AABC CONTRACTS AND PURCHASING Todays Agenda Welcome Why

AABC CONTRACTS AND PURCHASING

Today’s Agenda • • • • Welcome! Why Review Contracts Level of Impact Submit Contracts to? ? Contract Process Payment Request PSC PO Budget Authority VS Contract Authority Things to Remember Additional Resources Purchase Card Benny. Buy Questions OREGON STATE UNIVERSITY 1

Why review contracts? Better align with the future of purchasing (e. Procurement). Transparency & Consistent processes applied across the BC Streamlined process for faster service OREGON STATE UNIVERSITY 2

Who is impacted by the changes? Customers Units PCMM • Level of impact varies by department • Retains vendor relationship and control over contract terms • Reduction of contract worksheet and contract duplicate input • Efficiencies in reducing the level of go-between transactions • Potential for additional questions OREGON STATE UNIVERSITY 3

Who do I submit my contract requests to? Contracts should be sent to AABC, please send to AABC. Contracts@oregonstate. edu *Note: Virginia Kestler will be monitoring the inbox for Plaza supported units. Coordinators will be monitoring the inbox for SEC supported units. OREGON STATE UNIVERSITY 4

Contracts/PSC Process Department initiates/reviews contract • Review Scope of work, unallowable items, etc. • Review of the insurance need • Sends to AABC PCMM • Reviews the contract • Sends to the appropriate PCMM Group • Receive Vendor and Department signature • Verify current vendor or set up new vendor • Reviews contract/PSC • Negotiates contract with vendor • Signs Contract • Executes agreement and provides copies to all parties OREGON STATE UNIVERSITY 5

What is a Payment Request Form? When can one be used? Payment Request is for Personal Services that are low risk and under $5, 000 do not require a PSC. They can be processed through a payment request form or paid off an invoice Departments should assess the risk and nature of the scope of work for each service. AABC can assist with this review. While a PSC is not required, if the department feels a PSC, with standard terms & conditions plus insurance, would help cover OSU in any instance, a PSC can still be written for any service. Examples: Speakers, DJ’s, Small Performance Groups OREGON STATE UNIVERSITY 6

What is a Purchase Services Contract? When should a PSC be used? OREGON STATE UNIVERSITY 7

What is a Purchase Order? When is one required? POs are basically contracts, but in a preset format, which is more streamlined and easily understood Purchases over $5000 must have a PO or contract Purchase Orders Services can also be procured through POs if a PSC is not considered necessary Goods purchases are usually procured through POs OREGON STATE UNIVERSITY 8

Budget Authority vs Contract Authority Budget Authority • Delegated by the Office of the Provost to unit/department head or delegated person responsible for a university index and who must approve the expenditure of funds from that index. Contract Signature Authority • Delegated to Contract Officers from the VP for Finance and Administration for specific types of contracts. Only contract officers are authorized – anyone who signs on behalf of OSU takes on personal liability of commitments, except interdepartmental agreements. OREGON STATE UNIVERSITY 9

Things to remember…. • Go to the PCMM webpage forms whenever possible. This will insure you use the most up-to-date forms whenever PCMM has a new revision. • Purchasing limits at: $5000, $25, 000 and $150, 000. • If a PSC is used, the vendor must provide an invoice for payment to be processed • Be mindful of BOLI PWR work at any dollar amount • Any contracts involving horses should be brought to PCMM’s attention. OREGON STATE UNIVERSITY 10

Additional Resources • Conflict of interest – Procurement and Contract Services (Pa. CS) Manual – 101 Procurement Ethics and Conflict of Interest • http: //fa. oregonstate. edu/pacs-manual/100 -purchasing -and-contract-ethics/101 -procurement-ethics-andconflict-interest • Procurement and Contracting Essentials – Your Guide to Successful Contracts and Procurements at OSU • http: //fa. oregonstate. edu/sites/fa. oregonstate. edu/files /pacs/resources/pacs_essentials_march 2018. pdf OREGON STATE UNIVERSITY 11

When can a purchase card be used? P-Cards provide the ability to make fast purchases of low dollar value items P-Card purchases are restricted – please see Business Affairs site for specific listing OREGON STATE UNIVERSITY 12

When can Benny. Buy be used? • Benny. Buy is currently most effective on purchases between $1 -$25, 000, for goods and some services • Small dollar “punch-out” or catalog orders with Staples, CDW, Office Depot, Waxie, etc • Benny. Buy can be used to make purchases with any vendor that is in the Banner system, through the Purchase Request Form OREGON STATE UNIVERSITY 13

What’s new in Benny Buy? • Contracts module has been purchased • PCMM is in the process of tailoring to meet OSU’s needs • PCMM is completing an Advancement Process to have more campus-wide involvement • Contracts module will include new request form OREGON STATE UNIVERSITY 14

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