Enterprise Supply Chain Purchasing

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Enterprise Supply ChainPurchasing Contract
Management Office Business Manager andStaff
Training
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Purchasing Contract Management

• Our Mission Statement
• To provide leadership and excellence in the
  purchase of supplies, equipment, and services at
  the lowest total life-cycle-cost to the
  institution.
• We are dedicated to delivering quality
  value-added service to the university by
  developing an understanding of your needs, by
  forming business partnerships with you and the
  vendor community, by placing orders in the most
  efficient and quickest means possible, and by
  monitoring delivery schedules on behalf of our
  internal customers.

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Purchasing Contract Management

• How do we do this?
• By being available to assist faculty,
  researchers, and staff with purchasing
  requirements, purchasing system support, supplier
  sourcing, negotiations, and relationship
  management issues.
• While obligated to work within applicable state
  purchasing laws and the Board of Regents policies
  and procedures, we remain flexible and innovative
  in our approach.

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Overview

• Each state entity is required to have an Agency
  Procurement Officer (APO) or in our case a
  College / University Procurement Officer (CUPO)
• We follow the rules and regulations promulgated
  per
• O.C.G.A. Section 50-5-50 through Section 50-5-81
• Georgia Procurement Manual (GPM)
• Applicable Federal regulations to any specific
  purchase

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Overview (contd)

• Competitive bid threshold.
• - 25,000 for regular items / services
• - 100,000 for public works projects
• When not from a mandatory contract, end-users
  should acquire quotes from three different
  vendors for purchases below 25,000. Shopping
  around keeps vendors honest !
• Remember to maintain a consistent and fair policy
  toward all vendors, including small minority
  businesses.

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Order of Precedence

• According to the GPM, end-users and the College /
  University Procurement Officer should adhere to
  the following order of precedence for purchasing
  goods and services
• Mandatory Statewide Contracts
• University Contracts
• Georgia Correctional Industries (GCI) or Georgia
  Enterprises Products and Services (GEPS)
• Convenience Statewide Contracts
• Open Market Purchases RFQ or RFP gt25,000
• Sole Source or Sole Brand Purchases

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End User's Role

• Plan ahead and involve Purchasing early in the
  process. Feel free to call us to determine if a
  statewide or agency agreement is in place or if a
  competitive solicitation is necessary.
• Submit preliminary requirements or specifications
  to the Buyer or Contract Specialist as early as
  possible before the good or service is needed.
• Assist with managing the contract and evaluating
  vendor performance

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The How To Purchase matrix indicates which
purchasing method is best for either a P-Card,
requisition (PO), or check request or IDR.
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Service Contracts

• For Service Contracts (Individuals and
  Consultants) we require the following
• Services Agreement Request basic info needed
  for a contract and approvals of department,
  department head, etc. and assists with
  determining if service provider was a former
  employee or TRS recipient.
• Business Associate Agreement when HIPAA
  information could be accessible
• Checklist for Services - helps us identify
  payment terms and miscellaneous expenses such as
  meals and travel.
• Independent Contractor Checklist helps us
  determine if contractor is or is not an
  independent contractor or employee for tax
  purposes.
• Agreement with Foreign Individuals or Firms must
  also include vetting process, which is
  administered by the Accounts Payable Department,
  to determine if a treaty exists between the
  United States and the Foreign Country.

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Service Contracts

• Immigration Security Form (E-Verify)
• A Federal Government online registration system
  used by employers to verify a persons
  eligibility to work lawfully in the U.S.
• The goal of the new law is to reduce illegal
  immigrant employment in Georgia.
• Purchasing is responsible for verifying service
  providers meet the provisions of the new law.  
• Thus, any physical performance of services
  valued at 2,500 or greater must be entered via a
  requisition in eProcurement and can no longer go
  on a P-Card.
• Certain specific licensed professions are exempt
  Engineers, Architects, etc.
• More information can be found on the Purchasing
  webpage under E-Verify.
• Sole Source or Sole Brand Forms (if necessary)
  and only if over 25,000

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Friendly Reminders

• Most Items ordered via Health eShop are desktop
  delivered, i.e. to your Building and Room . For
  example, Staples, Fisher orders bought through
  Health eShop.
• Hazardous chemicals, radioactives, PCs (Dell,
  etc.), should be delivered to RECEIVING.
• Central receiving is located at the main downtown
  location.
• In PeopleSoft this Ship to is called
  RECEIVING MAIN DOCK, DOWNTOWN
• 1120 15th Street, BL1001
• Augusta, GA 30912
• When desktop delivered items arrive, they should
  be received by the requisitioner in eProcurement.
• Bulk (palletized), large, or heavy (150 lbs. or
  more) orders MUST be delivered by the vendor or
  delivery company to your building and coordinated
  further if necessary. Remember to mention this
  requirement when acquiring a quote for this extra
  cost service if it applies. Orders may be
  delayed otherwise.

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Friendly Reminders

• This bypasses our Receiving dock and prevents
  shipment delays. Note If building does not
  have a dock, then the truck must utilize a lift.
  These shipments, including equipment type orders,
  must be scheduled and coordinated. Receiving
  crew can meet vendor at your site when item
  arrives if needed. Quote should include cost of
  inside delivery and installation.
• We do our best to track orders from prior months,
  but please assist us by checking your open PO
  listing and letting us know of any that should be
  closed out.

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Friendly Reminders

• Medi-Trac We will begin using this Contract
  tracking tool already utilized by our Legal team.
  It allows electronic storage, routing, and
  prompting of renewals to end-users via e-mail.
• Upcoming New Health eShop Vendors
• - Qiagen (Testing under way now).
• - Abcam
• Less use of P-Card and more use of Health eShop.
  Vendors pass on savings when we use Health eShop
  since they do not need to pay a fee to process
  the P-Card.

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Your Professional Team Is In Place

• Certified professionals serving the GRU
  community to meet our mission of excellence in
  Education, Research, and Patient Care.
• Dr. Clay Trover, PhD, Director Enterprise Supply
  Chain Management
• - Strategic Direction Savings Initiatives for
  Hospital and University Supply Chain
• - ctrover_at_gru.edu, 706-721-4854
• Gregory S. Woodlief, Senior Manager Purchasing
  Contracts
• - RFP Review, Contract Vendor Issues
• - PeopleSoft maintenance (requisition PO
  cancelations)
• - gwoodlief_at_gru.edu, 706-721-2213
• Terri Gregory, Purchasing Supervisor
• - Oversees a team of Buyers and Contract
  Specialists
• - Primary Buyer for Graduate Studies,
  Construction, Advanced Contracts, RFPs, RFQs
• - tgregory_at_gru.edu, 706-721-4582

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Your Professional Team Is In Place

• Krishna Nichols, P-Card Program Administrator
• - Works set up, card replacement, PC s, etc.
• - knichols_at_gru.edu, 706-721-9441
• Regina White, Sourcing Specialist
• - Primary Buyer for College of Nursing College
  of Allied Health
• - Health eShop Administrator
• - rhull_at_gru.edu, 706-721-2986
• Jacqueline Cooper, Senior Contracting Specialist
• - Equipment maintenance contracts, software
  agreements, consignment contracts
• - Complicated RFQs and RFPs
• - Primary Buyer for College of Dental
  Medicine/Dept of Athletics-Summerville
• - jcooper1_at_gru.edu, 706-721-9310
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Your Professional Team Is In Place

• Karen Herrington, Contracting Specialist
• - Primary Buyer for Support Services
  Departments, (HR, IT, Presidents Office, Ga War,
  etc.)
• - kherrington_at_gru.edu, 706-721-2035
• Aleen Jones, Buyer II
• - Primary Buyer for College of Medicine
• - Research equipment and supplies
• - ajones_at_gru.edu, 706-721-2218
• Sharlene Redd, Buyer II
• - Primary Buyer for Georgia Correctional
  Healthcare
• shredd_at_gru.edu, 706-721-4555
• Beverly Sue Ruvo, Buyer II
• - Primary Buyer for Georgia Correctional
  Healthcare
• - bruvo_at_gru.edu, 706-721-2708

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Your Professional Team Is In Place

• Veronica Henderson, Buyer I
• - Primary Buyer for College of Arts, Humanities,
  and Social Sciences, College of Business, College
  of Education, College of Science Mathematics,
  Vascular Biology, Lab Animals
• - vhenderson_at_gru.edu, 706-721-6122
• Carolyn Ward, Buyer I
• - Primary Buyer for Facilities, Public Safety,
  etc.
• - cward_at_gru.edu, 706-721-6121
• Candyse Edwards Office Specialist
• - Office P-Card Support
• - 706-721-2216

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We Are Your Resource
Questions?