Procurement Forum June 19, 2012. OSP New Contracts ◦ Paint Farrell-Calhoun Pittsburg Paints ...

Procurement Procurement ForumForum

June 19, 2012

OSP New ContractsOSP New Contracts◦Paint

Farrell-Calhoun Pittsburg Paints Sherwin Williams Valspar

◦Tractors John Deere Kubota

◦Caterpillar

Continued….Continued….First Aid KitsCNG Vehicle Conversion KitsLowe’sBulk Fuel

Questions from the Questions from the AudienceAudienceWe at OSP value your questions

and opinionsEach month we will respond to

some of the general questions asked from the audience

When should a PO be When should a PO be issued?issued?A purchase order is to order

something. It tells the vendor what you are ordering.

NOTE: Some things such as membership dues, bank lockbox, vehicle registration, and utilities, including telephone charges, are not ‘specifically’ ordered items, but charges are incurred. Pay direct, no PO needed.

A payment is to pay an invoice for something you have already received.

Use of P-card when ordering on-Use of P-card when ordering on-line from a State Contractline from a State Contract

o The download for pcards will start reflecting the vendor where items were purchased.

o On theTransparency Website under “Expenditures” the vendor name and the total spent will be displayed.

o These purchases will not be tied to the Statewide Contract.

o A P-card may still be used to pay for these purchases.

o You do not enter a state contract # to a p-card charge at this time.

ABA Construction ABA Construction ContractsContractsWhen a project is solicited by

ABA, the agency is responsible for creating an:◦Outline Agreement if the project

crosses fiscal years◦Or a Purchase Order if the project will

be completed within the fiscal year◦Both are developed from the

requisition created initially to start the process

Follow up items from last Follow up items from last monthmonth

Decimal places where they can enter more than two (2)

Wants the DBA vendor name to appear on the warrant (completed)

Attachments- protected from deletion by anyone other than the originator

AASIS INFOAASIS INFO

Problems:Problems:

EZ Screen: Problems adopting outline agreements to purchase orders or purchase requisitions to purchase orders

Ability to adopt from an OA at requisition creation

Vendor Database ChangesVendor Database ChangesPCS contracts – follow guidelines

publishedAll other contracts – copy &

create new contract with new vendor number

Transparency Transparency Website Website OverviewOverview

When it’s a leaseWhen it’s a leaseWhen creating an Agency OA for a

contract that crosses more than one fiscal year, you need to enter the following:

oThe YOUR REFERENCE must contain the State Contract # or 46000#

oThe TARGET VALUE must contain the full lease period (Total amount)

oThe VALIDITY PERIOD should reflect the start and end dates of the lease

oThe LINE ITEM should reflect the total number of months (or period covered)

IMPORTANT INFOIMPORTANT INFOEVERY OA and PO MUST have an

output to appear on the Transparency Website (print, email, fax)

Check your spelling, grammar, wording, etc.

Use the new procurement codes (on OSP website under guidelines)

Transparency LabsTransparency LabsWednesday, June 20 1:30 – 4:00

◦Classroom 1&2 (across from auditorium)

Monday, June 25 1:30 – 4:00◦Auditorium

UA Cooperative Extension2404 N. University Avenue, Little

Rock

Next MeetingNext MeetingTuesday, July 17th10 – 11:30ASP Small Commission Room

◦Use Administrative Svcs. Entrance