Processes and Procedures for Contracting at UO Presented by Catherine Susman amp Allie OConnor Winter 2016 Agenda Basic Concepts Direct Procurement Contracting Authority Contract Administration ID: 1028937
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1. Purchasing and Contracting ProceduresProcesses and Procedures for Contracting at UO Presented by:Catherine Susman & Allie O’ConnorWinter 2016
2. AgendaBasic ConceptsDirect Procurement Contracting AuthorityContract AdministrationPaymentReview & Support2
3. Procurement StepsDevelop Minimum Specifications and Estimate Total Dollar ValueConfirm Approved FundingIdentify Applicable Policies & Required ProcessesReview QRF Listing for Product/ServiceDetermine if Price Agreement is Available for Product/Service3
4. Procurement Steps, cont.4Perform Competitive Process if RequiredSelect Purchase MethodEnsure All Required Approvals ObtainedMake PurchaseIssue PCS Form Contract, if applicableAdminister Purchase to Ensure Terms are MetInput Invoice Payment into Banner
5. Basic ConceptsDollar Value of ContractBest ValueBrand Name SpecificationDisqualificationDepartment PoliciesContracting AuthorityLevel 1 & Level 2 5
6. Included in Delegated Contracting AuthorityLevel 1Purchase goods and trade services less than or equal to $5,000.Using UO Purchase Order less than or equal to $5,000.Using invoices less than or equal to $5,000.Level 2Purchase goods, trade services and personal services less than or equal to $25,000Using Specific UO templates (under revision)Purchase OrderPersonal Service ContractsFacility Use Agreement6
7. NOT Included in Delegated Contracting AuthorityLevel 1 Any Purchase over $5,000.Purchase Orders over $5,000.Any Personal Service Contracts at any $ amount.Any Vendor Contracts, Invoices or Quotes at any $ amount.Any changes to the UO Purchase Order templateAny contract with a current or former UO EmployeeLevel 2Specific UO templates over $25,000Purchase OrderPersonal Service ContractsFacility Use AgreementAny Vendor Contracts, Invoices or Quotes at any $ amount.Any changes to the UO templates.Any contract with a current or former UO Employee 7
8. Direct Procurement(Less than or equal to $25,000)Competition encouraged but not requiredObtain best value for UOPurchases of Goods or Trade Services less than or equal to $5,000 (Level 1 Contracting Authority)Direct Billing AccountUO Purchase OrderTelephone OrderInvoicePrice Agreements – Office Max, Staples, Metro Office Solutions, Dell8
9. Direct Procurement Cont. (Less than or equal to $25,000)Purchases of Goods or Trade Services over $5,000 & less than or equal to $25,000Written Contract RequiredLevel 2 Contracting Authority on approved UO templatesApproval by PCS for all other contractsPurchases of Personal Services less than or equal to $25,000Written Contract RequiredLevel 2 Signature Authority on UO approved Personal Services Contract templateApproval by PCS for all other contracts9
10. PCS Intake SheetIntake sheet is used to get a brief understanding of the main contract elements:Name of ContractorTotal Amount of ContractIdentification of Index and Fund Confirmation of Commitment of Funds/AvailabilityConfirmation of No Conflicts of InterestSummary of Work Elements (Comments)Required Internal and External Approvals10
11. Personal Services ContractsCompleting FormContractor Legal NameAttachmentsStandard Contract Provisions (A) Statement of Work (B)Compensation (C)Insurance (D)Photography (E)Independent Contractor Certification (F)Other11
12. Personal Services ContractsTerm of AgreementFeesExpensesConfirmation Independent ContractorIncluding confirmation not a current or former OUS employeeSigning the PSCEntering PaymentAmending a PSC12
13. Contracting with IndividualsAll individuals must be Independent Contractors. - No UO direction and control - Rarely UO employees (requires PCS review and approval) - External review when services are provided in foreign countries - Must complete Independent Contractor Certification13
14. PSC ExercisesSpeaker Agreement for one presentation on a specific topicWeb Development Agreement to enhance functionality of existing site14
15. Facility Use AgreementCompleting the formLegal NamePurpose of RentalRental Dates Rental FeesInsurance Requirements15
16. Purchase OrdersCompleting FormPaper POBanner POContractor’s/Entity’s Legal NameReferencing a ContractState of Oregon Other Price Agreements/ContractsReferencing Vendor Quotes16
17. Purchase Orders, cont.Terms & ConditionsCheck boxesInsuranceCertificates of InsuranceInsurance EndorsementsSigning the Purchase OrderEntering Payment17
18. PO ExercisesEquipment Purchase Using Exhibit (quote containing specifications and pricing information)Moving POs 18
19. Banner ApprovalsLevel 1 Contracting Authority transactions will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.Level 2 Contracting Authority – will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.19
20. Support & ReviewInitial ReviewsAt least 3 successfully drafted contracts completed in 3 month periodWritten notice provided once initial review completedRoutine Reviews Routine reviews of Banner transactionsRoutine reviews of department contractsChecklist of review itemsDepartment Purchasing Profile20
21. Tools & SupportPolicy & Practitioners GuideTrainingTemplatesWritten Procedures and InstructionsWebsiteDirect assistance from PCS Staff via phone, email and in-person meetings; and Central Emails:contract@uoregon.edu purchaseorder@uoregon.edupcard@uoregon.educompetitionsupport@uoregon.edu 21