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Procurement Overview for EHS. Sara Malconian David Petricone June 18, 2013. What We Will Cover Today. Procurement Training Overview: Abbreviated Version Procurement/EHS Collaboration Common Challenges Procurement Procedures Common Initiatives - PowerPoint PPT Presentation
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Procurement Overview for EHS
Sara MalconianDavid Petricone
June 18, 2013
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• Procurement Training Overview: Abbreviated Version
• Procurement/EHS Collaboration– Common Challenges– Procurement Procedures– Common Initiatives
• Questions, and discussion: How can we best support you
What We Will Cover Today
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Our Focus Developing and maintaining efficient and customer-
friendly methods of buying products and services
Establishing relationships with partner/preferred suppliers based on the needs of the MIT community
Providing the highest level of customer service while maintaining compliance for the MIT community
Working to yield significant savings to MIT
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How Can We Help
Finding and purchasing the right products and services
Requests for Proposals and Quotes (RFP/RFQ) Negotiating with vendors Review/negotiate terms and conditions General purchasing Vendor problems/disputes
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Value of Our Services to MIT Protect you and the interests of MIT Facilitate required approvals for purchases to
assure compliance with MIT policies and federal regulations (CAC, OSP, radioactive materials, property, etc.)
Develop and manage relationships with preferred suppliers
Collaborate with Accounts Payable to ensure prompt payment to providers
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Making a Purchase: 4 Options
Preferred methods of purchasing products and services for MIT:
①MIT Procurement Card (ProCard)
②Electronic Catalogs (eCat)
③External Purchase Requisitions (POs)
④Internal Providers
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Preferred buying tool for low-dollar orders (< $3,000)Laptops, PCs, servers < $1,000One-time purchases with new vendorsRecurring purchases such as FedEx, bottled water, cell phone bills, etc.
For more information contact: [email protected]
Option 1: ProCard
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MIT’s electronic catalog and ordering service:Electronic routing of requisitions for required authorizationsDirect link to many of MIT’s partner and preferred suppliersFastest option for purchasing goods under $10,000Individual profile established for faster ordering on subsequent buys
Option 2: eCat
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MIT’s electronic requisitioning system:
Allows for electronic routing of requisitions for departmental financial review and approval
Includes search functionality for requisitions, purchase orders and invoices
Best suited for services and high dollar or complex purchases (capital equipment, custom or specialty items, etc.)
Option 3: SAP Requisitions
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Purchase items and services from various internal service providers such as:Audio/Visual ServicesCopy CenterCatering ServicesCryogenic Laboratory OperationMail ServicesCertain IS&T services
No Purchase Order (PO) generated by Procurement for internal orders.
Option 4: Internal Providers
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Requisition Process Overview
If Over $10KProcurement
Buyer Assigned
If Over $50K, Property Notified
Buyer Sends Purchase Order
to Supplier
Buyer Creates Purchase Order
OSP NotifiedProcurement
Reviews Terms & Conditions
Complex Contracts
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Review Terms & Conditions associated with the purchase of a good or service
Create purchase order contracts for professional services using MIT’s Terms & Conditions.
Review many different types of contracts outside of SAP, including major projects, software, database, equipment, maintenance, leases, events, hotel.
Note: Purchase orders beginning with a “57” are used to create purchase order contracts for professional services
Complex Contracts Group
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Terms and Conditions: MIT Terms and Conditions are the negotiating tool of choice.
Much longer process if negotiating from vendor’s Terms and Conditions.
Large vendors usually want to use their own Terms and Conditions
Negotiating the Contract
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Restricted & Sensitive ItemsProcurement & Sourcing Alcohol Firearms Needles and syringes Hypodermic needles Travel
Department of FacilitiesConstruction workFire extinguishers
Environment Health & Safety Toxins/Poison Radioactive materials Animals Bio-toxins
Office of Sponsored ProgramsMemorabiliaPromotional materialFlowersHoliday parties
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Who to Contact
FurnitureGas, BulkCylinders
Scientific &Lab Supplies
Office Supplies, Temporary Help
Andrew Barnes617-253-8362
David Petricone617-253-8393
Stephen Newman617-253-8373
Derek Welcome617-258-5825
Marketing & Communications
Minerva Tirado617-258-9310
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Who to Contact
EquipmentOver $50K
Travel ProcurementCard
AccountsPayable
Contracts
Jimmy Kontoravdis617-253-2756
Ann Julian617-253-8350
Tony Flaherty617-253-8268
Kim Harmon617-253-8360
John Larkin617-253-2729
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Procurement web site (SmartBuy found here)http://vpf.mit.edu/procurement
ProCardhttp://vpf.mit.edu/pcard
SAP via Atlashttps://atlas.mit.edu/atlas/Home.action#purchasing_0
eCathttps://web.mit.edu/ecat/ecat3/
Procurement Formshttp://vpf.mit.edu/procurement/forms
Electronic Request for Payment (eRFP)http://vpf.mit.edu/erfp
Online Tools and Services
18 Introduction to Sourcingand Procurement at MIT
Procurement/EHS Collaboration
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Compliance with MIT and regulatory policies and procedures
Early engagement with labs (proactive vs reactive)
Lack of transparency into what is or has been purchased
Proper training of lab staff
Common Challenges
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Checklist for buyers
Material codes to flag purchases
Blocked items on eCat and PCards
Pre-approvals
Procurement Procedures
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Restricted Item Material CodesMaterial Code Description
1810 Agents and Reagents (antibody, DNA)1820 Animal Purchases1830 Animal Supplies1320 Chemicals1580 Drugs and Pharma1550 Gases1010 Lab and Research Equip1460 Lab Supplies1050 Medical Equip1390 Medical Supplies1930 Radioactive Materials
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eShipGlobal
Lab coats
Chemical Tracking and Inventory system
Shop Equipment upgrades
Export controlled items (ITAR, etc.)
Emergency notification services
Procurement/EHS Initiatives
23 Introduction to Sourcingand Procurement at MIT
Questions, DiscussionHow can we best support you?