Purchasing and Distribution Services Procurement Updates FAR Meeting

Purchasing and Distribution Services Procurement Updates FAR Meeting – January 20, 2016

New Purchasing Thresholds • October 6 th new purchasing thresholds became effective. Dollar Range $0. 01 to $15, 000. 00 (Small Dollar) Procedure ¢Authorization limit for department buyers. Bids are not required. ¢Small dollar requisitions are created by Department Buyers ¢Use HUBs (Historically Underutilized Businesses) when available $15, 000. 01 to $50, 000. 00 (Informal Bids) ¢ $50, 000. 01 and over (Formal Bids) ¢ • • Purchasing must compete the purchase order by competitive bidding (soliciting to a minimum of two certified HUB vendors) ¢ Purchase Orders are completed by Purchasing must compete the purchase order by a formal proposal (soliciting to a minimum of two certified HUB vendors) with posting requirements ¢ Purchase Orders are completed by Purchasing How does this effect end users? – People. Soft Auto Source will continue as is for $5, 000 (system dispatched) – During a transition phase, Purchasing will review PO’s between $5, 000. 01 to $15, 000 for additional detail needed to communicate an order to a vendor (scope of work, vendor selection, etc. ) – Purchasing will continue to dispatch orders during this transition phase to the department. – After the transition phase, Purchasing will no longer review purchase orders and departments will be responsible for communicating correct order detail to a vendor. Transition phase will end on February 1 st and Auto Source process will increase from $5 K to $15 K.

Changes to Procurement Methods • Recently UT System has issued more restrictive directive regarding usage of Group Cooperatives and Exclusive Acquisition orders exceeding $15 K. • When purchasing from a TXMAS vendor, orders below $15 K will require a State PO to be generated (Texas Smart. Buy Order must be entered by Purchasing). • For specific details and questions regarding these changes, contact assigned Procurement Specialist.

Vendor Address Change on Requisition Advantages: • Address selection flows from requisition to purchase order • Reduce purchase order corrections needed for address modifications • Increase purchase order vendor efficiency. Instructional Guide can be found on Purchasing website: http: //www. utsa. edu/purchasing/PS_Purch_How. To. cfm

Contact Information • Primary: send an e-mail to Purchasing at purchasing@utsa. edu • Contact department assigned Procurement Specialist (click here for list) • Contact Front Desk at ext. 4060

Resources: • Purchasing Website: http: //www. utsa. edu/purchasing/index. cfm • Purchasing People. Soft Forms: http: //www. utsa. edu/purchasing/PS_Purch_Forms. cfm • Purchasing People. Soft Instructional Guides: http: //www. utsa. edu/purchasing/PS_Purch_How. To. cfm