Campus Services

Office of Campus Services Michael Caruso Director, Campus Services (Contracts & Purchasing) Service Departments 1. Food Service (Aramark) 2. Custodial Services (GCA) 3. Bookstore (Follett) 4. Clinic (ETMC) 4. Vending (Lonestar) 5. Luminant Contract 6. Laundry Machines (ASI/Mac-Gray) Dana Ballard Assistant Director, Campus Services Vending Services 2. Bookstore 3. Food Service 4. Custodial Services 5. Shredding 6. Mail and Duplications 7. Banner Approvals 8. Clinic 9. Records Management 10. Non-employee related Insurances 11. Moves and Setups 12. Receiving and Central Supplies 13. Fleet Management 1. Jake Clark – Mail & Duplications 2. Henry Ford – Mail and Duplications 3. James Heary – Moves and Setup 4. Frank Jakubik – Central Supply 5. Belinda Marks – Moves and Setup 6. Shelby Ramirez – Mail & Duplications

Tools Used for Sourcing Events l Request for Qualifications (RFQ) –Primarily used for qualifying vendors Professional Services (architect, engineer, etc…) l Request for Proposal (RFP) –Services –Commodities l Best and Final Offer (BAFO) l Invitation to Bid (ITB) –Widgets to Widgets Pricing l Sole Source l Purchase Orders (PO) l Credit Card Note: A Purchasing Representative must be present in all meetings with vendors prior to the execution of a contract.

Proprietary Purchases (Sole Source ) l Identify unique feature(s) l Explain need for unique spec(s) l Reason(s) competing products not satisfactory l Describe effects on program if not sole-sourced

Contract Evaluation “Best Value” Criteria l What is the Risk ??????? l Did it meet the Scope of Work ????? l Quality l Price l Does budget allow ?????? l Experience l References l Time Lines l Lead Times l When do we take ownership? l Whose contract will we negotiate and sign? l Contract Language

Factors to Consider in Determining RISK l The complexity and subject matter of the procurement; l The dollar amount of the procurement and whether the procurement will result in a major contract; l The anticipated payment methodology; l The experience the agency staff have with the type of procurement; l Whether the results of the procurement will impact the public or only impact the agency; l Time constraints or the expected duration of the procurement; and l The type, availability or experience of staff resources required to implement the objectives of the procurement. There is not an objective or mathematical formula that can be used to identify or quantify the risk imposed by a particular contract. Risk determination is based on subjective experience.

Signature and Approval Authority for Contracts l Major contracts need Board approval l Dr. Metke’s signature and Director of Campus Services’ signature l Provost or designated personnel by Dr. Metke in Dr. Metke’s absence

Approval Cycle Requisition Amount Formal Bidding (RFP, RFQ, etc…) Informal Bidding (3 bids) President Signature (Provost) Board Approval < $50,000 NoYesNo > $50,000 YesNoYes Sole Source No Yes/No MOU’s No Yes/No

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