Procurement At WHOI Presented By Paula Ainsworth 1

Procurement At WHOI Presented By: Paula Ainsworth 1

Procurement On the Web 2

The Staff – Administrative/Accounts Payable MS-1, Geosecs, 266 Woods Hole Rd. Paula Cloninger Procurement Systems Paula Cloninger Coordinator The Coordinator handles and coordinates all aspects of the Procurement System/Process; ensures system integrity, process assurance, analysis/testing and continuous operations. The Position has an interest in owning and improving current administrative systems necessary to the success of the organization. (508) 289 -2664 Fax: (508) 457 -2192 pcloninger@whoi. edu 3

The Staff – Purchasing MS-1, Geosecs, 266 Woods Hole Rd. Veta Green Technology Systems Procurement Representative Responsible for purchasing and payable of Computer Equipment, peripherals, enhancements and software, telecommunications equipment and Audio Visual Equipment, and Contract for services that relate to commodity responsibilities. Responsible for purchasing and payable of Laboratory Equipment, Supplies and Chemicals. Responsible for Spring Water, Cell Phones, and contract for services related to commodity responsibilities. (508) 289 -2376 Fax: (508) 457 -2192 vgreen@whoi. edu Richard Lovering Facility Procurement/Office Specialist Procurement Representative Responsible for purchasing of WHOI Facility related products and services to include maintenance, repair, and operational supplies, raw material, sub contract machining, related outside services including plating, anodize, hard coating, etc. Hardware supplies for trade shops, pest control, etc. , office equipment, (supplies & furniture), and contracting for services that relate to the commodity responsibility. (508) 289 -2667 Fax: (508) 457 -2192 rlovering@whoi. edu Sophia Lee Electronics Procurement Representative Sophia Lee Responsible for purchasing of Electronics and Oceanographic. Responsible for Diving Equipment, Safety Products, Graphic related products, Library products, Printing products and Publications. (508) 289 -2375 Fax: (508) 457 -2192 slee@whoi. edu Sandra Sherlock Senior Procurement Representative Responsible for assisting the Marine Operations group in developing procurement specifications, selecting supplier markets, maintaining appropriate business relationships with the Institution's vendor base and processing procurement documentation including bids, Purchase Orders and Accounts Payable certificates. Additionally, will also assist in all major contract development; and will act as the Procurement staff supervisor in the absence of the Director. 4 508) 289 -3249 Fax: (508) 457 -2192 ssherlock@whoi. edu

The Staff – Accounts Payable, MS-1, Geosecs, 266 Woods Hole Rd. Mary Ann White Accounts Payable Serves as an authoritative source of information for Accounts Payable. Supervises the Accounts Payable Team. Responsible for overseeing the Corporate/On-line Purchasing Card Program, all travel and non Purchase Order related reimbursements. (508) 289 -3541 Fax: (508) 457 -2192 mwhite@whoi. edu Paula Ainsworth Senior Administrative Assistant II Responsible for general office management, training presentations, maintaining auditable records of procurement files, data input into ERP system for Accounts Payable activity, including non-PO related Requests for Payment, freight, cell phone and water invoices. (508) 289 -2371 Fax: (508) 457 -2192 painsworth@whoi. edu Suzanne Bolton Procurement Systems Assistant Responsible for invoices related to purchase orders, Request for Payments to VISA, stock room orders and sub-contracts. Contact for Accounts Payable and Bi-tech related system issues and troubleshooting. Acts a back-up to System Coordinator. (508) 289 -2372 Fax: (508) 457 -2192 sbolton@whoi. edu Colleen Tuson Procurement Rep. I Tuson Shared responsibility for the audit & data entry of all Travel Reimbursements. Reconciliations of corporate card statements. (508) 289 -3267 Fax: (508) 457 -2192 ctuson@whoi. edu 5

The Staff – Property MS-43, Geosecs, 266 Woods Hole Rd. Tim Schorer Property Administrator Manages property operations. (508) 289 -2968 Fax: (508) 457 -2161 tschorer@whoi. edu 6

Procurement Approval Requirements In order to provide appropriate financial control over the expenditure of funds, a system of approvals has been established and is maintained by the Procurement Department. Only those individuals assigned budgetary authority may initiate expenditures of funds. Individuals with budgetary control may delegate their approval according to the Procurement Approval Process as noted : Procurement transactions under $2, 500 require only the signature of the approved requestor, or his/her designee(s), unless otherwise limited by the Department/Center Administrator or Administrative Unit Manager. Procurement transactions $2, 500 and over require the above signature(s) and a signature(s) according to the following authorization limits*: � � � Designated Administrative Assistant level - up to $10, 000 Department Administrative Associate level - up to $25, 000 Department/Center Administrator, Administrative Unit Manager, Senior Manager, Department Chair & Center Director - up to $250, 000 Vice President - up to $1, 000 President - $1, 000 and over 7

Dollar Value Table Dollar Value Purchasing Card Request For Payment Purchase Order Less than $100 recommended not recommended 101 to $500 recommended not recommended 501 to $2, 500 recommended not recommended $2, 500 to $10, 000 not available Recommended $10, 00 and Over not available required 8

Purchase Order § Created From Purchase Requisition § Processed BEFORE Purchase Is Made § Creates Encumbrance in Financial System § Required for ALL Purchases Over $10, 000 9

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Critical Elements of Requisition - Attachments § Requisitions for Services From a Supplier Not Incorporated (Independent Contractor) �Classification Checklist A (Completed by Requisitioner) �Classification Checklist B (Completed by Supplier) �Short Contract Form, Up To $2, 500 ( If Not Supplied by Supplier) �Long Contract Form, $2, 500, Or More ( If Not Supplied by Supplier) 12

Critical Elements of Requisition Attachments (Cont) • Conflict Of Interest Statement �Must Be Included For All Purchases When: �Requisitioner Has Conflict �Requisitioner Is Working for Someone With a COI �Explanation of How Item Was Selected and Why COI Vendor Must Be Used 13

Critical Elements of Requisition Attachments § Statement of Competition (Bidding) �Under $10, 000 � Bidding or Single/sole Source Justification Encouraged � Telephone Solicitations Encouraged �$10, 000 and Up � Written Bids or Single/Sole Source Justification Required Procurement Reps Will Be Happy To Assist You 14

The Stockroom 15

Stockroom MS #59 Sam Lomba Stockroom Coordinator Manages stockroom operations. (508) 289 -4863 Fax: (508) 457 -2109 slomba@whoi. edu Glenn Enos Assistant Coordinator Assists in ordering and stockroom operations. (508) 289 -2374 Fax: (508) 457 -2109 genos@whoi. edu 16

Where and When Locations & Hours of Operation Quissett Stockroom: 8 am-4 pm, M-F (closes at 3: 15 pm on Tuesday) Extension 4982, 266 Woods Hole Road, MS-59 Virtual Stockroom: Order from the Virtual Stockroom and your order will be delivered the next business day. Please contact Paula Cloninger at Extension 2664 to obtain a password. 17

Thank You Please Call for Additional Training and any questions! Ext: 2371 18