PURCHASING DEPARTMENT

Transcription

1 Title: Requisition Processing SLA #: P1 Purchase Order (PO) requests are initiated by a requisition. The requisition should include detailed information regarding the requested product or service as well as the following items: FOAPAL, desired delivery date (or contract period), delivery location, LCC Contact person (with telephone number), vendor information (vendor name, contact person, phone number and address), quantity, complete description (i.e. expected service, model number and/or manufacture number), event date and all other pertinent information. Create and Submit Requisition to Purchasing or Fax supporting material for the procurement request to the Purchasing Review quotes and work with Buyer to confirm award decision. Date and time stamp requisition upon receipt, assign a Buyer to the procurement request (within 1 business day of receipt of requisition). If < $5,000 Purchase Order will be processed within 5 business days of requisition and supporting material being received and time stamped in the Purchasing If >= $5,000, but < $25,000 Within 8 business days, the Buyer will request and receive minimum of three written quotations from the vendor community (via fax, or Bid4MI.Com) and review those quotes with the requesting Process Purchase Order within 2 business days of confirming the award decision with the requesting If > = $25,000, but <$100,000 Within 15 business days (of receiving all supporting data), the Buyer will request and receive written quotations from the vendor community (via Bid4MI.Com) and schedule evaluation team meetings with the requesting Participate in Evaluation Team Meetings and help Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 5 recommend a vendor for award. At a minimum 5 business days should be allotted to accommodate bid business days should be allotted to accommodate bid evaluations and finalization of bid evaluation summary evaluations and finalization of bid evaluation summary

2 documents. documents. Process Purchase Order within 2 business days of confirming the award decision with the requesting If >= $100,000 Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 5 business days should be allotted to accommodate bid evaluations and finalization of bid evaluation summary documents. Within 15 business days, the Buyer will request and receive written quotations from the vendor community (via Bid4MI.Com) and schedule evaluation team meetings with the requesting Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 5 business days should be allotted to accommodate bid evaluations and finalization of bid evaluation summary documents. Prepare Purchasing Transmittal Forms and submit for review by Chief Financial Officer and Senior VP of Finance and Administration. Final Purchasing Transmittal Forms are submitted for approval at the monthly Board of Trustees Board Meeting. Board of Trustees approval received and Transmittal Forms are submitted for appropriate signatures. Process Purchase Order within 3 business days of Board of Trustees Approval. Note: (1) The has a standard Statement of Work (SOW) Form (PURW1064) which must be submitted for all requisitions that exceed $24,999 (with the exception of certain non-repetitive commodities and equipment purchases where SOWs are not relevant). (2) Timing may vary for special projects and Campus Wide procurements. (3) The months of November, December, May, June and July are considered peak periods and processing time may vary during these periods. (4)The Board of Trustees does not currently meet during the months of July and August which needs to be taken into account when planning purchases above $99,999.

3 Title: Blanket Purchase Order Processing SLA #: P2 Blanket Purchase Order (BPO) requests are currently initiated via . The request should include the Blanket Purchase Order Form (PURF100) which is available on the Purchasing website. The form is mechanism for the requesting Department to provide critical information including but not limited to: detailed information regarding the requested product or service as well as the following items: FOAPAL, desired delivery date (or contract period), delivery location, LCC Contact person (with telephone number), vendor information (vendor name, contact person, phone number and address), quantity, specifications (i.e.. expected service, model number and/or manufacture number) and all other pertinent information. Request BPO via or submit BPO Form to the Purchasing or Fax supporting material (which includes a Statement of Work (SOW) for the project) for the procurement request to the Purchasing Review BPO request with Department and confirm understanding of the procurement request within 2 business days. Create Request for Proposal (RFP) document. Confirm that Request for Proposal (RFP) document (which includes the Statement of Work) represents the needs of the If >= $5,000, but < $25,000 Within 8 business days, the Buyer will request and receive minimum of three written quotations from the vendor community (via fax, or Bid4MI.Com) and review those quotes with the requesting Review quotes & work with Buyer to confirm award decision. Process Blanket Purchase Order within 2 business days of confirming the award decision with the requesting If > = $25,000, but <$100,000

4 Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 10 business days should be allotted to accommodate bid evaluations, vendor interviews, and finalization of bid evaluation summary documents. Within 15 business days, the Buyer will request and receive written quotations from the vendor community (via Bid4MI.Com) and schedule evaluation team meetings with the requesting Participate in Evaluation Team Meetings. At a minimum 10 business days should be allotted to accommodate bid evaluations, vendor interviews, and finalization of bid evaluation summary documents. Process Blanket Purchase order within 2 business days of confirming the award decision with the requesting If >= $100,000 Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 15 business days should be allotted to accommodate bid evaluations, vendor interviews, and finalization of bid evaluation summary documents. Within 20 business days, the Buyer will request and receive written quotations from the vendor community (via Bid4MI.Com) and schedule evaluation team meetings with the requesting Participate in Evaluation Team Meetings and help recommend a vendor for award. At a minimum 15 business days should be allotted to accommodate bid evaluations, vendor interviews, and finalization of bid evaluation summary documents. Prepare Purchasing Transmittal Forms and submit for review by Chief Financial Officer and Senior VP of Finance and Administration. Final Purchasing Transmittal Forms are submitted for approval at the monthly Board of Trustees Board Meeting. Board of Trustees approval received and Transmittal Forms are submitted for appropriate signatures. Process Purchase within 3 business days of Board of Trustees Approval. Note: (1) The has a standard Statement of Work (SOW) Form (PURW1064) which must be submitted for all Blanket Purchase Order request. (2) Timing may vary for special projects and Campus Wide procurements. (3) The months of November, December, May, June and July are considered peak periods and processing time may vary during these periods. (4)The Board of Trustees does not currently meet during the months of July and August which needs to be taken into account when planning purchases above $99,999.

5 Title: Sole Source SLA #: P3 A Sole Source purchase may occur when there is only one vendor uniquely qualified to provide a specific commodity or service (example: proprietary software and equipment). Sole Source purchases over $4,999 require authorization (via Sole Source Form PURWI002). Notices of intent to Sole Source a commodity or service is posted for three business days prior to execution. Sole Source purchases $10,000 and over is reported to the Audit committee of the Board of Trustees on a monthly basis. If <= $4,999 Create and submit requisition to Purchasing Fax supporting material for the procurement request to the Purchasing Date and time stamp Sole Source Form. Review request with Department and confirm understanding of the procurement request. Create Purchase Order within 5 business days. If >= $5,000 Complete Sole Source Form (PURWI002), acquire appropriate signatures and submit to Purchasing. Create and submit requisition and supporting materials to the Purchasing Date and time stamp Sole Source Form. Purchasing Director reviews request. Once the request is approved, the Department is notified. Post Intent to Sole Source Document on Purchasing website for 3 business days.

6 Process Blanket Purchase Order/ Purchase Order within 2 business days after requisition have been received and the 3 day posting requirement has ended. Note: (1) The months of November, December, May, June and July are considered peak periods and processing time may vary during these periods. (2) Sole Source purchases >= $10,000 reported monthly to the Audit Committee of the Board of Trustees. Title: No Bid Purchase SLA #: P4 A No Bid purchase occurs when obtaining competitive bids is impractical or when substitutes have been ascertained to be unacceptable and written authorization is provided by the (via No Bid Justification Form PURFR089) for a product or service exceeding $5000 to be purchased without receipt of quotations or competitive bids. No Bid purchases over $10,000 are reported to the Audit Committee of the Board of Trustees within 3 business days of processing the Purchase Order/Blanket Purchase Order. If <= $4,999 Create and submit requisition to Purchasing Fax supporting material for the procurement request to the Purchasing Review request with Department and confirm understanding of the procurement request. Create Purchase Order within 4 business days. If > $5,000 but < $10,000 Complete No Bid Form (PURFR089), acquire appropriate signatures and submit to Purchasing. Date and time stamp No Bid Form. Create and submit requisition and supporting materials to the Purchasing Purchasing Director reviews request. Once the request is approved, the Department is notified.

7 If >= $10,000 Purchase Order/ Blanket Purchase Order will be processed within 5 business days of requisition and supporting material being received and time stamped in the Purchasing Complete No Bid Form (PURFR089), acquire appropriate signatures and submit to Purchasing. Date and time stamp No Bid Form. Purchasing Director reviews request. Once the request is approved, the Department is notified. Create and submit requisition and supporting materials to the Purchasing Report No-Bid purchase to the Audit Committee of the Board of Trustees within 3 business days of processing Purchase Order/Blanket Purchase Order. Note: (1) The months of November, December, May, June and July are considered peak periods and processing time may vary during these periods.

8 Title: Change Order Process SLA #: P5 A Change Order to a Purchase Order (PO) or Blanket Purchase Order (BPO) may be initiated based on several factors including FOAPAL changes, delivery date changes, invoice irregularities and/or added service requirements. If <= $100,000 Submit Change Order request via to along with appropriate Administrator s approval. Contact requesting Department to confirm request and finalize details. Create Change Order within 4 business days of requested activity. If requested value of Change Order is >= $100,00; If cumulative value of previous Change Orders and the newly requested Change Order request >= $100,000 Submit Change Order request via to along with appropriate Administrator s approval. Contact requesting Department to confirm request and finalize details. Prepare Change Order Transmittal Document for Audit Committee of the Board of Trustees who will recommend approval to the Board of Trustees at the monthly Board of Trustees Meeting. Within 5 days after Board of Trustees approval, process Change Order request. Note: (1) The months of November, December, May, June and July are considered peak periods and processing time may vary during these periods.