CONTRACTING AND PURCHASING SERVICES TRAINING SESSION

1
CONTRACTING AND PURCHASING SERVICES TRAINING
SESSION

• General overview of contracting and purchasing
  services areas of responsibility
• Brief overview of role of Assets, Mailroom,
  Moving, Payables, Purchasing, Receiving, Sales,
  and Stores

2
Contracting Purchasing Services

• Review of services offered
• Product research and pricing
• Contract development
• Vendor communications
• Bid development
• Bid analysis
• Demos
• Independent Contractor agreements
• Contract review
• Maintenance agreements

3
Review of Ordering Process

• Small dollar/credit card purchases
• Submitting requisitions Approval timelines
• On-line requisition (Overview)
• Review of bid policy
• Bidding
• Bid process and timeframes
• RFQs vs RFPs
• Contracting authority

4
Small Dollar/Credit Card Purchases

• Small dollar purchase orders under 500 can be
  done if the vendor does not accept credit cards
• Credit card purchases for supply and equipment
  have a single transaction limit of 2,500

5
Submitting Requisitions

• Go to our web-site www.purchasing.cmich.edu
• Pop stops
• Forms
• On-line forms
• Purchase requisition form

6
Bid Requirements

• Formal competitive bids are required when a
  purchase requisition total exceeds 2,500, and a
  formal sealed written bid if the requisition
  exceeds 25,000. If a competitive bid is not
  done, an exception must be requested through the
  Director of Purchasing Services.Requisition or
  project approvals are required as follows
  50,000 to 99,999 by VP/Provost100,000 to
  199,999 by President200,000 and above by
  Board of Trustees

7
Review of Bid Policy

• 1,000 to 2,500
• 2,500 to 24,999
• 25,000 and Over
• Bid Exemption

• An on-line purchase requisition should be
  submitted to the Purchasing department for
  processing.  Bids may or may not be required,
  based on the professional judgment of the buyer. 
  
• Purchasing will conduct a formal bid process
  unless specifically exempted.  Bids may be
  written or faxed at the professional judgment of
  the buyer. An on-line purchase requisition should
  be submitted to the Purchasing department for
  processing.
• Purchasing will conduct a formal sealed written
  bid process unless specifically exempted.  Public
  bid openings are normally held. An on-line
  purchase requisition should be submitted to the
  Purchasing department for processing.
• Consult the Director of Contracting Purchasing
  Services for exemptions on bids.

8
Bid Process Timeframes

• Competitive Quotes required for any purchases
  exceeding 2,500.00
• Submit Specifications/Requisition to Purchasing
  identifying all items/services required
• Identify any vendors you are aware of.
  Purchasing will determine any other vendors who
  qualify
• Identify delivery time frame needed
• Bid process can be as quick as 2-3 business days
  but depending on complexity of items requested
  can run into weeks.

9
RFQs vs RFPs

• RFQREQUEST FOR QUOTATION-Standard bid for
  purchase of general commodities. Bid is awarded
  to lowest bidder as long as they meet all
  specifications
• RFPREQUEST FOR PROPOSAL
• RFP is used when additional services are required
  and will be considered in the bid evaluation
  process Bid is awarded to vendor who provides
  best overall value

10
Contracting Authority

• How to obtain Contracting Authority
• BOT Policy The Vice Presidents and President may
  delegate authorization to sign contracts binding
  the university for specified sums per contract
  not to exceed 50,000. Delegated contracting
  power shall be in writing by the appropriate vice
  president, naming the person given the
  contracting power, the specific contracts the
  person may sign, and the limitation in dollars
  for any one contract. This delegation of
  contracting authority, with vice president's
  signature, will be submitted to the vice
  president and chief financial officer who will
  then obtain the president's signature and place
  the document on file in the Office of Finance and
  Administrative Services. (see procedures for
  granting contract authority)A contract is any
  agreement between the university and another
  party which is enforceable at law, whether or not
  it is entitled "contract." A contract includes
  any agreement made on behalf of the university in
  which legally enforceable commitments are made by
  or to the university.A person with contracting
  authority may sign or execute contracts, thereby
  binding the university to their terms and
  conditions. Before signing a contract, the person
  should comply with the university's procurement
  policy and complete a contract review process.
• Contracting Authority Search Instructions  To
  view a specific employee's Contracting Authority
  profile, enter their last name (i.e. "Trionfi")
  in the field below and click the "Lookup" button.
  To view the entire list of persons with
  Contracting Authority, leave the field below
  blank and click the "Lookup" button.

11
Review of Office Depot Contract and Ordering
Process

• Contract list and non-contract discounts
• Obtaining sign-on ID and password
• Placing orders and handling returns

12
Contract List Non Contract Discounts

• Product
  Category
  Discount Off List Price
• Furniture 45
• Business Machines Quote
• Binders Luggage 50
• Dated Goods, Organizers, Telephone Accessories,
  
• Surge, Cables Keyboards 76
• Paper, Envelopes Filing supplies 55
• Adhesives Post It Notes 42
• School Supplies 38
• Maps, Stamps, Office Decorations, Desktop,
  Ergonomic
• Devises, Labels Correction Supplies 44
• Computer Supplies, Books, Miscellaneous, Laser
  Toner,
• Copier Toner, Inkjet Cartridges, Ribbons, Inkjet
  Supplies
• Magnetic Media 30
• Cleaning, Security, Food Beverage 35
• Staplers, Scissors, Rulers Storage 47
• Art Supplies, Binding Laminating 38
• Writing Instruments 68

13
Obtaining Sign-On ID Password

• In order to receive CMU's contract pricing,
  the website listed above must be used.  Using any
  other website will require the purchaser to pay
  full list price for supplies.  In order to log
  onto the contract website, you need to have an
  account. 
• If you would like an account and do not
  already have one, fill out the "Web Access
  Request Form" on purchasing web-site.  You will
  receive a username password within a couple of
  days from submitting the on line request.

14
Placing Office Depots Orders

• If you use your CMU Purchasing Card, you
  have several options 1.  On-Line at Office
  Depot's website  http//bsdnet.officedep
  ot.com/  2.  Phone the order in to (800)
  578-9675, team 6   3.  Fax your order to (800)
  758-4927 using the Office Depot order form.
   Click here to download the order form for
  faxing 
• (only for use by persons with no web
  access)When completing the order form, be sure
  to include your department name, address, your
  name and phone number, as well as the catalog
  number, quantity, description and price. Please
  note that using the web to order on-line is
  preferred.   If you need assistance call Judy
  Lannen at 3048.

15
Handling Office Depots Returns

• All items being returned must be placed in a box
  and sealed. 
• Sign onto your Office Depot web account, click on
  'Order History and Tracking' and select the order
  number containing the merchandise that you wish
  to return.  Follow the instructions on-line to
  place a live return.  You may either print the
  return information from the website and tape it
  to the outside of the box, or place a copy of the
  original packing list on the outside of the box,
  referencing the return number on the packing
  list.
• A ups call tag will be issued and UPS will pick
  the return up at your location
• An alternative to placing the return on-line
  would be to call Customer Service at (800)
  578-9675, select 2 from the menu.  If the
  merchandise is over 30 days old, they will have
  to get approval from your Office Depot Account
  manager to return the merchandise.

16
Review of Travel Services

• Enterprise agreement
• Bus Hartzler agreement
• NWA discount
• Comfort and Fairfield Inns agreement
• Review of group travel procedures

17
Enterprise Agreement

• Click the below links to access other options
• Rates when Credit Card presented for payment
  provides for insurance coverage
• Rates when Credit Card presented for payment Does
  Not provide for insurance coverage
• Questions and Answers
• View Vehicles in each Class
• Contract Information VendorEnterprise
  Rent-A-Car1218 S. Mission StreetMt. Pleasant,
  MI  48858
• Contact Gretchen Meter
• Telephone [phone] Fax [phone]
  
• CMU Contact Judy Lannen
• Telephone [phone] Fax (989)
  774-3466

18
Rates when credit card presented for payment
provides for insurance coverage
Details
Daily and Weekly rates include unlimited miles in Michigan.  Monthly, 3-8 month cars and 9 month cars include 2,500 free miles with each additional mile costing .25 per mile.  3-8 month and 9 month Mini Vans include 1,000 free miles.  For unlimited mileage within Indiana, Ohio and Illinois add 6 per day and 30 per week. For unlimited mileage East of the Mississippi River add 12 per day and 60 per week. For unlimited mileage West of the Mississippi River add 20 per day and 140 per week.   All cars and minivans in the category of 3 months or longer shall have the full insurance coverage provided by CMU including the collision and comprehensive coverage.  It must be stated at the time of rental that these are 9 months or longer rentals and will not be retroactive. 3 month cars and vans are cars that will be rented between 3 and 9 months.  This must be stated prior to rental and will not be retroactive.   On the 3 month or longer cars and vans, Enterprise can provide an additional coverage to cover the 5,000 deductible the University has on its insurance coverage for an additional 3 per day.
Size Car Daily Weekly Monthly
Intermediate 28 185 590
Standard 31 175 670
Full Size 36 205 710
Premium 41 225 750
Mini Van 54 315 890
4 X 4 59 335 930
Pick Up Truck 41 225 750
15 Passenger 69 405 1,550
Specialty 4 X 4 69 405 1,550
19
Rates when credit card presented for payment does
not provide for insurance coverage
Details
Daily and Weekly rates include unlimited miles in Michigan.  Monthly cars include 2,500 free miles with each additional mile costing .25 per mile.    For unlimited mileage within Indiana, Ohio and Illinois add 6 per day and 30 per week. For unlimited mileage East of the Mississippi River add 12 per day and 60 per week. For unlimited mileage West of the Mississippi River add 20 per day and 140 per week. Required Days for Specialty Vehicles if picked up on Friday or Saturday is a minimum two-day charge.  Cars will only be a one-day charge if picked up on Friday or Saturday and returned within a 24-hour period.15 Passenger Vans, Cargo Vans, Mini Vans, Sport Utility Vehicles and Pick-Up Trucks.
If a requested vehicle class with a reservation is not available, Enterprise Rent-A-Car will offer an upgrade to the next class (upon availability) free of charge.
Size Car Daily Weekly Monthly
Compact 34 175 630
Intermediate 34 175 630
Standard 37 185 710
Full Size 42 215 750
Premium 47 235 790
Mini Van 63 325 930
4 X 4 65 350 955
Pick Up Truck 68 365 980
15 Passenger Van 78 415 1,590
20
Enterprise Rent-A-Car Questions Answers

• If you have questions regarding this information,
  please call us at [phone].  
• Viewing FAQ Instructions  Click on a question
  below to view its answer.  
• To view all answers, or to print the page with
  all answers visible, click in the box labeled
  "Select to view all answers". Select to view all
  answers. 
• Q.How do I rent a vehicle? A. Its simple! Just
  give us a call at [phone]. Let us know
  that you are a CMU employee and you need to rent
  a vehicle. We will then set you up with the
  special rates designated for Central Michigan
  University employees and registered student
  organizations.Q.Where are you located? A. Our
  office is located on the corner of Preston and
  Mission at 1218 S. Mission. We are right behind
  Taco Boy in the same parking lot as Pizza
  Hut.Q.What hours are you open? A. Monday
  through Friday 800am 600pmSaturday 900am
  1200pmSunday Closed Q.How much notice is
  needed to arrange for a vehicle? A. To rent a car
  little or no advance notice is needed. For a
  specialty vehicle like a 15 passenger van, Sport
  Utility or Mini-van, please give us as much
  notice as possible. Specialty vehicles do require
  at least a 24-hour advance notice.Q.What do I
  do if I need to return my vehicle when you are
  closed? A. The car should be parked and locked
  up in Enterprise's parking lot with the keys
  placed in the drop box conveniently located on
  the west side of Enterprise's building.

21
Enterprise Rent-A-Car Questions Answers

• Q.What type of vehicles are available? A.
  Enterprise will provide the two most recent model
  years of well maintained vehicles. Below are
  examples of the typeof vehicles we carry-
  Compact (Cavalier, Escort, Neon, or similar)-
  Standard (Malibu, Stratus, or similar)-
  Full-size (Lumina, Century, Taurus, or similar)-
  Premium (Grand Prix, Maxima, LeSabre, Bonneville,
  or similar)- Specialty (Pick up trucks, Cargo
  Vans, SUVs)- Luxury (Cadillac, Park Avenue,
  Town Car, or similar)- Mini-Vans- 15 Passenger
  VansQ.How do I pay for my rental? A. Payment
  for daily rentals should be made with your CMU
  Business MasterCard, or personal credit card.
  Departments of the University will not be able to
  authorize a direct bill. When the CMU Business
  MasterCard is used, it is non-transferable, which
  means the contract must be signed by the person
  whose name appears on the card.If your CMU
  Business MasterCard is being used, proper
  documentation must be maintained. This
  documentation must include purpose and
  destination of tripQ.How much will a rental
  cost? A. Enterprise Rent-A-Car has designed a
  rate structure specifically for CMU employees and
  registered student organizations. Click below to
  view a specific rate table- Rates when Credit
  Card presented for payment provides for insurance
  coverage- Rates when Credit Card presented for
  payment Does Not provide for insurance coverage-
  Click here for insurance information.Q.How will
  the rental vehicle be insured? A. Car rental
  loss and damage coverage will be provided for the
  vehicle in one of the following ways1. By
  reserving and paying the car rental charge with
  your CMU Business MasterCard.2. By use of other
  credit cards offering a car rental insurance
  coverage option.3. By purchasing Enterprise's
  Collision Damage Waiver option for 6.00 per
  day.- You must purchase Enterprise's Damage
  Waiver if you are not using your CMU Business
  MasterCardor another personal credit card which
  provides Car Rental Loss Damage coverage.

22
Bus/Hartzler Agreement

• Hartzler Transportation is CMU's contracted
  vendor for Athletics bus travel for the 2007
  fiscal year.  Other departments may also use
  Hartzler for their travel needs and should
  contact them directly at  Hartzler
  Transportation, Inc. Phone [phone]
  Venture Way Mt. Pleasant, MI 48858 www.hartzler
  transportation.com

23
NWA Discount

• There is potential for a new discount program
  (between 5 - 7) for University employees booking
  travel with Northwest Airlines (NWA). To qualify
  for the discount program, CMU's air travel with
  NWA must first be tracked and reach a specific
  dollar level. This requirement will be
  accomplished by either booking through one of
  CMUs preferred travel agencies (see
  "http//www.purchasing.cmich.edu/Travel/agencies.h
  tml" ) OR by booking direct at www.nwa.com.
•  
• An employee must have a NWA Worldperk number to
  have their travel dollars be counted toward CMU's
  discount program. If you don't have a Worldperk
  number, you can establish one by visiting the NWA
  website. To register for this program, please
  contact Patti Jaksa in the Purchasing office at
  jaksa1pg_at_cmich.edu with your Worldperk number.
  Note An employee will still earn/retain their
  miles through their Worldperk number for their
  business and personal air travel.
•  
• When booking on-line directly with NWA, use your
  Worldperk number and click "business" travel.
  When booking through one of CMU's preferred
  travel agencies, use your NWA Worldperk number
  and identify yourself as an employee at CMU.
•  
• Any questions, please phone Judy Lannen at 3048.

24
Comfort and Fairfield Inns Agreement

• Local Hotels
• CMU has chosen the Comfort/Fairfield Inns as the
  PREFERRED LOCAL HOTELS for CMU business travel.
  The Comfort/Fairfield Inns were selected based on
  their full range of accommodations and their
  competitive pricing. Please give priority
  consideration to the Comfort/Fairfield Inns when
  making your local hotel arrangements.
• Placing Reservations
• Use the CMU Business Card to handle payments for
  rooms at the Comfort and Fairfield Inns in Mt.
  Pleasant for candidates, speakers and guests of
  the University.
• To Place Reservations for CMU Guests at the
  Comfort Inn Call 989 772-4000 or Fairfield Inn
  at 775-5000 and indicate whether you are a CMU
  employee.
• Provide the name of the guest, dates of stay,
  your name, department and phone number and credit
  card number.
• A confirmation number will be given to you at the
  time the reservation is placed and a copy of the
  final charges will be faxed to you upon checkout
  of the guest.
• A new billing form has been provided for
  departments to fill out in order for the Comfort
  or Fairfield Inns to serve you better. Fill out
  the form once and fax to the Comfort Inn at
  773-6052 or the Fairfield Inn at 773-1371. This
  will provide them with easy access to your
  departments information when making
  reservations.  This form needs to be filled out
  and submitted only once.
•  

25
Comfort and Fairfield Inns Agreement

• Comfort Inn2424 S. MissionMt. Pleasant, MI
  48858Phone [phone]
• Fax [phone]
• Fairfield Inn2625 S. University Park Mt.
  Pleasant, MI 48858Phone (989)  775-5000
• Fax (989)  773-1371

Comfort Inn Rack Rate Weekday/end CMU Rate CMU Weekend Rate Special Event Rate for CMU
Standard Room 79/129 59 99 109
Whirlpool Room 89/139 69 109 119
Fairfield Inn Rack Rate Weekday/end CMU Rate CMU Weekend Rate Special Event Rate for CMU
Standard Room 69/94 54 89 94
Whirlpool Room 79/109 64 99 104
Special Event Weekends (i.e. Home football games, graduation, etc).
Accommodations include Complimentary Continental Breakfast Indoor Pool Free HBO Bennigans Restaurant Fitness Room Game Room Free Local Phone Calls Banquet/Conference Facilities
26
Review of Group Travel Procedures

• Groups of 7-10 or more usually qualify for group
  travel discounts
• Contact Purchasing to obtain quotes for air,
  hotel, bus rental group travel rates
• Arrangements for group travel should be handled
  on a purchase order
• Purchasing Services should review any contracts
  for group travel arrangements

27
Review of Furniture/Design Services

• CMU is standardized on Steelcase Series 9000
  office furniture for the following reasons
• Product multiple product lines to meet the
  needs of most applications
• Warranty Steelcase is an industry leader in
  product warranties
• Flexibility Standardizing on one specific
  product line gives CMU maximum flexibility to
  relocate reconfigure in a cost-effective way
• Installation CMU personnel are trained in the
  installation of Steelcase furniture
• Pricing CMU has negotiated a substantial list
  price discount, which includes free delivery
• Free design services are available through
  Contracting Purchasing Services, or Allied
  Office Interiors (up to 6 offices)
• Please contact Sue Watt-Smith at extension 3522
  for more information

28
Review of Technology Purchases/Agreements

• Preferred Audio Visual Equipment Vendors
• If you need information on audio/visual supplies
  and equipment, please contact the following
  Preferred vendors. These vendors provide
  excellent service and training, product
  knowledge.  
• AVI MidWest Contact Jeff Rautio Or KarenPH
  [phone]FX  [phone]Website
  www.avisystems.com
• BlueWater Technologies Contact Jeff
  ImhoffPH [phone]FX [phone]Website
  www.bluewatertech.com
• CMU has contracted pricing available for Epson
  Projectors and Crestron Control System
  components. Contact Brad Stambaugh at x-3141 or
  stamb1bb_at_cmich.edu for pricing and details.
• Preferred Personal Computer Vendors
• CMU has contracted pricing and certified
  technical support for manufacturers such as
  Gateway, Dell, Lenovo (Formerly IBM), and Apple.
  Recommended configurations for both Desktops and
  Laptops can be reviewed at the following web
  links
• http//www.purchasing.cmich.edu/Purch/PCPrinters/
  desktop.html http//www.purchasing.cmich.edu/Purch
  /PCPrinters/laptop.html
• Contact Brad Stambaugh at x-3141 or
  stamb1bb_at_cmich.edu with questions regarding
  Personal Computer, Peripheral, or Software
  vendors/ purchases.

29
Question and Answer Period