Purchasing and Distribution Services Procurement Updates FAR Meeting – January 20, 2016

New Purchasing Thresholds October 6 th new purchasing thresholds became effective. How does this effect end users? – –PeopleSoft Auto Source will continue as is for $5,000 (system dispatched) – –During a transition phase, Purchasing will review PO’s between $5, to $15,000 for additional detail needed to communicate an order to a vendor (scope of work, vendor selection, etc.) – –Purchasing will continue to dispatch orders during this transition phase to the department. – –After the transition phase, Purchasing will no longer review purchase orders and departments will be responsible for communicating correct order detail to a vendor. Transition phase will end on February 1 st and Auto Source process will increase from $5K to $15K. October 6 th new purchasing thresholds became effective. How does this effect end users? – –PeopleSoft Auto Source will continue as is for $5,000 (system dispatched) – –During a transition phase, Purchasing will review PO’s between $5, to $15,000 for additional detail needed to communicate an order to a vendor (scope of work, vendor selection, etc.) – –Purchasing will continue to dispatch orders during this transition phase to the department. – –After the transition phase, Purchasing will no longer review purchase orders and departments will be responsible for communicating correct order detail to a vendor. Transition phase will end on February 1 st and Auto Source process will increase from $5K to $15K. Dollar RangeProcedure $0.01 to $15, (Small Dollar) Authorization limit for department buyers. Bids are not required. Small dollar requisitions are created by Department Buyers Use HUBs (Historically Underutilized Businesses) when available $15, to $50, (Informal Bids) Purchasing must compete the purchase order by competitive bidding (soliciting to a minimum of two certified HUB vendors) Purchase Orders are completed by Purchasing $50, and over (Formal Bids) Purchasing must compete the purchase order by a formal proposal (soliciting to a minimum of two certified HUB vendors) with posting requirements Purchase Orders are completed by Purchasing

Changes to Procurement Methods Recently UT System has issued more restrictive directive regarding usage of Group Cooperatives and Exclusive Acquisition orders exceeding $15K. When purchasing from a TXMAS vendor, orders below $15K will require a State PO to be generated (Texas SmartBuy Order must be entered by Purchasing). For specific details and questions regarding these changes, contact assigned Procurement Specialist. Recently UT System has issued more restrictive directive regarding usage of Group Cooperatives and Exclusive Acquisition orders exceeding $15K. When purchasing from a TXMAS vendor, orders below $15K will require a State PO to be generated (Texas SmartBuy Order must be entered by Purchasing). For specific details and questions regarding these changes, contact assigned Procurement Specialist.

Vendor Address Change on Requisition Advantages: Address selection flows from requisition to purchase order Reduce purchase order corrections needed for address modifications Increase purchase order vendor efficiency. Instructional Guide can be found on Purchasing website: Advantages: Address selection flows from requisition to purchase order Reduce purchase order corrections needed for address modifications Increase purchase order vendor efficiency. Instructional Guide can be found on Purchasing website:

Contact Information Primary: send an to Purchasing at Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext Primary: send an to Purchasing at Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext. 4060

Resources:Resources: Purchasing Website:Purchasing Website: Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: Purchasing Website:Purchasing Website: Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: