Transcript Contract Orders & Temporary Hires

Update on Purchasing Issues
Bloomington CATS
9/22/2004
Jennifer Foutty,
Purchasing Contract Mgr
Agenda
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The Competitive Process
Revenue Producing Activities
Contract PO’s
Upcoming:
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Temporary Services
Herald-Times
The Competitive Process
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Required for any purchase over $5,000 if
there isn’t a contract already in place
May be required for some purchases over
$2,500 (hospitality and promotional items)
Quotes from departments are NOT
acceptable; the request MUST come from
Purchasing
The Competitive Process
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Why?
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To ensure that IU gets a fair price, through competition
To ensure we give vendors a “fair chance” to work with
IU
To provide MBE/WBE vendors opportunities
How?
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Submit a Purchase Requisition to begin the quote
process OR
Call the Purchasing Contract Manager who is
responsible for that commodity
The Competitive Process
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RFI
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RFP
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Used if we need more information before we can ask for a
quote
Cannot result in a Purchase Order or contract
Used when we need qualitative information as well as a
price
May result in a Purchase Order or contract
RFQ
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Used when we know the “part” or “product” and can ask for
a price
Usually results in a Purchase Order
Revenue Producing Activities
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Any activity that will produce income through the
sale of products or services (does not include
sponsored programs)
Policy I-450 – Rationale is to manage risk and
ensure no conflict of interest
Requires approval through Campus Budget Office
For further details, see:
www.indiana.edu/~vpcfo/policies/accounting/i-450.html
Contract PO’s
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Set up by Purchasing with special pricing
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Allows departments to spend up to a certain
threshold without Purchasing approval
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This is how we really save $$ for the institution
Basically, it increases the “APO” threshold for that
purchase
You can be assured you are getting the
BEST pricing and the BEST service
Contract PO’s
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How to make purchases using existing
contracts:
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Find out about the contracts we currently have on
the Purchasing Web page
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www.indiana.edu/~purchase
Then select “contracts”
Use TOPS Web for those in the “B2B” environment
OR
In IUIS TOPS, use contract ID on 052 screen, or
type ? to get a list
Upcoming – Temporary Services
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New way of contracting with Preferred
Providers
Committee on campus worked with
Purchasing to issue RFP and select vendors
Soon, information will be on web, and
departments can request through TOPS Web
BETTER pricing, MORE efficient!
Upcoming – Temporary Services
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First choose the appropriate vendor from the
list of preferred providers. This information
will be on the contracts page, in some format
such as this:
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Link to prototype here
Then go to TOPS Web and place the order
Implementation date to be announced soon
Upcoming – Herald Times
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Campus-wide agreement and pricing
New web interface to make requests,
(optional)
Purchase Requisition still required to
authorize the Purchase
http://www.indiana.edu/~purchase/advertising/ht-ads.shtml
Q&A
Jennifer Foutty
Purchasing Contract Mgr
[email protected]
855.5037