PROCUREMENT SERIES: PART I

JABSOM Administrators’ Meeting (JAM)Thursday, August 2, 2018, 9:30 am

MEB 315 Auditorium

PROCUREMENT SERIES: PART I

• What is Procurement?

• Micro-Purchases

• Source Selection Methods

• Showcase: SPO Price / Vendor Lists

PROCUREMENT

• Purchase of goods/services in accordance with UH, RCUH, State, and Federal policies and procedures

• Choosing the right source selection method is the key to a successful procurement. Various source selection methods available dependent on goods/services being purchased.

MICRO-PURCHASES

• Purchases made using the most advantageous price, terms, and other factors affecting the total cost without utilizing a source selection method

• Procurement documentation of the record of competition and/or source selection method is not required for micro-purchases (e.g., obtaining competitive quotes, sole source and/or cost price justification, etc.)

• UH and RCUH have different dollar thresholds for their micro-purchases

UH

ProcessingSystem

Fund Type

Dollar Threshold

UH KFS

Tuition (2xxxxxx) 0.00 <

2,500.00RTRF (3xxxxxx)

ProcessingSystem

Fund Type

Dollar Threshold

RCUH

Private (4xxxxxx)

0.00 <10,000.00*(new as of 8/1/2018)

Federal (6xxxxxx)

Revolving(0001xxx,0002xxx)

RCUH

MICRO-PURCHASESDOLLAR THRESHOLDS

https://www.rcuh.com/2018/07/30/update-to-rcuhs-micro-purchase-threshold-effective-august-1-2018/*Federal contracts micro-purchase threshold remains at $3,500. Contact your Fiscal Administrator for clarification as needed.

SOURCE SELECTION METHODS

• Only applicable for purchases above micro-purchase threshold for both UH and RCUH

• Source Selection Methods:1. SPO Price / Vendor Lists*

2. Exempt Procurements

3. Pre-Approved Sole Source Procurements / Sole Source

4. Competitive Solicitation

i. Request for Quotations

ii. SuperQuote

iii. Invitation for Bids

SPO PRICE / VENDOR LISTS http://www.hawaii.edu/oprpm/spo_pricelist/

SPO PRICE / VENDOR LISTS

• State of Hawaii Procurement Office (SPO) establishes price/vendor lists that participating state agencies may use to purchase a variety of goods/services

• UH Procurement Office maintains a list of those SPO price/vendor lists that UH (and RCUH) may utilize: http://www.hawaii.edu/oprpm/spo_pricelist/

• SPO, in conjunction with purchasing cooperative agreements such as NASPO Valuepoint, negotiate favorable pricing and terms for state agencies

• Benefits:

• Favorable pricing

• Favorable terms

• Hawaii Compliance Express not needed (most cases)

• Purchase right off the price list (some cases)

NASPO VALUEPOINT https://www.naspovaluepoint.org/

NASPO VALUEPOINT

• NASPO: National Association of State Procurement Officials

• NASPO ValuePoint: Multi-state Contracting Consortium of state governments

• Facilitate public procurement solicitations for state entities

• Provide price discounts through cost-effective and efficient acquisition of quality goods/services, i.e. economies of scale

• Negotiate favorable terms and conditions for state governments

SPO PRICE / VENDOR LISTS http://spo.hawaii.gov/for-vendors/contract-awards/price-vendor-lists/

SPO PRICE LIST 01-15HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/03 /01-15-CR26 .PDF

What is it for?• Letterhead

• Envelopes

• Business Cards

How to use it?• Select products to order

off price list

• Prepare custom information, e.g. contact info for business card

• Contact Hawaii Correctional Industries to place order

• Send proofs to UH Collegiate Licensing Office for review

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price List No. 01-15” on PCard or Requisition

• JABSOM Business Card Form (if applicable)

• Attach quote/proofs

SPO VENDOR LIST 15-05HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/07 /APPROVED_PL-15-

05-CHANGE-NO.-29_7-16-2018 .PDF

What is it for?• Computers

• Laptops

• Printers

• Peripherals

How to use it?• Prepare brand-less, generic

specifications

• Obtain quotes:

• <$5,000: one quote

• $5,000<$100,000: two quotes

• >$100,000: three quotes

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Vendor List No. 15-05 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition

• Attach quotes

• SPO-010 Form: >$5,000

• Cost Price Form:

• UH: >$2,500

• RCUH: >$10,000

SPO VENDOR LIST 16-15HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/02 /16-15-CR-EXE.PDF

What is it for?• Laboratory Supplies &

Equipment with unit cost under $75,000

• Fisher Scientific

• VWR International

• Nikon Instruments (microscopes only)

How to use it?• Consolidate orders and

obtain quotes from all vendors

• Choose the quote that works best

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Vendor List No. 16-15 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition

• Attach quotes

• Cost Price Form:

• UH: >$2,500 & not lowest

• RCUH: >$10,000 & not lowest

SPO PRICE LIST 16-17HTTPS: / /SPO.HAWAII .GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-16-17-

CHANGE-NO.-9_EXECUTED.PDF

What is it for?• Coarse Paper Products

(Essentials!)

• Toilet Paper

• Toiler Seat Covers

• Paper Towels

How to use it?• Select products to order

off price list from desired vendor

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price List No. 16-17” on PCard or Requisition

SPO PRICE / VENDOR LIST 17-02HTTPS: / /SPO.HAWAII .GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-VL-

17-02-CHANGE-NO.-7_EXECUTED.PDF

What is it for?• Office Supplies

• Recycled Office Paper

• Toner Cartridges

• Dated Products

• Planners

• Calendars

How to use it?• Paper/Toners/Dated

Products:

• Select products to order off price list

• Office Supplies:

• <$5,000: one quote

• >$5,000: three quotes

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Price / Vendor List No. 17-02” on PCardor Requisition

• Attach quotes (office supplies)

SPO VENDOR LIST 18-04HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2017/08 /VL-NO.-18-04-

CHANGE-NO.-1_S IGNED.PDF

What is it for?• In-Store purchases at

Lowe’s for facilities maintenance supplies

How to use it?• Obtain Lowe’s

Government Contract Card (Key-Fob)

• Shop in-store

• At checkout, present key-fob for discount and pay with PCard

What else?• Process on PCard

(<$2,500)

• Cite “SPO Vendor List No. 18-04 / NASPO ValuepointContract No. MA087” on PCard

• Attach receipts

SPO PRICE LIST 18-11HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/03 /PL-18-

11_S IGNED.PDF

What is it for?• Long Distance Telephone

Services

• Transition from AT&T to Hawaiian Telcom as long distance carrier

How to use it?• Existing Depts/Prgms:

• Expect Hawaiian Telcominvoices in the future

• New Depts/Prgms:

• Contact JABSOM OIT

What else?• Generate KFS

Disbursement Voucher (DV) or RCUH Authorization for Payment (AFP)

• Cite “SPO Price List No. 18-11” on DV/AFP

• Attach invoice

SPO VENDOR LIST 19-02HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/07 /APPROVED_VL-19-

02-CHANGE-NO.-1_7-26-2018 .PDF

What is it for?• Facilities Maintenance

Supplies

How to use it?• Obtain quotes:

• <$5,000: one quote

• >$5,000: two quotes

What else?• Process on PCard

(if <$2,500) or generate KFS/RCUH Requisition

• Cite “SPO Vendor List No. 19-02 / NASPO Valuepoint Master Agreement No. _____” on PCardor Requisition

• Attach quotes

• SPO-010 Form: >$5,000

• Cost Price Form: • UH: >$2,500 & only one or not

lowest

• RCUH: >$10,000 & only one or not lowest

QUESTIONS?

Thank you!