Contracts

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Contracts Procurement Open Forum

• February 15, 2006
• 10 1130 am
• UU - 220

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Welcome!

• Introduction of CPS Staff
• Topics to be covered
• Website Updates
• New Campus Contracts
• P-Card Updates
• Copier Procurement
• Office Max
• Updates Overview
• Questions and Answers

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Website Updates

• Office Max
• Account profile set-up
• Updating your user profile
• Retail Connect Card Application
• Memos
• Office Max delivery
• Cartridge Recycle Program
• Risk Evaluation Form
• Campus Contracts

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Campus Contracts

• Campus Contracts are created for goods or
  services that are generally required by multiple
  departments.
• Benefits
• Better discounts, due to higher volume
• You can purchase on an as needed basis.
• More timely
• No requisition/purchase order is necessary

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Campus Contracts

• Placing an order against a Campus Contract
• Orders can be placed by phone/fax,
  electronically, or department pickup.
• Department must identify the campus contract
  number (PO), their department name and the
  ordering individual's name.
• Payments by "direct pay" type of transactions.
• Single transactions cannot be greater than 2,500
  (exception Fisher Scientific).

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P-Card

• New Contact Val Maijala x62234
  vmaijala_at_calpoly.edu
• Qwest Conferencing Services
• Directions located at http//servicedesk.calpoly
  .edu then choosing Telephone Support -- Audio
  and Web conferencing
• PaymentNet Features
• Changing chartfields for individual purchases
• Review charges as they post
• Print out monthly statements (current or past)

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Copier Procurement

• Contact Sarah Worley in CPS x6-5494
• Complete the Copier Request Form
• Assess what your department needs
• Decide on renting or purchasing
• CPS will request quotes from vendors
• Promotes fair competition
• Ensures a competitive price
• 4. CPS Evaluates Quotes Received
• Calculate total cost of operation

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Copier Procurement
(Yearly rental x 5) (annual service cost x 5)
rental TCO Purchase price (annual service cost
x 5) purchase TCO
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Copier Procurement

• Insure all copiers are within specifications
• Forward to department for final approval
• 5. Begin Purchasing Process
• Enter requisition
• Service Agreement executed between contractor
  Cal Poly

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Updates Overview

• Automobile Purchases
• Processing Invoices/Payments
• Contracts Agreements for Events

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Vehicle Purchases

• New State law effective Jan 1, 2006
• All vehicle purchases must be pre-approved by DGS
  prior to Cal Poly issuing PO
• Forms to be filled out and mailed to DGS
• Review by DGS could take 2 - 4 weeks
• Total process could take 6 - 8 weeks even before
  we go out for quote and issue a PO
• Long term planning is a must
• Year-end process will require users to submit
  their vehicle requirements to CPS by April 14 to
  assure purchase in this FY

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Processing Invoices/Payments

• Departments are responsible for approving
  invoices/payments and sending them to AP in a
  timely fashion
• Timely means 5 10 days max
• Our relationship with our suppliers and
  contractors depends on us paying within 30 days
  after invoicing
• We have had many instances recently of approvals
  being held up in departments
• This results in an intervention on our part and
  an upset supplier/contractor.

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Off-campus Events

• Reminder/tip sheet
• Off-campus facility use information
• Complexity of funding
• Oversight of student clubs

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Office Max

• Go Express Delivery Information
• 2006 Catalog (J9CATALOG-06)
• Personal Purchases
• Ex POW

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Questions?