Purchasing and Panther Buy Procurement Contracts Office Training

Purchasing and Panther. Buy

Procurement & Contracts Office Training Objectives Procurement Policy • Things you need to know • Understanding PVAMU Procurement Process Introduction to Pantherbuy • Basic understanding of new e-procurement system

Training Agenda • Procurement Responsibilities • Purchase Thresholds (bid limits) • Purchasing Methods (including order of precedence) • Determining a Purchasing method • Purchasing Cycle • Non-compliance / Violations

Procurement Responsibilities University Employees Uphold • • State of Texas Procurement Laws Texas A&M System Policies Prairie View A&M University (UAP) Federal Uniform Guidance (UG) Procurement & Contracts Office • Provide support to University departments in procuring goods/services • Make purchases in an efficient manner and at the best value to the University

Purchase Thresholds (Bid Limits) Amount $5, 000 or below $5, 000. 01 - $25, 000. 00 $25, 000. 01 or above Bid Requirement • • No bid required Exception – computers, charter buses, services • Informal Bid Process • Three written bids • At least two certified Historically Underutilized Businesses (HUBs) • Formal Bid Process • Sealed written bids • Must be advertised for a minimum of 14 days or 21 days for Construction bids • At least two certified Historically Underutilized Business (HUB)

Purchasing Methods Which do I use? PURCHASE TYPE PROCUREMENT CARD (PRO-CARD) NON-PO INVOICE REQUISITION (Panther Buy) CHARACTERISTICS • • fast and flexible $2, 000 or other approved amounts for delegated purchases and payment any dollar amount exempt from purchasing requirements Vendor is pre-determined Example: memberships, employee reimbursements NON-CATALOG ITEM REQUISITION Issued • in Panther. Buy from the DEPARTMENT • • below $5, 000. 01 department issues PO directly to the vendor. No computers, charter buses or services • • NON-CATALOG ITEM REQUISITION Issued • in Panther. Buy TO PROCUREMENT • • above $5, 000 on-campus services additional approvals required timelines/deadlines associated clear and detailed specifications

Considerations Procard • No services • $2, 000 per transaction Non-PO invoice • Vendor known • Membership/reimbursement Funding Source HUBs • Minority, women owned, veterans • Find on CMBL • Local • State • Federal

Other Things to Consider Exemptions • • Sole Source/Proprietary Emergency State & Federal Contracts Agreements (Co-Op, TAMUS Members, PVAMU) Competitive Bids • Informal – Obtain Multiple Quotes – CMBL (Link) • Formal – IFB vs RFP

Additional Approvals Required Information Security Office (ISO) - Computer Software Information Technology Services (ITS) - Computer Hardware Risk Management Services (RMS) – Chemicals, Fume hood cleaning Procurement and Contracts Office – Memberships, Contracts, Independent Contractors, Sole Sources, Emergencies Payroll - Independent Contractors

Contracts Document requiring a signature must be sent to the Contracts Office for review and signatures Department personnel are not delegated to sign for the university for any agreement • • • Service Agreements Rental Agreements Software & Hardware License Agreements Addendum to a Vendors Terms & Conditions Construction Contracts Documents referencing the words “Contract” or “Agreement” • • Advertising Agreements Affiliation Agreement Game Contest Lodging Agreement Maintenance Agreement / Warranties Memorandum of Understanding Purchase Orders Vendor Quote referencing Terms and Conditions

PURCHASING PROCESS FLOW CHART Requisitions must be approved and PO’s issued prior to goods and services being ordered DETERMINE NEED (WHO) End User Use Pro. Card for Acceptable Purchases Decision ? BELOW Submit Non-PO Invoice – items that are exempted. ABOVE $ 5, 000 Exceptions to Bid Process: 1. Sole Source Begins the Competitive Bid Process 2. DIR 3. Buy Board (PVAMU Policy) 4. Texas A&M 5. TCPN 6. Other Contracts or Cooperatives 7. TIBH Submit Non. Catalog item - if not Procard or Non-PO Invoice Eligible Obtain Vendor Quote and/or other supporting documentation Obtain Vendor Quotes Enter Requisition in Panther. Buy Upload Support Documentation with requisition in Panther. Buy Bidding Process Describe the Need: 1. Scope of Work 2. Specifications $25, 000 BELOW Decision ? Need 3 Quotes (2 Hubs) Upload all Support Documentation with Requisition No. in Panther. Buy ABOVE Enter Requisition Submit Support Documentation to Procurement Office Obtain Price Estimates Enter requisition for estimate Submit detail Scope & Specs to Procurement Office

Non-Compliance/Violations Any goods being ordered or services rendered without a PO will be considered non-compliant. Departments submitting a purchase requisition for a good or service already ordered or received will be subject to the following administrative actions: • First and Second Violations – Account holder and responsible individual will receive violation letter from Procurement Office – Vendor will be informed of the University's procurement guidelines which require a PO prior to filling an order for delivery of goods and services • Third and Subsequent Violations – Account holder and responsible individual will receive violation letter from Procurement Office – Violation letter will require responsible person to submit a letter of explanation to the Chief Financial Officer (CFO)

Resources PVAMU Administrative Procedures (Expenditure of Funds) https: //www. pvamu. edu/policies/#s 24 Procurement Office http: //www. pvamu. edu/pdsv/ Pantherbuy/Aggiebuy Quick Reference Guides - https: //aggiebuy. tamu. edu/training/ University Department Resources http: //www. pvamu. edu/procurement/home/university-department-resources/ Procurement Forms http: //www. pvamu. edu/pdsv/forms/ Contracts Office http: //www. pvamu. edu/pdsv/contracts/

Procurement and Contracts Office Contact Info. • W. Kay Peavy Executive Director, PDSV E-mail: wkpeavy@pvamu. edu Phone: (936) 261 -1933 • A. Marie Johnson Assistant Director, PDSV Email: amjohnson@pvamu. edu Phone: (936) 261 -1736 • Michael L. Simms, Sr. Buyer II E-mail: mlsimms@pvamu. edu Phone: (936)-261 -1935 • Randy Millin Contract Specialist E-mail: rlmillin@pvamu. edu Phone: (936) 261 -1930 • Lashunda Watson Contract Specialist E-mail: lrwatson@pvamu. edu Phone: (936) 261 -1937 • • • Jim Nelms Procurement Supervisor & HUB Coordinator E-mail: janelms@pvamu. edu Phone: (936) 261 -1932 Bessie Marie Robinson Administrative Associate Email: bmrobinson@pvamu. edu Phone: (936) 261 -1934 Brandon Davis HUB Assistant & Buyer II E-mail: bsdavis@pvmu. edu Phone: (936) 261 -1914 • Michael Yant Sr. Contract Negotiator E-mail: miyant@pvamu. edu Phone: (936) 261 -1943

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