TX Class: DE 678

1. Purchasing Overview and Creation of Purchase Requests www.utsa.edu/purchasing TX Class: DE 678

2. Purchasing and Distribution Services Department • Purchasing Buyers • Paul Duke, ext. 4064 • Julie Gohlke, ext. 5076 • Amanda Alvarado, ext. 4598 • Patty Burrier, ext. 4062 • Sandra Calderon, ext. 8680 • Mariano Alaniz, ext. 5077 • Director • Robert Dickens • Assistant Director of Purchasing • Lane Brinson • Contracts • Richard Wollney, ext. 4069 • Peggy Metzger, ext. 4899 • Purchasing Business Analyst • Yvette Medina, ext. 4974

3. Purchasing and Distribution Services Department Purchasing HUB Central Receiving Mail Services DT & ITC Mail Services 1604 Contracts Organizational Chart

4. COURSE OBJECTIVES • PURCHASING OVERVIEW • COMPLIANCE • HUB REQUIREMENTS • ETHICS • SPENDING THRESHOLDS FOR BIDS • PROCUREMENT METHODS • UTSA SUPPLIER MALL • TYPES OF PURCHASING REQUESTS • PROCUREMENT IN POINT PLUS • LEARN DIFFERENT TYPES OF PURCHASING DOCUMENTS • LEARN TO CREATE A PURCHASING DOCUMENT

5. Compliance (State and UTSA Purchasing) • Section 51.9335, Education Code definition of “Best Value“ • The Board of Regents' Rules and Regulations • UTSA's HUB (Historically Underutilized Businesses) policies • To Standards of Ethical Conduct • All Applicable Laws, Rules, and Regulations

6. Historically Underutilized Business (HUB) Program • What is the purpose of the HUB Program? • What classifies a HUB? • Why are HUB’s Important to UTSA? • HUB Program Events • Quarterly Newsletter • HUB Awards Ceremony (November) • Vendor Fair (March/April)

7. Historically Underutilized Business (HUB) UTSA HUB Program Contact: Irene Maldonado, HUB Program Manager Phone: 458-4068 Website: www.utsa.edu/hub HUB Training: AM 554 “Purchasing from HUB Vendors”

8. ETHICS • Ethics of self and university • Ethics with vendors • Further information of U.T. System Ethics Policies and Guidelines is available on UT systems web site.

9. Procurement Spending Thresholds

10. Mini Quiz • UTSA employees should avoid acts that are _______ or give the ______ of impropriety. • A. improper, appearance • B. good, idea • For orders over $5,000.00, how many HUBs should be given an opportunity to bid? • A. 2 • B. 3 • Name an objective of this course. • Name a Buyer in the Purchasing office.

11. PROCUREMENT METHODS • Best Value • Competitive Bid • Request for Proposal (RFP) • Group Purchases • Sole Source • Emergency Purchase • Exempt Purchases

12. BEST VALUE PROCUREMENT • Best value - optimum combination of economy and quality through specifications of its end user and the University. • House Bill 1545 • The university uses an evaluation criteria other than price alone to determine Best Value.

13. COMPETITIVE BIDDING • What is competitive bidding? • Why compete goods and services? • Restrictions to Competitive Bidding: • Set Specifications • Limited Ability to Negotiate

14. REQUEST FOR PROPOSAL (RFP) • What is a RFP? • When do I need a RFP? • What is the process of a RFP procurement?

15. GROUP PURCHASES • What is a group purchase? • Types of Group Purchases • Group Cooperatives • State Contracts • Link to Group Purchasing Organizations • www.utsa.edu/purchasing/suppmall/index.cfm

16. Mini Quiz • What is a benefit of using a Group Purchasing Cooperative? • A. Deeper Discount • B. No bidding required • C. All of the above • What is the definition of Best Value? • Name two Group Purchasing Organizations. • When is a RFP required?

17. SOLE SOURCE • A Sole Source is defined as having availability from ONLY one source. • Sole Source can only be used when: • Sole Manufacturer – NO distributors or retailers • Sole Brand – to avoid warranty issues

18. Emergency Purchases • Purchase of good(s) or service(s) so badly needed that UTSA will suffer financial or operational damage unless secured immediately • Require written justification approved by Purchasing with Signature Authority • The reason for the emergency • The  financial or operational damage/risk possible to the University • Why standard procedures could not be used to obtain the products/services • The reason and process used for selecting the vendor

19. Exempt Purchases • Exemption is given to specific commodities and services • Exempt purchases do not require a competitive procurement process • Exempt purchases do not need a sole source justification • For a full listing of Exempt commodities and services, visit the Purchasing website.

20. Mini Quiz • What is a Sole Source? • What is the definition of an Emergency Purchase? • Name a purchasing method. • Which of the following is not an example of an Exempt Purchase? • A. Purchase of hotel rooms • B. Purchase of a microscope • C. all are exempt

21. UTSA Supplier Malland Additional Purchasing Information

22. UTSA Supplier Mall • Purchasing Resource • Contracts with volume discounted pricing • Efficient ordering method • Emphases on HUB presence • Purchases can be made by Purchase Order or Procard (as applicable).

23. What's in the UTSA Supplier Mall?? • Find contract information for Preferred Suppliers in the following commodities: • Office Supplies • Printer Purchases (HP, Dell, Lexmark) • Cylinder Gas • Moving/Relocation Services • Scientific Supplies • Temporary Labor Services • And more!! • Visit: www.utsa.edu/suppliermall for further information or contact your departmental buyer.

24. Additional Purchasing Information Contract • NEVER sign contracts or agreements • Only the President can delegate authority to sign contracts • OGC (Office of General Counsel) provides sample contracts • Departments should submit all purchasing contracts to the Purchasing Department Construction, Renovations & Facilities • Any proposed construction and/or renovations are to be routed through UTSA Facility Services via a work order • Facility Services will determine the best way to procure the renovations Information Technology • Any request for hardware or software should be coordinated through Information Technology. Visit the OIT website for Computer Standards.

25. Purchase RequisitionPurchase Request (PB0 and PB4)

26. Small Dollar – PURCHASE REQUEST • “Small Dollar” or Low Risk / Low Value • Department authorized and approved • Informal purchasing process • Requires quote(s) from vendor(s) • HUB participation is strongly encouraged • Utilization of Sustainability Vendors and Products • Orders under or equal to $5000 may be processed by the department and should not be sent to purchasing.

27. Small Dollar – EXCEPTIONS • Orders containing the following commodities should be submitted to purchasing and issued on a “High Dollar” purchase request:

28. High Dollar – PURCHASE REQUEST • Initiates the Purchasing Process • Representative of High Risk or High Value Purchases • Can range in cost from $0.01 to $??? • Routes to Purchasing

29. High Dollar – PURCHASE REQUEST Orders $5,000 - $25,000 • Purchasing involvement required • Requires solicitation of HUB vendors • Pricing obtained by informal procurement Orders over $25,000 • Purchasing involvement required • Requires solicitation of HUB vendors • Pricing obtained by formal procurement

30. Mini Quiz • What are the two types of Purchase Requests? • Name a type of “commodity” that should be submitted to Purchasing, regardless of the dollar value. • Who are the ONLY delegated authorized signers of university contracts? • In the UTSA Supplier Mall, which of the following are available contracts? • A. Printer Purchases • B. Office Supplier • C. Temporary Employment Services • D. All of the above

31. How to Create a Small Dollar purchase request (PB0)

32. Change UT Component • First, click on the Tab: MY JOB • Note: You want to log onto UT Direct using your EID and password. The direct website link is: https://utdirect.utexas.edu/index.html

33. Select Point Plus • On the right side of your screen, select POINT Plus • Listed under Administrative Applications

34. Create New Requisition • To start your Purchase Request, click on: Create a New Requisition • Listed under the Navigation Menu, on the left side of your screen

35. Ensure correct fiscal year is selected • List all accounts and the estimated amounts to be used for this purchase • For this exercise, you will be using: Acct: 19-9999-9950 (seven 9’s) • Check Funds • Click on: Use these Accounts to verify funds availability

36. Select Purchase Order Type • Enter a Summary of the Order • Enter a Dept Requisition Number • Verify Deliver to Building and Room # • Remarks • All inside delivery and installation requirements must be listed on all purchase orders.  • Example *********DELIVERY INSTRUCTIONS*********INSIDE DELIVERY & INSTALLATION TO UC 1.01.02,  @ 458-4598. 18-WHEELER TYPE TRUCKS ARE PROHIBITED IN THE SERVICE TUNNELS. DELIVERY TRUCKS MUST BE OF THE BOBTAIL TYPE AND EQUIPPED WITH A LIFT GATE AND ALL NECESSARY UNLOADING AND DELIVERY EQUIPMENT • Click on:Save and Proceed

37. Item Detail: • First: Search for a Commodity • Enter in a Keyword in the search box • Click on: Go

38. Commodity Code Search Results • Find the appropriate description for your type of purchase • Click on: Class and Item number (Ex: 20460 – Monitors)

39. Once you have found your commodity code - • Fill in the following item details: • Enter in the Quantity • Unit of Measurement • Unit Price (PB0 Only) • Item Description • Click on: Save Item Information

40. Enter Item Detail • Continue to add all further items listed on your quote • Don’t group items as 1 line item unless items will be delivered as a package • At the last entered item, click on: Vendor on the menu bar

41. Enter Vendor Information • Select a vendor: • First, search for the appropriate vendor listed on your quote • Click on: Search for a Vendor

42. Enter the Vendor Name • Click on GO • Find the Vendor that corresponds to the address on your quote • Click on the UT EID of the vendor to add the vendor to your purchase order

43. Once you have selected your vendor, click on Update Selected Vendor • In the Vendor Award screen fill in: • Contact Name • Contact Date • Contact Phone Number • Estimated Delivery and Date • When you are done, click on Update Record

44. Add Shipping Charges Indicating shipping cost on the vendor screen, apply the cost to the total purchase Apply any Discounts given Indicating a discount on the vendor screen, apply the percentage or dollar amount to the total purchase

45. No Vendor Found • If you don’t find a vendor listed in the Point PLUS database: • Contact Disbursements – • Dorothy Cheatham (ext. 4836) • Fax: 4829 • A GGV will need to be created with a vendor W9 Note: You can not complete a PB0 without a vendor.

46. Once the Vendor is selected: • Click on: Order Summaryon the menu bar • In the Order Summary, • Note: your requisition has not yet become a Purchase Order

47. To receive your Purchase Order number, • In the Select an Action drop down box • Choose, VER - Verify • You will then receive your Purchase Order number • Next, in the Select an Action drop down Box • Choose, APP - Approve and Route forward • This will move your purchase order up your departmental approval chain.

48. Completing a Small Dollar request • Once you have received final approval from your Dept Head, you will need to Email/Fax/ or Telephone in your order to the vendor. • Access your Purchase Order through your YB2 box or by conducting a PO search through Point PLUS. • Send the vendor the copy of the Purchase Order titled: Vendor Copy • Keep the Department Copy of your Purchase Order for your files.

49. How to Create a High Dollar purchase request (PB4)

50. When selecting Purchase Order Type (Ref: Slide 33), • Click on Let purchasing Solicit Bids (PB4) • Creating a PB4 purchase request begins exactly like a PBO. See slides 29 – 36 of creating a PBO • Verify the correct Building and Room is designated for delivery. • Remarks, use this section to add comments about the purchase. This will print on the purchase order. • Comments to Buyers, use this section to leave a message for your buyer. This will not print on the purchase order • Click on Save & Proceed to Item Information • After you have entered in all items in the Item Detail (Ref: Slide 34-36), no further action is required.