Purchasing and Research

1
Purchasing and Research

• Working Together

2
Overview

• Our Mission
• General Purchasing Procedures
• Purchasing Contracts and Associated Cost Savings
• Supporting Documentation You May Encounter
• What We Do, What We Dont Do
• Future Plans

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Our Mission

• The mission of the University of Iowa Purchasing
  Department is to obtain quality goods and
  services at the lowest reasonable cost, while
  operating at the highest standards of ethical
  conduct. We accomplish this through cooperative
  team interaction and continuous quality
  improvement in support of the overall goals of
  Finance and Operations. Purchasing's authority is
  delegated from the Board of Regents through the
  President of the University in accordance with
  the statutes and administrative rules of the
  State of Iowa and the procedures of the Board of
  Regents

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How We Help You

• Negotiate freight terms
• Tell us about special installation arrangements
• Negotiate pricing contracts
• Ensure documentation withstands audit
• Resolve problems with vendors

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Purchasing Methods

• Procurement Card
• Purchase Order supplies equipment
• Blanket/Standing PO
• Individual Order
• Capital Equipment PO
• Professional Services
• Maintenance Contracts

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Procurement Card

• Optimal Usage
• Travel
• Small-dollar purchases (lt3,000)
• Rules
• www.uiowa.edu/purchase/PCard/pcard_risks.htm

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Purchase Orders

• Under 5,000
• no approval from Purchasing
• 5,000-10,000
• Purchasing Agent discretion
• 10,000-25,000
• competing bids required
• exceptions contract vendors, sole-source
• Over 25,000
• Director of Purchasing approval

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Blanket Purchase Orders

• Must be or gt5,000
• Regularly purchased supplies
• If higher , give example items
• Contract vendors preferred
• Need justification for using non-preferred
  vendors
• No equipment

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Blanket Purchase Orders

• This purchase order is for supply item(s) only,
  requested on an "as needed" basis and not to
  exceed 5,000 per request.   Not to be used to
  purchase equipment.

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Supporting Documentation

• Quotes specifications
• Has the item been customized?
• Special delivery considerations?
• Maintenance Contract
• Sole-source Justification(SSJ) gt10,000
• Identify necessary unique features
• Identify competitors disqualifying features
• Name alternate vendors considered reasons
  rejected
• Disclosure of Employee Relationship with
  Potential or Existing Vendor (COI) gt10,000

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Competitive Bid Process

• PO over 10,000
• Exceptions SSJ, some contracts

If you intend to demo equipment from multiple
vendors prior to selection, contact us first. We
can help you through the process and facilitate
paperwork during bid/purchase process.
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Purchasing Contracts

• Special savings from preferred vendors
• Iowa Biotechnology Association (IBA)
• Most listed on our website
• Can be set-up at your request
• Contact us if you notice pricing discrepancies
• Contracts can expedite POs, especially over
  10,000

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What We Do What We Dont Do

• Identify EXACT same item from lowest cost
  supplier
• Negotiate pricing, freight terms
• Ensure all orders will withstand audit
• Request competitive bids/quotes from vendors

• Change vendors without your permission
• Force you to accept inappropriate items
• Prevent you from getting what you need

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Looking to the Future

• Expand items covered by pricing contracts
• Software to assist with scientific purchases

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Were Here to Help

• www.uiowa.edu/purchase

Betty Moey betty-moey_at_uiowa.edu Diana
Boeglin diana-boeglin_at_uiowa.edu