Contracts and Procurement Services

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Contracts and Procurement Services

• Open Forum
• March 12, 2008

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Topics of the Day

• Purchasing Procedures related to Events
• Travel with John from Accounts Payable
• Furniture Accessibility Guidelines
• Other Important Quick Tips
• Accessible Software and Equipment
• Meet our Office Max Representative
• FOR OFFICIAL USE P-Card stickers
• LEEDS Certification
• Purchasing Quick Tips

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Event Planning

• Event Planning Guidelines brochure
• - Definition of an Event
• - Contracting
• - Risk Management Insurance

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Bus Contracts

• Regardless of value, CPS must handle requests,
  quotes, and awarded orders.
• Department staff must not contact the bus
  companies directly for quotes.
• Request for Quote form available on campus
  contracts page of CPS website.
• Allow adequate planning time.
• Pay the invoice afterwards!

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Cancellation Charges

• Buses
• - Cancellation less than 30 days 30 of total
  trip cost charge.
• Hotels - Mark your calendars to manage your event
• Catering contracts cancelled less than 30 days
  100 charges
• - Room Blocks Agreements use a Percentage Scale
• 90 days 25
• 60-90 days 40
• 30-60 days 60
• 4-30 days 80
• 72 hrs or less 100

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Travel Made EasyTravel JohnJohn Sullivan
X6-1717
Travel web page Financehelp.calpoly.edu
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1A Travel Request

• Before your trip you must fill out a 1A travel
  form with
• Name
• Employee ID
• Dates
• Times
• Purpose of trip
• Funding source
• Advance needed and date needed
• Travelers signature
• Approval signature

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262 Travel Expense Claim

• After you trip you must fill out a 262 Form that
  includes
• Header info
• Date and time
• Purpose of trip
• Vehicle license
• Hotel
• Per diem
• Airline
• Rental car charges
• USE MOST CURRENT FORMS

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261 Authorization to Use Privately Owned Vehicles

• Filled out yearly and keep in your department for
  insurance purposes.

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236 Hotel/Motel Tax Waiver Form

• Hotel/Motel Transient Occupancy Tax Waiver Form
• Some Hotels also provide State or Government
  Rates
• You will need to show them your Cal Poly I.D.

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Airline Tips

• State Airfares
• Are for Official State Business Only
• Official State travel Agencies
• Giselles Travel can be reached at
• [phone] or https//www.globaltrav.com/
• Provide chart field string
• Charges are billed directly to Cal Poly

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Local State Airfares
YCAL Unrestricted VCAL Restricted
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Rental Car Info

• State contracted companies
• ENTERPRISE RENT A CAR
• VANGUARD CAR RENTAL USA ALAMO / NATIONAL
• Please use the Rental Car Form on the Website
• Financehelp.calpoly.edu

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Travel FAQ

• NEVER USE WHITE OUT
• Checks
• Advances are at the Cashiers Desk for pick up
• Reimbursements are mailed to the department
  address
• If you have to return cash, Checks Only
• All Signature Must Be Filled In
• Tape All Receipts

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Meet Our Office Max Representative

• Kimberly Pearson
• Worked with Office Max for over 13 years
• Rep for CSU Monterey and Cal Poly, SLO
• Kimberlys Contact Information
• Phone [phone]
• Email - KimberlyPearson_at_officemax.com

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Furniture Accessibility

• Cal Polys guidelines on accessibility compliance
  
• Handout 1 - Memo, dated 1/28/2008
• (Office buildings, personal, and public service
  facilities)
• Mike Hogan, Cal Poly Building Inspector, 6-7227

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Reception Area
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Office Floor Plan A
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Office Floor Plan B
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Procurement Process for Software Equipment
Accessibility

• Software Acquisition
• -http//www.afd.calpoly.edu/purchasing/Whats20New
  .htm
• Equipment Acquisition
• Accessibility Evaluation Time 2-4 weeks
• Involve Us Early
• Other helpful Websites
• -http//security.calpoly.edu/policies/std_guideli
  ne_practice.html
• http//www.calstate.edu/Accessibility/EIT_Procu
  rement/VPAT_Guide.html

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FOR OFFICIAL USE ONLYP-Card Stickers

• All P-Cards should now have the FOR OFFICIAL USE
  ONLY sticker adhered to the front of the card.
• A memo went out to all approving officials
  regarding this added security measure.

Place sticker here
FOR OFFICIAL USE ONLY
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LEEDS Certification

• Leadership in Energy and Environmental Design
• Green Building Rating System from the US Green
  Building Council
• and the CSU EO 987 directing us to strive for
  Silver standard
• Faculty Offices East is pursuing certification in
  June08
• Categories requiring pre-certification where we
  can make the most impact
• - Sustainable Purchasing
• - ongoing consumables
• - durable goods

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Purchasing Quick Tips

• We will be sending out a draft of a Purchasing
  Quick Tips Brochure
• They should be available for your review and
  input by May.
• After final proofreading, it should be available
  for distribution to your departments by August.

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The End!

• Please follow us out to the Performing Arts
  Center to see the newest Bus from American Star
  Tours