Purchasing & Contract Management

1. Enterprise Supply ChainPurchasing & Contract Management Office Business Manager andStaff Training

2. 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.

3. 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.

4. 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

5. Overview (cont’d) • 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.

6. 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 >$25,000 • Sole Source or Sole Brand Purchases

7. 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

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

9. 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.

10. Service Contracts Immigration & Security Form (E-Verify): • A Federal Government online registration system used by employers to verify a person’s 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 PFSAT - TEAM 6

11. 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.

12. 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.

13. 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.

14. 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@gru.edu, 706-721-4854 Gregory S. Woodlief, Senior Manager – Purchasing & Contracts - RFP Review, Contract & Vendor Issues - PeopleSoft maintenance (requisition & PO cancelations) - gwoodlief@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@gru.edu, 706-721-4582

15. Your Professional Team Is In Place Krishna Nichols, P-Card Program Administrator - Works set up, card replacement, PC #s, etc. - knichols@gru.edu, 706-721-9441 Regina White, Sourcing Specialist - Primary Buyer for College of Nursing & College of Allied Health - Health eShop Administrator - rhull@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@gru.edu, 706-721-9310

16. Your Professional Team Is In Place Karen Herrington, Contracting Specialist - Primary Buyer for Support Services Departments, (HR, IT, President’s Office, Ga War, etc.) - kherrington@gru.edu, 706-721-2035 Aleen Jones, Buyer II - Primary Buyer for College of Medicine - Research equipment and supplies - ajones@gru.edu, 706-721-2218 Sharlene Redd, Buyer II - Primary Buyer for Georgia Correctional Healthcare • shredd@gru.edu, 706-721-4555 Beverly “Sue” Ruvo, Buyer II - Primary Buyer for Georgia Correctional Healthcare - bruvo@gru.edu, 706-721-2708

17. 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@gru.edu, 706-721-6122 Carolyn Ward, Buyer I - Primary Buyer for Facilities, Public Safety, etc. - cward@gru.edu, 706-721-6121 Candyse Edwards – Office Specialist - Office & P-Card Support - 706-721-2216

18. We Are Your Resource Questions?