on PCard

• r Requisition
• Attach quotes (office

supplies)

SPO VENDOR LIST 18-04

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2017/08/VL-NO.-18-04- CHANGE-NO.-1_SIGNED.PDF

What is it for?

• In-Store purchases at

Lowe’s for facilities maintenance supplies

How to use it?

• Obtain Lowe’s

Government Contract Card (Key-Fob)

• Shop in-store
• At checkout, present

key-fob for discount and pay with PCard

What else?

• Process on PCard

(<$2,500)

• Cite “SPO

Vendor List No. 18-04 / NASPO Valuepoint Contract No. MA087” on PCard

• Attach receipts

SPO PRICE LIST 18-11

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/03/PL-18- 11_SIGNED.PDF

What is it for?

• Long Distance Telephone

Services

• Transition from AT&T to

Hawaiian T elcom as long distance carrier

How to use it?

• Existing Depts/Prgms:
• Expect Hawaiian Telcom

invoices in the future

• New Depts/Prgms:
• Contact JABSOM OIT

What else?

• Generate KFS

Disbursement Voucher (DV) or RCUH Authorization for Payment (AFP)

• Cite “SPO Price List No.

18-11” on DV/AFP

• Attach invoice

SPO VENDOR LIST 19-02

HTTPS://SPO.HAWAII.GOV/WP-CONTENT/UPLOADS/2018/07/APPROVED_VL-19- 02-CHANGE-NO.-1_7-26-2018.PDF

What is it for?

• Facilities Maintenance

Supplies

How to use it?

• Obtain quotes:
• <$5,000: one quote
• >$5,000: two quotes

What else?

• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Vendor List No. 19-02 /

NASPO Valuepoint Master Agreement No. _____” on PCard

• r Requisition
• Attach quotes
• SPO-010 Form: >$5,000
• Cost Price Form:
• UH: >$2,500 & only one or not

lowest

• RCUH: >$10,000 & only one or

not lowest

QUESTIONS?

Thank you!