Contract

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Contract Procurement Services

• Open Forum
• June 23, 2006

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Welcome!

• Review of Processes, Policies and Procedures 
• Direct Pay / Guest Lecturer Forms Brenda Tesch
• Furniture Installation Procedures Suzanne
  LaCaro
• Truck Rentals Greg Melnyk
• Toner Cartridge Recycling  - Greg Melnyk
• Events Planning Greg Melnyk
• Announcements
• New Contract for  Managed Copier Program Sarah
  Worley
• New OMRS Contract Suzanne LaCaro
• Tent and Canopy Structures Suzanne LaCaro
• New GE Capital P-Card Val Maijala

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Direct Pay

• Purchases under 2,500
• Commodities
• Staff/Student Reimbursements
• Software purchases that do not require annual
  maintenance fees
• Subscriptions/Memberships
• The Direct Pay method cannot be used for services.

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Guest Lecturers/Speakers

• Guest Lecturer/Speaker Invoice Form
• Scheduling a Guest Lecturer/Speaker Things to
  ask yourself before making a commitment
• What is the period of service?
• Does the Guest Lecturer/Speaker want me to sign
  an agreement?
• Is there a risk associated to the topic matter of
  the service/presentation etc., of the Guest
  Lecturer/Speaker.
• Is the Guest Lecturer/Speaker from a foreign
  country?

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Furniture Installation

• P-Card Waiver
• Approved Chairs, bookcases, file cabinets (not
  secured to walls)
• Not Approved Overhead cabinets, modular
  furniture, remodels, large scale orders, ADA
  compliant requirements
• Building Permits
• Facility Services
• Tim Hastings, x6651 Spencer Meyer x67227

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Truck Rentals

• There is no State or Cal Poly contract for truck
  rental
• As a result, there is no blanket insurance in
  place as there is when we rent autos from
  Enterprise
• Therefore, those who rent trucks must contact
  Contract Procurement Services for support
  before renting the truck to ensure adequate and
  proper insurance is purchased from the truck
  rental agency at the time of rental

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Toner Cartridge Recycling

• Thanks for your support of the program
• You will continue to process your cartridges for
  recycling
• You will not have to fill out the recycle tag
  after June 30th
• Please save the shirts place leaky/dirty
  cartridges in plastic or zip-lock bags

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Events Planning Guidelines

• You asked for it..
• So here it is

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Cal Poly Events Planning Guidelines

• If you are involved in planning or directing a
  function or event, on campus or off campus,
  whether you are faculty, staff, admin, student or
  an employee of an auxiliary, then,
• STOP!
• You must read this!
• You are obligated to familiarize yourself with
  these guidelines and contact Cal Polys Contracts
  Procurement office, well in advance of the
  event, for assistance and support. Furthermore,
  you may be required to contact the Risk
  Management office for advice regarding Special
  Event insurance.

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Event vs. University Event

• Whats an event?
• Awards banquets, annual meetings, formals/dances
• Student club activities, Sr. projects, athletic
  events
• Career conferences, IRA activities, ASI club
  events
• Golf tournaments, parades, marches, shows,
  rodeos, competitions, displays, art shows,
  concerts
• Almost any off-campus activity involving faculty,
  staff or students
• What makes it an University event?
• University approved/ASI approved/Corporation
  approved
• University sponsored and perhaps university/state
  funded
• Overseen by a faculty/staff advisor or directed
  by college or admin personnel
• Some University/Corporation/ASI combination

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Event Location Funds

• Where will it be held?
• Hotels, halls/clubs, camps, ranches,
• Commercial venues (restaurants, wineries etc)
• County/city facilities such as parks
• Private facilities
• Note On-campus events require all the same
  considerations plus the requirement to request
  approval of University Scheduling/Campus Dining/
  Campus Police Dept
• What funds are being used?
• State, student fees, trust, IRAs
• Club, donations, ticket sales, fund raisers,
  personal
• Discretionary, Corporation/Discretionary
• Some combination of above

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• If the event
• Involves an agreement or contract required by the
  venue or a service provider
• Involves alcohol being served, sold, donated or
  available
• Requires some consideration of Risk Assessment or
  need for special event insurance, then
• 
  STOP!
• DO NOT SIGN ANY AGREEMENTS
• OR MAKE ANY INFORMAL COMMITMENTS
• DO NOT PROCEED WITHOUT THE INVOLVEMENT OF THE
  CONTRACT PROCUREMENT RISK MANAGEMENT OFFICES

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Contracting

• Agreements, scheduling forms, reservation forms,
  borrowing arrangements, purchases must all be
  processed through the Contract Procurement
  Services office (no matter the source of the
  funds) for any external
• Facilities Private property, city parks
• Equipment trucks, mobile equipment,
  grandstands, tables, tents
• Services food, beverages, tents, chairs,
  tables, transportation, security
• Supplies food, paper supplies, materials,
• In general, there are specific requirements,
  including insurance, for all types of contracting
  essential to protect the university, employees,
  students and the public.

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University employees, faculty, staff, student
assistants, and/ or students who sign such
agreement documents may be held personally
responsible for all costs and liable for any
injuries or damage. Remember These principles
also apply to the contracting of all
services/service contractors which come on campus
to provide their services
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Managed Copier Program

• Overview
• 130 copiers on existing program
• 12 million copies/year
• 5 year contract with Ikon
• Current contract expires August 2007
• Process
• Committee formed
• RFI
• RFP
• RFP Evaluation and Award

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Copier Program Continued

• Timeline
• Committee Began Meeting Jan 2006
• RFI Release July 15
• RFI Due Back September 1
• RFI Presentations October 2-12
• RFP Preparation October through December
• RFP Release Early 2007
• RFP Due Back April 2007
• RFP Award May 2007
• Equipment Installation Training July August
  2007

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Copier Program Continued

• Campus Participation
• Online Survey Response Deadline is June 30,
  2006
• Committee Members Greg Melnyk, Vicki Stover,
  Sarah Worley, Dale Kohler Steve Godin
• Focus Group 4 users, IT Rep, 2 Student rep, 1
  Mgmt rep, 2 faculty rep
• Focus group will provide
• Diverse Experiences
• Various Ideas
• Additional RFP input
• Numerous disciplines of expertise

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New OMRS Contract

• BB Technical is new contractor
• How to use BB
• Call [phone]
• Leave name and phone number with answering
  service.
• BB will call user back in less than 1 hour and
  obtain details of the service request.
• BB is required to respond on site to the service
  call within 8 working hours.
• Completion of the repairs will be made within a
  24 hour period (excluding waiting for parts). If
  repairs exceed 48 hours, a loaner will be
  provided free of charge.
• Hourly rate for equipment not on contract

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Tent Canopy Structures

• Facility Services will need to provide a Campus
  Building Permit to any department who wants to
  erect a temporary awning, canopy, and/or tent
  structure.
• Why? Fire Code requires a Use Permit when area
  in excess of 200 square feet and canopies in
  excess of 400 square feet are being used by the
  structure.
• CSU Campus (by Code), the State Fire Marshal (SFM
  is the Authority Having Jurisdiction (AHJ) and
  must approve and issue a Use Permit to erect and
  occupy such structures.

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Tent Canopy Structures

• In the past, Facilities only issued Campus
  Building Permits on large and/or special areas of
  campus. However due to recent events, they will
  be issuing permits for the majority of awning,
  canopy, and/or tent structures.
• Contact Spencer Meyer at x67227 for help with the
  process.

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New P-Card Contractor

• GE Corporate Payment Services awarded the bid.
• Collaborative effort between the CSU, University
  of Oklahoma Bucknell University.
• By combining these 3 entities, the total contract
  spend allows for a greater rebates to the CSU.

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P-Card Timeline

• Timeline for implementation
• Currently working with GE Capital to transfer
  over existing information (statement addresses,
  chart of accounts, etc.)
• July will be a test month for a small group of
  cardholders.
• If everything runs smoothly through one billing
  cycle, program will be rolled out to rest of
  campus for August billing cycle.

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Concerns for Cardholders

• How does this affect cardholders?
• Until new cards are issued it is business as
  usual. Current contract with JP Morgan is valid
  until 8/30/06.
• When new program is implemented, new cards
  issued, old ones returned
• Cardholders receive an updated handbook
• Cardholders currently using PaymentNet will be
  trained on the new system, called SAM. An easy
  to follow training guide will be provided as well
  as a PowerPoint presentation put together by GE.
• Speedcharts will be used instead of chartfield
  strings.

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Questions?