Code of Ethics
We subscribe to the National Association of Educational Procurement; as well as the Systems Ethics Policy. This can be found on-line at:http://www.tamu-commerce.edu/purchasing/codeEthics.html
Conflict of Interest
An employee of Texas A&M University System may not:– Participate in work on a System purchase or
contract with a personal financial interest actual or potential
– Solicit or accept anything of value– Be employed by, or agree to work for a vendor– Knowingly disclose confidential information for
personal gain
Conflict of Interest
A vendor or potential vendor may not:– Offer, give or agree to give an employee anything
of value– Retain another to secure a contract for a contingent
fee except for bonafide employees or sales representatives
Purchasing Policies, Procedures, and Regulations
So Many Questions ???????– State Laws, Purchasing Authority, University Purchasing
Policies and Procedures.
By accessing the Texas A&M University-Commerce website at: www.tamu-commerce.edu/purchasing/index.html you can find the following information.
Component Purchasing AuthorityA&M-Commerce Proposed Purchasing RuleContract Administration RuleA&M-Commerce HUB Rule
University Purchasing Procedure
The University Purchasing Procedure, 25.99.02.R0.01 was recently approved in July 2009. This Procedure can be accessed at: http://www.tamu-commerce.edu/administration/Rules&Procedures/
Three Types of Purchasing Procedures
Delegated Purchases
Purchases through Purchasing & Contract Administration
Procurement Card Purchases
Delegated Purchasing Authority
Implemented to allow purchase of goods/services needed immediately for procurements that are $3000.00 or lessThis includes freight charges!Recurring services need to be processed as a requisitionUse of HUB vendors is encouraged
HUB Program
Texas A&M-Commerce has developed a new HUB initiative programThe HUB Coordinator for A&M-Commerce is Travis A. Ball.HUB Program: http://www.tamu-commerce.edu/purchasing/hubAmCommerce.html
HUB Vendor List can be found on our web page under Faculty/Staff Help
Debarred and Suspended Vendors and Vendors on HoldDebarred and Suspended Vendor site:
http://www.cpa.state.tx.us/procurement/prog/vendor_performance/debarred/
Federal Listing:http://www.epls.gov/
Tax status is now automatically checked through FAMIS.
Purchasing Categories
TIBH (Texas Industries for the Blind and Handicapped) -http://www.purchaseplus.com
State Contracts -http://www.window.state.tx.us/procurement//cat_page/
University/System Wide ContractsEmergency PurchasesServicesCommoditiesContracts
No splitting of orders!
Departments may not exceed the authorized delegated limit. Purchases may not be broken down into small purchases in order to meet the authorized limit of authority. Delegation of purchase authority will be revoked for intentional misuse.
SPLITTING
Emergency Purchases
Emergency: What is an emergency purchase?“The purchase of goods or services so badly needed that an agency will suffer operational or financial damage unless they are secured immediately.”Must notify the Purchasing Department as soon as possible.
Emergency Purchase
– Prior to commitment notify Purchasing – Obtain at least 3 informal bids, if possible– Submit requisition– Document why emergency exists and why
requirements were not anticipated– Sole Source if needed
Sole Source Justifications
What is the unique feature?Why is unique feature needed?Why will competing products not be satisfactory?
Exempt Purchases
Classified Advertising (newspapers and magazines)Conference Expenses - related to conference room servicesMembership fees and duesRental of exhibit spaceTravelRegistrations
Goods
Pre-Approval Required for:– Fume hood, flow hood, biological safety cabinets,
exhaust systems– Equipment & supplies requiring
installation/modification of facility and/or grounds– Modification, construction, and renovation– Hand held radios, security radios– Radioactive and/or hazardous materials– Temporary buildings– Technology equipment and/or accessories
Trade-in of Equipment
You must list item for trade-in and include the location, serial number, asset number, condition of equipment and a contact person with phone numberInventory Coordinator’s approval requiredVendor must quote dollar amount
Used Equipment
Rules for used equipment: Used equipment is referred to as demo or previously owned equipmentMust include reason for wanting used vs newPurchasing will bid out for both new and used unless you can provide a written justification with a quote justifying that used is a better value for the University.
Purchases through Purchasing Services
Any order over $3000.00 should be processed through PurchasingAll requisitions require clear specifications of what item you are wanting us to purchase Include part numbers, manufacturer’s part numbers (if available), recommended vendor/manufacturerSend all documentation to Purchasing
Purchases in Excess of $3,000.00
Submittal of FAMIS requisition is requiredInclude competitive specifications or sole source documentationInclude suggested sourcesAllow 2-12 weeks for processing depending on amount of procurementFor questions, contact Buyer in Purchasing
Purchases over $25,000.00 and RFP (Request for Proposal)
Submittal of FAMIS requisitionCompetitive specificationsSuggested sourcesPosting on Electronic State Business Daily (ESBD)Allow 12-16 weeks for processing for over $100,000.00Allow 4-6 months for processing of RFP
Equipment Maintenance Service Agreements
Requisitions must be submitted:– Full description of what type of maintenance
you are expecting (ie: how often, certification)– Location of equipment– List period of coverage (ie. 9-1-08 to 8-31-10)
– Make, model, and serial number of equipment– Sole source justification, if necessary
Purchase of ServicesA Service is defined as the furnishing of skilled or unskilled labor or professional work.Due to the University’s insurance requirements, this type of purchase is not delegated
to departments, unless you have been pre-approved by the Purchasing Department.
The following information must be submitted to Purchasing for processing:
FAMIS requisition must be submittedFull description of service requiredTime period of service (Begin & End Date)List of deliverables Suggested sources
Professional Services
Professional service is defined as a person licensed as an Accountant, Architect, Landscape Architect, Land Surveyor, Physician, including a Surgeon, Optometrist, Professional Engineer, Real Estate Appraiser, Registered NurseRequest for Qualifications (RFQ) is recommendedRequisition and Contract Required
Consulting ServicesConsulting Service means the service of studying or advising a state agency under a contract that does not involve the traditional relationship of employer and employee
Major Consulting Service contract means a consulting service contract for which it is reasonably foreseeable that the value of the contract will exceed $25,000, if appropriated funds, the approval of the Governor of the State of Texas is required
Consulting Services cont.
Consultant means a person that provides or proposes to provide a consulting service. The term includes a political subdivision but does not include the federal government, a state agency, or a state governmental entityAll of these require a requisition and contractMajority of these services will be bid out unless service is proprietary to that vendor
Software Requisitions
Requirements for Requisition:
• Pre-Approval from Technology Services
• Requisition for ALL Software• Manufacturer of Software• Purchasing may give approval for Procard
purchasing of software depending on source, on case-by-case basis.
Purchasing Processes -Timeline
Requisition is entered in FAMIS – R000XXXPurchasing transfers to bid or catalog offerB000XXX approximately one to two weeks for development Opening date is a minimum of 2 weeks (RFP or construction approx. 6 weeks)Bids/offers opened, tabulated, evaluated by buyer, and department contacted for review - 2 weeks
Purchasing Processes -Timelinecontinued:
Review is returned and bid is transferred to a purchase order (P000XXX) and/or contract is processedAverage time can be 8 weeksUsing screens 290, 291, and 914 will allow you to track the progress of your orders
Contract AdministrationContract Administrator for the University:Bert A. WhitePhone – X5059All contracts, excluding Advertising, are to be routed to the Office of Contract Administration prior to execution of contractThe State of Texas requires the review and approval of contractual service by the Contract Administrator when the service exceeds $50.00Contracts of $50,000 or more required the review of the Office of General Counsel, Texas A&M System
Contract Administration Cont.All contracts are reviewed for compliance to State of Texas Statues and A&M System PoliciesThe Contract Administrator or Director of Purchasing are the ONLY people delegated to sign contracts for the UniversityThe standard services agreement/contract can be found on the Purchasing & Contract Administration web page at: http://www.tamu-commerce.edu/purchasing/contractAdmin.html