EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines

Identify Need Ensure Funding Determine Procurement Method Purchasing Process Delivery and Payment Implement, Use, Contract Admin. Re-Order, Renew, Rebid Purchasing Lifecycle

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? $50,000 Best Judgment/ Simplified Bid RFB/RFP

Special Considerations and Requirements Examples of commodities and services with special considerations and requirements include:  Printing Services  Insurance  Vehicles  Legal Insurance

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? $50,000 Best Judgment/ Simplified Bid RFB/RFP P-Card

Mandatory Contract (examples) Office supplies Pharmaceuticals Furniture Personal computers, software, printers, copiers Printing Janitorial

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? $50,000 Best Judgment/ Simplified Bid RFB/RFP P-Card

Non-Mandatory Contracts (examples) Is what I need available on an existing contract or directly from another government entity?  Piggybacking; the use of a contract from another WI state agency  Several contracts available from UW-Madison

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? $50,000 Best Judgment/ Simplified Bid RFB/RFP P-Card

Procurement Method: Best Judgment <$5,000 Can make the purchase from the vendor of choice Obtain quotes from MBE vendors whenever possible Submit a Purchasing Requisition form to the Purchasing Office for processing Does not apply to printing

Procurement Method: P-CARD What it IS: A tool for department employees to use to make low- dollar purchases for official business needs Authorized for purchases $1,500 and under  Can be temporarily increased if needed – contact purchasing Authorized for purchases greater than $5,000 on statewide contracts where indicated Authorized for use with only certain categories of merchants and commodities

Procurement Method: P-CARD What it IS NOT: A means to avoid appropriate procurement or payment procedures A card to access cash or credit For personal use

Procurement Method: is the replacement for MDS  MDS account was tied to your P-card  is tied to your funding string (eg ) Used for office supplies, scientific lab supplies, Electrical All items are on-contract Reallocation can occur via the PAT system New interface coming Jan. 2014

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? $50,000 Best Judgment/ Simplified Bid RFB/RFP P-Card

Procurement Method: Simplified Bid $5,000 through $50,000 Three quotes – in writing Award to lowest responsible bidder Sole Source ($5,000 - $25,000) waiver can be applied if justified Blanket Purchase Orders  Non-Contract up to $25,000. $5,000 single invoice limit.  Contract by competitive bid. No single invoice limit. Serial Contracting/Purchasing is prohibited

Purchasing Process Decision Tree Special Considerations and Requirements? Mandatory Contract? Non-Mandatory Contract? Procurement Process? <$5,000 $5,000 to$50,000 $50,000 Best Judgment/ Simplified Bid RFB/RFP P-Card

Procurement Method: RFB vs. RFP Factors RFBRFP Specs/Reqs* Detailed Specs* Reqs/Deliverables * Know what you need* Proposers to you “how” Award basis*Meet/don’t meet Specs* Evaluation criteria * Lowest cost* Cost is only one factor Analysis* Purchasing Agent/user* Evaluation committee * Procurement acts as referee for committee Vendors* Bidders* Proposers Time* 1 to 3 months* 6 months average * Depends on research time* Extensive develop/research

Common Purchases Computers  See the purchasing webpage for standard configurations  HP, Apple, iPad, Android  Must all be purchased with a PO for inventory tracking Office Furniture  Must get a quote from BSI, but no longer have to write specs to match what BSI offers  For all other furniture, other state contracts are available Office Supplies  Use account to purchase from Staples

Questions?