EDGETraining
Nov. 19, 2013 PURCHASING
Understanding the
Guidelines
Purchasing Lifecycle
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card/Shop@UW
Special Considerations and Requirements
Examples of commodities and services with special considerations and requirements include: Printing Services Insurance Vehicles Legal Insurance
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Mandatory Contract (examples)
Office suppliesPharmaceuticalsFurniturePersonal computers, software, printers,
copiersPrintingJanitorial
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Non-Mandatory Contracts (examples)
Is what I need available on an existing contract or directly from another government entity? Piggybacking; the use of a contract from another WI
state agency Several contracts available from UW-Madison
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: Best Judgment
<$5,000Can make the purchase from the vendor of
choiceObtain quotes from MBE vendors whenever
possibleSubmit a Purchasing Requisition form to the
Purchasing Office for processingDoes not apply to printing
Procurement Method: P-CARD
What it IS:A tool for department employees to use to make low-dollar purchases for official business needsAuthorized for purchases $1,500 and under
Can be temporarily increased if needed – contact purchasing
Authorized for purchases greater than $5,000 on statewide contracts where indicatedAuthorized for use with only certain categories of merchants and commodities
Procurement Method: P-CARD
What it IS NOT:A means to avoid appropriate procurement or payment proceduresA card to access cash or creditFor personal use
Procurement Method: Shop@UW
Shop@UW is the replacement for MDS MDS account was tied to your P-card Shop@UW is tied to your funding string (eg 128-1-
812001)
Used for office supplies, scientific lab supplies, Electrical
All items are on-contractReallocation can occur via the PAT systemNew interface coming Jan. 2014
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to $50,000 >$50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: Simplified Bid
$5,000 through $50,000Three quotes – in writingAward to lowest responsible bidderSole Source ($5,000 - $25,000) waiver can be
applied if justifiedBlanket Purchase Orders
Non-Contract up to $25,000. $5,000 single invoice limit.
Contract by competitive bid. No single invoice limit.
Serial Contracting/Purchasing is prohibited
Purchasing Process Decision Tree
Special Considerations and Requirements?
Mandatory Contract?
Non-Mandatory Contract?
Procurement Process?
<$5,000 $5,000 to$50,000 $50,000Best Judgment/ Simplified Bid
RFB/RFPP-Card
Procurement Method: RFB vs. RFP
Factors RFB RFPSpecs/Reqs * Detailed Specs * Reqs/Deliverables
* Know what you need * Proposers to you “how”
Award basis *Meet/don’t meet Specs * Evaluation criteria* Lowest cost * Cost is only one factor
Analysis * Purchasing Agent/user * Evaluation committee* Procurement acts as referee for committee
Vendors * Bidders * Proposers
Time * 1 to 3 months * 6 months average* Depends on research time * Extensive
develop/research
Common Purchases
Computers See the purchasing webpage for standard configurations HP, Apple, iPad, Android Must all be purchased with a PO for inventory tracking
Office Furniture Must get a quote from BSI, but no longer have to write
specs to match what BSI offers For all other furniture, other state contracts are available
Office Supplies Use Shop@UW account to purchase from Staples
Questions?