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
MICRO-PURCHASES DOLLAR THRESHOLDS UH RCUH Processing Fund Dollar Processing Fund Dollar System Type Threshold System Type Threshold Tuition Private (2xxxxxx) (4xxxxxx) 0.00 < UH KFS 0.00 < 2,500.00 RTRF Federal 10,000.00* (3xxxxxx) RCUH (6xxxxxx) (new as of Revolving 8/1/2018) (0001xxx, 0002xxx) 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
http://www.hawaii.edu/oprpm/spo_pricelist/ SPO PRICE / VENDOR LISTS
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)
https://www.naspovaluepoint.org/ NASPO VALUEPOINT
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
http://spo.hawaii.gov/for-vendors/contract- SPO PRICE / VENDOR LISTS 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? How to use it? What else? • Letterhead • Select products to order Process on PCard • (if <$2,500) or generate off price list • Envelopes KFS/RCUH Requisition • Prepare custom • Business Cards Cite “SPO Price List No. 01- information, e.g. contact • 15” on PCard or Requisition info for business card JABSOM Business Card • Contact Hawaii • Form (if applicable) Correctional Industries to place order Attach quote/proofs • • Send proofs to UH Collegiate Licensing Office for review
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? How to use it? What else? Process on PCard • Computers • Prepare brand-less, generic • (if <$2,500) or generate specifications • Laptops KFS/RCUH Requisition • Obtain quotes: Cite “SPO Vendor List No. 15- • Printers • 05 / NASPO Valuepoint Master <$5,000: one quote Agreement No. _____” on • • Peripherals PCard or Requisition $5,000<$100,000: two • quotes Attach quotes • SPO-010 Form: >$5,000 >$100,000: three quotes • • 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? How to use it? What else? Process on PCard • Laboratory Supplies & • Consolidate orders and • (if <$2,500) or generate Equipment with unit cost obtain quotes from all KFS/RCUH Requisition under $75,000 vendors Cite “SPO Vendor List No. 16- • Fisher Scientific 15 / NASPO Valuepoint Master • Choose the quote that • Agreement No. _____” on works best VWR International PCard or Requisition • Nikon Instruments Attach quotes • • (microscopes only) 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? How to use it? What else? • Coarse Paper Products • Select products to order • Process on PCard (Essentials!) off price list from desired (if <$2,500) or generate vendor KFS/RCUH Requisition Toilet Paper • • Cite “SPO Price List No. Toiler Seat Covers • 16-17” on PCard or Paper Towels • 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? How to use it? What else? • Office Supplies • Paper/Toners/Dated • Process on PCard Products: (if <$2,500) or generate • Recycled Office Paper KFS/RCUH Requisition Select products to order • • Toner Cartridges off price list • Cite “SPO Price / Vendor • Dated Products List No. 17-02” on PCard • Office Supplies: or Requisition Planners • <$5,000: one quote • • Attach quotes (office Calendars • >$5,000: three quotes • 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? How to use it? What else? • In-Store purchases at • Obtain Lowe’s • Process on PCard Lowe’s for facilities Government Contract (<$2,500) maintenance supplies Card (Key-Fob) • Cite “SPO Vendor List No. • Shop in-store 18-04 / NASPO Valuepoint Contract No. MA087” on • At checkout, present PCard key-fob for discount and pay with 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? How to use it? What else? • Long Distance Telephone • Existing Depts/Prgms: • Generate KFS Services Disbursement Voucher Expect Hawaiian Telcom • (DV) or RCUH invoices in the future Transition from AT&T to • Authorization for Payment Hawaiian T elcom as long • New Depts/Prgms: (AFP) distance carrier Contact JABSOM OIT • • 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? How to use it? What else? Process on PCard • Facilities Maintenance • Obtain quotes: • (if <$2,500) or generate Supplies KFS/RCUH Requisition <$5,000: one quote • Cite “SPO Vendor List No. 19-02 / • >$5,000: two quotes NASPO Valuepoint Master • Agreement No. _____” on PCard or 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!
Recommend
More recommend
