Contracts & Contracts & Procurement Services Procurement Services

Open ForumOpen Forum

March 16-17, 2005March 16-17, 2005

UU220UU220

Topics of DiscussionTopics of Discussion

AFD Finance Customer ConnectionAFD Finance Customer Connection New Buyer and CommoditiesNew Buyer and Commodities Year End Activity HighlightsYear End Activity Highlights Contracting ResponsibilitiesContracting Responsibilities Car Rental for University BusinessCar Rental for University Business Confidentiality Data (FERPA/HIPAA)Confidentiality Data (FERPA/HIPAA)

AFD Finance Customer AFD Finance Customer Connection WebsiteConnection Website

http://financehelp.calpoly.edu

Website Review

New BuyerNew Buyer Please join me in welcoming our new Buyer II:Please join me in welcoming our new Buyer II: Sarah WorleySarah Worley 5 years with the Coast Guard as a 5 years with the Coast Guard as a

Procurement Specialist and Contracting Procurement Specialist and Contracting OfficerOfficer

1 year with Chemron as a Transportation 1 year with Chemron as a Transportation CoordinatorCoordinator

Within a semester of her BA – Within a semester of her BA – Finance/ManagementFinance/Management

Commodity ResponsibilitiesCommodity Responsibilities

GGrreegg MMeellnnyykk,, PPuurrcchhaassiinngg MMaannaaggeerr -- EExxtt 66--55445577

AAiirrccrraafftt EEqquuiippmmeenntt,, SSuupppplliieess && SSeerrvviicceess BBuuiillddiinngg SSuupppplliieess CCoommppuutteerr HHaarrddwwaarree EEnnggiinneeeerriinngg//GGrroouupp IIII EEqquuiippmmeenntt HHaarrddwwaarree,, RReellaatteedd EEqquuiippmmeenntt &&

SSeerrvviicceess VVeehhiicclleess

TToomm EEiittrreeiimm,, PPuubblliicc WWoorrkkss BBuuyyeerr IIIIII -- EExxtt 66--55445555

PPuubblliicc WWoorrkkss CCoonnssttrruuccttiioonn ((LLVVPPWW,, MMiinnoorr CCaapp,, && MMaajjoorr CCaapp))

PPuubblliicc WWoorrkkss RReellaatteedd SSeerrvviicceess

JJOOCC’’ss ((JJoobb OOrrddeerr CCoonnttrraaccttiinngg))

Sarah Worley, Buyer II - Ext 6-5494

Public Safety Services, Equipment, Supplies

Copier Services, Equipment, Supplies Hospital/Healthcare Equipment & Supplies Laboratory Equipment & Supplies Janitorial Equipment, Supplies & Services Landscape/Grounds Equipment & Supplies

EErriikkaa DDiiaazz,, BBuuyyeerr II -- EExxtt 66--55119900 AArrtt EEqquuiippmmeenntt,, SSuupppplliieess,, && SSeerrvviicceess AAtthhlleettiicc EEqquuiippmmeenntt && SSuupppplliieess AAuuddiioo VViissuuaall FFoooodd,, KKiittcchheenn,, EEqquuiippmmeenntt && SSuupppplliieess GGeenneerraall FFuurrnniittuurree HHoouusseehhoolldd GGooooddss && SSuupppplliieess MMaaiinntteennaannccee,, RReeppaaiirr && OOppeerraattiinngg SSuupppplliieess MMiisscceellllaanneeoouuss,, LLooww VVaalluuee,, SSuupppplliieess,,

SSeerrvviicceess OOffffiiccee EEqquuiippmmeenntt,, SSuupppplliieess && SSeerrvviicceess PPrriinnttiinngg && PPaappeerr,, RReeccyycclleedd PPaappeerr PPrroodduuccttss

BBrreennddaa TTeesscchh,, BBuuyyeerr IIIIII -- EExxtt 66--11229999 AAggrriiccuullttuurraall EEqquuiippmmeenntt,, SSuupppplliieess &&

FFeeeedd CCoommppuutteerr HHaarrddwwaarree,, SSooffttwwaarree,, &&

SSeerrvviicceess EEdduuccaattiioonnaall SSeerrvviicceess LLiibbrraarryy EEqquuiippmmeenntt,, SSuupppplliieess,, &&

SSeerrvviicceess FFiinnaanncciinngg TTeelleeccoommmmuunniiccaattiioonn EEqquuiipp,, SSuupppplliieess &&

SSvvccss

Commodity ResponsibilitiesCommodity Responsibilities

Traci Kuchta, Contracts Traci Kuchta, Contracts Manager - Ext 6-6473Manager - Ext 6-6473 Student InternshipsStudent Internships Exchange & Performance Exchange & Performance

AgreementsAgreements Facility Use AgreementsFacility Use Agreements PermitPermitss

Suzanne LaCaro, Admin Suzanne LaCaro, Admin Coordinator - Ext 6-2234Coordinator - Ext 6-2234 P-Card ProgramP-Card Program American Express American Express

Government CardGovernment Card PS 8.4 Requisition TrainingPS 8.4 Requisition Training

Year End Activity HighlightsYear End Activity Highlights Lebard’s Office Machine Repair ContractLebard’s Office Machine Repair Contract::

Current agreement expiring 6/30/2005Current agreement expiring 6/30/2005Depts need to determine equipment maintenance need for the fiscal Depts need to determine equipment maintenance need for the fiscal

year 2005/2006year 2005/2006A campus-wide email will be sent in early June with previous years A campus-wide email will be sent in early June with previous years

spreadsheet and sign-up instructionsspreadsheet and sign-up instructions Multi-YearsMulti-Years::

Agreements reviewed for expiration date in MarchAgreements reviewed for expiration date in March

Email notification to depts with MY expiring 6/30/2005Email notification to depts with MY expiring 6/30/2005 Annual AgreementsAnnual Agreements::

April/May: Email to dept of agreements due to expire 6/30/2005April/May: Email to dept of agreements due to expire 6/30/2005Dept review annual service agreement a) What is this service Dept review annual service agreement a) What is this service b) Why and How do we do it? C) Is it repetitiousb) Why and How do we do it? C) Is it repetitious

Year End Memo – Due Date changesYear End Memo – Due Date changes http://www.afd.calpoly.edu/purchasing/campus_wide_memos.htmhttp://www.afd.calpoly.edu/purchasing/campus_wide_memos.htm

Contract ResponsibilitiesContract Responsibilities Traci Kuchta, Contracts Manager, x6473Traci Kuchta, Contracts Manager, x6473 Leases/Subleases involving University and non-University real propertyLeases/Subleases involving University and non-University real property Permits involving University and non-University real propertyPermits involving University and non-University real property Licenses involving University and non-University real property except facility use licensesLicenses involving University and non-University real property except facility use licenses Indemnities, Releases and WaiversIndemnities, Releases and Waivers Performance Agreements at Christopher Cohan CenterPerformance Agreements at Christopher Cohan Center Student InternshipsStudent Internships Foreign Exchange AgreementsForeign Exchange Agreements Study Abroad AgreementsStudy Abroad Agreements Contracts outside the Purchasing Supervisor’s and Buyer’s respective designated commodities and Contracts outside the Purchasing Supervisor’s and Buyer’s respective designated commodities and

services. services. Greg Melnyk, Purchasing Manager, x5457Greg Melnyk, Purchasing Manager, x5457 All PO’s/Contracts/Agreements related to CommoditiesAll PO’s/Contracts/Agreements related to Commodities All PO’s and most Contracts/Agreements related to Services (not listed above)All PO’s and most Contracts/Agreements related to Services (not listed above) Facility Use Agreements (halls, hotels, convention facilities, camps, commercial venues, Facility Use Agreements (halls, hotels, convention facilities, camps, commercial venues,

state/county/city parks and rec facilities, private venues, etc)state/county/city parks and rec facilities, private venues, etc) Student Teacher AgreementsStudent Teacher Agreements Teacher-in-Residence AgreementsTeacher-in-Residence Agreements Off campus EventsOff campus Events Guest Lecturers/Performers Guest Lecturers/Performers FinancingFinancing Software LicensingSoftware Licensing Web servicesWeb services RentalsRentals Credit ApplicationsCredit Applications

Authority to Sign Agreements and ContractsAuthority to Sign Agreements and Contracts

CSU policy clearly identifies and delegates authority to sign purchase orders and CSU policy clearly identifies and delegates authority to sign purchase orders and contracts (* see below) contracts (* see below) only toonly to Cal Poly State University’s (Cal Poly) procurement Cal Poly State University’s (Cal Poly) procurement officers and administrators who have been duly authorized officers and administrators who have been duly authorized in writingin writing by the by the campus president and whose names and titles are on file at the Chancellor’s campus president and whose names and titles are on file at the Chancellor’s Office.Office.

Only Cal Poly’s Contract and Procurement Services (C&PS) has the primary Only Cal Poly’s Contract and Procurement Services (C&PS) has the primary authority to sign all purchase orders, agreements or contracts that names Cal Poly authority to sign all purchase orders, agreements or contracts that names Cal Poly (or any college, division or department of Cal Poly; i.e., the College of Business, (or any college, division or department of Cal Poly; i.e., the College of Business, Student Life, etc.) as a party to an agreement. Student Life, etc.) as a party to an agreement.

Cal Poly staff and faculty other than the above Cal Poly staff and faculty other than the above are not authorizedare not authorized to commit to commit Cal Poly verbally or in writing, informally or formally, nor to sign a purchase Cal Poly verbally or in writing, informally or formally, nor to sign a purchase order, agreement or contractorder, agreement or contract. They are only authorized to requisition on behalf . They are only authorized to requisition on behalf of their college, division or department with the appropriate authorization but must of their college, division or department with the appropriate authorization but must not commit funds and/or sign purchase orders, agreements or contracts. not commit funds and/or sign purchase orders, agreements or contracts.

Purchases made, and purchase orders or contracts signed in violation of Purchases made, and purchase orders or contracts signed in violation of the above-prescribed manner, are unauthorized, and Cal Poly may elect not the above-prescribed manner, are unauthorized, and Cal Poly may elect not to make payment or reimburse the offending individual. to make payment or reimburse the offending individual. Such transactions Such transactions constitute purchases made, or purchase orders or contracts signed, which constitute purchases made, or purchase orders or contracts signed, which are in direct violation of the Government Code and CSU and Cal Poly are in direct violation of the Government Code and CSU and Cal Poly policies, and such transactions may be the responsibility of the individual policies, and such transactions may be the responsibility of the individual personally making the purchases, or signing the purchase order or contract. personally making the purchases, or signing the purchase order or contract. Furthermore, unauthorized commitments could place the individual and the Furthermore, unauthorized commitments could place the individual and the University at risk in terms of liability and legal action.University at risk in terms of liability and legal action.

Special EventsSpecial EventsWWhhaatt’’ss aann eevveenntt?? ::

-- AAwwaarrddss bbaannqquueettss -- SSttuuddeenntt cclluubb aaccttiivviittiieess -- CCaarreeeerr ccoonnffeerreenncceess,, IIRRAA aaccttiivviittiieess -- GGoollff ttoouurrnnaammeennttss -- AAllmmoosstt aannyy ooffff--ccaammppuuss aaccttiivviittyy iinnvvoollvviinngg ffaaccuullttyy,, ssttaaffff oorr ssttuuddeennttss

WWhhaatt mmaakkeess iitt aa ““UUnniivveerrssiittyy”” eevveenntt?? :: -- UUnniivveerrssiittyy aapppprroovveedd -- UUnniivveerrssiittyy ssppoonnssoorreedd -- OOvveerrsseeeenn bbyy aa ffaaccuullttyy//ssttaaffff aaddvviissoorr -- SSoommee uunniivveerrssiittyy//FFoouunnddaattiioonn ccoommbbiinnaattiioonn

WWhhaatt’’ss ““ooffff--ccaammppuuss””?? :: -- HHaallllss//cclluubbss -- HHootteellss -- CCaammppss -- CCoommmmeerrcciiaall vveennuueess ((rreessttaauurraannttss,, wwiinneerriieess eettcc)) -- CCoouunnttyy//cciittyy ffaacciilliittiieess -- PPrriivvaattee ffaacciilliittiieess

Special Events Cont.Special Events Cont. What funds are being used? :What funds are being used? :

StateState TrustTrust IRA’sIRA’s Student Fee’sStudent Fee’s DiscretionaryDiscretionary Foundation/DiscretionaryFoundation/Discretionary DonationsDonations Some combinationSome combination

If the event :If the event : Involves an agreement or contract required by the venueInvolves an agreement or contract required by the venue Has alcohol being served, sold or availableHas alcohol being served, sold or available Requires some consideration of Risk Assessment or need for Requires some consideration of Risk Assessment or need for

event insuranceevent insurance

Special Events Cont.Special Events Cont.

Then:Then: DO NOT SIGNDO NOT SIGN ANY AGREEMENTS OR MAKE ANY AGREEMENTS OR MAKE

ANY INFORMAL COMMITTMENTSANY INFORMAL COMMITTMENTS CALL CONTRACTS AND PROCUREMENT CALL CONTRACTS AND PROCUREMENT

SERVICES (PURCHASING) EARLY IN THE SERVICES (PURCHASING) EARLY IN THE PLANNING STAGES TO HELP YOU WITH PLANNING STAGES TO HELP YOU WITH THE AGREEMENTSTHE AGREEMENTS

CONTACT RISK MANAGEMENT FOR ADVICE CONTACT RISK MANAGEMENT FOR ADVICE AND EVENT INSURANCEAND EVENT INSURANCE

Guest LecturersGuest Lecturers

We’ve all come to know and love the Guest Lecturer We’ve all come to know and love the Guest Lecturer Invoice formInvoice form

We still need to be sure that any agreements required We still need to be sure that any agreements required by the guest lecturer be submitted to C&PS for review by the guest lecturer be submitted to C&PS for review – before committing to the speaking engagement– before committing to the speaking engagement

We will contact you if there are risk or liability issuesWe will contact you if there are risk or liability issues Please be aware that speakers from foreign countries Please be aware that speakers from foreign countries

need to have their US status checked for tax and need to have their US status checked for tax and immigration purposes prior to committing to the immigration purposes prior to committing to the speaking engagementspeaking engagement

Car RentalCar Rental Cal Poly’s car rental contract will be going out Cal Poly’s car rental contract will be going out

for bid as the current contract expires in for bid as the current contract expires in Aug/05Aug/05

A survey will be sent out to all departments A survey will be sent out to all departments asking for responses which will enable us to asking for responses which will enable us to structure a enhanced agreementstructure a enhanced agreement

Your input is valuable so please watch for the Your input is valuable so please watch for the survey and ask for your users participationsurvey and ask for your users participation

Acronym TestAcronym Test

FERPA and HIPAAFERPA and HIPAA

SHERPA and SLURPASHERPA and SLURPA

KARMA and KRONAKARMA and KRONA

Confidentiality of DataConfidentiality of Data FERPA and HIPAAFERPA and HIPAA(Family Education Rights and Privacy Act)(Family Education Rights and Privacy Act)(Health Insurance Portability and Accountability Act)(Health Insurance Portability and Accountability Act) Senate Bill 1386 – “Any agency that owns or Senate Bill 1386 – “Any agency that owns or

licenses computerized data that includes personal licenses computerized data that includes personal information”information”

““An individual’s first name and last name in An individual’s first name and last name in combination with : 1) Social Security Numbercombination with : 1) Social Security Number

2) Drivers License Number2) Drivers License Number 3) Bank account, credit card or 3) Bank account, credit card or

debit card number”debit card number”

Confidentiality of DataConfidentiality of Data If you have a requirement to transfer such If you have a requirement to transfer such

data to a contractor, contact Contract & data to a contractor, contact Contract & Procurement Services first to assure proper Procurement Services first to assure proper contractual language is in place prior to contractual language is in place prior to engaging a contractor.engaging a contractor.

The necessary safeguards must be in The necessary safeguards must be in place.place.

Questions?Questions?

Additional topics time permittingAdditional topics time permitting

Low value purchasing requirementsLow value purchasing requirements

DonationsDonations

Loaned equipmentLoaned equipment

Low Value RequirementsLow Value Requirements

Low Value Requirements ($2,500 and Under):Low Value Requirements ($2,500 and Under): You do not need to bid Requirements under $2,500, You do not need to bid Requirements under $2,500,

unless you feel you can get better pricing for the unless you feel you can get better pricing for the item(s), whether it be for a service or commodity.item(s), whether it be for a service or commodity.

Goods:Goods: P-CardP-Card Direct PayDirect Pay Staff ReimbursementStaff Reimbursement Petty CashPetty Cash

Services: Must be Processed on a Purchase OrderServices: Must be Processed on a Purchase Order

Low Value RequirementsLow Value Requirements

Requirements Between $2,501-$50,000:Requirements Between $2,501-$50,000:If the Requirement is simple (i.e. shelf item or item If the Requirement is simple (i.e. shelf item or item

sold thru distributors), a department may go through sold thru distributors), a department may go through an informal bid process if they wish.an informal bid process if they wish. Bidding options for simple RequirementsBidding options for simple Requirements

By TelephoneBy Telephone By InternetBy Internet By FaxBy Fax

Single Sourcing a Single Sourcing a RequirementRequirement

There are two ways a requirement can There are two ways a requirement can be single sourced:be single sourced: If the Requirement fits one of the exceptions If the Requirement fits one of the exceptions

referenced in the Contract and Procurement referenced in the Contract and Procurement Policy Manual, Section 206, “Exceptions for Policy Manual, Section 206, “Exceptions for Bidding” ORBidding” OR

Complete a Complete a Single Source Justification Form (SSJ). www.purchasing.calpoly.edu/forms(SSJ). www.purchasing.calpoly.edu/forms

DonationsDonations Loaned EquipmentLoaned Equipment