Purchasing and PantherBuy Please announce old school vs new school

Procurement & Contracts Office Training Objectives Procurement Policy Things you need to know Understanding PVAMU Procurement Process Introduction to Pantherbuy Basic understanding of new e-procurement system

Training Agenda Procurement Responsibilities Purchase Thresholds (bid limits) Purchasing Methods (including order of precedence) Determining a Purchasing method Purchasing Cycle Non-compliance / Violations

Procurement Responsibilities University Employees Uphold State of Texas Procurement Laws Texas A&M System Policies Prairie View A&M University (UAP) Federal Uniform Guidance (UG) Procurement & Contracts Office Provide support to University departments in procuring goods/services Make purchases in an efficient manner and at the best value to the University

Purchase Thresholds (Bid Limits) Amount Bid Requirement $5,000 or below No bid required Exception – computers, charter buses, services $5,000.01 - $25,000.00 Informal Bid Process Three written bids At least two certified Historically Underutilized Businesses (HUBs) $25,000.01 or above Formal Bid Process Sealed written bids Must be advertised for a minimum of 14 days or 21 days for Construction bids At least two certified Historically Underutilized Business (HUB)

Purchasing Methods Which do I use? PURCHASE TYPE CHARACTERISTICS PROCUREMENT CARD (PRO-CARD) fast and flexible $2,000 or other approved amounts for delegated purchases and payment NON-PO INVOICE REQUISITION (Panther Buy) any dollar amount exempt from purchasing requirements Vendor is pre-determined Example: memberships, employee reimbursements NON-CATALOG ITEM REQUISITION Issued in PantherBuy from the DEPARTMENT below $5,000.01 department issues PO directly to the vendor. No computers, charter buses or services NON-CATALOG ITEM REQUISITION Issued in PantherBuy TO PROCUREMENT above $5,000 on-campus services additional approvals required timelines/deadlines associated clear and detailed specifications

Considerations Procard No services $2,000 per transaction Funding Source Local State Federal Non-PO invoice Vendor known Membership/reimbursement HUBs Minority, women owned, veterans Find on CMBL Revise slide considering information given on previous slide

Other Things to Consider Exemptions Sole Source/Proprietary Emergency State & Federal Contracts Agreements (Co-Op, TAMUS Members, PVAMU) Competitive Bids Informal Obtain Multiple Quotes CMBL (Link) Formal IFB vs RFP Revise slide considering information given on previous slide

Additional Approvals Required Information Security Office (ISO) - Computer Software Information Technology Services (ITS) - Computer Hardware Risk Management Services (RMS) – Chemicals, Fume hood cleaning Procurement and Contracts Office – Memberships, Contracts, Independent Contractors, Sole Sources, Emergencies Payroll - Independent Contractors Good information but Too much verbiage. Consider bullets and simple animation.

Contracts Service Agreements Rental Agreements Document requiring a signature must be sent to the Contracts Office for review and signatures Department personnel are not delegated to sign for the university for any agreement Service Agreements Rental Agreements Software & Hardware License Agreements Addendum to a Vendors Terms & Conditions Construction Contracts Documents referencing the words “Contract” or “Agreement” Advertising Agreements Affiliation Agreement Game Contest Lodging Agreement Maintenance Agreement / Warranties Memorandum of Understanding Purchase Orders Vendor Quote referencing Terms and Conditions Delete “Items requiring a contractual agreement” Move bottom statements above the lists Bold, italicize and underline “Department personnel are not delegated to sign for the university for any agreement.” Delete redundant information

PURCHASING PROCESS FLOW CHART Requisitions must be approved and PO’s issued prior to goods and services being ordered DETERMINE NEED (WHO) End User Decision ? ABOVE Use ProCard for Acceptable Purchases Exceptions to Bid Process: Sole Source DIR Buy Board Texas A&M TCPN Other Contracts or Cooperatives TIBH Obtain Vendor Quotes Upload all Support Documentation with Requisition No. in PantherBuy BELOW Bidding Process Describe the Need: Scope of Work Specifications $25,000 $ 5,000 Need 3 Quotes (2 Hubs) Enter Requisition Submit Support Documentation to Procurement Office Begins the Competitive Bid Process (PVAMU Policy) Obtain Vendor Quote and/or other supporting documentation Enter Requisition in PantherBuy Upload Support Documentation with requisition in PantherBuy Obtain Price Estimates Enter requisition for estimate Submit detail Scope & Specs to Procurement Office Submit Non-PO Invoice – items that are exempted. Submit Non-Catalog item - if not Procard or Non-PO Invoice Eligible MODIFY TO SHOW $5,000 AND $25,000 LIMITS. ALSO, ADD L-DOC FOR ORDERS LESS THAN $5,000 Move bottom notes to top and emphasize Limit time on this slide. It is just a visual of what’s been previously stated Use pointer as you are talking

Non-Compliance/Violations Any goods being ordered or services rendered without a PO will be considered non-compliant. Departments submitting a purchase requisition for a good or service already ordered or received will be subject to the following administrative actions: First and Second Violations Account holder and responsible individual will receive violation letter from Procurement Office Vendor will be informed of the University's procurement guidelines which require a PO prior to filling an order for delivery of goods and services Third and Subsequent Violations Violation letter will require responsible person to submit a letter of explanation to the Chief Financial Officer (CFO)

Resources PVAMU Administrative Procedures (Expenditure of Funds) https://www.pvamu.edu/policies/#s24 Procurement Office      http://www.pvamu.edu/pdsv/ Pantherbuy/Aggiebuy Quick Reference Guides - https://aggiebuy.tamu.edu/training/   University Department Resources     http://www.pvamu.edu/procurement/home/university-department-resources/ Procurement Forms                                       http://www.pvamu.edu/pdsv/forms/  Contracts Office                                             http://www.pvamu.edu/pdsv/contracts/ 

Procurement and Contracts Office Contact Info. W. Kay Peavy Executive Director, PDSV E-mail: wkpeavy@pvamu.edu Phone: (936) 261-1933 A. Marie Johnson Assistant Director, PDSV Email: amjohnson@pvamu.edu Phone: (936) 261-1736 Jim Nelms Procurement Supervisor & HUB Coordinator E-mail: janelms@pvamu.edu Phone: (936) 261-1932 Bessie Marie Robinson Administrative Associate Email: bmrobinson@pvamu.edu Phone: (936) 261-1934 Brandon Davis HUB Assistant & Buyer II E-mail: bsdavis@pvmu.edu Phone: (936) 261-1914 Michael L. Simms, Sr. Buyer II E-mail: mlsimms@pvamu.edu Phone: (936)-261-1935 Randy Millin Contract Specialist E-mail: rlmillin@pvamu.edu Phone: (936) 261-1930 Lashunda Watson Contract Specialist E-mail: lrwatson@pvamu.edu Phone: (936) 261-1937 Michael Yant Sr. Contract Negotiator E-mail: miyant@pvamu.edu Phone: (936) 261-1943 Note corrections

QUESTIONS? 1 – 2 questions before the PantherBuy demonstration