EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.
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Transcript of EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.
![Page 1: EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.](https://reader036.fdocuments.net/reader036/viewer/2022062421/56649ce35503460f949af5eb/html5/thumbnails/1.jpg)
EDGETraining
Nov. 19, 2013 PURCHASING
Understanding the
Guidelines
![Page 2: EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.](https://reader036.fdocuments.net/reader036/viewer/2022062421/56649ce35503460f949af5eb/html5/thumbnails/2.jpg)
Purchasing Lifecycle
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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
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Special Considerations and Requirements
Examples of commodities and services with special considerations and requirements include: Printing Services Insurance Vehicles Legal Insurance
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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
![Page 6: EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.](https://reader036.fdocuments.net/reader036/viewer/2022062421/56649ce35503460f949af5eb/html5/thumbnails/6.jpg)
Mandatory Contract (examples)
Office suppliesPharmaceuticalsFurniturePersonal computers, software, printers,
copiersPrintingJanitorial
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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
![Page 8: EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.](https://reader036.fdocuments.net/reader036/viewer/2022062421/56649ce35503460f949af5eb/html5/thumbnails/8.jpg)
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
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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
![Page 10: EDGE Training Nov. 19, 2013 PURCHASING Understanding the Guidelines.](https://reader036.fdocuments.net/reader036/viewer/2022062421/56649ce35503460f949af5eb/html5/thumbnails/10.jpg)
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
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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
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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
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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
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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
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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
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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
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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
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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
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Questions?