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

ITR@csusm.edu

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

ITR@csusm.edu

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

ITR@csusm.edu

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

contracts@csusm.edu

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

pcard@csusm.edu

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

marketplace@csusm.edu

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 TScontracts@csusm.edu

R EQ U I S I T I O N&

G EN ER A LQ U E S T I O N S

procurementservices@csusm.edu

P R O C A R Dpcard@csusm.edu

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

accountspayable@csusm.edu

traveldesk@csusm.edu

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