Enterprise Supply Chain Purchasing

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Enterprise Supply ChainPurchasing Contract
Management Office Business Manager andStaff
Training
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Purchasing Contract Management

• Our Mission Statement
• To provide leadership and excellence in the
  purchase of supplies, equipment, and services at
  the lowest total life-cycle-cost to the
  institution.
• We are dedicated to delivering quality
  value-added service to the university by
  developing an understanding of your needs, by
  forming business partnerships with you and the
  vendor community, by placing orders in the most
  efficient and quickest means possible, and by
  monitoring delivery schedules on behalf of our
  internal customers.

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Purchasing Contract Management

• How do we do this?
• By being available to assist faculty,
  researchers, and staff with purchasing
  requirements, purchasing system support, supplier
  sourcing, negotiations, and relationship
  management issues.
• While obligated to work within applicable state
  purchasing laws and the Board of Regents policies
  and procedures, we remain flexible and innovative
  in our approach.

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Overview

• Each state entity is required to have an Agency
  Procurement Officer (APO) or in our case a
  College / University Procurement Officer (CUPO)
• We follow the rules and regulations promulgated
  per
• O.C.G.A. Section 50-5-50 through Section 50-5-81
• Georgia Procurement Manual (GPR)
• Applicable Federal regulations to any specific
  purchase

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Overview (contd)

• Competitive bid threshold.
• - 25,000 for regular items / services
• - 100,000 for public works projects
• When not from a mandatory contract, end-users
  should acquire quotes from three different
  vendors for purchases below 25,000. Shopping
  around keeps vendors honest !
• Remember to maintain a consistent and fair policy
  toward all vendors, including small minority
  businesses.

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Order of Precedence

• According to the GPM, the College / University
  Procurement Officer should adhere to the
  following order of precedence for purchasing
  goods and services
• Mandatory Statewide Contracts
• University Contracts
• Georgia Correctional Industries (GCI) or Georgia
  Enterprises Products and Services (GEPS)
• Convenience Statewide Contracts
• Open Market Purchases RFQ or RFP gt25,000

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End User's Role

• Plan ahead and involve Purchasing early in the
  process. Feel free to call us to determine if a
  statewide or agency agreement is in place or if a
  competitive solicitation is necessary.
• Submit preliminary requirements or specifications
  to the Buyer or Contract Specialist as early as
  possible before the good or service is needed.
• Assist with managing the contract and evaluating
  vendor performance

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The How To Purchase matrix indicates which
purchasing method is best for either a P-Card,
requisition (PO), or check request or IDR.
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Service Contracts

• For Service Contracts (Individuals and
  Consultants) we require the following
• Services Agreement Request basic info needed
  for a contract and approvals of department,
  department head, etc. and assists with
  determining if service provider was a former
  employee or TRS recipient.
• Business Associate Agreement when HIPAA
  information could be accessible
• Checklist for Services - helps us identify
  payment terms and miscellaneous expenses such as
  meals and travel.
• Independent Contractor Checklist helps us
  determine if contractor is or is not an
  independent contractor or employee for tax
  purposes.
• Agreement with Foreign Individuals or Firms must
  also include vetting process, which is
  administered by the Accounts Payable Department,
  to determine if a treaty exists between the
  United States and the Foreign Country.

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Ongoing Projects

• Combining contracts across both campuses to
  achieve savings copiers, lab supplies,
  uniforms, etc. Waste Management services is the
  next one we will strive for. The Fisher lab
  supplies contract has achieved a savings of
  190,000 annually versus standard State pricing.
• Pursuing Green Initiatives recycling toner,
  purchasing recycled paper products, identifying
  ways for end-users to recycle waste, etc. Office
  paper is our latest initiative.
• Implementing Print Management only printing
  when necessary on the most appropriate device
• Small print jobs (a few pages) go to a desktop
  printer, if there is one (2 to 15 cents per
  page)
• Medium jobs (10-200 pages) go to a copier (1.5
  cents per page)
• Largest jobs (200 and up) go to the Copy
  Center (Steve Nunn). (Only .004 cents per page)
• Implementing the Cisco VOIP Telephone System
  Newer technology that utilizes our computer
  network to reduce the number of hardwired
  telephone lines. Savings will average 500,000 a
  year once fully installed.

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Changes Reminders

• Receiving Central receiving consolidated at the
  main downtown location beginning July 1st. In
  PeopleSoft this Ship to is called RECEIVING
  MAIN DOCK, DOWNTOWN
• 1120 15th Street, BL1001
• Augusta, GA 30912
• Office Max, Staples, Fisher orders bought
  through Health eShop should be desktop delivered
  to your location. Hazardous chemicals,
  radioactives, PCs, should be delivered to
  RECEIVING. When desktop delivered items arrive,
  they should be received by the requisitioner in
  eProcurement.
• E-Verify A Federal Government online
  registration system used by employers to verify a
  persons eligibility to work lawfully in the U.S.
  The goal of the new law is to reduce illegal
  immigrant employment in Georgia. Purchasing is
  responsible for verifying service providers meet
  the provisions of the new law.  Thus, any
  services valued at 2,500 or greater must be
  entered via a requisition in eProcurement and can
  no longer go on a P-Card. Certain specific
  licensed professions are exempt Engineers,
  Architects, etc. More information can be found
  on the Purchasing webpage under E-Verify.

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Changes Reminders

• Direct delivery of heavy items (150 lbs. or
  greater), or palletized items, by vendor to
  end-user is now required. This bypasses our
  Receiving dock and prevents shipment delays.
  Note If building does not have a dock, then the
  truck must utilize a lift. These shipments,
  including equipment type orders, must be
  scheduled and coordinated. Receiving crew can
  meet vendor at your site when item arrives if
  needed. Quote should include cost of inside
  delivery and installation.
• Air Gas Billing issues continue for the costs
  associated with the daily rental fee. When gas
  is ordered, please remember to include the
  end-users account and location (Building and
  room )
• Chemical Category Codes We were having issues
  with non-hazardous chemicals triggering a
  Receiving ship-to default in PeopleSoft, e.g.
  janitorial supplies or hand sanitizer. EHOS has
  worked with us to reduce the number of category
  codes for chemicals requiring delivery to
  Receiving from 281 to only 88 including
  radioactives. This should increase desktop
  delivery orders and reduce delivery delays.

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Changes Reminders

• Medi-Trac In the next few months we will begin
  using this Contract tracking tool already
  utilized by our Legal team. It allows electronic
  storage, routing, and prompting of renewals to
  end-users via e-mail.
• Upcoming New Health eShop Vendors
• - Qiagen
• - Abcam
• Under consideration Modifying PeopleSoft to
  grant the ability to cancel requisitions at
  end-user level.
• Less use of P-Card and more use of Health eShop.
  Vendors pass on savings when we use Health eShop
  since they do not need to pay a fee to process
  the P-Card.

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Your Professional Team Is In Place

• Certified professionals serving the GRU
  community to meet our mission of excellence in
  Education, Research, and Patient Care.
• Dr. Clay Trover, PhD, Director Enterprise Supply
  Chain Management
• - Strategic Direction Savings Initiatives for
  Hospital and University Supply Chain
• - ctrover_at_gru.edu, 706-721-4854
• Gregory S. Woodlief, Senior Manager Purchasing
  Contracts
• - RFP Review, Contract Vendor Issues
• - PeopleSoft maintenance (requisition PO
  cancelations)
• - gwoodlief_at_gru.edu, 706-721-2213
• Terri Gregory, Purchasing Supervisor
• - Oversees a team of Buyers and Contract
  Specialists
• - Primary Buyer for Graduate Studies, Advanced
  Contracts, RFPs, RFQs
• - tgregory_at_gru.edu, 706-721-4582

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Your Professional Team Is In Place

• Amber Armour, P-Card Program Administrator
• - Works set up, card replacement, PC s, etc.
• - aarmour_at_gru.edu, 706-721-9441
• Regina White, Sourcing Specialist
• - Primary Buyer for College of Nursing College
  of Allied Health
• - Health eShop Administrator
• - rwhite_at_gru.edu, 706-721-2986
• Jacqueline Cooper, Contracting Specialist
• - Equipment maintenance contracts, software
  agreements, consignment contracts
• - Complicated RFQs and RFPs
• - Primary Buyer for College of Dental Medicine
• - jacjones_at_gru.edu, 706-721-9310
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Your Professional Team Is In Place

• Karen Herrington, Buyer II
• - Primary Buyer for Support Services
  Departments, (IT, Facilities, Public Safety,
  etc.)
• - kherrington_at_gru.edu, 706-721-2035
• Aleen Jones, Buyer II
• - Primary Buyer for College of Medicine
• - Research equipment and supplies
• - ajones_at_gru.edu, 706-721-2218
• Sharlene Redd, Buyer II
• - Primary Buyer for Georgia Correctional
  Healthcare
• shredd_at_gru.edu, 706-721-4555
• Beverly Sue Ruvo, Buyer II
• - Primary Buyer for Georgia Correctional
  Healthcare
• - bruvo_at_gru.edu, 706-721-2708

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Your Professional Team Is In Place

• Veronica Henderson, Office Specialist
• - Department Support
• - Assisting with College of Arts, Humanities,
  and Social Sciences, College of Business, College
  of Education, College of Science Mathematics
• - vhenderson_at_gru.edu, 706-721-2216
• Vacant, Buyer I
• - Primary Buyer for College of Arts, Humanities,
  and Social Sciences, College of Business, College
  of Education, College of Science Mathematics.
  Backup to College of Medicine.
• - 706-721-6122
• Vacant, Senior Contracting Specialist
• - Responsible for Miscellaneous Service
  Agreements, Consultant Agreements, Professional
  Service Agreements, Construction Contracts, Lease
  Agreements, and Advanced RFPs
• - Primary Buyer for College of Graduate Studies

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We Are Your Resource
Questions?