Purchasing Training

1
Purchasing Training

• Purchasing Office A Division of the
  Comptrollers Office

2
Purchasing Training Overview

• Overview of the Purchasing Environment at KU
• Deciding how to move forward with your Purchasing
  Decision
• Commodities or Services that require Special
  Approval
• When to use Competitive Bidding
• When to use Purchasing Contracts at KU
• Mandatory Contracts
• Preferred Contracts
• Optional Contracts
• When to use Non-Competitive Awards (Bids)
• Purchasing Request
• Criteria of Non-Competitive Awards
• Contacts in the Purchasing Services office

3
Purchasing Environment at KU

• The Old Days of Purchasing at KU
• Review of bill 52, now KSA 76-769
• Goals and Objectives of Purchasing Practices at
  KU
• Empower departments with purchasing authority,
  responsibilities flexibility
• Achieve economies, efficiencies cost savings
• Maintain the highest possible integrity, broad,
  and fair and equal treatment of the business
  community
• Results vs. Process Oriented
• Greater flexibility selecting vendors
• Use better purchasing tools - KUPPS
• Use State contracts that are optional or
  preferred only when beneficial to KU

4
Deciding How To Move Ahead Key Questions

• Ask Yourself the following
• Does the purchase item require Special Approval?
• Is there a Mandatory Contract for the item?
• Are the terms of the vendor contract acceptable?
• Will the total cost of the purchase exceed 5000?

5
Special Approval

• Items that must be approved before purchase
  includes
• Leases (equipment, office space, storage space,
  etc)
• Insurance (all types)
• Items Purchased for retail sale by
  Departments(Requires approval from the Vice
  Provost of Finance)
• Picture/Poster Frames
• Appliances (i.e., lamps fans space heaters
  humidifiers / dehumidifies refrigerators
  microwaves or freezers)
• Promotional items (I.e., novelty or gift-type
  items / souvenirs)
• Clothing Items
• Food
• Official Hospitality
• Paper Shredders

6
Competitive Bidding

• Competitive bids are required when
• A commodity or service is estimated to cost over
  5,000
• It is not available from a mandatory use
  contract and
• When a department does not wish to use one of the
  available preferred or optional use contracts or
  pricing agreements.

• Only KU Purchasing Services may seek Competitive
  Bids
• Purchases Under 5000 by departmental discretion,
  unless
• It requires Special Approval
• Falls within a Mandatory Contract
• The Various Competitive Bid Procedures

7
Purchasing Contracts

• Mandatory Contracts
• Some commodities and services are designated as
  mandatory purchase. KU is contractually
  obligated to purchase items on this list from
  designated vendors, even if the purchase is under
  5000.
• Reviewing Contract
• Optional Contracts
• Total Cost of Ownership analysis
• Ordering from Contract Vendors
• Consortiums

8
Non-Competitive Awards
When a purchase meets the criteria for a
non-competitive award, submit a Purchasing
Request form to KU Purchasing Services.

• Criteria for non-competitive awards
• Consortium
• Emergency
• Inter-Agency
• Off-Contract
• Off-Contract Blanket
• Sole Source
• Sole Source - Blanket
• Sole Source - Professional Services
• Special
• Special Blanket
• State Use Vendor Waiver
• Used Equipment

9
Contact In the Purchasing Services Office

• Barry Swanson, Director of Purchasing Strategic
  Sourcingbswanson_at_ku.edu(785) 864-5978
• Sherry Draper, Buyersldraper_at_ku.edu (785)
  864-5976
• Julie Bellucci, Buyerjbellucci_at_ku.edu (785)
  864-3063
• Carla Swoyer, Buyercswoyer_at_ku.edu(785) 864-5972

• Purchasing OfficeCarruth-OLeary Hall, Room 7
  1246 West Campus Road(785) 864-3790 or 4-3790
  www.purchasing.ku.edu
• KUPPS Admin Team
• Joel Hood, Administratorjoelhood_at_ku.edu (785)
  864-3098
• Greg Swart, Administratorgswart_at_ku.edu(785)
  864-6136

10
Purchasing Training - Conclusion

• Thank You for Attending