PURCHASING TRAINING

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PURCHASING TRAINING

• PRESENTED BY
• KANSAS STATE UNIVERSITY
• PURCHASING OFFICE
• 21 ANDERSON HALL
• MANHATTAN, KS 66506
• PHONE [phone]
• FAX [phone]
• Email kspurch_at_ksu.edu

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PURCHASING STAFF

• Carla Bishop, Director
• Chris Dekat,
• Asst. Director
• Cathy Oehm
• Joyce Polson
• Kristin Copeland

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GOVERNMENT PURCHASING FUNDAMENTALS

• Competition
• Impartiality
• Maximizing Tax Dollars
• Openness

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PURCHASING PRACTICES

• Seek Competition
• Avoid Restrictive Specifications
• Allow Sufficient Time
• Combine Orders
• Stock Items
• No Order Splitting

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PURCHASING PRACTICES (CONTD)

• Responsible Vendor, Low Bid, Meets Specs
• University Departments
• Purchase from Established Contracts
• Approve Invoices in a Timely Manner
• Keep Files for 5 Years

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STATE OF KANSAS STATUTES

• KSA 76-769 Board of Regents Authority
• KSA 75-3317 to 75-3322
• Persons with Disabilities Act
• KSA 45-216 Open Records Act
• KSA 75-6403 Prompt Payment Act
• KSA 76-721 76-725 Authority to Contract

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ESTABLISH THE NEED
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WHERE TO BUY?

• State Use Catalog (Mandatory)
• (www.ksstate.org)
• B. Contracts
• (www.ksu.edu/policies/ppm/6312.html)
• C. Other State Agencies
• -Kansas Correctional Industries

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WHERE TO BUY? (CONTD)
D. Other KSU Departments 1. Printing
Services (Waiver Required) 2. Facilities
(Building Grounds) (Waiver Required) 3.
Telecommunications (Waiver Required) 4.
K-State Union Computer Store (Apple dealer)
5. Storerooms (Chemistry, Facilities, etc.) E.
Outside Sources (Bid)
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HOW TO BUY?

• Available from above sources
• 1. Place order directly
• 2. Send Purchase Requisition to Purchasing
• Dollar Amount under 5000? Proceed with order.
• Solicit Bids Purchase Requisition if over 5000
  

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BID LIMITATIONS

1. Local Authority Up to 5000 (TOTAL!)
2. KSU Purchasing Unlimited
3. Board of Regents Unlimited
4. Procurements Contracts, Topeka Resource

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KSU PURCHASING PROCEDURES

• Purchase Requisition, signed
• 1. Specifications electronically via E-forms
• 2. List of potential vendors
• contact person
• phone number
• fax number
• e-mail

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KSU PURCHASING PROCEDURES

• B. Purchasing will
• 1. Review Specifications
• 2. Order or Contract
  
• 3. Delivery
• 4. Trade-in? Need Disposition of Property form

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KSU PURCHASING PROCEDURES

• C. Request for Quotations (RFQ)
• Post for a minimum of three days.
• Vendor contact? Call Purchasing
• Amendments to the RFQ.
• RFQs can be viewed at the following website
  www.ksu.edu/purchasing/rfq

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KSU PURCHASING PROCEDURES (CONTINUED)

• D. Public Opening at 200 p.m. on established
  date.
• Late bids rejected.
• Right to accept or reject any or all parts of
  bid.
• Right to waive minor technicalities.
• Bids are reviewed.
• File sent to department for review.

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KSU PURCHASING PROCEDURES (CONTINUED)

• E. Recommendation Received
• Document reasons for rejecting Low Bids
• Delivery
• Funding
• F. Purchase Order or Contract established.

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KSU PURCHASING PROCEDURES (CONTINUED)

• G. Product received in good condition.
• H. Problems Occur.
• Contact vendor first.
• Written Complaint
• KSU error? Restocking fee freight.
• I. Vendor Protest? Purchasing will be in touch.

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Revision June 2011 NOTICE OF COMPLAINT TO
VENDOR Date ___________ P.O./CONTRACT NO.
__________ DATE OF P.O. _________________
VENDOR INFORMATION DEPARTMENT INFORMATION
NAME KANSAS STATE UNIVERSITY DEPT ADDRESS
PHONE E-MAIL NAME ADDRESS REMARKS
(attach additional pages, if necessary) (1)
Elaborate on items checked above (2) What steps
have been take to resolve the issues (3)
Describe additional complaints. Be accurate,
specific, complete, and factual. (4) What
resolution is desired? _________________________
________________ AUTHORIZING SIGNATURE (Dept
Head) __________________________________________
NAME AND TITLE OF PERSON INITIATING COMPLAINT
Send to K-State Purchasing, 21 Anderson Hall,
Manhattan, KS 66506. The Department will retain
one copy. This form should not be sent to the
vendor by the Department. Late Delivery
Substitution by Vendor Refusal of Vendor to
Deliver Inferior or Shoddy Merchandise Delivery
Made After Hours Merchandise Not Properly Labeled
Undershipment/Overshipment Damage Shipment
Carrier Notified Inadequate Service
Other-Explain Below in Space Provided for
Remarks
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KSU PURCHASING PROCEDURES

• Invitation for Bids (IFB)
• -Open End Contracts
• Request for Proposals (RFP)
• -Negotiation Process

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COMMUNICATION

• E-MAIL FAX PHONE

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REAL ESTATE

• Unoccupied Space
• Occupied Space
• 10,000 square feet
• 24 month commitment
• C. American Disabilities Act

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SOLE SOURCE

• Competition does not exist.
• Prior Authorization Form with supporting
  documentation as to why this vendor and only this
  vendor can provide the item/service needed.
• C. Reported.

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EMERGENCY

• Threat to public health, welfare, safety, and/or
  property.
• B. Call Purchasing.
• 1. Phone bids may still be possible.
• 2. Prior Authorization form. Estimates are
  allowed.
• C. Reported.

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LEGAL CONTRACT IS COMPRISED

1. Capacity
2. Legality
3. Consideration
4. Mutual Agreement

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KSU CONTRACTS

• Professional speakers
• Consultants (Individual Contract, not employee)
• Service Maintenance Agreements
• Real Estate

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SERVICES
Approvals Waivers Sales Tax Insurance Vehicles T
rademark Licensing Audit Governmental / Higher Ed
Buyers Vendor Information
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SERVICES (cont.)
Purchasing Listserve Purchasing
Post Website Financial Services Sponsored
Projects Accounting / Voucher Audit Fund
Balancing Financial Reporting Asset Management
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DOLLAR LIMITS
5,000 Competitive Bids Required 50,000
Sealed Bids Required 100,000 Public Work Bonds
Required (Construction) 250,00
0 KITO Approval for Software 1,000,000 Board
of Regents Approval Required
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RECAP
State Use Catalog University Policy / Board of
Regents No Longer Required State Contracts under
5000 Procurement Contracts (formerly Div of
Purchases) Div of Printing, Topeka Kansas
Correctional Industries Encumbering
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