"Smart Procurement can significantly increase an institution’s capacity to advance its academic mission, since every dollar saved is a dollar available to spend on teaching, research, and student aid."

Power ShoppingBusiness Officer MagazineNACUBO February 2009

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Each state agency is required to have an Agency Procurement Officer (APO) (CUPO in our case)

(O.C.G.A. Section 50-5-50 through Section 50-5-81)

Georgia Procurement Manual (GPR)/state code/federal regulations

Competitive bid threshold.- $25,000 for regular items / services- $100,000 for public works projects

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To develop and review contracts that leverage the University's spend to the benefit of all areas.

To assist with the identification, selection and acquisition of goods and services.

To acquire goods and services as economically as possible, within acceptable standards of quality and service.

To maintain a consistent and fair policy toward all vendors, including small & minority businesses.

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We are the central purchasing authority for the purchases of goods and services.

We advise the end-user regarding the best method of solicitation i.e., piggybacking on another agency or university’s contract, pursuing an Request for Quote or Request for Proposal (RFP), or determining if there are exceptions to the bid process.

Develop a time-line for obtaining the product or service

Develop solicitations and act as a liaison between the end-user and the vendors.

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According to the GPM, the University Procurement Officer should adhere to the following order of precedence for purchasing goods and services:

1. Mandatory Statewide Contracts2. University Contracts3. Georgia Correctional Industries (GCI) or Georgia

Enterprises Products and Services (GEPS)4. Convenience Statewide Contracts5. Open Market Purchases – RFQ or RFP >$25,000

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Plan ahead and involve Purchasing early in the planning process. Feel free to call us to determine if a statewide or agency agreement is in place or if a competitive solicitation is necessary.

Work with Purchasing to acquire the needed goods & services

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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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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Streamlining the purchasing process via automation and utilization of state-wide contracts or University contracts.

Combining contracts across both campuses to achieve savings – copiers, lab supplies, uniforms, etc.

For example, we renegotiated our university contract with Fisher to achieve an 8% savings compared with the standard state-wide agreement and added Summerville purchases to this pricing back in January. Between both campuses, we are saving at least $175,000 annually.

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)

Holding Annual Vendor Fairs – connecting end-users with our most valued partners.

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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Ongoing Projects ……

Health eShop: Our online purchasing tool. “A one-stop-shop”. Go there first to find your items.

CFC: Chart-field combination, account string, line code, etc. A CFC is the Fund, Department, Program, Class, and Project (if applicable) numbers.

PC #: A code used to quickly select among the many different CFCs that you may allocate to for purchases made with a P-Card. Some departments have hundreds of CFCs they manage. Reduces error rate when entering CFCs.

RFQ: Request for Quote. A 30 day process.

RFP: Request for Proposal. A three-to-nine month process.

Sole Source: The item or service is available from only one vendor. We assist with completing a form and posting it to the GPR.

Sole Brand: Only one brand of equipment or supplies will meet our needs. We assist with completing a form and posting it to the GPR.

SWC Waiver Form: Allows us to request a waiver from utilizing a State-wide contract (SWC). We must state a reason why the SWC does not meet our needs.

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Receiving: Central receiving will consolidate at the main downtown location beginning July 1st. In PeopleSoft – this Ship to is called RECEIVING – MAIN DOCK, DOWNTOWN

1120 15th Street, BL1001Augusta, GA 30912

However, Office Max, Staples, & Fisher orders bought through Health eShop should be desktop delivered. Chemicals, radioactives, PCs, large equipment, etc. 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 person’s 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, beginning July 1st, 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.

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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Upcoming Changes:

Certified professionals serving the GRU community to meet our mission of excellence in Education, Research, and Patient Care.

Amber Armour, P-Card Program Administrator- Works set up, card replacement, PC #s, etc.

- aarmour@gru.edu, 706-721-9441

Lynn Carmack, Purchasing Supervisor- Oversees a team of Buyers and the P-Card program

- Primary Buyer for College of Arts, Humanities, and Social Sciences, College of Business, College of Education, College of Science & Mathematics, as well as Athletics

- lcarmack@gru.edu, 706-721-6121

Terri Gregory, 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

- tgregory@gru.edu, 706-721-4582

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Your Professional Team Is In Place

Veronica Henderson, Administrative Specialist- Department Support

- Receiving / Unreceiving in PeopleSoft

- vhenderson@gru.edu, 706-721-2216

Karen Herrington, Buyer II- Primary Buyer for Support Services Departments, (IT, Facilities, Public Safety, etc.

- kherrington@gru.edu, 706-721-2035

Aleen Jones, Buyer II- Primary Buyer for College of Medicine

- Research equipment and supplies

- ajones@gru.edu, 706-721-2218

 

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Your Professional Team Is In Place

Jacqueline Jones, Contracting Specialist- Equipment maintenance contracts, software agreements, consignment contracts

- Complicated RFQs and RFPs

- Primary Buyer for College of Dental Medicine

- jacjones@gru.edu, 706-721-9310

Nicole Moore, Buyer I- Primary Buyer for the College of Medicine, Student Services

- nicmoore@gru.edu, 706-721-6122

Sharlene Redd, Buyer II- Primary Buyer for Georgia Correctional Healthcare

- shredd@gru.edu, 706-721-4555

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Your Professional Team Is In Place

Beverly “Sue” Ruvo, Buyer II- Primary Buyer for Georgia Correctional Healthcare

- bruvo@gru.edu, 706-721-2708

Dr. Clay Trover, PhD, Director Enterprise Supply Chain Management- Strategic Direction & Savings Initiatives

- ctrover@gru.edu, 706-721-4854

Regina White, Sourcing Specialist- Primary Buyer for College of Nursing & College of Allied Health

- Health eShop Administrator

- rwhite@gru.edu, 706-721-2986

Gregory S. Woodlief, Senior Manager – Purchasing & Contracts- RFP Review, Contract & Vendor Issues

- PeopleSoft maintenance (requisition & PO cancelations)

- gwoodlief@gru.edu, 706-721-2213

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"Suppliers want higher prices and greater volume, faculty want lower cost and instant service.  Purchasing has to make each of those parties come to realize what is possible."

Affleck GravesExecutive Vice PresidentNotre Dame Universityin Business Officer MagazineFebruary 2009

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Summary

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An electronic marketplace within PeopleSoft that provides users with the ability to shop for items using point-and-click technology.

The software:• Simplifies access to vendor catalogs• Reduces requisition errors• Allows for a more streamlined requisition and

purchase order process• Processes and routes orders four times a day• Provides for electronic invoicing

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• Similar experience to online shopping• Shopping across multiple vendors with a single sign-

on • Prices are current• Allows users to buy contract items• Has a search function• Allows comparison of items and prices• Shop by commodity OR supplier• Save items as favorites for future shopping• Identify hazardous materials, radioactives, etc.• Reduces P-card use• Provides better information on what is being bought

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Shopper

•Signs into Health eShop•Creates a shopping cart from the catalogs•Names and saves the cart•Assigns the cart to a Requisitioner•Exits Health eShop

Requisitioner• Logs into PeopleSoft• Completes Step #1 of

“Create Requisition”• Completes Step #2 by

punching-out to Health eShop and either creates a cart or brings Shopper’s cart back to PeopleSoft.

• Reviews information on Step #3, budget checks, and submits requisition for review.

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Fisher AVI-SPL

Bio-Rad Applied Biosystems

Cayman Zep

Graybar Staples & Office Max

Kamo Janitorial Invitrogen

McKesson Sigma-Aldrich

Dell Henry Schein

HP IBM

CDW-G Grainger

Southern Computer Warehouse (SCW)

Southeastern Paper Group

Physician Sales and Services (PSS)

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