1. Purchasing and PantherBuy
Please announce old school vs new school

2. 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

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

4. 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

5. Purchase Thresholds (Bid Limits)
Amount
Bid Requirement
$5,000 or below
No bid required
Exception – computers, charter buses, services
$5, $25,000.00
Informal Bid Process
Three written bids
At least two certified Historically Underutilized Businesses (HUBs)
$25, 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)

6. 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

7. 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
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8. 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
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9. 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.

10. 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
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11. 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
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12. 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)

13. Resources PVAMU Administrative Procedures (Expenditure of Funds)
Procurement Office     
Pantherbuy/Aggiebuy Quick Reference Guides -
University Department Resources    
Procurement Forms                                      
Contracts Office                                            

14. Procurement and Contracts Office Contact Info.
W. Kay Peavy Executive Director, PDSV Phone: (936)
A. Marie Johnson
Assistant Director, PDSV
Phone: (936)
Jim Nelms Procurement Supervisor & HUB Coordinator Phone: (936)
Bessie Marie Robinson Administrative Associate Phone: (936)
Brandon Davis HUB Assistant & Buyer II Phone: (936)
Michael L. Simms, Sr.
Buyer II
Phone: (936)
Randy Millin Contract Specialist Phone: (936)
Lashunda Watson Contract Specialist Phone: (936)
Michael Yant Sr. Contract Negotiator
Phone: (936)
Note corrections

15. QUESTIONS?
1 – 2 questions before the PantherBuy demonstration