PROCUREMENT& CONTRACTS
TRAINING101
W H AT I SOUR
P U R P O S E ?
• Purchase order management
• Signature Authority to bind CSUSM
• Administration of solicitations (Request For
Proposals)
• Strategic sourcing
• Small Business and Disabled Veteran Business Enterprise
programs
• Contractual insurance compliance
• MOUs, agreements, leases and contracts
• ProCard program
• Office supplies program
• eBusiness program (Marketplace, Amazon)
Purchase Goods & Services
C O D E O F ETH IC S Transparency
Honest, fair and ethical practices
Decline gifts
Negotiate and settle issues fairly
Know and adhere to the spirit and letter of the law
Responsibility through actions
FA C T O R SValue of your purchase
Type of purchase (defined by
ICSUAM 5000)
Complete scope of work
O P T I O N S Contract/agreement
ProCard
Requisition/PO
Informal bid
Formal bid
TIMEValue
Com plexity
All required documents
Negotiations
Insurance
Stakeholder review
Contact us early!
S E T T I N G E X P E C T A T I O N S
R EQ U E S T E RKnow your needs (Scope)
Know when it is needed (Scope)
Know what you need to provide to
complete the purchase
A P
Receive invoices
Cut the checks
Mail the checks
P R O C E S S O V E R V I E W&
R E S P O N S IB IL IT IE S
PROCUREMENTMake the purchase
Ensure compliance
Work with vendor
PROCUREMENT FLOW
A G R E E M E N T/C O N T R A C T
Level of risk
Counter signature
Negotiated terms
Length (term) of contract
P UR C H A S E O R D E R
Clear scope of purchase
No negotiations
Over the ProCard threshold
Typically doesn't cross FYs
P R O C U R E M E N T M E T H O D
D E L E G A T I O NO F A UTH O R ITYOnly with Delegation can you obligate University resources including:
Committing the University to spend money
Committing University expertise, facilities or supplies (not just $)
Signing a contractual document (i.e agreements, contracts, permits, MOUs, terms and conditions, confirmations, etc)
Negotiating terms and conditions
When in doubt – ASK!
Why Can’t I Sign?
I N S U R A N C E R E Q U IR E ME N T S
Why are they required?Why are they so strict?
One of the biggest challenges we face in finalizing contracts and POs.
Who, what, when, which, why…
Item part # s
S e r v i c e s p r o v i de d
Project requirements
Milestones
Deliverables
Schedule
S C O P E O F W O R K
W H O I S R E S P O N S I B L E F O R W H A T ?
W H A T I S N E E D E D ?
P R O C A R DImmediately for goods
under $4,500
U N D E R $ 5 0 KUp to 3 weeks
O V E R $ 1 0 0 K8 - 12 weeks
G E N E R A L T U R N A R O U N D T I M E S
$ 5 0 K - $ 1 0 0 K3 - 5 weeks
G O O D S A N D S E R V I C E S
W H A T ’ S T H E
H O L D U P ?
California Law
Education Code
CSU Policy
CSU Initiatives
Internal policies and red tape
Negotiations - MUST use CSU template!
Insurance
Why does it take so long?
H O W C A N Y O U H E L P ?
• Provide the right information
• Provide properly completed paperwork
• Tell other party we can’t use their template
• Get them started on insurance
• Don’t wait for the last minute - contact us early
• WE ARE HERE TO HELP!
It all starts with you!
A C C E S S I B L E TEC H N O L O G Y INITIATIVE
Federal law – part of the Americans with Disabilities Act (ADA)
CSUSM uses the Information Technology Review (ITR) to ensure accessibility.
Managed and owned by IITS, please contact IITS for questions
ITR must be completed
BEFORE the requisition is
entered and the purchase is
made
• The ITR process is not a procurement process
• IITS assesses for information security, accessibility, and
system compatibility
• Required on all Information & Computer Technology items,
regardless of price, including annual renewals
When in doubt, fill it out
S O F T W A R E P UR C H A S ES
• ITR guides contracting process and schedule
• A late ITR can delay negotiations or issuing PO
• May be agreement or PO depending on risk
• Above $50k require multiple quotes for the purchase
I N D E P E N D E N T C O N TR A C TO R S
Revised ProcessPotential ICs must be evaluated and approved by your Human Resources Analyst
Once approved by HR, enter a requisition and attach the approval email, 204 and signed IC agreement
R E Q U I S I T I O NGoods above $ 4 , 5 0 0 a n d a l l s e r v i c e s
Required Documents:
• Quote or preferred supplier if below bidding thresholds (or
agreement # if you already have one)
• Scope of work or services
• 204 for new vendors
• Request for Approval Form (RFA) if over $10,000
• ITR if software, online subscription, webpages, SaaS
• When do you need the product or service?
• Additional items may be required
Enter into comments:
• Company name, contact name, phone # and email
• Delivery requirements
Always enter complete description
1,554Purchase Orders issued in 2018
$19,919,557
C O N T R A C T S , M O U S & L E A S E S
Services, software, maintenance, and goods contracts
Clinical placements & internships
Memorandum of Understandings (MOUs)
International agreements (house of record)
Extended Learning off campus agreements
Facility use agreements
Sponsorships
Leases
Institute for Palliative Care agreements
active agreements
2,835
P U R C H A S E O R D E R A M E N D M E N T S ( P O A )
POA is used to:
Change in price
Add a new line
Change quantity
Close a PO
or the easier option -
Finalize your invoice & no POA is required
Amendments are used to update agreements/contracts
Adobe Sign Form
P R O C A R DGoods - Less than $4,500
No on campus services
No splitting of transactions
Subject to ProCard Manual
Monthly reconciliation & audits
ProCard Agreement Form is used for:
new cards
default string changes
approving official changes
name changes
closing a card
24,208$7,693,758
in transactions during 2019
C S U S y s t e m P a r t n e r sContracted Pricing & Rebates
S T A P L ESOffice supplies delivered t o y ou r desk general ly w / i n 24 hou r s
$50 m in im u m or d e r am ou n t
Complete new user request found at https://www.csusm.edu/procurement/procurementservices/officesupplies/index.html for access
M A R K E T P L A C EAmazon Business, B&H Photo, Dell, CDW, HP,Grainger, Fastenal, Waxie, Fisher Scientific, Sigma-Aldrich, Carolina Biological, VWR and others
D V BE3 % o f ALL Cam p u s Sp en d
California Certif ied Disabled Veteran Business Enterprise
C S U S y s t e m G o a l sReported annually to the California
Department of GeneralServices
Small Business o r M i c r o BusinessC a l i f o r n i a C e r t i f i e d Only
S B /M B25% o f ALL Cam p u s Sp en d
Y O U R P A R T I N
S US TA IN A BL E P U R C H A S E S
Look for eco-conscious, recycled content, and recyclable purchases
Typically found in items such as: pens, paper, toner, furniture, appliances, giveaway items
C O N TR A C [email protected]
R EQ U I S I T I O N&
G EN ER A LQ U E S T I O N S
P R O C A R [email protected]
H O W T O R E A C H U S
by phone at x 4 5 5 5
A C C O UN TS PAYA B L EAll invoice, payment, and
hospitality form
questions
T R A V E L D E S K
H O W T O R E A C H A P A N D T R A V E L
N E E DA DDITIO N A L
INFORMATION OR T R A I N I N G ?
It is always available at www.csusm.edu/procurement
How To's & Forms
or call, email or stop by